Declutter

Time - start with your team

This may be a familiar situation for you. The week starts with a vigour and a mindset of positivity and a list of actions you are going to achieve. Then within less than ten minutes of walking into work, you are ambushed with all sorts of unforeseen problems that you need to attend to.

Time. Having more of it. I can’t say that I have the answer, and there are may tools out there which help. Some work for some, some work for others. But, one thing I like to focus attention on is how your team views and uses their time.

When managing a team there are some key habits you can use to squeeze a lot more out of your team’s time, which can impact on your own time restraints. It’ll take some investment on your behalf, but the wins can be enormous:

  1. “I don’t have time” or “I have been too busy”. How many times do you hear this from your team when you are asking about a job they needed to do? If you kept a log of this, it would easily be in the high double digits every week. Let’s clear something up here – when one of your staff say either one of these phrases they are sending you a clear and loud message. The real message is: “I don’t care about it”. Or, to be more diplomatic, “It is not a priority to me”. Now, that you know what they are saying, you can now delve into the real issue – does this person have their priorities aligned with the business? This sets us up to have a great chat about improving the situation, and therefore saving you a huge chunk of time in the future.
  2. Less System is more. Processes and systems are so important. In retail, having simple but well drilled systems will be the difference between great customer service and fantastic sales versus inconsistency and frustration. However, before implementing new systems a great way to cut down wasted time is to audit your current systems and get rid of everything that is not efficient and effective. Minimising the volume of systems in your business will mean that you have a lot less to manage, communicate, and upkeep. Simple and strong is the name of the game.
  3. What are you going to do with it? As a manager or business owner, there are beautiful little windows of time that pop up. You know the ones. Its where everyone is set up, all customers are being served, you have your to-do list done, and you are free. You are actually free for 10 minutes, or 20, or maybe even longer! It doesn’t happen often, so there you are looking over everything, or sitting in your office, and you say to yourself “s#*@, what am I meant to do with myself!!!?” Because we are not used to this, it can freeze us, and because it is unfamiliar it can be really uncomfortable. So, be sure to have a plan. Jotting down a few key things you would like to do or work on if you had 10 minutes, 30 minutes, or an hour to yourself a day, or a week is a great motivator and will also ensure that this time is used wisely – it’ll feel great.

Being buried in tasks can really hurt a retail business. Remember, you are the most influential person in the entire business. If you consistently run out of time to get everything done, or to enjoy your work, then it is not only tough, but it is also not going to be good for overall business. You don’t want that – it’s the opposite of what you want to achieve.

Using some easy to implement tools is the first step towards building a team with great capability leaving you with time to chase the fun stuff in your business.

Be like horses - De-Clutter your language!

I was so lucky to attend an amazingly unique training session as a participant last summer. It was held on a small horse ranch in the Yarra Valley wine country of Victoria, Australia. The session was conducted by a good friend of mine, Cheryl Cruttenden. Cheryl expertly uses horsemanship as the basis of her executive training. I found the horses a little scary to start off with (their big and I’m a big scaredy-cat – I know, I know, I know… it’s embarrassing). Once I got over my fears, the session was both insightful and valuable to highlight personal and team growth opportunities.

One of the first exercises we did was to observe a few horses grazing in a paddock and use one-word answers to describe what we were seeing. The group came up with words such as calm, eating, bullying, affectionate, slow, and dominant (amongst many other words) for different horses and their actions which played out in front of us over a ten-minute period. As Cheryl brought the team back together to discuss the descriptions she highlighted to us that only a few of the words were actually things that did in fact happen. For example, a horse that is eating grass can be described as eating. However, saying that a horse is being affectionate is an assumption. The horse is actually rubbing its neck against the horse next to it. It may have had an itch. It may have been cold. It may have been trying to shove the other horse away. We don’t know. The description is open to a wide deluge of mis-interpretations. It is this type of observation labeling that clutters our thoughts and our language with each other every day of our lives.

This fact stunned me. I was smashed in the face with the realisation that our personal and professional lives is littered with this sort of cluttered thinking and communication. If we all simply saw things for what they were, rather than guessing and assuming it would make for a reality which is clearer, more pleasant, and smoother for all concerned.

In the real world I know that as a leader we must use our instincts along with our experience of people to make tough decisions. It is a fact of life that a good leader will sometimes be forced to make decisions based on half the story, or a fraction of the facts. With this in mind, where possible this needs to be balance by recognising that there are large blank spots in what we know about given situations at hand. Here we need to acknowledge where we are making assumptions, and therefore where we need to investigate further for confirmations on facts. We also need to decipher what we are being told – what is a factual description and what is assumed information. The result is that better decisions are made when the “clutter” is removed.

De-cluttering communication, and the communication that you accept from your team will cause a cultural shift in your workplace. For starters gossip will begin to dissipate. Emotionally based perceptions will start to lose out to factual perceptions, and those that work hard with a positive intent will start be seen, while those that are not performing in alignment with the business will start be found out. I personally like the look of this de-cluttered picture.

Ask yourself how cluttered your thinking and communication is. Start by writing these perceptions down in two columns when you are observing a situation play out in front of you; column one for real descriptions & column two for assumed descriptive words. Continually do this until it becomes second nature to recognise what you really see without all the other clutter and see what happens to your own performance as well as those around you.

Thanks Cheryl! I am no longer scared of horses, but I also learnt a valuable lesson about de-cluttering that has nothing to do with keeping my desk tidy!