A Healthy Habit of Workload Visualization: Benefits for Leaders and Managers

Are you familiar with feeling tired and exhausted from ineffective verbal communication while managing your teams??

It might be a good time to step up and demand workload visualization - trust me, it can be a game-changer!

I vividly remember being on a sailing boat with a group of people, where some were working remotely, attending business calls and meetings.?

But unfortunately, those discussions lacked structure, and critical issues were being overlooked. It was a communication mess with complex descriptions, poor call quality, and different accents.?

And I was left wondering, why make things so complicated?

Let’s face it, some of us are aural learners to whom a verbal communication style comes naturally. And even those of us who are more inclined towards visual or kinesthetic learning may choose to quickly solve a question during a conversation, as it is the easiest option.?

In some organizations, a verbal management culture may already be established, and it can be challenging to deviate from the norm. It's like those monkeys in the ladder experiment - following tradition without logical reasoning.

Sure, there might be situations where a verbal communication style suffices, like discussing simple tasks with familiar colleagues.? But, in many other cases, relying solely on verbal communication can slow down a team or an entire organization.

Let's discuss why verbal communication might not be as effective as we think.

First off, let's face it - sometimes talking just isn't enough. When we're communicating verbally, we miss out on important visual cues that could help us get our message across.?

For instance, planning a simple task of sending a newsletter can become complicated when discussing details like target audience, mass mailing tools, open rate tracking, involvement of other departments, value proposition, etc.?

I guess you could have such an experience in some meetings when people are trying to nail down all the details and it feels like everyone is speaking a different language!

Another issue with verbal communication is that it's subject to the "Chinese whisper" effect. You know, that game we used to play as kids where we'd whisper a message to someone, and then they'd whisper it to the next person, and so on? By the time the message gets to the end, it's usually completely different from the original.

The same thing can happen in the workplace when requests or information are passed along verbally and not documented.?

It's all too easy for important details to get lost in translation - especially if multiple team members are involved in the chain of command and not everyone understands the context of the task at hand.

And let's not forget that oral communication has its limits.?

When relying solely on talking to get our message across, we only reach a limited audience. Plus, without any documentation, there's a risk that information will be misinterpreted or even lost altogether.?

That's why it's important to visualize and document many things, from meeting summaries to project plans.

This habit will help you avoid all unproductive chaos. And trust me, your team and colleagues will thank you for it.

How about getting started on workload visualization and being a better manager?

I've got some tips to help you out.

First things first, clear task setting and planning is the key. Start by defining "Who is Doing What". This will help you stay on track and ensure that everyone knows what they are responsible for.

• To take things up a notch, create a written Definition of Done (DoD) for each task.?
• In particular, you can use the SMART principle. This will ensure that the task is Specific, Measurable, Achievable, Relevant, and Time-bound. Basically, it turns the task into a manageable unit of workload - a building brick for the project.
• If you have tasks with multiple steps, make sure to clearly define each subtask and assign a single person responsible for executing it.?
• Don't forget to document everything in a shared place that everyone can access. You can even set reminders or notifications to help keep things on track.?
• Finally -? pat yourself on the back for practicing healthy management habits!

Obviously, it's not enough to just practice this yourself. You need to demand it from your managers and team leaders too. And if you find documenting a chore, assign a dedicated scriber for planning tasks and meetings.

By making personal healthy habits into organizational habits, you'll form a healthy culture within the organization. And as they say, culture eats strategy for breakfast.?

And remember, this is just the beginning of the journey. Organizing, managing, prioritizing, and reviewing your tasks and projects is also necessary. I will cover these topics in subsequent posts.

Let's talk about how workload visualization can benefit you and your organization.?

Here are the specific benefits that are worth the effort.

First off, let's talk about how it can free up your mind.?

Many founders and managers complain that they have a million things to do, which causes anxiety and permanent stress.

Well, externalizing your memory by putting tasks on paper or a digital platform can help reduce stress and improve mental clarity. You'll no longer have to remember all the details and can easily access the information when needed.

Next up, there is improved decision-making.?

Organizational leaders often have to make complex decisions quickly with limited input. Having a clear visualization of your workload can help with context switching and give you immediate access to facts and data, improving the quality and speed of your decision-making.?

And who doesn't want to make better decisions faster?

And let's not forget about establishing metrics and indicators.?

Visualization is the first step in quantifying the workload and productivity of your teams and establishing performance metrics, workload measures, planning quality, and team effectiveness.?

This step is necessary for measuring progress and identifying areas that need improvement.

But wait, there's more.

Visualizing your workload also enables access to facts and objectivity in incident investigation.?

Incidents happen everywhere, but the ability to learn from them and practice continuous improvement is critical for mature organizations.?

Visualizing your workload makes it easier to investigate incidents objectively and independently, without relying solely on someone else's perspective. Needless to say that skillful conflict management reduces your stress and also earns respect and authority among colleagues.

And finally, workload visualization provides a sense of control.?

Having a way to visualize your workload and progress can help you feel more in control of your work, even if you don't use it every day. It provides access to the information anytime and anywhere, independent of your team's schedule, which can be particularly beneficial in remote work settings.?

In conclusion, visualizing workload is a healthy habit that can reduce stress, improve decision-making, and provide a sense of control. It is a critical step towards establishing a consistent management system in your organization and making YOU a more effective leader.

Now, I want to hear from you.

Which of these benefits resonates with you the most? Share your experience and thoughts in the comments below.?

Let's get the conversation started!