Author: Dmitry Dragilev / Source: Lifehack
Being a good manager is a prerequisite to running an efficient team, but it is not the only reason a team is efficient. No. The reason a team is efficient does not come down to one person but rather is the result of inter-team dynamics, optimized processes, structured team engagements and a mindset of time and quality consciousness throughout the team.
So how do you get your team there?
First, let’s look at what the dictionary says:
Efficient – adjective
1. (of a system or machine) achieving maximum productivity with minimum wasted effort or expense.
2. (of a person) working in a well-organized and competent way.
As you can see, efficiency can apply to both an individual and a system (team) level.
Relating this to the business environment, efficient teams are an organized group of competent individuals working together toward a shared goal to produce quality outputs as much as possible, without wasting time, energy or money.
Let’s break that down. What you are after is a way to ensure your team:
- Is organized
- Is appropriately skilled
- Works well together
- Has a shared vision or objective
- Is motivated to perform
- Operates in an environment conducive to efficiency
That breakdown is nice and sensible but still doesn’t tell you how to achieve efficiency in your team.
Here are the top 13 ways to help your team crank out amazing work in the shortest possible time.
1. Optimize Your Processes
Before you do anything with your team, ensure the processes that affect and are affected by your team are optimal. Here you will find it is useful to draw up a step-by-step flow of what needs to happen for each task your team is responsible for.
You can use diagrams or sentences – whatever helps you surface the inefficiencies in their day to day workflow. Assign a time and the perceived effort it takes to complete a step in each task, so you can identify any gaps, bottlenecks or skill issues.
Tip! Delegate this task to the people who lead/manage/work most often in each area or task. This will help your team feel included in any new process formulation and get them thinking about ways to create a more efficient process.
2. Onboard Your Team
As Abraham Lincoln said:
“If I had six hours to chop down a tree, I’d spend the first four hours sharpening the axe.”
There is a reason big business invests so much time orienting new hires. It works.
Sharpen your new hire before setting them loose on any new tasks and initiatives, and enable them to achieve task completion much easier and faster.
Tip! Ask your new hire about your systems and processes. Do they see any improvements that can be made? New hires tend to come mentally prepared for a fresh approach but also bring with them knowledge gained in previous roles, education and life experiences. If it makes sense, use it!
3. Meet Regularly
Each team is different and so meeting regularly can mean different things to different teams.
As a rule, try not to meet multiple times a week to discuss the same topic. Your team needs time to get things done. Having said that, meetings are still the best and most efficient way to get everyone on the same page quickly.
Tip! Play with different meeting styles to see what works best for your team. Some teams like to have a morning “stand-up” where they go through everything that needs to be done in a day. Other teams who work closely together prefer to have one meeting, once a week. Try out different approaches and ensure your team knows you are looking for 1% efficiency improvements.
4. Focus on the Big Rocks First
These days, there is always a lot of work to go around and not enough time. Keep your team focused on completing the big tasks first and getting to the smaller ones when the time is appropriate.
Filling your hypothetical bucket with small rocks (tasks) fills the bucket but leaves no space for the big tasks that really push the needle.
Tip! Most people gravitate toward completing small tasks first as it gives them a sense of accomplishment and ability to report their efforts to management more quickly. Keep an eye out for team members who regularly prefer to work on smaller tasks and ensure they know that performance is not a competition. It’ll be okay if they don’t have a completed project in one day.
5. Use Task Management Software to Stay Organized
There is only so much you can do with pen and paper. While a diary or paper-based to-do list might be great for you, it is a headache for your team.
Notes can be difficult to find, lists are repeated frequently and most of your team won’t see it. Use online software that everyone can access, from wherever they are, to…
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