I don’t think I know anyone who doesn’t, at least at some time, wrestle with issues of conflict between dealing with the pressing and urgent in their work and the need/ desire to give quality time to work that’s important but less pressing, immediate and urgent.
We have never worked in more connected ways. Even when we’re not meeting or interacting face to face, today’s work day is punctuated by a continual flow of emails. One of the problems, in my experience in most organisations is people don’t openly talk about expectations with regard to these issues. If, for example, somebody sends an email, by when should they anticipate or expect that it will have been seen and a reply received? On the subject of emails, are companies training their people in effective email etiquette and best practices? My suspicion is that very few do. And yet, within most companies there are vast hidden costs being incurred through inefficiency and lost productivity and effectiveness. All this also causes a great deal of stress and anxiety, especially for employees who want to be productive, to achieve and individually and collectively take their organisations forward.
One of many examples is where people (and I’m not going to claim innocence on this type of thing!) send multi-point emails. If I send someone a mail asking four different questions, and they can only answer two immediately, what are they to do? Answer on those two and make a commitment by when they will answer on the others? Hold off answering any of the points and keep the whole mail pending? There’s no easy answer.
Worse, the answer will vary within an organisation depending on who were the sender and the recipient. There are all sorts of issues about rank and status, but different people tend to operate with different practices and expectations (while all their colleagues have to figure out what’s expected).
Another very common issue with email is where people find it ambiguous about expectations when mail is sent outside work hours. Personally, I’ve often sent mails out of hours, but partly so that the mail would be available to the recipient as soon as they get in to work on the next day (or after a weekend). However, i do recognise it’s important to tell people that I’m not expecting them to be working out of hours. This particular issue has been perceived so negatively that France and other European countries have passed legislation prohibiting the sending of work related mail outside working hours. I personally feel it’s rather sad that it had to come to such a prescriptive ‘blunt instrument’ approach in those countries. people should have flexibility and an ability to work in the ways that suit them best, but we need to find better ways to make that fit with others’ working needs.
Emails are one of the bad interruptions that disturb our ability to carve out real quality blocks of time in the working day to do meaningful, high quality work. One of the others is face to face interruptions. it’s a very rare organisation where people stick to the rigours of using calendar scheduling to fix mutually agreeable times to meet, even for 10 minutes. Instead, you have the infamous, “I just need two minutes,” that invariably turns in to 15, which is then followed by 15 minutes of confused and muddled working as the individual tries to regain their focus on what they were immersed in the moment the interruption came. In the worst cases, your interruptions can get interrupted leaving you completely confused. I confess, one day last week i got home after a long day in the office, only to realise that an important email I’d started writing at 11.00am was still open on my laptop, nearly finished along with two others from during the afternoon that were barely started!
In open plan and glass offices it’s become fashionable to suggest that all leaders are duty bound to keep an ‘open door’ policy. However, i believe that if this is at the expense of failure to carve out decent blocks of time to do meaningful and important work, then it’s counter-productive. The urgent cannot always have precedence over the important. We have to be willing to have the conversations with our colleagues and team members about how to give each other the space and time to do meaningful blocks of work. Otherwise, we finish up filling each others’ days with urgency, leaving us no choice but to sacrifice personal time away from the office to do the truly important work in less disturbed circumstances. haven’t we all found that in two hours at home, we can complete more than we would in 8 office hours and to a better standard. However, it shouldn’t have to be that way and at the expense of personal space and time.
Another area where we struggle is with meetings. Meetings have been universally disliked for as long as i’ve worked in my life. yet, they can serve valuable purpose and cannot/ shouldn’t be avoided. Again, there need to be process discussions that ensure people understand what’s expected of them so that meetings can be truly effective;
a) people owe it to each other to come prepared. Too many turn up to meetings poorly prepared and meeting time is then spent getting people up to speed with where they should have been on arrival,
b) Focus needs to be on the meeting – not on laptops, mobile phones and other external things. We have an interesting challenge coming up with video conference technology installed for remote meetings. In the past, skype calls with groups have been messy and disjointed because people had the habit of leaving the room(!). Even those who stayed in the room sometimes took the opportunity to complete other, non-related work. If those meetings are to be effective, we’ll need more self-discipline than that!
c) Agenda creation for meetings can be a minefield if team members seek to ‘stack it’ with their personal agendas. People can be fond of requesting fixed finishing times for meetings, but go off at tangents, ride hobby-horses and use time wasting as a tactic to avoid decisions they disagree with. On the other hand, overly rigid meeting protocols stifle meaningful discussion rendering meetings sterile and mundane. It takes real effort on the part of all to find a happy medium.
I’d like to finish here, sharing a fun piece from Fast Company in which some senior employees from Tech companies share their thoughts on the habits they want to break so as to be more productive and efficient in their work;
Right, I’m finishing there, because i acknowledge that habit 6 is most certainly one for me to tackle!
Filed under: Educators of tomorrow, Leadership, Life, School | Tagged: efficiency, email, email management, Google, interruptions, LinkedIn, meetings, productivity, sleep, time management, twitter, work |