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9 Effective Team Management Strategies

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9 Effective Team Management Strategies

So, you’ve been promoted to manager and now you are responsible for a team. Whereas before, you only had to worry about your own work, you are now in charge of an entire project, and every aspect of it as well.

It can seem an overwhelming task, but there are some effective team management strategies that you can employ to make your life easier.

So what exactly is “team management”? For our purposes, we can define it as:

Team management is the ability to organize and coordinate a group of individuals in order to achieve a desired outcome, goal or task.

In the traditional business model, organizations were typically set up in a hierarchy with each person in the organization having a well-defined role and set of responsibilities. In today’s world, organizations are becoming much flatter, with more of an emphasis on cross-functional and cooperative problem solving.

This change in organizational structure also has an impact on team management, management techniques and management strategies. It has become less and less acceptable to this new generation in the workforce to answer to and follow an authoritarian leader. Today’s leader is much more likely to be viewed as a “facilitator” than a traditional team leader.

So, with this new reality in mind, here are 9 effective team management strategies for today’s corporate culture.

1. Establishing and Maintaining Trust

That trust is essential to effective team management should come as a surprise to no one.

Trust is an essential component to any relationship personal or professional. In a group setting, it’s important that the individual members have trust in the leader. Trust to do the right thing, deliver what was promised and to support the individuals on the team.

You can build trust a number of ways including, acknowledging a job well done and pitching in to help when team members struggle.

Similarly as a team leader, you need to be able to trust in the team for much of the same reasons. That they will deliver work on time and in a professional manner. That they share the same goals of both the team and organization and that they will do the “right thing” by the team.

Now, there’s one more aspect of trust that important for team management, and that’s trust between team members.

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In order for any team to be effective, the members need to have trust in one another to:

  • Deliver on promises
  • Put the needs of the team first
  • Understand how their individual actions affect the team as a whole
  • Be able to count on one another to help each other out

It can take some time to establish trust and the bonds that accompany it. But there are some things you can do to promote it:

  • Be tolerant of mistakes. They are bound to happen especially if people are new to the team. Providing an atmosphere that allows team members to admit mistakes without fear of retribution encourages open communication.
  • Encourage open communication. Being tolerant of mistakes is a good start however, it takes more than that. Actively seek out input from your team members. Have weekly brainstorming sessions that are completely non-judgmental. Utilize team building exercises.
  • Be flexible. Lose the mindset that says we do it this way because we’ve always done it this way. If someone comes up with a better solution and you’re receptive, it will encourage others to come up with better solutions too.
  • Be transparent. Nothing kills trust like keeping secrets.

2. Develop Relationships

One of the often-overlooked team management strategies is to develop relationships with those you manage. It’s just a fact of life that people do a better job and work harder for people they like.

Now, we’re not saying that you have to invite them to your house for Sunday dinner. But a beer after work, a lunch or a pizza party where you get to know your team members better is a good start.

And again, this is another area where you want to encourage your team members to develop relationships with one another. Try scheduling team building exercises on a weekly or monthly basis (note: schedule these during work hours, they are work related). Bowling and dart leagues are good too. Really, almost any cooperative team activity can strengthen relationships.

3. Use Team Management Apps and Tools

I recommend using these in any team setting, but they can be especially helpful for “virtual teams” where members are working from remote locations.

Basically, a team management tool is a platform open to everyone on the team.[1] Each member of the team is assigned their task, the progress of which can be followed and monitored. This allows for the team to know exactly where the project stands at any given moment. It’s very useful in pinpointing exactly where problems and bottlenecks are occurring in the system so that corrective action can be taken quickly.

They are also a good way for team members to coordinate their work with one another. If Sally is waiting for John to finish his project but sees that it’s still two weeks out, she can switch her focus, help out with the delay or be assigned a new task.

As you can see, when used properly team management tools can contribute to intergroup communication as well as improve efficiencies.

Get inspired by these 5 Project Management Tools to Get Your Team on Track

4. Know How to Retain Your Best Employees

Certainly, money is a motivating factor, but it’s not nearly as high on the list as you may believe, in fact:[2]

Studies have shown that 89 percent of bosses believe employees quit because they want more money. As much as any boss would love this statistic to be true (because it basically pardons any manager from wrongdoing) it’s simply not true. Only 12 percent of employees actually leave an organization for more money.

Moreover:[3]

79 percent of people who quit their jobs cite ‘lack of appreciation’ as their reason for leaving. As the saying goes, people don’t leave companies. They leave bosses.

So, what can we take away from these studies?

First, while no one would argue that money isn’t a factor, it’s not nearly as important as most people think. For most employees and team members, having a positive work environment is much more important.

So, start by creating a supportive atmosphere that encourages participation and rewards initiative. This will go a long way towards employee retention.

5. Know Your Role as a Leader

Good team management strategy requires that you know your role as a leader.

The role of a leader is, by nature dynamic, it changes both situationally and over time. In simple terms, know when to lead and when to step back.

Micromanaging is a nightmare for talented and motivated employees. A large part of job satisfaction is tied into the employee’s “ownership” of their work. Micromanaging stifles creativity and strips ownership from the team member.

Now, that’s not to say that you shouldn’t intervene when problems arise. After all, one of the advantages of the above mentioned team management software is the ability spot issues early before they become major problems.

So, when is it appropriate to step into a situation and when is it okay to leave it alone? While there is no hard and fast rule, a good plan of action is to:

  1. Inquire – Note, that I didn’t say intervene. The first step is to inquire with the team member to get a better understanding of the nature of the problem. Is it a personal issue, a training issue, too much on their plate?
  2. Evaluate – Is this a problem that will get worse without intervention? Is it a temporary hiccup?
  3. Decide on an action – Will shifting a portion of the workload to another team member help? How about letting them take a personal day for issues at home? Or, maybe no action is required which is still an action.
  4. Monitor – What effect did your decision have on the issue and adjust accordingly.

6. Take Advantage of Other People’s Knowledge and Skill Sets

A good team management strategy is always to use people’s skills and abilities as efficiently as possible. And as a leader, you need to recognize that you aren’t fully aware of everyone’s knowledge base.

The whole point of having a team is to take advantage of the different skill sets each team member has. While this may seem obvious, what many managers forget is that people’s expertise and skill sets can overlap.

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For example, when my team set up my latest online product, it didn’t do so well. So, I got everyone in a room to discuss it. As it turned out, it was my mistake. I had let my marketing team set the price points for the product and its various upsells and downsells. My marketing team had never dealt with this type of product before, but the team who built the product had done it many times. It was the programmers who pointed out that the pricing structure was all wrong.

Long story short, we changed the pricing structure and it’s now one of our best-selling products.

So, the moral of the story is that while people do have expertise in a field, don’t discount the fact that their experiences can give them insights that bleed over into other areas.

7. Define Roles Within the Team

We’re not talking job responsibilities like programming, marketing and development. We’re talking about defining roles within the team.

Everyone in a team has a different personality. Some are always “chipper” and are good for morale and rallying the troops. Others are good at keeping things organized and coordinated. Some people have good communication skills while others don’t.

Some roles within the team can include:

  • Champion – someone who enjoys promoting ideas, rallying the group, and driving change.
  • Creator – someone who enjoys generating ideas, designing solutions, and tackling creative challenges.
  • Implementer – someone who is adept at taking charge of the daily work activities and administrative tasks.
  • Facilitator – someone who does well managing relationships, both within the team and externally; they are the glue that holds everything together.[4]

Using each person’s unique personality traits will foster cohesiveness and synergy within the team.

8. Set the Example

All the team management strategies in the world are useless unless you set the example.

It seems so obvious that you need to “practice what you preach”, but I’ve seen too many examples of leaders with the attitude of “do what I say, not what I do”.

It doesn’t work for the parent who tells a child not to smoke when they do. And it doesn’t work for a leader who expects others to work late when they don’t.

Leaders also need to show the integrity that they want the team to have. Start by admitting your mistakes when you’re wrong. When interacting with team members, do so with professionalism, dignity and respect.

In short, be the type of team leader who’s worthy of having followers.

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9. Provide and Take Feedback

Feedback can be hard, both for the giver and the receiver. But hard doesn’t mean it shouldn’t’ be done.

Feedback is an essential tool for everyone’s professional growth. It allows us to both focus on the areas we need to improve and helps us define our strengths.

So, why is giving or receiving feedback so difficult?

The answer lies in human nature.

For the one receiving the feedback, especially negative feedback, it can feel like a personal attack, and the natural reaction is to get defensive or put up a wall. Neither of which is very helpful for the team, individual and team leader.

For the person giving the feedback, it can be even worse. It’s tough to tell anyone that they need to change or improve. You run the risk of creating an emotional response or even worse, long term resentment that can hurt morale. This is how leaders start to justify attitudes like “it’s not so bad” or “it will get better” that hurt both team and professional growth.

But the real problem arises because the employee is not given a chance to improve. If the employee doesn’t have the chance to improve their performance, it will impact both the results of the team and their career. This is the definition of a failed leadership strategy.

So, we’ve established that both giving and receiving feedback is difficult but, there are some things you can do to make it easier.

  • Give them a heads up – “Gary, I’d like to talk with you about that project, would you get the file and meet me”. This lets them know what’s happening and gives them a chance to collect their thought.
  • Ask questions first – Avoid the urge to “get it over with” and start by asking questions like “How do you think it’s going, what issues do you see?” This lets them have a chance to give you their perspective.
  • Talk about the work, not the person – Telling someone that they have a bad attitude is a guaranteed way to have them shut down and get defensive. But, explaining that there’s a communication issue and here’s what we are going to do to solve it is much less personal.
  • Ask them to give you some feedback – This helps with the perceived power imbalance of the interaction, making it more of a two-way street. Ask them what you can do to make their job easier? What do they see as your weaknesses? Do they have any suggestions that they think would be helpful?

Want some more tips on how to give and take feedback effectively? These articles can help:

The Bottom Line

Managing a team is never an easy task, it’s an ever-changing dynamic that requires constant monitoring, revisions, re-adaptations and support.

Just like the engine in a car that requires constant oil to support the health and functionality of the entire system, having the effective team management strategies will keep your team running smoothly.

More Team Management Tips

Featured photo credit: Marvin Meyer via unsplash.com

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Reference

[1] Clockify: 20 best team management software
[2] Office Vibe: 10 Shocking Statistics About Disengaged Employees
[3] OC Tanner Learning Group White Paper: Performance Accelerated
[4] CaliperCorp: 10 Best Practices for Effective Team Building

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David Carpenter

Lifelong entrepreneur and business owner helping others to realize the American Dream of business ownership

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Last Updated on October 7, 2021

Are You Addicted to Productivity?

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Are You Addicted to Productivity?

“It’s great to be productive. It really is. But sometimes, we chase productivity so much that it makes us, well, unproductive. It’s easy to read a lot about how to be more productive, but don’t forget that you have to make that time up.”

Matt Cutts wrote that back in 2013,[1]

“Today, search for ‘productivity’ and Google will come back with about 663,000,000 results. If you decide to go down this rabbit hole, you’ll be bombarded by a seemingly endless amount of content. I’m talking about books, blogs, videos, apps, podcasts, scientific studies, and subreddits all dedicated to productivity.”

Like so many other people, I’ve also fallen into this trap. For years I’ve been on the lookout for trends and hacks that will help me work faster and more efficiently — and also trends that help me help others to be faster. I’ve experimented with various strategies and tools . And, while some of these strategies and solutions have been extremely useful — without parsing out what you need quickly — it’s counterproductive.

Sometimes you end up spending more time focusing on how to be productive instead of actually being productive.

“The most productive people I know don’t read these books, they don’t watch these videos, they don’t try a new app every month,” James Bedell wrote in a Medium post.[2] “They are far too busy getting things done to read about Getting Things Done.”

This is my mantra:

I proudly say, “I am addicted to productivity — I want to be addicted to productivity — productivity is my life and my mission — and I also want to find the best way to lead others through productivity to their best selves.

But most of the time productivity means putting your head down and working until the job’s done.” –John Rampton

Addiction to Productivity is Real

Dr. Sandra Chapman, director of the University of Texas at Dallas Center for BrainHealth points out that the brain can get addicted to productivity just as it can to more common sources of addiction, such as drugs, gambling, eating, and shopping.

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“A person might crave the recognition their work gives them or the salary increases they get,” Chapman told the BBC.[3] “The problem is that just like all addictions, over time, a person needs more and more to be satisfied, and then it starts to work against you. Withdrawal symptoms include increased anxiety, depression, and fear.”

Despite the harmful consequences, addiction is considered by some experts as a brain disease that affects the brain’s reward system and ends in compulsive behavior. Regardless, society tends to reward productivity — or at least to treat it positively. As a result, this makes the problem even worse.

“It’s seen like a good thing: the more you work, the better,” adds Chapman. “Many people don’t realize the harm it causes until a divorce occurs and a family is broken apart, or the toll it takes on mental health.”

Because of the occasional negative issues with productivity, it’s no surprise that it is considered a “mixed-blessing addiction.”

“A workaholic might be earning a lot of money, just as an exercise addict is very fit,” explains Dr. Mark Griffiths, distinguished professor of behavioral addiction at Nottingham Trent University. “But the thing about any addiction is that in the long run, the detrimental effects outweigh any short-term benefits.”

“There may be an initial period where the individual who is developing a work addiction is more productive than someone who isn’t addicted to work, but it will get to a point when they are no longer productive, and their health and relationships are affected,” Griffiths writes in Psychology Today.[4] “It could be after one year or more, but if the individual doesn’t do anything about it, they could end up having serious health consequences.”

“For instance, I speculated that the consequences of work addiction may be reclassified as something else: If someone ends up dying of a work-related heart attack, it isn’t necessarily seen as having anything to do with an addiction per se – it might be attributed to something like burnout,” he adds.

There Are Three “Distinct Extreme Productivity Types

Cyril Peupion, a Sydney-based productivity expert, has observed extreme productivity among clients at both large and medium-sized companies. “Most people who come to me are high performers and very successful. But often, the word they use to describe their work style is ‘unsustainable,’ and they need help getting it back on track.”

By changing their work habits, Peupion assists teams and individuals improve their performance and ensure that their efforts are aligned with the overarching strategy of the business, rather than focusing on work as a means to an end. He has distinguished three types of extreme productivity in his classification: efficiency obsessive, selfishly productive, and quantity-obsessed.

Efficiency obsessive. “Their desks are super tidy and their pens are probably color-coded. They are the master of ‘inbox zero.’ But they have lost sight of the big picture, and don’t know the difference between efficiency and effectiveness.”

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Selfishly productive. “They are so focused on their own world that if they are asked to do something outside of it, they aren’t interested. They do have the big picture in mind, but the picture is too much about them.”

Quantity-obsessed. “They think; ‘The more emails I respond to, the more meetings I attend, the more tasks I do, the higher my performance.’ As a result, they face a real risk of burnout.”

Peupion believes that “quantity obsessed” individuals are the most common type “because there is a pervasive belief that ‘more’ means ‘better’ at work.”

The Warning Signs of Productivity Addiction

Here are a few questions you should ask yourself if you think you may be succumbing to productivity addiction. After all, most of us aren’t aware of this until it’s too late.

  • Can you tell when you’re “wasting” time? If so, have you ever felt guilty about it?
  • Does technology play a big part in optimizing your time management?
  • Do you talk about how busy you are most of the time? In your opinion, is hustling better than doing less?
  • What is your relationship with your email inbox? Are you constantly checking it or experience phantom notifications?
  • When you only check one item off your list, do you feel guilty?
  • Does stress from work interfere with your sleep?
  • Have you been putting things off, like a vacation or side project, because you’re “too swamped?

The first step toward turning around your productivity obsession is to recognize it. If you answered “yes” to any of the above questions, then it’s time to make a plan to overcome your addiction to productivity.

Overcoming Your Productivity Addiction

Thankfully, there are ways to curb your productivity addiction. And, here are 9 such ways to achieve that goal.

1. Set Limits

Just because you’re hooked on productivity doesn’t mean you have to completely abstain from it. Instead, you need to establish boundaries.

For example, there are a lot of amazing productivity podcasts out there. But, that doesn’t mean you have to listen to them all in the course of a day. Instead, you could listen to one or two podcasts, like The Productivity Podcast or Before Breakfast, during your commute. And, that would be your only time of the day to get your productivity fix.

2. Create a Not-to-Do List

Essentially, the idea of a not-to-do list is to eliminate the need to practice self-discipline. Getting rid of low-value tasks and bad habits will allow you to focus on what you really want to do as opposed to weighing the pros and cons or declining time requests. More importantly, this prevents you from feeling guilty about not crossing everything off an unrealistic to-do list.

3. Be Vulnerable

By this, I mean admitting where you could improve. For example, if you’re new to remote work and are struggling with thi s, you would only focus on topics in this area. Suggestions would be how to create a workspace at home, not getting distracted when the kids aren’t in school, or improving remote communication and collaboration with others.

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4. Understand Why You Procrastinate

Often, we procrastinate to minimize negative emotions like boredom or stress. Other times it could be because it’s a learned trait, underestimating how long it takes you to complete something or having a bias towards a task.

Regardless of the exact reason, we end up doing busy work, scrolling social media, or just watching one more episode of our favorite TV series. And, even though we know that it’s not for the best, we do things that make us feel better than the work we should do to restore our mood.[5]

There are a lot of ways to overcome procrastination. But, the first step is to be aware of it so that you can take action. For example, if you’re dreading a difficult task, don’t just watch Netflix. Instead, procrastinate more efficiently,y like returning a phone call or working on a client pitch.

5. Don’t Be a Copycat

Let’s keep this short and sweet. When you find a productivity app or technique that works for you, stick with it.

That’s not to say that you can’t make adjustments along the way or try new tools or hacks. However, the main takeaway should be that just because someone swears by the Pomodoro Technique doesn’t mean it’s a good fit for you.

6. Say Yes to Less

Across the board, your philosophy should be less is more.

That means only download the apps you actually use and want to keep (after you try them out) and uninstall the ones you don’t use. For example, are you currently reading a book on productivity? Don’t buy your next book until you’ve finished the one you’re currently reading (or permit yourself to toss a book that isn’t doing you any good). — and if you really want to finish a book more quickly, listen to the book on your way to work and back.

Already have plans this weekend? Don’t commit to a birthday party. And, if you’re day is booked, decline that last-minute meeting request.

7. Stop Focusing on What’s Next

“In the age when purchasing a thing from overseas is just one click and talking to another person is one swipe right, acquiring new objects or experiences can be addictive like anything else,” writes Patrick Banks for Lifehack .

“That doesn’t need to be you,” he adds. “You can stop your addition to ‘the next thing’ starting today.” After all, “there will always be this next thing if you don’t make a conscious decision to get your life back together and be the one in charge.”

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  • Think about your current lifestyle and the person you’re at this stage to help you identify what you aren’t satisfied with.
  • By setting clear goals for yourself in the future, you will be able to overcome your addiction.
  • Establish realistic goals.
  • To combat addiction, you must be aware of what is going on around you, as well as inside your head, at any given time.
  • Don’t spend time with people who have unhealthy behaviors.
  • Hold yourself accountable.
  • Keep a journal and write out what you want to overcome.
  • Appreciate no longer being addicted to what’s next.

8. Simplify

Each day, pick one priority task. That’s it. As long as you concentrate on one task at a time, you will be less likely to get distracted or overwhelmed by an endless list of tasks. A simple mantra to live by is: work smarter, not harder.

The same is also accurate with productivity hacks and tools. Bullet journaling is a great example. Unfortunately, for many, a bullet journal is way more time-consuming and overwhelming than a traditional planner.

9. Learn How to Relax

“Sure, we need to produce sometimes, especially if we have to pay the bills, but, banning obsession with productivity is unhealthy,” writes Leo Babauta. “When you can’t get yourself to be productive, relax.” Don’t worry about being hyper-efficient. And, don’t beat yourself up about having fun.

“But what if you can’t motivate yourself … ever?” he asks. “Sure, that can be a problem. But if you relax and enjoy yourself, you’ll be happier.”

“And if you work when you get excited, on things you’re excited about, and create amazing things, that’s motivation,” Leo states. “Not forcing yourself to work when you don’t want to, on things you don’t want to work on — motivation is doing things you love when you get excited.”

But, how exactly can you relax? Here are some tips from Leo;

  • Spend 5 minutes walking outside and breathe in the fresh air.
  • Give yourself more time to accomplish things. Less rushing means less stress.
  • If you can, get outside after work to enjoy nature.
  • Play like a child. Even better? Play with your kids. And, have fun at work — maybe give gamification a try .
  • Take the day off, rest, and do something non-work-related.
  • Allow yourself an hour of time off. Try not to be productive during that time. Just relax.
  • You should work with someone who is exciting. Make your project exciting.
  • Don’t work in the evenings. Seriously.
  • Visit a massage therapist.
  • Just breathe.

“Step by step, learn to relax,” he suggests. “Learn that productivity isn’t everything.” For that statement, sorry Leo, I say productivity isn’t everything — it’s the only thing.” However, if you can’t cut loose, relax, do fun things, and do the living part of your life — you’ll crack in a big way — you really will.

It’s great to create and push forward — just remember it doesn’t mean that every minute must be spent working or obsessing over productivity issues. Instead, invest your time in meaningful, high-impact work, get into it, focus, put in big time and then relax.

Are You Addicted to Productivity? was originally published on Calendar by John Rampton.

Featured photo credit: Christina @ wocintechchat.com via unsplash.com

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Reference

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