Write Your Way to Increased Productivity
Boost Your Business with Effective Communication
It floods through millions of e-mail inboxes each day. It piles up on countless desks in organizations large and small. It even follows us home to fill up mailboxes and spill across computer screens in homes everywhere. The written word is a powerful part of our daily lives. And, the importance of written communications in business is greater now than ever.
A recent survey reported that 58% of workers spend between two and four hours each workday simply reading memos, reports, e-mails and online sources. But beyond the sheer amount of time people spend reading information, the survey reported that 85% of respondents wasted time because information was written poorly. This resulted in 70% of workers reporting lost productivity and another 63% reporting that they missed important information.
That’s why managers should pay attention to all written communications – whether they are going out to the entire organization, being broadcast outside the company, or simply being read by their team. Five quick writing tips can help any manager more effectively communicate, whether it is through e-mails, reports or memos.
Top 5 Writing Tips for Managers
1. Know your audience. This simply means that the message, language and method of communication are tailored to the people who will read the message. Writing can improve dramatically if the author simply reads the message with the intended audience in mind.
2. Keep it simple. This writing tip is a favorite of English teachers everywhere, but it holds true in the workplace. Often, managers and organizational leaders think complexity makes their messages seem more important. It doesn’t. Instead, it can cause confusion or frustration from those reading the message. That’s why managers should use the “KISS” method of writing by remembering to Keep It Simple, Silly.
3. Avoid jargon and manager-speak. This tip is closely related to the KISS method, but it refers to the words and terms included in business-related messages. For example, instead of sprinkling in words like “synergy,” “solution” or “impact,” managers should choose words that are clear and specific in all their written messages. Instead, more familiar words like “teamwork,” “answer” and “change” make messages easier to understand.
4. Consider your tone and style. Tone and style are especially important in written communication. Managers should carefully construct messages so they are courteous and respectful to their bosses as well as to their staff. Especially with electronic messages such as e-mail, it is important to consider the tone of the message and match it to the audience and subject. Also, managers should always use proper spelling, punctuation and grammar to set the bar for writing standards in the workplace.
5. Write what’s necessary. This tip has two levels. First, managers should not assume that writing is the best way to convey their information. If a message is complex or personal, for example, it may be best to have a meeting or casual conversation instead of writing an e-mail or sending a memo. Second, if it doesn’t need to be written down, don’t bother committing it to paper or bandwidth. Keeping messages short can help your workers keep up with their already heavy reading workload.
Managers can help save time and money by making their messages clear, thoughtful and succinct. Taking the time to communicate clearly through the written word will help managers raise productivity for their workers and can help their teams function more smoothly.
Make Room for Success
Tips for Organizing a Messy Desk
American workers are messy, and managers are no exception. A recent survey revealed that 47% of U.S. workers admit to having cluttered workspaces. This messiness costs many business owners valuable time and money. In fact, The Wall Street Journal recently reported that messiness costs the average business an hour of productivity a day, per worker. That means that each year, businesses could be losing up to 200 hours of productivity per employee.
Cluttered workplaces not only affect the messy person, but everyone who works nearby. An untidy workspace is distracting and may add to an already stressful environment. To initiate the change from mess to success, it’s important to follow a few simple tips to clear the clutter.
Start over. The first step in creating a clean workspace is a thorough initial cleanup. This may take a while, so schedule time for it. Clear everything from the workspace. Organize items into similar piles, working from the most urgent projects to less important items. Label each pile with a simple name, such as “desk supplies,” “client profiles” or “monthly reports.” Throw away items that are no longer needed for current tasks or for future reference. If there are articles in print publications that you would like to keep, photocopy the articles of interest and discard the publications or store them away from the workspace.
Give everything a place. For items used most often, put them in easy-to-reach places that won’t require leaving the desk area. If space is limited, consider buying a small storage unit to place under the desk for office supplies, printers and files. Reduce the number of personal items such as picture frames and plants or put them on shelves away from the immediate workspace. Remember the desk is not storage space, it is a work space.
Control the paper mountain. Most office clutter is due to piles of paper. It is a good idea to throw away unnecessary papers and to transfer important documents into an electronic format. Create a filing system for papers and hang them vertically for easy access. Arrange the file folders alphabetically or by frequency of use. Having a file system greatly reduces the time spent looking for important papers. Use in- and out-boxes to keep papers from stacking up. Consider having an in-progress box for half-finished projects as well. Sort through these boxes daily, deciding what needs to stay and what needs to be thrown away.
In addition, stop relying on sticky notes. Jot all notes in a single notebook and cross them out when the task is complete or no longer relevant. When reading a document, highlight important information for future reference. To organize scattered addresses and contact information, keep them in one place with an electronic address book. Using electronic systems such as the calendar and task organizer in most e-mail programs can make finding important dates and reminders easy.
Create a cleaner atmosphere. The best way to create an organized office is to set the example for all employees. Managers have many options for initiating changes, such as implementing an organization hour one day a week or holding contests to see who can efficiently organize the best during cleaning blitzes. At the end of each day, both managers and employees should dedicate five to 10 minutes to clear clutter that has built up over the day. The change can be much easier with active participation and creative instruction from managers, who should check employees regularly for accountability and to offer assistance if needed.
Committing to reducing the daily clutter will not only boost efficiency, but will boost office morale as well. By reorganizing personal work spaces first, managers can inspire employees to be more organized as well. Workers will be amazed at the personal and professional changes cleanliness creates and will be inspired to follow management’s lead. Once new habits are formed, it will be hard to remember how the office functioned in its previous state.
Monday Morning Leadership Tips
How To Escape “Management Land” and Do What’s Right
Being an effective leader takes time, dedication and training. Last month’s article in this series covered the first two chapters of David Cottrell’s management training book, Monday Morning Leadership. It discussed how to distinguish leaders from followers and how to focus on priorities. This month’s segment of leadership training covers how to escape from “management land” and how to follow the “Do Right Rule.”
Escape from “management land” by categorizing your star players.
It’s a common situation – managers find themselves trapped in a cycle of taking small things too seriously, losing perspective and being surrounded by yes-men. Cottrell calls this being stuck in “management land.” This is a phenomenon that adds frustration, confusion and problems to many teams.
Luckily, there’s a way to escape this place of lost productivity and vision. First, managers must start by taking a serious look at all their employees according to where they fall on the star chart. Cottrell suggests designating who on your team are superstars, middle stars and falling stars. The superstars are the major team players. They are experienced, knowledgeable and great at what they do. The middle stars are generally either workers who lack the experience of the superstars or were once there but have become unmotivated. Falling stars are those who do the least they can get away with and keep their job.
Once managers know their team makeup, they must take heed of a common problem on many teams. Because of the capabilities of the superstar team players, managers tend to pile too much work on them, compensating for the shortcomings of the falling stars. This can bog down the great team players and lower productivity and motivation levels. Instead of falling into this trap, managers should choose a level of acceptable performance and accept nothing less, even if that means letting low performers go. As simple as this seems, tackling this issue head on is a crucial management function.
Do right: set and follow your rules.
Imagine an airline pilot cruising along, and suddenly, equipment lights signaling a flight error begin to flash. Preparation is what keeps that pilot from panicking and helps him guide the aircraft safely. Cottrell explains how pilots have instructions for handling any potential crisis. Managers can use this idea to handle difficult situations in the workplace. The key is preparation and having guidelines on what decision should be made before something goes awry with your team.
This preparation makes it easy for managers to follow what Cottrell calls the “Do Right Rule.” The “Do Right Rule” is simply doing what is right even when no one is looking. What guides and defines what is right are the principles and guidelines set in place before the difficult situation arises. This makes it possible to do what is right, no matter what. That’s why knowing beforehand how to handle an unethical team member or what to do when faced with an underperforming employee is crucial. Managers can save a lot of time and frustration by determining how to handle these situations before they happen.
So instead of ignoring problems, managers should address them. The “Do Right Rule” means managers will fix the issue instead of making excuses for behavior and poor performance. If they don’t, they risk hurting the entire team or lowering the bar for the rest of their workforce. Cottrell emphasizes that managers should protect their integrity as their most precious asset. Managers should also realize that when it comes to their leadership, everything counts – everything they say and do, and also everything they don’t say or do. Check out next month’s article for more tips from Monday Morning Leadership.
Employment Situation Summary
United States
Non-farm employment rose by 121,000 jobs in June, and the unemployment rate remained at 4.6%.
Major Industry Employment for June 2006
• Construction: - 4,000
• Manufacturing: + 15,000
• Retail Trade: - 7,000
• Professional & Business Services: + 25,000
• Educational & Health Services: + 26,000
• Leisure & Hospitality: + 16,000
• Government: + 31,000
Canada
Employment increased by 216,000 jobs in June, and the unemployment remained at 6.1%.
Major Industry Employment for June 2006
• Agriculture: - 7,000
• Construction: - 19,000
• Manufacturing: - 4,000
• Trade: - 17,000
• Transportation & Warehousing: + 2,000
• Finance, Insurance, Real Estate & Leasing: + 8,000
• Business, Building & Support Services: + 4,000
• Educational Services: + 10,000
• Health Care & Social Assistance: + 41,000
• Information, Culture & Recreation: - 3,000
•
Accommodation
and Food Services: + 8,000
e-Xchange is a publication of Express Services, Inc., Oklahoma City, Oklahoma. Copyright 2006.