When We are Too Busy to Improve, It is the Right Time to Act

In the relentless pursuit of progress and productivity, we often find ourselves caught in a quicksand of tasks, problem-solving, deadlines, and responsibilities. I recall years ago, a Vice President said to me that his team was too busy to improve the operations. Much like the lumberjack (in Stephen Covey’s 7 Habits book), we are too busy chopping wood to sharpen our saw or ax (hmmm…would Covey have used a software engineer and buggy code if he wrote that book today?).

The story’s takeaway is that the saw or ax (or code!), dull from constant use, requires more and more effort to achieve the same results, yet the urgency of our work blinds us to this growing inefficiency. As we push forward, the increasing strain begins to take its toll, leading to fatigue and diminished effectiveness. By neglecting the essential act of sharpening or improving our tools—whether they be physical instruments, skills, or even our own well-being—we inadvertently sabotage our efforts, prolonging tasks and eroding the quality of our output. It is a great reminder that taking the time to pause, reflect, and sharpen our capabilities is not a luxury, but a necessity for sustained success and productivity.

So, how do we prepare our busy team?

Communicate the Vision and Benefits

• Clearly explain why improving processes is important. Highlight the long-term benefits such as increased efficiency, reduced workload, and better outcomes.
• Provide examples of how process improvements have positively impacted the team or organization in the past and share success stories.

Set Clear Goals and Priorities

• Focus on specific processes and key areas that need improvement. Prioritize the areas with the most significant impact and benefit.
• Set clear, measurable goals for what you want to achieve with process improvements. Your team needs constant short-term objectives but also the flag on the distant hill that we are going towards.

Allocate Time and Resources

• Set aside specific times for the team to work on process improvements. This could be regular weekly meetings or designated days.
• Ensure the team has the necessary resources, tools, and training to work on process improvements.

Involve the Team in Decision Making

• Encourage team members to share their insights and ideas for improving processes. This increases buy-in and engagement.
• Involve the team and collaborate in the planning and then prioritizing the process improvement initiatives.

Recognize and Reward Efforts

• Recognize team members who contribute to process improvements in your company’s Rewards and Recognition tool . This can be through written acknowledgment, awards, or bonuses.
• Celebrate milestones and successful improvements in the same way to keep the team motivated.

Monitor and Adjust

• Regularly review the progress of process improvement initiatives. Use metrics and feedback to assess effectiveness.
• Be open to adjusting plans based on what is working and what isn’t. Be prepared to Fast Fail.

Foster a Continuous Improvement Culture

• Create an environment where team members feel encouraged to suggest and try new ideas.
• Offer training on process improvement methodologies like Lean, Six Sigma, or Agile.

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We need our organizations to be continuously striving to improve efficiency and effectiveness across all teams. However, motivating employees to invest extra effort in refining processes, especially when they are already busy, can be challenging. The key lies in effectively communicating the vision, aligning goals, providing support, and recognizing efforts. The payoff is huge as we streamline processes, enhance productivity, and improve the team’s capacity to achieve even greater success in the future. However, there are bigger benefits that have lasting impacts. Your team gains personal satisfaction and increased motivation. Bonus... your customers will benefit too.