"If Meghan sends me another *&^% e-mail asking me when I need the work I just left on her desk...."
How many times has this crossed my mind? Mmmmm, lots. But when prodded, what is the response I always get? "I didn't know when you expected it, so I did it when I got to it." How long do you think it has taken me to realize that I suck at providing a "by-when" date? Too long, let me tell you.
I learned of this "by-when" date at a conference in Orlando that we recently attended. I had never heard it described quite like this, but the presenter was talking about how effective communication could reduce conflict. I live for reducing conflict. Meghan proceeded to pinch my arm when this particular concept came up...the "by-when" date. Like the sensitive, in-touch-with-my-emotions guy that I am, I listened.
It's really simple, guys. Let me share a secret with you so it won't take you as long as it did me to learn this valuable lesson. When you set up a project and hand it off to someone to complete/comment on/contribute to, make sure to tell them when you need it. People have other things that they are working on, probably something that you gave them yesterday. Consequently, if you don't have a plan, someone else will plan for you. In other words, get in line.
When clients send me work, unless there is a specifically requested date, my first response is to get to it as quickly as I can and wrap it up as quickly as I can. I also project how I would do things onto other people....smart, huh? When I would leave a folder on Meghan's desk, or send her a PDF with a project attached, I would always say "Can you please work on this for me?" You can guess what comes a couple of hours later....
Jon - "Hey, did you get to the work I left on your desk?"
Meghan - "Not yet."
Jon - "Oh, but I set it on your desk this morning."
Meghan - "You didn't tell me when you wanted it done."
Jon - "Oh, I just figured you knew."
Meghan - "Because I read minds. You are right, I'm out to single-handedly sabotage our livelihood."
And that is where the wheels came off the wagon....and Meghan stops talking to me.
But I have recently made a concerted effort to place those wheels back on the wagon. I am working at my desk today, on a Sunday, organizing my work for the week. In order to streamline things I decided to do something a little different, involving a couple of post-it notes and dates. Thank you, 3M.
Do you use a by-when date for your team? If you don't, I encourage you to track how many times this week you have someone ask you "When do you need this?" or how many times you sigh like an oppressed Russian when someone doesn't read your mind. If you'd like to move past those wasted conversations and your own internal panic of things not being done, then put a little note on the work or send it via e-mail, and simply relay when you need it. Nothing gets prioritized if everything is a priority.
As much as I love to talk to my wife, I don't want her to ever ask me when I need something done again. And if I do my job correctly, she won't.
The "by when" date is a definite first step in managing projects, thus managing and meeting team and client expectations. IMHO, it is also essential for respect. And success.
ReplyDeleteThe issue is that the "by when" isn't always clear or static, right? Sometimes things come up that shake up the "by when." And then, if a new "by when" isn't immediately designated, the thing can fall through the crack.
When you have two or more people, I think the easiest way to manage all of this is with Basecamp. Creating single-step tasks or small projects or big projects, and assigning by when dates (being sure to note which are inflexible and tied to a firm "milestone," and which are somewhat flexible), and then assigning to the person you handed the file to, helps everyone see what is on someone's plate, what is due for us (or others) at any given time, and very importantly, what things *I* have to do that, if I don't do them, will hold *you* up and cause a problem down the line.
With that level of information, everyone is better equipped to use their judgment in their time and task management. HUGE KEY STEP for a ROWE! :-)
Michelle, you are exactly right! I am so glad you referenced the ROWE and how important "by-when" dates are in managing one. We are in the process of working with our first remote employee and we are using Basecamp quite regularly. I love it, and I've become much more realistic in my expectations. I am trying not to project my habits onto everyone as they work through projects, since we don't all work in the same manner. I'm learning....as we all are...
ReplyDeleteThanks so much for your feedback!