While there are probably 2,341 ways to talk about productivity, I like to focus on only a handful. But first, some definitions. It wasn't until I became involved in manufacturing operations, LEAN, TOC, 6 Sigma, did I really begin to understand that there IS a difference between "Productivity" & "Efficiency." Productivity really relates to the quantity of output, while efficiency relates to the quality of output. There is a lot more to say about these two "cousins", however; I'll get too far off track. To end this idea I'll say this: you can have high productivity without being very efficient, but you cannot be highly efficient without being productive.
During my time in the Marine Corps, we would repeatedly be reminded that "slow is smooth, smooth is fast." To me, that is the catch-phrase for efficiency. While there may be a time when raw output is the best focus, I want to be efficient. I believe all engaged and growth-mindset leaders should be efficient.
If you are not confused yet...give it time. It's still early and I haven't finished typing.
Tips to be more efficient:
- Plan your day ahead of time. When you start your day without a base plan, you are stuck being reactive. Translation - if you don't plan your day, other people will do it for you. Want to be more efficient? Start your day with a plan that you control.
- Learn how to delegate well. If you are a small business owner, this is particularly difficult to do well. It is easy to get sucked into the thinking trap of, "if you want something done right, do it yourself." (Just saying that brings back some painful flashbacks of my first boss.) You must ask yourself constantly, "am I the right person to do x?" The truth is that it may be upwards of 50% of what you are doing, should be done by someone else.
- Reduce inefficient communication. Has your calendar ever had meetings or lengthy email chains that are nothing more than planning sessions to prepare for other planning sessions? "It's a meeting to set up another meeting." However more importantly, how are those meetings run? Is there an agenda? Do attendees know their role in the meeting? Is there a known, desired outcome? Are attendees being held accountable? I cannot emphasize enough how important this one idea is. Yes, it is about using YOUR time more efficiently. It is also about helping everyone else in the meeting be more efficient. There are many frameworks that are great tools to help managers. My favorites are 4DX and EOS. In a micro way, they are similar. In a macro way, they are different.
- KISS! Sorry, I forgot the little dots. K.I.S.S. Keep It Simple Stupid. In broad terms, complexity is the enemy of efficiency. I can imagine some technical fields where complex things make the outcome efficient. In general, the more moving parts, the more chances of errors or reduced output. As you think about the tasks you do or the things you are delegating to others, ask yourself if it can be done in one less step. Be careful. Oversimplifying is the quickest way to suck efficiency out. There is a dichotomy between keeping it simple and maintaining quality.
- Have Goals. Goals help you track to a "place." Let's assume you are in agreement with me so far. Daily you are making choices to become more efficient. On a daily basis, you are able to see your progress. How do you know all these little, smaller adjustments are leading you to a better "place?" You must have goals. A way to see if all of these things are adding up to the right plan. I have worked with some really smart people who DIDN'T have a set of goals. A set of goals that led to a "place." Partly because they were smart and partly because they surrounded themselves with great people, they were successful. From where I was sitting though, they could have gotten there so much more efficiently.
I enjoy talking about this. If you have ideas about this topic, I'd love to hear from you. If you are someone that wants to get more efficient, but you don't know where to start. Let me know. I'd love to help.
