Come Up for Air

The reality is, work overload is not caused by lack of time but by countless small inefficiencies that accumulate and drain productivity. Instead of focusing on important tasks, individuals get bogged down by daily minutiae, distractions, and inefficiencies. Addressing these issues requires team collaboration, coordination, and utilizing the right tools to maximize collective output.

Aligning as a team on tool usage removes roadblocks and speeds up work, creating a productive, less stressful, and enjoyable environment.

But what tools?

• Communication both internally and externally
• Planning the work
• Resources provided

Effective communication is crucial for business success. Without it, errors occur, projects take longer, culture deteriorates, and work becomes frustrating.

Improving communication is a cost-effective way to enhance operations, improve delegation, alignment, awareness, and productivity.

For example, optimizing email usage can save over two hours per week per person. Regaining control of your inbox is achievable within a few training sessions, even if you have a large number of unread emails.

Planning is an essential component in organizations, encompassing meetings, work management, and goals. It helps streamline work by ensuring tasks are done correctly, on time, and with minimal waste.

Planning provides clarity, accountability, and visibility to team members, enabling them to prioritize and progress efficiently. It also allows managers to monitor project progress without excessive control.

Resources are an important but often overlooked component. It involves documenting company knowledge and digitizing it to save time and improve efficiency.

This includes (1) creating a knowledge base for vital information and (2) documenting company processes, allowing anyone to complete tasks and reducing the risk of errors or disruptions.

Chances are, even if you're using these tools, you're not maximizing their potential. Improper setup, training, and mindset are common causes of technology problems.

Knowing how and when to use these five categories of tools is essential for effective team collaboration.

For Communication:

• Use email tools for communicating with people outside the organization
• Use internal communication tools, like real-time messaging, for team communication, not for managing work

For Planning:

• Use work management tools for getting work done, including one-off tasks and projects

For Resources:

• Use knowledge base tools to store critical information
• Use process management tools to document and optimize recurring processes

The Scavenger Hunt problem is common in modern businesses due to the prioritization of speed and convenience when saving or sending information, without considering long-term implications. Lack of proper training on information management compounds the issue in addition to optimizing solely for speed of transfer. 

It's important to prioritize the speed of retrieval when storing and sharing information. 

Taking a bit more time to create organized documents and add them to a knowledge base will ultimately save time and improve efficiency.

Teams often rush to hire more people when they are overwhelmed, thinking that it will solve the problem. However, this approach can actually lead to more issues. Complexity increases exponentially with team size, making workflows more complicated and hindering improvement.

If the system is already inefficient, bringing in more people will not fully tap into their potential.

Hiring more people may seem like a quick fix, but it ultimately adds to the complexity.

Blake Eastman, founder of Nonverbal Group, identified 4 sources of friction in organizational behavior change:

1. Individuals resist change, hesitate to use new tools, and disregard potential benefits
2. Leadership plays a crucial role in driving change; if leaders resist change, the team will as well
3. Lack of open and honest communication hinders team improvement
4. Misaligned expectations can lead to discouragement or giving up if immediate improvement is not seen

Ask yourself:

1. Why are we doing this?
2. How does it benefit our team?
3. Which goals will it support?
4. What behaviors should we encourage to adopt it?