Balancing Daily Work with Improvement Initiatives

When it comes to balancing daily work with initiatives and action plans from the management planning process, the reality is there will never be enough time to do all the good work that can be imagined. The key lies in careful prioritization, thoughtful system management, and disciplined execution. Here's how to think about it:

Three Core Rules:

o??? Never compromise the customer (focus on effectiveness KPIs).

o??? Eliminate waste—create more time for value-added work that directly matters.

o??? Think and act systematically—your choices affect others and the bottom line (linking pin).

1. Prioritize and Maintain Daily Work:

Your first priority is ensuring daily tasks—the essential operations that support customers or fulfill your team’s core purpose—are completed consistently. These tasks are the foundation of business continuity and should meet stakeholder expectations. Rule #1 emphasizes that compromising daily work affects customer satisfaction and operational integrity.

2. Add Focused Initiatives Selectively:

Through intentional planning, introduce initiatives that will drive improvement or change, but only do so selectively. Use judgment to align these initiatives with broader company goals and ensure they have meaningful impact. By adhering to Rule #2, concentrate on high-value initiatives that eliminate waste will increase time available to do meaningful work.

3. Avoid Overcommitting (Credibility Index):

Time, energy, and resources are finite. Overcommitting undermines both daily operations and strategic initiatives. Instead, focus on completing a few high-impact projects exceptionally well, which serves your customers (internal and external), enhances credibility and builds trust across the team. This step embodies Rule #3—think systematically. Overloading one area can negatively affect others, and uncompleted initiatives can weaken customer confidence and team trust (your "Credibility Index").

4. Identify and Address Shots Below the Waterline:

Some tasks are mission-critical—these “shots below the waterline” must be completed to avoid significant harm to the business. Prioritize these tasks through focused alignment, ensuring that both your team and others in the organization understand their importance. Clearly define the resources and support required. When Rule #3 is applied, your team can ensure that critical tasks are aligned across the system, improving overall performance and resilience.

5. Use Judgement and Have a Process to Manage Changes:

Both daily work and initiatives require constant evaluation and adjustment. Priorities will shift, and you need a flexible management process that can adapt to changing circumstances. Regular check-ins, open communication, and system-wide alignment ensure that resources are used efficiently, and priorities remain clear. This embodies Rule #3—thinking systematically about how every decision impacts the whole team and bottom line.

Conclusion:

By following these steps and embracing the three rules, your team will be able to balance operational work with focused improvement initiatives. This ensures the system remains optimized, customer satisfaction is prioritized, and critical tasks are completed without overextending the team.