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Want Life to Be Easy? Get a System!

Want Life to Be Easy? Get a System!


    Constantly planning and analyzing and evaluating is hand work. Having to figure it all out on the fly takes a lot of effort, and it chews up our precious supply of persistence and focus. Earlier articles have discussed the benefits of having a routine, and that’s good. I want to build on that and suggest having a system, especially one that is automated or outsourced…and can function without you.

    A system is particularly important when you have lots of details to keep track of that are necessary to have and to eventually act on, but aren’t immediately necessary to do your work. In fact, they are usually in the way.

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    When you have to plan a marketing campaign and create a PowerPoint for a client, you want to be able to focus and not worry about follow-up emails to prospects. Yet you also want to know that all that will be handled when the time is right.

    Enter: The System.

    Let’s take the example of following up with prospective clients. Obviously, this is important, otherwise you never get new clients and you end up losing your business, taking a day job, and subsisting on rice and Ramen. Yuck.

    But what do you do when you get a new lead? If you’re like many people (including yours truly up until a few months ago), you jotted it down in to-do lists or on an Excel spreadsheet or sticky notes and kicked it around until you closed the deal — if you ever did. Sadly, lots of leads got dropped due to poor tracking and follow through. In the same vein, each lead was treated as a special case, which required lots of thought and made it hard to compare the process and results across leads.

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    (Now I know why my hair is falling out.)

    That’s insanely stressful, having to make up a new process all the time. At the very least, you should have a simple, reliable System, so that when you get a lead you can put the information into The System (even if it’s simply a well-maintained collection of manila folders). That way you have a plan so that, for example, on day 10 you send an email and day 20 you call and day 30 you send them a brochure. Now you can just DO, you don’t have to think (which takes work — and expends will and focus). Also, every so often you can review and analyze your System and the metrics it generates to look for opportunities for improvement.

    Now Add a Zero…

    A reliable manual system is a good thing to have. A person you can ask to do stuff for you is great as well, but when you introduce automation life gets fast and easy…and we like fast and easy, right?

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    I just got a shiny new CRM (Customer Relationship Management) service a little while ago. Now I have a single place to store prospect info. It calculates the value of my pipeline and projects cash flow, it reminds me to follow up on regular intervals, and it files correspondence according to the prospect’s email address. With a modest investment in set-up time, the thing now runs itself. Better yet, it tells me what to do so I can just do more with less work and pain…and that’s also what we all want, right?

    And each time you systematize a business process, the effect is more than just cumulative — it’s multiplicative. If the systems actually integrate seamlessly (when your CRM, autoresponder, and billing system play nice with each other), then we’re talking exponential results for your efforts.

    Okay, What Now?

    So, look at your life and your work. Where is there lots of tasks (especially routine and mundane ones), data to be stored for later use, and steps to complete in a long drawn-out process? That’s where you can create a system.

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    You know, there’s probably an app for that…

    (Photo credit: Close Up of Line of Dominoes via Shutterstock)

    More by this author

    Dave Kaiser

    An Executive Coach who helps people make better use of their time, from productivity to living their life's mission.

    A New Year’s Resolution Worksheet That Will Make Your Resolutions Stick Want Life to Be Easy? Get a System! Why Joy Can Be Your Enemy Why You Need to Give It Away What Not to do to Get More Done

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    Published on November 12, 2020

    5 Signs You Work in a Toxic Environment (And What To Do)

    5 Signs You Work in a Toxic Environment (And What To Do)

    What’s the most draining, miserable job you’ve ever had? Maybe you had a supervisor with unrealistic demands about your work output and schedule. Or perhaps, you worked under a bullying boss who frequently lost his temper with you and your colleagues, creating a toxic work environment.

    Chances are, though, your terrible job experience was more all-encompassing than a negative experience with just one person. That’s because, in general, toxicity at work breeds an entire culture. Research shows abusive behavior by leaders can and often quickly spread through an entire organization.[1]

    Unfortunately, working in a toxic environment doesn’t just make it miserable to show up to the office (or a Zoom meeting). This type of culture can have lasting negative effects, taking a toll on mental and physical health and even affecting workers’ personal lives and relationships.[2]

    While it’s often all-encompassing, toxic culture isn’t always as blatant or clear-cut as abuse. Some of the evidence is more subtle—but it still warrants concern and action.

    Have a feeling that your workplace is a toxic environment? Here are 5 surefire signs to look for.

    1. People Often Say (or Imply) “That’s Not My Job”

    When I first launched my company, I had a very small team. And back then, we all wore a lot of hats, simply because we had to. My colleagues and I worked tirelessly together to build, troubleshoot, and market our product, and nobody complained (at least most of the time).

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    Because we were all in it together, with the same shared vision in mind, cooperation mattered so much more than job titles. Unfortunately, it’s not always that way.

    In some workplaces, people adhere to their job descriptions to a fault:

    • Need help with an accounting problem? Sorry, that’s not my job.
    • Oh, you spilled your coffee in the break room? Too bad, I’m working.
    • Can’t figure out the new software? Ask IT.

    While everyone has their own skillset—and time is often at a premium—cooperation is important in any workplace. An “it’s not my job” attitude is a sign of a toxic environment because it’s inherently selfish. It implies “I only care about me and what I have to get done” and that people aren’t concerned about the collective good or overall vision.[3] That type of perspective is not only bound to drain individual relationships; it also drains overall morale and productivity.

    2. There’s a Lack of Diversity

    Diversity is a vital part of a healthy work environment. We need the opinions and ideas of people who don’t see the world like us to move ahead. So, when leaders don’t prioritize diversity—or worse, they actively avoid it—I’m always suspicious about their character and values.

    Limiting your workforce to one type of person is bound to prevent organizations from growing healthily. But even if your work environment is diverse in general, the management might prevent diverse individuals from rising to leadership positions, which only misses the point of having a diverse work environment in the first place.

    Look around you. Who’s in leadership at your company? Who gets promotions and rewards most often? If the same type of people gets ahead while other individuals consistently get left behind, you might be working in a toxic environment.

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    However it manifests in your workplace, keep in mind that a lack of diversity is a tell-tale sign that “bias is rampant and the wrong things are valued.”[4]

    3. Feedback Isn’t Allowed

    Just as individual growth hinges on being open to criticism, an organization’s well-being depends on workers’ ability to air their concerns and ideas. If management actively stifles feedback from employees, you’re probably working in a toxic environment.

    But that definitely doesn’t mean nobody will air their feelings. One of the telltale signs of toxic leadership is when employees vent on the sidelines, out of management’s earshot. When I worked in a toxic environment, coworkers would often complain about higher-ups and company policies during work in private chats or after work hours.

    It’s normal to get frustrated at work. That’s just a part of having a job. What isn’t normal is when dissent isn’t a part of or discouraged in the workplace. A workplace culture that suppresses constructive feedback will not be successful in the long run. It’s a sign that leadership isn’t open to new ideas, and that they’re more concerned about their own well-being than the health of the organization as a whole.

    4. Quantifiable Measures Take Priority

    Sales numbers, timelines, bottom lines—these metrics are, of course, important signs of how things are going in any business. But great leaders know that true success isn’t always measurable or quantifiable. More meaningful factors like workplace satisfaction, teamwork, and personal growth all contribute to and sustain these metrics.

    Numbers don’t always tell the whole story, and they shouldn’t be the only concern. Measure-taking should always take a backseat to meaning-making—working together to contribute to a vision that improves people’s lives. If your workplace zones in on quantifiable measures of success, it’s probably not prioritizing what truly matters. And it’s probably also instilling a fear of failure among employees, which paralyzes employees instead of motivating them.

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    5. The Policies and Rules Are Inconsistent

    Every organization has its own set of unique policies and procedures. But often, unhealthy workplaces have inconsistent, unspoken “rules” that apply differently to different people. When one person gets in trouble for the same type of behavior that promotes another person, workers will feel like management plays favorites—which isn’t just unethical but also a quick way to drain morale and fuel tension in the office.[5] It only shows how incompetent the leadership is and indicates a toxic workplace.

    For example, maybe there’s no “set” rule about work hours, but your manager expects certain people or departments to show up at 8 am while other individuals tend to roll in at 9 or 10 am with no real consequences. If that’s the case, then it’s likely that your organization’s leadership is more concerned with controlling people and exerting power rather than the overall good of their employees.

    How to Deal With a Toxic Work Environment

    The first thing to know if you’re stuck in a toxic work environment is that you’re not stuck. While it’s ultimately the company’s responsibility to make positive changes that prevent harmful actions to employees, you also have an opportunity to speak up about your concerns—or, if necessary, depart the role altogether.

    If you suspect that you’re working in a toxic environment, think about how you can advocate for yourself. Start by raising your grievances about the culture in an appropriate setting, like a scheduled, one-on-one meeting with your supervisor.

    Can’t imagine sitting down with your supervisor to air those problems on your own? Form some solidarity with like-minded colleagues. Approaching management might feel less overwhelming when you have a “team” who shares your views.

    It doesn’t have to be an overtly confrontational discussion. Do your best to frame your concerns in a positive way by sharing with your supervisor that you want to be more productive at work, but certain problems sometimes get in the way.

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    Final Thoughts

    If your supervisor truly cares about the well-being of the organization, they will take your concerns seriously and actively take part in changing the toxic work environment into something more conducive to productivity.

    If not, then it might be time to consider the cost of the job on your well-being and personal life. Is it worth staying just for your resume’s sake? Or could you consider a “bridge” job that allows you to exhale for a bit, even if it doesn’t “move you ahead” the way you planned?

    It might not be the ideal situation, but your mental health and well-being are too important to ignore. And when you have the opportunity to refuel, you’ll be a far more valuable asset at whatever amazing job you land next.

    More Tips on Dealing With a Toxic Work Environment

    Featured photo credit: Campaign Creators via unsplash.com

    Reference

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