Building Highly Efficient Teams : Part - 1

Over the past 20 years in the technology industry, I have been involved in various teams, managed large groups, and even built teams from the ground up. It's often said that "an expert is someone who has made all possible mistakes in a very narrow field." Indeed, I have witnessed and made numerous mistakes. However, these experiences have been invaluable in teaching me critical lessons and enabling me to build exceptionally productive teams characterized by high accountability and commitment.

I would like to share some insights and experiments from my journey. Perhaps these reflections might inspire positive changes in your own teams.

As Discussed

At some point in our professional lives, we've all found ourselves caught up in email wars. We send a message and eagerly await a response, often sparking a chain of back-and-forth exchanges. I believe that any form of communication where delayed replies are possible, like emails, is a breeding ground for conflict. The delay allows people to repeatedly scrutinize the message, leading to unnecessary assumptions and misinterpretations. In my view, emails should be used solely for record-keeping, sharing information, and documenting minutes of meetings (MOM).

When I started managing large teams, I encountered these email conflicts frequently—within the tech-product team and between tech and other departments. I observed that people often prefer sending emails over having a direct conversation. I also realized that encouraging team members to talk through issues before sending emails could significantly reduce these conflicts and speed up problem resolution. However, merely advising teams to cut down on emails and talk first seemed clichéd and likely something many had tried without much success.

So, I implemented a different strategy: I introduced a rule that every email from my team, whether initiating a conversation or replying to someone else, must start with the words "AS DISCUSSED." This rule required team members to first have a conversation with the relevant person or team before sending an email. I was adamant about enforcing this rule. Whenever I saw an email that didn't begin with "As discussed," I wouldn't respond to it. Instead, I would call the person who sent it, ask them to refrain from repeating the mistake, and instruct them to have a conversation and resend the email. And guess what? It worked. Wherever I go, I am committed to maintaining this practice, no matter the time and effort it takes.

Now, in my teams, emails are reserved for documenting meetings and sharing information. There's no endless back-and-forth, no clashes of egos. Problems are addressed and resolved more quickly, and team members have become more amiable towards each other.

Time : Yours, Mine, Ours

We all talk about the importance of time, stressing the need for punctuality, time-saving, and valuing each other’s time. To me, time is the most precious commodity in the world. We can gain and lose health, earn and lose money, and the same applies to our reputation, relationships, and possessions. However, time is the only resource that is finite and constantly slipping away. We often fail to realize that one day our time will be completely exhausted, leading us to waste it. In my view, respecting time—both our own and others'—is crucial for enhancing productivity and building effective teams.

As a team member, I am a strong advocate for being on time for any meeting or commitment. If a meeting is scheduled for 10 a.m., I make sure to be physically present or logged in by 9:58 a.m. If I anticipate being late, I notify the relevant individuals before 10 a.m. Even with prior notice, if I join at 10:01 a.m., I make it a point to publicly apologize and explicitly acknowledge my lateness. This practice demonstrates to my team how much I value my time and theirs. As a leader, I ensure that everyone respects each other’s time. If someone is late without informing beforehand, I make it a priority to inquire why they were late and reinforce the importance of this practice every time until it is ingrained.

While this approach might seem strict or authoritarian, it has effectively emphasized the value of time and commitment to my teams. The results have been significant. Not only do people arrive on time for meetings, but they also strive to be concise and aim to conclude meetings ahead of schedule. They understand the importance of commitments and timelines, and if a delay is anticipated, they discuss and communicate this in advance.

The benefits of punctuality and respecting time are immense. It is well worth investing time and energy to instill these practices in your teams until they become second nature.

I plan to write and publish a few articles on this topic every week over the coming weeks. Feel free to connect with me on LinkedIn or email me at rahul.iitdelhi@gmail.com.

--> Next Chapter : Building Highly Efficient Teams : Part - 2