Monthly Archives: November 2020

Setting Expectations

setting expectations

If you're about to reopen or to launch your Christmas offerings it's important to set expectations. The chances are some responsibilities and priorities will have changed, so your team need to know what's expected.

Determine what needs doing, who is best placed to do it and then set your expectations.

This is something I always discuss on my management programmes, as it's all to easy to assume people know what's expected of them. But when there's any doubt it leads to confusion, tasks getting left undone or wasted time and energy on the wrong tasks or done in the wrong way.

All of which leads to frustration on your part and becomes demotivating for your team.

A little time spent up front will avoid this. 

So here is my

7 step guide to setting expectations

...to help you ensure nothing gets missed or taken for granted.

Setting expectations might not need much time at each of these stages, but at least consider them before leaving team members just to get on with the task how they see fit.

1. What tasks ~ Make a shopping list of everything that needs doing:

  • What new practices and procedures are in place
  • What new or amended offerings or service are you now providing that require new ways of working
  • What tasks normally performed by people who are still on furlough need to be covered by someone else
  • Which task which would have been routine pre lockdown are no longer a priority

2. Who ~ Select the best person for the task

  • Not necessarily the one with the best skills or the most time. There may be good reason for allocating some tasks to a less than perfect candidate to develop their skills in areas where they are weak
  • Often what people lack in experience and skill, they may more than make up for in potential and motivation

3. Why

  • Set a clear and simple objective for the task. It should build confidence, develop and stretch, not break the person or be considered an ‘offload’
  • Discuss the assignment and, importantly, how the task fits into the big picture, why it’s important for the business
  • Explain why you’ve chosen the person for the task

4. How

  • Check for understanding and ask for ideas
  • Provide guidance - not ‘how to’ do the task - but all the necessary facts, possible approaches, expected results

5. Where and when

  • Make a ‘contract’ establishing resources available, how often you will follow-up, how performance will be measured
  • Establish controls - budget, deadline, when and how any review will take place

6. Let them get on with it

  • Allocate, then trust them to get on with it. Make yourself available, particularly at critical times, but let them decide whether, and whenever, they need your help and guidance
  • Let everyone know who is responsible for what tasks so there is no stepping on toes, or tasks that fall through the cracks

7. Evaluate and feedback

  • Encourage self-evaluation – they’ll normally be able to work out for themselves how they’ve done
  • Concentrate on:
  • What worked well (giving praise for a job done well)
  • What they’d do differently (identify lessons learned not only for the person but for yourself too!)

We also discussed the longer term goal, but more on that next week.

Take action on setting expectations

If you only do one thing: make a plan of who is best suited to which task.

Related article:  https://www.naturallyloyal.com/old-habits/

Related video: https://youtu.be/546C4nilsxc



Productivity ~ Stop those Spinning Plates

productivity

Ideas for improving productivity.

I guess like many people I’ve been spending some of my lockdown time sifting through old clutter that I no longer need.

Whilst sorting through some old files I came across an exercise I used to use with my leadership coaching clients called “Stop the Spinning plates”

Everything that is incomplete drains our energy. Like keeping plates in the air; all incomplete things provide an opportunity for procrastination, for sending us off on a tangent with displacement activities, and hampering our productivity.

They allow the important things to get lost in the clutter, both literally and metaphorically.

On the basis that now might be the perfect time to get rid of the clutter, so none of these end up as” spinning plates” once our working day gets back to some semblance of normality I thought I’d share the list with you.

The list does start with the obvious, but as you work through I believe you’ll come across a few that have been creating some clutter.

Ticking just a few of these off your list can be quite liberating.

Make a commitment to when you will complete each of these actions, so you can improve your productivity.

  1. Make a list of all the things you have to do – a to do list – and refer to it daily.
  2. Get an appointment calendar.  Put all your appointments in it. Refer to it daily.  Plan your time.  Stick to it.
  3. Clean up your house.
  4. Clean up your office.
  5. Throw away everything you don’t use, haven’t used in the last 6 months, or which is outdated.
  6. Organise your papers, file or throw away any unused papers.
  7. Clear out your filing cabinets.  Throw away unused materials.
  8. Clear the top of your desk.  Throw away unused materials and unneeded papers.  File all papers you don’t throw away.
  9. Get all financial statements up to date, including tax returns.
  10. Pay any outstanding bills or make arrangements &/or agreements as to when you will pay them.  Keep those agreements
  11. Make a list of everyone who owes you money, or has borrowed things.  Write or call and ask for the money or borrowed items, and make an agreement as to when you will have it back.  Follow this up.  Alternatively cross the person off the list and decide it is complete.
  12. Make a list of all the things that you have started but not completed. Either diarise when you will complete these (with a time) or make a conscious decision not to do it and take it off your list.
  13. Make a list of all the things you have wanted to do for some time, but have just not got round to doing.  Either diarise when you will complete these (with a time) or make a conscious decision not to do it and take it off your list.
  14. Make a list of all the agreements you have made.  Fulfil past agreements. Renegotiate and make new agreements with any you can’t fulfil.
  15. Take total responsibility for your business.  Do only what you can, delegate the rest.  Agree only what you know you can fulfil.  Never commit to more than you know you can do.
  16. Clean your car, inside and out.  Get it serviced.
  17. Start to take care of your physical body – eat well, exercise well, sleep well, etc

If you only do one thing: Pick just one item off this list and do it today!

Related video: I didn’t have time

Related post: When I have more time