Is It Time for a System Reboot?

Sometimes you just need to step outside of the comfort of your daily practices and systems and shake things up a bit.  Think of it as a way to test your systems, practices and theories.

How much of your daily work is performed on auto pilot?  You have devised a system that works so well, you don’t have to think about it.  Well, you should consider performing a system audit at least once per year. 

There are many tools available to help create an efficient and effective work environment.  Some of the more popular efficiency and management tools include Basecamp, Asana, Freedcamp, Google Mail, and Microsoft Outlook.   

Before you can decide on the right tool, you have to first understand what you need the tool to do for you.  You may need an application that can works on very particular platforms; or one that allows you to turn an email into a task with a reminder.  Knowing what you need from the tools you use can save time and money. 

Measuring the efficiency and efficacy of tool is just as important as the tool itself.  Make sure you can measure how well your tools are working for you today and use it as a baseline when you measure the how well the new tools works.

If the new tool doesn’t improve your processes or increases efficiency for you, don’t switch.  Sometimes your current tools is perfect but you won’t know for sure unless you test it against another similar tool.

P.O. BOX 6582

Houston, TX 77265

www.musthavemgr.ccom

832-271-9283

The Beauty and Benefits of Using Systems

I find beauty in order; systems and processes are wonderful.  When everything functions in synchronicity and ease, my heart sings and all is good in the world.  One benefit to using systems is the order it creates. It allows you to turn a big, hairy project into a more manageable one.  Systems allow for clarity of purpose; it helps in identifying stakeholders and it sets the groundwork for future improvements through the ability to measure the efficiency of the system.  Once an understanding of the purpose, protocols, processes of a project are known, you can press through the project with ease.

Clearly Understand the Purpose

How often have you started a project without knowing the purpose of the project or how your contribution affects the project.  This is not acceptable in any circumstance.  Every worker should not only know how their contribution affects the project, they need to understand the benefits of their contribution to the project.  When this understanding exists, a more proactive and creative approach to planning and execution is possible. 

Awareness of Protocols

An awareness of the protocols associated with your project or job is very important.  This means knowing the rules, policies, and procedures associated with the project as well as knowing the rule makers.  This is crucial in the planning and execution of a project.  It is helpful when formal policies and procedures exist but unfortunately, that is not always the case. In these circumstance, consult the primary decision maker and find out the operational and performance parameters and ensure you both understand and comply.

Set up an Efficient Process

When you understand the purpose and protocols, the next step is to setup processes that represent the most time efficient and cost effective way to achieve the intended purpose in relation to the established protocols.   

Allow for the things that take the most time to do; those that need feedback from others, those that need complex or time consuming formatting.  Ensure the flow of the steps make sense and allow for the successful completion of the project or job within the allowable time frame.

One of the wonderful things about systems is they are dynamic and ever changing.  Understand you will have updates to the system but if you consistently work with systems in mind, your work will become more efficient.

Lead By Example

“Make it your business to draw out the best in others by being an exemplar yourself.” ~ Epictetus,

How many times have I heard “Do as I say, not as I do”?  This is sometimes expressed by parents to their kids when they mimic their parent's behavior. Imagine if it was the protocol in a work environment. 

It would be untenable if a manager had unreasonable expectations for performance and would not listen to reason or if a manager followed different rules of conduct just because as a manager, he could.  It is a poor manager who berates an employee for not completing a task or for not following safety rules when that same manager chose not to complete the employee's performance review on time or chose not to wear safety goggles in a high risk area. If you expect superior performance from your employees, be a superior manager and inform, instruct and recognize. 

Inform

When assigning a task, ensure you clearly identify the expected results, all milestones that must be met, and any barriers to success that may be encountered.

Instruct

Give your employees all of the tools needed to perform the task. Share industry standards, company benchmarks, and any safety considerations.  Give your employee a list of all stakeholders associated with the task. 

Recognize

Ensure you privately and publicly praise your employee for a job well done.

“Nothing speaks like results. If you want to build the kind of credibility that connects with people, then deliver results before you deliver a message. Get out and do what you advise others to do. Communicate from experience.” ~ John C. Maxwell

Dynamic Teambuilding

Every manager wants a strong, capable and dynamic team but how many managers are prepared to do the work to have such a team.  A good team is not formed overnight or without a great deal of engagement from the manager.  

Plato said "Good actions give strength to ourselves and inspire good actions in others." Good managers recognize the need for engagement when developing a capable, dynamic team.  Engagement is demonstrated through the recognition of good work with private as well as public praise. When an employee does a job well, praise the effort and the success. Encouraging the employee can often inspire better performance.  

Providing guidance and professional development opportunities are also ways of motivating and inspiring employees. How can you assist the employee in getting the exposure to the projects that will help develop skills and acumen? Schedule "Catch Up" meetings with employees to discuss their concerns and their desires for advancement. 

Understanding the challenges faced by employees is important, just as important as the success of the company's goals.  It is advantageous for managers to cultivate employees and work diligently to provide opportunities for growth.

Leadership Challenge

Three Ways to Drive Change Through Leadership

Practice Emotional Intelligence   Practice emotional intelligence as you lead your team. Emotional Intelligence means your team members are people not movable assets.  Understand everyone has issues and they do bring them to work.  Recognize the emotional, physical and mental effort involved in completing a task successfully.

Delegate   Delegating a task to a subordinate is the best way to both share the workload and to demonstrate trust in your subordinate.  Delegating tasks says I trust that you have what it takes to get the job done.  Remember delegation means clearly defining the task to be complete, the tools needed to complete the task, clearly defined expectations, and the assurance that communication will be ongoing.

Communicate    Ensure everyone associated with the task understand the expectations for the final product.  Assure all team members know you are available to answer any questions or discuss any concerns they may have about the project or task.