Justin Fox interviews Bob Pozen, senior lecturer at Harvard Business School and author for HBR and HBR Blogs, who shares with us his tips and trips for being more productivity in and HBR IdeaCast. The following are the key points discussed:
Focus on results, not on time spent. For a long time, and perhaps still in many organizations, much value is placed on the employee who works long hours to complete a project. It is seen as a sign of dedication, devotion and commitment. The problem is that it’s completely inefficient. Pozen suggests that finding efficient ways of getting results should be the focus and priority. He mentions that in the past, he has told clients that he worked work twice as fast but charge them double his time and they had no objections. In the organization that I work for, more often than not, we charge by deliverable and by results rather than by time, which is another way of tackling this issue.
Know your comparative advantage. Most of us are familiar with the notion of competitive advantage: what it is that we do better than our competitors. But in an organization, our peers are not our competitors, or at least, they should not be. When thinking of an organization as a system, being competitive within the system is inefficient. Rather, according to Pozen, you should be thinking about your comparative advantage, that is what does your organization needs most from you. Management-level individuals need to focus on the question: “What are the functions that I and only I can do” and delegate the rest. Even in work teams, individuals need to focus on their strengths and unique abilities.
Think first. Read or write second. This one really hit home. I’ve been applying this principle since as early as I can remember, instinctively. I always hid it, thinking it would be seen as taking shortcuts, which in turn could be perceived as laziness. Now I’m so thrilled to learn that this is simply efficiency! Pozen explains that when you think before you read and think about what it is that you are looking for, you know better what to focus and know what to skip over. Thinking before you write means developing an outline as soon as possible (which can be revised) to steer your research and what arguments you want to write.
Prepare your plan, but be ready to change it. What are the highest priorities you need to achieve today? Whether you plan these the night before or early in the day, identify what it is that you absolutely need to get done today. If you start the day with that approach and something comes along to disturb your schedule, which for extremely busy people is very likely to happen, you’ll know what are the key things you need to focus on getting done and you’ll be able to defer the less important things.An additional note on this last point: My professional coach Nancy gave me an extremely helpful tool designed by Stephen Covey: The four-quadrant matrix for importance andurgency, which is an amazing tool for priority management.
Naps are also high on Pozen’s top tips for productivity. The benefits of reenergizing through sleep are well know, and it’s a wonder we aren’t better equipped in our modern offices to allow for this. According to Pozen, research shows that a 30 minute nap can let you refresh and be more productive. He does this by putting his feet up on his desk and dozing off.
Being boring, or perhaps what I like to call having a routine, such as having the same simple breakfasts and lunches, is a way to take away some of the non-necessary thinking out of your day. Again, this is something I instinctively do because he’s right, it is a huge time saver. I spend a lot of time thinking of what I should be eating in general, that is what kinds of foods I should be buying for nutritional and health reasons, but very little time being creative about breakfasts and lunches on weekdays. That said, I keep the creativity for supper when I’m relaxing.
A few months ago, I wrote a post on Tips to Stop Sucking at PowerPoint. But as we all know, you may have the snazziest presentation on the block, but you’re only half-way there. You, yourself, have to bring your A game. In other words, you have to offer the total package.
Clive Shepherd shares with us his 50 tips for better presentations, a little gem he found in his archives and a fantastic list that cover all the bases with a touch of humour. In addition, I’ll share another resources from my bookmarked archives that compliments Clive’s post: The TED Commandments.
When providing training and information to new and existing employees, ideally, we’ll focus on providing them the requisite tools for optimal performance in their jobs. But how much emphasis is there set on how the employee appearing polished, proficient, and professional?
In her article focussing specifically on organizations and dress codes, Sylvia Ann Hewlett describes how following UBS’s publication about how the Swiss Bank envisaged it’s employee’s appearance, there has been some mocking but also a lot of reflection on just how important someone’s appearance is in business. The focus has shifted to assessing the value in organizations establishing a dress code and/or providing guidelines on how the individuals they have hired to represent them should appear. Let us not forget that even Canadian Banks had policies up to 30 years ago preventing their employees from wearing red or female employees from wearing slacks, going as far as indicating the types of establishments that could be frequented outside of business hours.
The article also points out on how women may have a greater challenge then men in setting the right tone in appearance, in that we are asked to conform to a business code and subvert all elements of sexuality, all the while urged to not come across as masculine. I’d add that this is perhaps also quite cultural, highly influenced by the level of conservatism of a region. Then again, should I be dressing differently for a meeting in Abu Dhabi then a meeting in Montreal?
Managing all the content that comes at us can get overwhelming. We can set up systems to tag, categorize, filter, sort, organize and essentially manage content at various levels. And once we’ve sifted through all the content that is sent to us, and we’ve decided what it is that we want to share, how do we select the system we want to use to curate it?
As I gleaned my Google Reader for interesting things to report to the Workplace Learning Today readers, I noticed a few predictable patterns in early January posts. I found could classify about 50% of the blog posts I surveyed into 3 categories: the past year in review, predictions for the new year and of course, new year resolutions. The latter category was the one that really caught my attention, as it seems to be the one area where I see many people, myself included, shooting themselves in the foot.
The following are a sampling of the well intentioned personal and professional improvement 2011 resolutions posts that I found:
According to our study, only 8% of Americans say they always achieve their New Year’s resolutions. The way it seems to work now, setting a New Year’s Resolution is a recipe for defeat.
He goes on to write that people eventually put an end to the misery of trying to keep up the resolution and call the whole thing off. One of the core issues, according to Shapiro’s research, is that when making a resolution, people focus on where they want to be rather than enjoying where they are right now.
We sacrifice today in the hope that a better future will emerge — only to discover that achievement rarely leads to true joy.
Now Shapiro isn’t against self-improvement, but rather provides detailed guidelines for making more sustainable resolutions. The headlines are:
Choose a broad theme rather than specific measurable goal.
Choose an expansive and empowering theme.
Reflect on the previous year.
Develop your theme jointly.
Remind yourself of your theme.
Remain open to new possibilities and to changes in direction at any point in the future.
The commitment I will make today is to relinquish an idealistic definition of perfection that has bubbled up empty goals, with only a façade of meaning. I can, then, wholeheartedly make room to embrace true commitments that honestly serve who I am; even in all of its imperfection.
These are truly phenomenal tips for steering resolutions down a more successful path. In addition, I’d add the following bit of advice from Derek Sivers: Keep your goals to yourself.
In a recently posted Talk on Ted, Barry Schwartz shares his reflections and finding on the power of virtue, or what Aristotle called practical wisdom, and how it is the key element required for real change and the betterment of our society.
Through poignant examples, he demonstrates how in today’s society, the change agents must work against the current system managed by a script which is tightly controlled by rules and incentives. He also claims that this way of making small, incremental change is not only slow but that it isn’t sustainable in the long run.
Let’s see if some of Schwartz’s wisdom might rub off on all of us in 2011.