Manage v/s Micromanage

Imagine a workplace with a number of staff being micromanaged.  In the extreme this would mean that the manager has to fix the photocopier EVERY time it jammed, or at the very least would have written the step-by-step procedures followed in minute detail.

We often complain about the difficulties in managing our staff, our work, our children, our partners - in fact, everything in our entire rich and chaotic lives.

But - do we have trouble managing or are we stuck trying to micromanage?

Micromanaging means that we are acutely aware of every change in the details of things - regardless of what those changes are, and we try to control every single one of them!

You know you are micromanaging if:

• You are always "on call"
  
• Your open door office is never closed
  
• You can't focus on your work because you are doing everyone else's
  
• You are the bottleneck in the productivity flow.
  

If you find that you are micromanaging - try these simple steps:

• Think BIG picture
  
• Remember what your true role (and worth) is
  
• Clarify and communicate how you best serve your organisation
  

Remember - by micromanaging your are stopping EVERYONE from shining.  You cannot do your best, and nor can they. 

Time Versus Money

Have you heard the saying - if you have enough time you won't have enough money, and if you have enough money, you have the time?

Time and money are both forms of currency - and in this tough economic climate we will have to carefully consider both.

I have often said that if you throw enough money at a problem - at ANY problem - the problem will go away.  It will be solved.  

This is particularly true for problems that need a concrete, material solution.  Virtually all other problems will need either time or money spent on them to find the best solution.  We can find solutions quickly if we pay for them, but if we don't have the necessary funds we need to be creative to find effective solutions.

To help you find solutions without spending more money, consider:

What has worked in the past?

Will it work now?

What else could you do?

Where can you get new inspiration?

In Summary:

Thinking outside the box will help you find new solutions.

Learn the difference between being able to solve a problem, and learning to cope with it.

Productivity Tips No. 1

From time to time I will post some productivity tips - things to assist us to get more from our busy lives. Here is Tip No 1.

Enjoy what you do...
How many times have you dragged yourself painfully through tasks - struggling to finish, and begrudging every moment "wasted"?

I recently had a conversation with a colleague who mentioned breaking her golden rule of not working on weekends. She was happy to spend extra time on a project with a tight deadline because she thoroughly enjoyed what she was doing and was excited by the project. In fact, she had energy to burn and completed other tasks as well.

Do you enjoy your paid and unpaid work?
How can you make your work fun?

In Summary:
People go the extra mile when they enjoy the task.
Think of ways to make your work fun.
Mix it up and break it up.
Play music you enjoy - get up and dance for a change.
Reward yourself and your staff when they achieve a milestone.
Watch your productivity soar.

Are You Technologically Challenged?

I admit it. It takes me a while to learn new technology, and I tend to learn it on a "needs to know" basis. What I mean is that only learn the features and functions that I need - not all that are offered. And even this can be a challenge... although I occasionally surprise myself by intuitively getting it right!

Much as women might read the manuals, maps and ask for directions and men tend to just get on with it - there are times that reading manuals is too hard. The add-ons, upgrades and special features are great if it is what you need, but confusing if you don't.

Here are some tips to assist you in choosing the next level of technology you buy, hire or desire...

Don't panic -

• Decide what you want technology to do, and what you want to continue to do.
• Think about what you really need. What is it for?
• How will you use it? Will you use it?
• Do you need the latest for your work or your image?
• Don't just buy new technology because it is the latest thing - unless it offers you something you would frequently use.
• Actively choose what technology you want to use - this makes it easier to learn to use it and you are less likely to buy unwanted or unnecessary "fads".
  

Remember:
Everyone has to learn how to use new things
Few people really understand All the intricacies of rapidly changing technology, but most manage what they need.
Decide if you REALLY need anything new.
Over time your needs and expertise change, and you might learn to use some of those pesky extra features!

Hey - Do You Use Lists to Help You Get Organized?

Whether you are organizing a BIG event - like your Wedding or something smaller like an office get together or a kids party Writing Lists can help to stay on top of everything - guests, ornaments, flowers, venues, entertainment, catering, decorations, clothing etc.

Do you use the lists you write?
If you do, keep writing lists. This can help you cement your thoughts.
Everyone is different. How you use your lists is as individual as you....

So consider these points:

• Choose how you write them - they are an expression of your individuality.
• Some people use lists just by writing them - they never look at them again.
• Decide how frequently you want to write a list - it might vary depending on the purpose (daily, weekly, monthly, even annually or task related. )
• Lists can clarify your thoughts around meetings, projects etc.hey can help other people stay on track.
• Make sure the lists are easy for others to use if necessary.
  
• Keep copies of important lists.

Here are some tips for writing lists:

• Keep them simple, focused and in one place.
• Make sure you use every list you write.
• Ticking items off a list is not mandatory.
• Lists without actions are a waste of time and energy!

Tips to Help You Improve Your Concentration

We all have difficulty concentrating at times. Sometimes it is because what we are doing is boring, tedious or too repetitive - other times it might be because we are tired. Think about when you were really interested in something. Did you have trouble concentrating on that?

If your life depending on something, would you manage to concentrate?
So the challenge really is to maintain our focus and concentration when we have to, but don't want to. Think of a time you could concentrate easily. What did you do, and how did you do it? What could you do now that would help you use the techniques you used then?

Here are some more tips to aid concentration:
Set up a routine helps - just as students get into a study routine to help them concentrate and complete their assignments and study.
Some people like to do exercise - either team or individual sports. Make it something you enjoy.
Get enough sleep and take some time out for relaxation.
Consider a personal trainer or joining a gym.
Try yoga, meditation or even a martial arts discipline.
Try reading a book, doing crossword puzzles, sudoku, playing bridge, chess etc.
Enjoy what you are doing - IN THE MOMENT. This helps you to concentrate.
Match your goals to your values - this helps you to concentrate and achieve your dreams.
Try to make what you are doing fun.
Enjoy what you are doing - this helps concentration!

In Summary:
Set goals - be committed to what you are doing.
Maintain a healthy life style - eat wisely, avoid stimulants (drugs, alcohol, caffeine, chocolate). Get adequate sleep.
Keep the same routine to get into the habit of concentrating.

Developing Useful Systems

Using appropriate systems assists efficiency and order and can create calmness and productivity.

The difficulty is getting people to use systems consistently. If the system is sensible, practical and obvious - it is more likely to be used.

We are all familiar with systems that DON'T work! One of my favourites is a sign to designate a "no-go" zone for off-leash dogs in the middle of a huge off-leash area in a public park. There is a small metal plaque set into the ground that indicates this "no-go zone". Do they think that dogs can read and change their play based on a picture?

So the question is: How can I get staff to take my systems seriously?

If people understand why a system exists they are more likely to use it.
Make sure all systems are necessary
Ensure the systems are reasonable for the users
Keep them simple
If the systems are mandatory clarify their purpose to the users
Systems exist to bring efficiencies - not to control people
Are the systems current or "just there from before"?
Are there easier or better ways to guide staff?
Are they relevant?
Do they reflect staffs' actions?

In Summary:
Understanding brings acceptance.
Use the KISS principle (Keep it simple, straightforward)
Clarify the purpose of the system
Review and revise systems NOW!
Systems should be relevant and appropriate

Following these steps will help you develop systems that people will value and use.

Happy New Year

Hope you had a safe and wonderful festive season.

Are you back in the swing of things yet?

It seems hard to get back into the full routine of the year with sales in the stores, children on holidays and summer in the southern hemisphere. It is easier to go slow - ease back into the year and decide on some arbitrary date to gets things to happen.

One of the things I have noticed over the last ten years or so is that the Christmas-New Year break has got shorter in Australia. Factories and many services used to close for most of December and January. In fact, when I was working in industries and making on-site appointments there was very little to do until the end of January. Not any more.

The world is busy. All nations are competing for the same markets and customers. We have a global economy so our individual trends and behaviours are merging with the dominant (or most profitable) work styles.

So, how do you maintain your individuality? Remember what is important to you, and what it is that you truly enjoy doing. Find out where your skills lie and develop them further. And then, just for the mental stimulation, learn something new. This keeps the mind young and maintains interest in life.

Possible Procedures....

Sometimes businesses can things just right. Staff follow their procedures to the letter, and customers are not only satisfied, but are impressed.

I recently visited a boutique pub in which staff obviously had extensive training to pour beers in a specific manner. The total procedure consisted of at least 10 steps performed in front of the customer. This was part of the selling point, entertainment and branding for the beer.

It was consistent from repetition to repetition (so if a customer missed a step and wanted to see it again, all they needed to do was order another drink, or wait for someone else to order the same brand of beer). Each brand had slightly different procedures - glasses and place mats used etc. This was an extremely impressive development and delivery of procedures!
Have you ever wondered - "How can I write procedures that people will use?"

Put simply:

• Be clear about what the procedure is for...
• Consult with the users - so you can get it right.
• Define who will use the procedure.
• How much time will they have to use it?
• How frequently will they use it?
• Will staff need supervision?
• Will supervision/assistance be available when required?
• Have all legal requirements been addressed?
• What is the next step and how does it happen?

Think outside the box

Only use procedures when they are important or vital - having too many procedures means that people become overwhelmed and non-compliant.

So, when designing effective procedures that staff WILL use think - Talk, Time, Location, Stuff and Knowledge

• Talk - Consult with the staff that are doing the job
• Time - When staff will use the procedure?
• Location - Where will staff will use the procedure?
• Stuff - Do staff have everything required (all resources) to easily complete the task?
• Knowledge - Provide appropriate training and retraining so staff can easily use the procedures.

If they are still not getting it, the procedure should be reviewed.

Go With The Flow

Have you ever had one of THOSE days? You know - the arsenic day when everything goes wrong? No plan can be realised, no task completed and you end up feeling like a wrung out rag?

I think it is probably more of the norm at this busy time of the year, rather than the exception.

I recently had a whole weekend like that - major time conflicts as I juggled supporting relatives through bereavement, a dear friend's daughter's car accident, family responsibilities, Christmas cheer, entertaining and work. My much anticipated and eagerly awaited dinner party for close friends went from being for a group of 9 on Friday to a nice small gathering with 3 guests three hours ahead of the starting time.

I had plans (and I am an EXPERT planner - have been for years). I imagined a time frame for each item, how it was all going to happen, what obstacles could arise, and I had my wonderful strategies to deal with each potential problem.

Nothing went according to plan, and you know what? It all happened anyway - fairly calmly and smoothly, just not in the way I anticipated.

A number of my friends commented on my ability to stay calm when it is so easy to get lost in the chaos.

I realised that my ability to "go with the flow" was because I have learned not to be completely or totally attached to the outcome of any one thing. I don't really mind how anything occurs as long as the result is to my satisfaction. I know I cannot control everyone and everything - in fact, I'm not so sure that I can control myself 100%. But that's the fun of being human.

So while we are well into the "silly season" and madness reigns during December and January think about what is truly important to you. Do you want to spend time frazzled and tired or having time out for smiles and cheer?

If you want to be able to go with the flow, let go of your expected ideas. Don't hold onto a specific outcome, but focus on the big picture.

Think of the result you want, what is acceptable for you and what moral and ethical boundaries exist for you, and then just "go with the flow."

To all my readers - have a wonderful, safe, healthy and happy Festive Season and a fantastic 2008. Enjoy your moments as they arise they truly are gifts....

How to Improve Productivity and Efficiency in the Workplace

Wondering how to get everyone to do the same thing and have it at the right standard?

Some will, some won't but it is easier to improve efficiency and productivity if you have some flexible, standardised procedures.

Having clear guidelines makes it easier for people to do the right thing. People work differently. So, manage - don't micromanage.

Standardized procedures make things easier and more efficient. Without them, things happen ad hoc, but make the procedures too detailed and specific and it is likely that someone, somewhere will try to take a shortcut and quality control could suffer.

To develop appropriate and easy to use procedures and policies, decide what the essential elements of the task and desired outcome are, then develop systems to assist this.

Quick tips
Base your system on what needs to be done (and why).
Learn how the tasks are done - understanding how people do tasks means that you can make sure that people have all the things they need to get the job done.

Provide feedback loops - checking in on task performance and completion means that you can adjust and/or change any procedure and system quickly - so that it stays practical and efficient.

Allow variation and flexibility - everyone works in his or her own way. Letting people do things as they like (within reasonable limits) means they are more likely to enjoy their work and work more efficiently.

Think BIG picture - it is more important that things get done in the right way, rather than they are done in the right way.

Don't try to control EVERY aspect of work.

How to Get People to Use Your Existing Systems

Many managers complain that their staff do not use their existing systems - compliance is always a problem.


So, how do we get people to use the systems we have in place?

Put simply:
If we want people to use our systems make sure that they are easy to use. The systems should be appropriate for the task and have some degree of flexibility so that people can enjoy using them (at least in some way). The flexibility might be the order in which things are done, or it might be the manner in which people complete the task. Allow people's individual personalities and preferences to come through.

Why do we need flexibility in systems?
There are three very clear reasons why people don't use existing systems.
1. Not everyone is the same;
2. People don’t do the same thing the same way every time; and
3. It is unlikely that the system CAN be used all the time.

You see, poorly designed, irrelevant, overly complicated and/or rigid systems are likely to be difficult to use and will not reflect the needs of the users.

In designing systems that people are likely to use, is the system
1. Necessary - don't burden them with unnecessary stuff
2. Obvious - to the user not just the designer
3. Appropriate - make it easy to use
4. Relevant - it must serve a sensible purpose
5. Flexible - allow them to enjoy using the system
6. Understood - the purpose, use and application of the system
7. Agreed - design it with the user in mind, talk to them

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How to Bring Order into Your Life

There are any number of systems that people suggest we use to bring order into our lives and move from chaos to calm.

The difficulty is choosing the right system for each of us

When you can't find your way clearly around completing any task, think back to when you did something well. How did you do it?

We really do know what to do
We all have our own natural way of doing things. It might not be the same as the way that other people do the same or similar thing, but it obviously works for you. When you know what your natural way of doing things is, you can start to apply that same method to all things that you do.

For example, some people like to have everything in order BEFORE they start to work on a task. Others are happy to get stuck into the task and organise as they go. Another approach is to have a clear plan but remain flexible so that they can respond to any changes as they arise.

Think about how you do the things that you do efficiently. It should be something that you know you do easily and efficiently, that your friends and colleagues tell you that you do well. Take it apart - think about how you do it.

• Do you use a checklist (written down or in your head)?
• Do you talk about it with others to help you sort out your ideas and actions?
• Do you plan each part of the task or do you just respond to what is happening as you complete the task?

The more detail that you can identify about how you do anything, the more likely it is that you can see the patterns that you use whenever you complete any task. Once you have noticed your patterns, think about where else you can use this same approach to complete any task.

For more tips, visit http://www.sharonnephillips.com