Tag: Best Practices

It’s common knowledge that less than half of the employees know the goals, strategies, and tactics the company has set for the year; this can result in a lack of team alignment, which will only cause further problems in meeting your goals.

Since Q4 has passed, now is the time to reorganize your strategies and give this new fiscal year of 2024 a strong start, beginning with planning your Q1.

So, let’s dive into tried and tested strategies that will ensure you have a smooth sailing first quarter and a successful year.

The Covey Time Management Matrix For Deadlines

Created by Steven Covey, this time management framework prioritizes your tasks and time for optimal productivity. In this modal, Covey emphasizes the need to use a four-quadrant approach that helps your business prioritize tasks, responsibilities, and deadlines based on their importance and urgency.

The Four Quadrants Explained

• Quadrant 1 (Urgent and Important): Involves organizing critical tasks and responsibilities that need urgent attention to allocate the necessary time, effort, and resources. These tasks have impending deadlines, time-sensitive goals, or need alleviating immediate risk to the business.
• Quadrant 2 (Not Urgent But Important): Involves creating plans and focusing on strategic tasks that will highly impact your business. You can identify and work on things that require additional planning and directly affect your overall goals.
• Quadrant 3 (Urgent But Not Important): Involves minor yet urgent tasks requiring immediate assistance or attention. These tasks are usually the result of poor Q1 and Q2 planning, interrupted productivity, and distractions, so you don’t want too many of them to pile up.
• Quadrant 4 (Not Urgent, Not Important): Involves tasks that are removable from your list of priorities to some extent, if not completely. They usually don’t take a lot of stressful work and are not directly related to your overall success or time.

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Team Management Tips To Ensure Success

1.    Set Realistic Deadlines

Before setting a deadline, you must gauge the complexity, resources, and scope of your tasks and the availability of team members with the necessary skills to accomplish them. You should also ensure your team explicitly understands the expectations and break down larger projects into smaller tasks to make them manageable. Use project management tools, calendars, or Gantt charts to visualize the milestones.

2.    Regular Communication

Feedback and internal communication between employees and employers help the team stay aligned with deadlines and goals. Establish regular feedback channels through meetings, chats, emails, etc., to ensure everyone is on the same page. Doing so will also allow you to resolve conflicts or issues, clarify doubts, and encourage collaboration more effectively.

3.    Encouraging Work Environment

Offer constant recognition and incentives to inspire your team to do better when a job is done well. Similarly, give the team upskilling opportunities to make them feel valued. Several online platforms offer professional development courses that teach various skills. For example, excel training with Acuity Training can help team members understand advanced features that will help them streamline their work.

4.    Be Mindful Of Your Employees

You must be flexible and adaptable with your team, especially when unexpected challenges or changes arise. Stay prepared to make readjustments and be empathetic to your employees’ circumstantial needs. To avoid major disruptions, have contingency plans, scenario analysis, and risk assessments in place.

To Summarize

Since the first quarter is crucial to unlock your company’s potential and set the pace for success, you must prioritize defining your objectives, using technology, encouraging collaboration, and monitoring progress. Remember that although Q1 can be challenging, it’s also the time for endless opportunities. To further enhance your team’s effectiveness in managing deadlines and fostering collaboration, consider implementing comprehensive project management training programs. These initiatives can empower your team with the skills needed to navigate the intricacies of Q1 projects efficiently, ensuring that they are well-equipped to handle tasks, meet deadlines, and contribute to the overall success of your business goals.

Albert Einstein said, “Everything should be made as simple as possible, but not simpler.” Some simple answers may be true, but most are not. Human systems and relationships are complex. When problems, issues, or questions arise, don’t be satisfied with simplistic answers that assume that there is a single cause that if eliminated will resolve the problem or answer the question.

That is not to say that there are no simple solutions. There are but applying them is not easy. They require adapting the solution to the situation at hand and overcoming obstacles to its application.

Examples

For Example, on a personal level, the answer to “How can we live a life of wellness?” is simple, accept things as they are, do what you can do, and let go of the things that get in the way. The same simple answer applies to the problem of chronically late and overbudget projects.

But, accepting and letting go into a solution is not so easy. Accept and let go is often the last thing we want to hear when we are trying to resolve the issue of late and overbudget projects.

We need to answer the question, “How do we break the misunderstandings, cultural conditions, and habits that keep us from accepting and letting go?” The answer depends on the nature of the people involved and the environment. You must get down to the specific causes of the problem, assess them,  decide what to do, and do it.

When you do take action be realistic. Do not expect miracles (they might happen but let them be a surprise rather than an expectation). The more complex the situation the greater the probability of having to refine the action over time until an optimal solution is found.

Predictability – Complex vs complicated

Before moving on let’s be clear about what a complex situation is. The situation is the system, state of affairs, or circumstances within which the issue occurs. When the system consists of many interrelated parts and the parts act independently from one another the system becomes emergent – we don’t know how things will turn out until they turn out. In other words, complex systems are not predictable. Systems in which humans interact with one another in a changing environment are complex.

Complicated systems, on the other hand, also have many parts but their relationships to one another are clearly defined and coordinated. For example, a jet liner is a complicated system. Removing unnecessary elements, you can know what will happen when the pilot flies the plane. Complicated systems are predictable.

Systems can be understood by breaking the system down into their parts. This “decomposition” makes the number and type of intersecting elements – people, expectations, departments, technology, processes, rules, interactions, objectives, predictability, cultural norms, etc. As this is done the degree of predictability of the system becomes obvious.

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Late and overbudget projects occur in a system made up of several departments within client and provider organizations. Multiple projects are occurring simultaneously. Departments may have conflicting objectives. There may be insufficient coordination – for example an ineffective portfolio management process. Expectations may be unrealistic. Communication skills and emotional intelligence may be primitive. Hierarchical relationships may get in the way of effective communication, decision making, and planning.

In a complex system, aside from the probability of unpredictability, it is not possible to accurately predict the outcome of a simple solution like the implementation of a new and wonderful project and portfolio management tool set and simplistic training in scheduling and budgeting. Without going further into the causes, we can predict that the solution will not solve the problem – projects will continue to be late and overbudget.

Why do we seek simple?

If we can predict that simple solutions to complex problems will fail, why then apply simple solutions?

One reason we do it is because we want certainty. Simple solutions often come with the promise of a quick and definitive fix at low cost. Often, we do not want to or can’t spend the time and effort to understand complexities and determine root causes. Even when we do spend the time and effort, we might find that the causes are too embarrassing to bring to the surface, or we might think they are not actionable. For example, the cause of the problem of late and over budget projects might be a combination of sales efforts that set expectations that cannot be met, poor estimating and scheduling, senior management or clients who won’t listen to reason.

It reminds me of a story:

A man, Nasruddin, is crawling around under the streetlamp in front of his house. His neighbor comes over to help. The man is searching for his dropped key. After combing the area under the light, the neighbor asks, “Are you sure you dropped it here?” Nasruddin says, “Oh, I dropped it over there by the door. But it’s dark over there, we’d never find it there.”

So, someone comes up with the idea that a new project management tool and some scheduling and estimating training for the project managers will solve the problem. That makes everyone, except, maybe, the Project Managers, happy. The salespeople are off the hook. Senior management can keep on doing what they are doing, and they are happy that they won’t have to deal with the complexities of making meaningful change.

The Bottomline

The simple solution is to accept the situation as it is – look at it objectively, accepting all its flaws, and with a realistic understanding of it, and then figure out what to do to eliminate the obstacles to resolving the problem. With obstacles, like fear of making meaningful change by confronting powerful stakeholders, out of the way, a workable, yet probably imperfect, solution can be found. When the solution includes ongoing assessment and refinement, it is as perfect as it can be.

The challenge is to courageously speak truth to authority, to accept the way things are, and let go into an ongoing performance improvement process to get them to where you want them to be.