I would wager that the biggest chunks of overwhelm we get with just about everything stems from two causes:
- We are trying to handle too much that really isn't that important: We need to make choices that will help us banish busy-work, focus on mission critical and de-clutter outliers.
Flashback: Remember A Ma'alahi Persuasion for Calm? - Once that is done, and we've gone through a good purging, we need to maintain our equilibrium (and sanity) by never adding new inputs unless they replace others we will now retire.
Our MWA Coaching 5-Beat Rhythm is intended to help us with number 1. We choose our values, and then we choose strategies with how we will get the real-time, every day activities of our work lives in alignment with those values.
In today's Sunday Mālama I want to take a look at number 2 with a reprint of an article I had first written as a contributing author to Lifehack.org a little over a year ago. I had written it for those who would claim to be the boss, asking them to think about how they may unwittingly add to feelings of overwhelm in their organizations, even when they have the best of intentions in leading with new, exciting, and innovative initiatives.
This goes for Managing with Aloha too: I am very passionate about it, and I believe in it one thousand percent, but my challenge in coming into any organization (or executive's life) with MWA is my total realization that even MWA is a burden when it adds to what they are already doing. The best among us will eventually burn out: No one can sustain more than 100%. What I must accomplish in my coaching and consulting work with clients is to identify what creates work but doesn't work, replacing it with the components of MWA that I feel will create better results for them.
This is also your challenge with my MWAC self-coaching program here (with strategies like the 5-Beat Rhythm intended to help guide you) or with anything new you seek to learn and integrate. Have you made room for it?
So here is the reprint: It was originally titled, Don’t Just Add, Replace. Own the 100%. The 100% I refer to is maximum workload, and those of you who had taken my previous postings' suggestion to learn the ‘Ōpala ‘ole Rule for best personal productivity will likely find this to be a good companion read.
Don’t Just Add, Replace. Own the 100%
Here’s a sample snippet of a coaching conversation I have often had with executives. To set the scene for you, it usually happens after we’ve discussed a project or strategic initiative and its value alignment for their organization.
Exec: “This is terrific; I can see how it will make a big difference for us. I’m anxious to get started; we could probably introduce the plan at our next staff meeting.”
Me: “I agree, it is a terrific plan. However let me ask you something before you move on to how you’ll communicate it, and the campaign you’ll subsequently run with it. What are you assuming this additional project will replace in your existing operation?”
Exec: “What will it replace? Well, the old way we’ve been approaching things; we all agree that our present tactics aren’t all that effective.”
Me: “When you say ‘present tactics,’ how much are you referring to? Are you completely confident that everyone will make the same assumptions you are, and not continue trying to handle both the old and the new? What are the reasons they might want to hold on to the comfortable, tried and true way they’ve always approached this?”
Exec: “Listen, I don’t want to micromanage the thing. I’m sure they can figure it out.”
Another potential stress factor lobbed into the organization. Unless… we continue the conversation to figure out how without micromanaging, the Exec can articulate some suggestions whereby he gives them the gift of reasonableness, not adding to their sense of overwhelm.
The reality of most organizations, is that pleasing the boss, in handling directives both old and new, contributes to the significant, and rampant proliferation of auto-pilot, sacred cows, stressful overload, and productivity slowdowns. Like it or not, and whether you want to admit it or not, when you are the boss, people are very selective about the questions they’ll ask you, fearing they are exposing their own shortcomings or lack of self-confidence. If they perceive “the old way” was one of your once-favored pet projects, they’ll hold on to their practice of it, even when they might think better of it otherwise.
When you are about to add to someone’s workload, you should own the 100%. What I mean by that, is that the responsible thing to do, is to own the productivity equilibrium in the operation when you contribute to it.
The one assumption you should make, giving them the benefit of the doubt, is that everyone is already at 100%. If you add another 10%, you can’t expect them to be equally productive now at 110%. Thus, 10% somewhere else has got to go, and suggestions from you on what that old stuff you are expecting to (or willing to) replace, can really help.
This doesn’t just apply to executives, but to leaders and managers at every level of an organization. Adding versus replacing is contributing to workplace overwhelm every day, and in small ways that add up to BIG drags on overall productivity.
When I coach clients to do audits for process duplication within their organizations, it is amazing how much they find, and how much “Listen, I don’t want to micromanage the thing” turns into “I can’t believe we still do this!”
Even with unanimous agreement on its breakthrough merits, no matter how extraordinary your new idea or captivating project might be, it will add to workload. Excitement dims quickly when the pep rally is over, and reality sets in. You’ve got to reckon with the domino effect any new project or strategic initiative can create, by always seeking to replace, and not just add. Own the 100% and help your organization realize the full benefit of your breakthrough ideas.
Now let me hear from you: This happens pretty universally.
If you are the boss, what will you specifically DO?
If you aren’t the boss, but you are affected by one of these decisions ‘from above,’ what can YOU do?
Postscript: If this is your first visit to Managing with Aloha Coaching, you can read of our intention with Sunday Mālama here: Sunday Mālama: A Beginning. A trackback there will easily help you return here.
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