Team members execute predetermined initiatives
Posted on June 21, 2024 by Martin Hahn, One of Thousands of Career Coaches on Noomii.
This article discusses the importance of determining initiatives first before a team can function effectively.
When I am reviewing projects with a team member or meeting with my boss or a consultant communicating with my clients, there is nothing more frustrating and disappointing than finding out we are not on the same page. It ends up wasting a lot of time, both theirs and mine.
There have been too many times in my career when I haven’t been on the same page with those I work with. I’ve met with individuals on my team to review their projects and priorities, only to discover the three key initiatives they are working on are not the ones I thought they were completing or the ones I needed or wanted done first. There have also been situations where I’ve been working diligently on a project for my boss and found out well into it that it was not what was on the top of his priority list. It is frustrating, defeating, and sometimes maddening, especially when I feel the reason for the disconnect is just simple miscommunication.
Having suffered through this scenario too many times, I’ve come up with a few ways to help combat it and ensure everyone is on the same page. None of my solutions are unique or earth shattering, but if these solutions are practiced consistently, I have found they are effective.
I am a list person. I like having to-do lists to keep me organized, and I really like the satisfaction of checking things off a to-do list. Therefore, I incorporate a modified to-do list as a communication tool between my team and me. I request each team member put together a weekly project list that includes their current projects and the action items needed to accomplish them. The project list is updated weekly in order of priority by each team member. In our weekly one-on-one meetings, we use the project list to review their current priorities and what needs to be done. We can talk about the order in which the projects should be prioritized and make any adjustments, together, if the projects are not quite in line with the department or company goals. At the end of the meeting, we are then both aware of, and in agreement with, the key initiatives for the week so we can avoid misunderstandings or miscommunication on what is expected.
I utilize a similar project and priority list with my boss. I keep a running list of my projects and priorities for myself; it helps me to plan my day and week. I make sure to check in with my boss regularly so he or she knows what I am working on and can confirm which projects are most important.
Depending upon my boss’s style, I may type up my projects to present to him or simply have them written down to review when we meet. What doesn’t change is my approach to making sure I understand my boss’s priorities so I can be sure to work on those first and foremost.
As a cooach, I take a little different approach, but the goal is the same which is to make sure my client is always aware of what I am working on. When coaching, I typically work on a single project, maybe two, but not several at the same time. Therefore, I don’t always need to confer with the client to understand their priorities, but it is important they know I am making forward progress. This is to ensures we are on the same page with the activities, the progress and timing of key initiatives and the estimated completion date.
This communication not only keeps the client informed, but as important, enables them to see ongoing value in me and my work while the progresses is achieved, not just at the end of it. Keeping the client updated on my activities is critical because I am submitting invoices every month, not just when it is completed. If my clients don’t know what I’m working on, it’s hard for them to get excited about paying me!
With many of my clients, I don’t work in the office, so communication is even more important to be sure they understand my progress and achievements. With these clients, I make it a point to send an email at the end of every week to highlight what I accomplished that week in support of the project. I also include the key initiatives I will be focused on the following week. I try to keep the email short (who wants a long email on a Friday afternoon?), so I open it with a quick intro, include bullet points of my accomplishments, transition to an overview of what I’ll be working on the following week with a few bullets of specific tasks I will accomplish. I don’t ask the client to confirm the order of priorities. I’m hired as an expert and expected to know how to manage; however, if I have questions, I’ll include them. The weekly communication also provides the client the opportunity to ask me questions.
A quick tip of another important use for these emails: I use the weekly accomplishments’ to create a supporting document that I include when I bill the client so he or she knows what I worked on during the period covered on the invoice.
Keeping my boss, teammates, and clients on the same page doesn’t require a lot of work, nor is it time consuming. It actually requires just a little effort on a weekly basis to pay off big. The consistency of doing it is a significant key to its success. The value and positive outcome received from doing it is tremendous.
Having everyone on the same page minimizes frustrations, mis-steps, and wasted time. It increases efficiency, effectiveness, and job satisfaction. You may also find it increases your value, prole, and leadership skills.
