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Is It Time For a Time Management Upgrade?

Is It Time For a Time Management Upgrade?

    Most of us think of time management skills as something that we happen to have, and others desperately need. It’s easy to do so when we believe that a lifetime of learning can be contained in a single lesson that we happen to have learned. But are we as good at managing our time as we think ourselves to be?

    There are a number of events that happen in our lives that indicate that our current system isn’t working. Some of the indicators may include repeatedly being late to appointments and handing in assignments after their due dates.

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    However, there are some that are more subtle, and a few that we tend to mistake. In most cases, they are accompanied by the same “fantastic” thought: “I’d be able to do this if I only had enough time.”

    Subtle Signals

    1. Being overweight — Many of our complaints about carrying too much weight are related to time. We either “don’t have the time” to exercise, or even figure out the right foods to buy. “If I only had more time, I’d be able to lose that weight.”

    2. Having lots of email in our Inbox — We blame the fact that we have lots of messages in our Inbox waiting for us to process on a lack of time. “If I only had more time, I’d be able to go handle all the waiting messages.”

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    3. Clutter — Our office is a mess (or maybe our garage, attic, basement, car, closet, yard, etc.) and we sometimes get embarrassed when other people notice. “If I only had more time, I could clean this place up.”

    4. Commitments fall through the cracks — Stuff that we quietly tell ourselves that we need to do, simply doesn’t happen. It gets forgotten, and we only remember after the fact, when it’s too late, that we have broken a promise we made to ourselves. “If only I had more time, nothing would ever be forgotten, or slip through the cracks.”

    5. Others are upset because we don’t stay in touch — We try to spend enough time with family and friends, but can never seem to find the time to give them the personal attention that we believe we should. “If I only had more time, I’d have more quality moments with people I care about.”

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    6. We are stressed — We try to take time away from work, but we are “always on” because we don’t want to get in trouble. We take work with us on vacations, weekends, holidays and sick days with the help of my laptop or smartphone. “If I only had more time, I’d be able to take the hours needed to de-stress.”

    False Indicators

    At the same time, there are some false indicators of time management problems. They are sometimes used as “proof” that an issue exists, when in fact it’s not true:

    False Indicator #1 – An accusation: “You are taking too long to respond to email.” The only person who can determine that an email response should have been sent earlier is the recipient. Those who pressure others to reply to their email earlier should use a different method to communicate in urgent circumstances

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    False Indicator #2 – Another accusation: “You don’t answer the phone every time it rings.” Answering the phone and interrupting what you’re doing is a past practice that’s not suitable for the smartphone era and its hundreds of daily messages.

    Conclusion

    Times change, and so do the indicators of positive and negative productivity. It’s important that we pay close attention to our personal systems in order to be effective in an age of fast changing technology. When we are aware of signals that indicate poor time management, we can then take measures to correct the situation.

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      Francis Wade

      Author, Management Consultant

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      Last Updated on February 18, 2019

      How to Motivate Employees and Boost Team Productivity

      How to Motivate Employees and Boost Team Productivity

      These days, in a world with cognitive, AI, and extraordinary advances, we have failed at the most basic stimulus: motivation. Why do I say so? Just take a look at these statistics:

      58 percent of managers said they didn’t receive any management training as per a CareerBuilder.com survey. Only 12% of employees leave their jobs because of more money. Research indicates that around 80% of employees leave their jobs due to “lack of appreciation”. Due to fear of failing, more than half of American workers don’t take their paid vacations. 53% of Americans are unhappy at work (not engaged). And 1 in 3 are working in a field they don’t like.[1]

      Archaic people management and HR structures are the root cause.

      “If you want to build a ship, don’t drum up the men to gather wood, divide the work, and give orders. Instead, teach them to yearn for the vast and endless sea.” – Antoine de Saint-Exupery

      So how to motivate employees and boost team productivity?

      Here are 3 key things that you can do to motivate your employees and boost team productivity:

      1. Run Your Team/Group/Company like a Lean Startup

      The Lean Startup phenomena by Eric Ries has been socialized across millions all over the globe. In a nutshell, it is a methodology for developing businesses and products, which aims to shorten product development cycles and rapidly discover if a proposed business model is viable; this is achieved by adopting a combination of business-hypothesis-driven experimentation, iterative product releases, and validated learning.[2]

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      Encourage Your Employees

      When you empower your employees (or family members) to do what they deem to be best for a particular roadblock, idea, or improvement, you create magic. You create genuine trust. You enable innovation. The result is happy, inspired employees who feel they have a say in the grand cosmic stage at work.

      Note that increasing the competency level of employees and coaching and mentoring them along the way is key. You yourself, need to do the same. Nourish your brain – and get a mentor that will keep you at the edge of your game.

      Offer Rewards

      Motivation is also intrinsic. The startups I have worked at offered instant rewards — not just fat checks or equity increments, but Oscar-style nominations.

      The non-monetary rewards were actually more coveted, and grandiose: lunch with the CEO, tickets to an Obama fund-raiser, horse-back riding with a world-class equestrian.

      Compare this to a dodgy, corporate, white-cubicle dinosaur that had a “yearly performance review” where both parties dread the conversation. In a world of instant WhatsApp messages, having a conversation about performance, likes and dislikes cannot just happen annually in 60 minutes. Employees need to be rooted in the belief that their manager genuinely cares about them.

      Give Autonomy

      Another key attribute is autonomy. Most employees start brushing their resumes and cruising LinkedIn when their hands are tied in their current positions: approval forms, long meetings, escalations, and more meetings. In the world of agile and scrum masters, deliberating for the sake of deliberating is poison. You will choke the very employees that giddily accepted the job initially to “change the world”.

      Within a reasonable realm of assessment and deep-dives, trust your employees to do the heavy lifting. Give them access to the knowledge, people and resources that help them directly make the choices that will shape the future of your team, and your company.

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      Eliminate yourself as the bottleneck – and interject yourself as a benevolent, servant leader that is the symbol of high-performing organizations.

      2. Apply the 90/90/1 Rule

      I recently saw a video by Deepak Sharma (a leadership adviser) about productivity and this principle stuck with me. Here’s what it’s about:

      Devote the First 90 Minutes of Your Day to Important Project

      For the next 90 days, devote the first 90 minutes of your day to your most important project—nothing else. Do this for yourself and your employees.

      We usually get sucked into the most wasteful, operational activities in the morning which robs our focus, and steers us into an unwanted rabbit hole. So mute your notifications, avoid the temptation to check your exploding inbox, and scroll your Instagram feed later. Instead, focus on that ONE thing that will provide real value to you, your team, or your business/company/home.

      Apply this rule to yourself – and your team. Your team will thank you. Note: If you’re feeling really stretched for time, you can always hack the rule by testing out a “45/45/1” version.

      A To Do Scheduling System

      Another version of this is to use the Kanban concept, developed by Taiichi Ohno, an industrial engineer at Toyota. Kanban is a scheduling system employing boards and cards.

      The most basic version is a canvas with “To-do”, “Doing”, and “Done” boards (or columns). Each activity or task is a “card” that moves from one column to the other. I use Trello (a Kanban-inspired app) that is a key system for my personal and professional life. It allows me to understand my workload, their priority, and due dates.

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      I use importance and effort metrics (scores) for each task to understand what is truly necessary in my life to work on. It negates the FIFO (first-in, first out) paradox that has plagued millions of people. Instead, it allows me to take stock of what is on my plate, and then bite on what truly will move the needle for me, my team, my life, and my company.

      With a limited appetite (at least for some), would you eat the veggies, fries, mashed potatoes and leave the sizzling steak? No, you wouldn’t (unless you are a vegan and ended up in the wrong restaurant).

      Approach your work with a weighted vengeance – and encourage your team to do the same.

      3. Align Passion and Skills to Purpose

      The heart of human excellence often begins to beat when you discover a pursuit that absorbs you, frees you, challenges you, and gives you a sense of meaning, joy and passion.

      “The most fortunate people on earth are those who have found a calling that’s bigger than they are—that moves them and fills their lives with constant passion, aliveness, and growth.” — Richard Leider

      An ace team-member once told me that while she enjoys working for the company we both used to work at, she really hated anything to do with technology. She was more of a “people” person, and did not want to sit behind a desk sifting through lines of code.

      What struck me was that she was in that role for more than a decade and had just spoken up. The good thing is she spoke up. She expressed her desire and interests. And it allowed her to get into a role of her liking within 30 days.

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      Ask If They like What They’re Doing

      If you, or a team member is frustrated, demotivated, or not performing at their best – one of the questions you should ask is whether they like what they are doing. Then genuinely try to help them get to the role they should be in (whether in the same team/company or not).

      There’s a reason why 53% of Americans (and perhaps more or same across the globe) are unhappy at work. A butcher cannot be an ace salad maker. Pursue your passion – and help pave the way for your team. Unlock your potential and theirs. You will command and lead a supercharged team.

      “Your time is limited, so don’t waste it living someone else’s life. Don’t be trapped by dogma – which is living with the results of other people’s thinking. Don’t let the noise of other’s opinions drown out your own inner voice. And most important, have the courage to follow your heart and intuition. They somehow already know what you truly want to become. Everything else is secondary.” – Steve Jobs

      The Bottom Line

      Sometimes, passion has to be ignited. It is dormant, clouded by busy-ness, buried by wrong career choices, and plagued by non-supportive eco-systems. Some will climb out of it, but we as society — and in the case of business teams — incumbent upon the manager/CEO/leader to foster, grow, and nurture the employee.

      Teach her the ropes. Show her the path. Advise him as you would yourself. Let them lead, and make mistakes. Do not fear them, rather make them the leader you would want to become.

      For your not-so-great team members, understand that it is not personal, it is just not a good fit. Help them move on to the pastures they would be fit to graze on. Hence, hire slow (and fire fast).

      Your team is a reflection of you. Boosting their confidence and helping them achieve the impossible is motivation. Focus on that, and you will have a productive team that you and your company will be proud of.

      More Resources About Team Management

      Featured photo credit: rawpixel via unsplash.com

      Reference

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