Structurally Refocusing To Overcome Busyness

First, a tired but true acknowledgment: This year has been hard. We’ve adapted to tough circumstances despite profound losses. And yet, I feel a sense of hope as vaccines make their rounds and we inch towards a life free of COVID-19’s burdens. Things are looking up.

Yet organizations are still very much in the residual shadows of the virus. Perhaps physical offices are reopening, but a palpable uncertainty remains. Employees are jittery about the economy and the status of their jobs. What will the post-COVID work environment look like? Perhaps most importantly, leaders are uncertain how to effect positive change. Indeed, change is a tough pitch at a time when “normalcy” is basically all we’ve wanted for the last 13 months.

When employees and leaders are burdened by uncertainty and doubt, they usually fall back on a harried form of busyness without purpose. Leaders focus on “urgent” but not important items. The days feel full but directionless. If this sounds familiar, you’re in good company. But it’s time to structurally refocus.

Most organizations have finalized their strategic plan for the upcoming year and have identified their strategic goals or, what Jim Collins has aptly named, their “Big Hairy Audacious Goals” (“BHAGs”). As the phrase implies, these BHAGs can be intimidating, and because they have longer timelines, they often get lost in the day-to-day.  Before you launch into Q2, it’s time to do a strategic reset and reintroduce structure to help you focus.

Step 1: Do a Mental Download

I suggest blocking out some time and writing down everything floating around in your head on sticky notes (a Word doc works too).

Step 2: Apply a Structural Approach To Help You Organize

Then, zoom out and implement an objective-based structure. I recommend adopting the “OKR” methodology championed by John Doerr in his book, Measure What Matters. Here are the basics: Identify your Objective, which is “what” you and/or your team want to achieve. You may have multiple objectives that support your larger BHAG. Once your Objective is identified, then shift your focus to the Key Results, which are “specific, time-bound, and measurable” progress markers for achieving your Objectives. Here’s an example: 

BHAG: Become a more customer-driven organization

Objective 1: Use data-driven insights to better understand the customer’s voice

Key Results: 

  • Sales to conduct 25 interviews with accounts that we have lost in the past 12 months
  • Marketing to launch a customer pulse survey to over 1,000 end-users
  • Senior team to conduct five in-depth meetings with members of our customer advisory board

Objective 2: Increase sales revenue by 15% in Q4

Key Results: 

  • Hire 7 new sales reps for the sales team by the end of Q2
  • Generate 10K leads and convert 35% into new sales opportunities by the end of Q3
  • Reduce closed/lost opportunities from 100 to 25

Step 3: Try to Place Your To-Do’s into the BHAG Framework

See if you can place your sticky notes (or copy and paste your Word bullets) into the BHAG and OKR structure identified above. If you find it hard to place your to-do’s within the framework, you may have fallen prey to busyness without direction.

So, if you’re feeling overwhelmed or have lost sight of the bigger picture, see if you can brain dump, zoom out, and structurally refocus. You will end your week with a greater purpose and focus for what matters.

COVID’s Silver Linings: Five Things Teams Want to Take with Them to the New Normal

This weekend I sat outside at my favorite local brewery and was immensely grateful that things were beginning to look like pre-COVID times. 

And yet, having facilitated countless Zoom call “check-ins” with our leadership cohort groups, it’s also apparent that many of them don’t miss a lot of things that were part of our everyday life pre-COVID.  As a follow up to the discussion on Leading Through Chaos, here are some of COVID’s silver linings teams want to carry forward: 

Better balance. Some of us have seen more of our families in the last three months than we did in the entire year prior. This time to come together with family has been a completely unexpected gift for many. Carving out time for family can be hard, and yet my hope is we will find ways to achieve this better balance going forward.

Deeper team relationships. Many leadership cohorts were grateful for stronger personal connections among colleagues. Indeed, despite the virtual distance, we’ve connected with our teams more than ever during this pandemic. I’ve heard numerous times how much people have appreciated their boss and colleagues calling in to check on them and their families. This connection among teams not only makes for happier employees but also drives team cohesion and performance.

Quicker decision making. We’ve had to make decisions quickly with imperfect and incomplete information. We’ve had to push the button when we weren’t positive it would work. And surprisingly, many of us have experienced better results. Sometimes we get so bogged down in analysis that we unnecessarily bottleneck our decision-making process.

Cross-functional collaboration. This one I didn’t expect, but teams have described more cross-functional collaboration and cooperation. People are jumping in to help their colleagues and working more collaboratively toward common goals, often moving beyond the confines of their job titles to drive results.

Focusing on the essentials. The challenge (and beauty) of a crisis is that it forces companies to focus on the things necessary to move the business forward. For leaders, this can also mean less micromanagement and greater autonomy for employees. Ironically, this bottom-up empowerment model often drives better results than when managers feel like they can handle it all.

As businesses reopen and life seems to revert to the pre-COVID days, we also know that the world—and business broadly—is an undoubtedly different landscape than it was February. And while it’s easy to slip into our old ways, we need to reflect on what has worked well in the COVID environment. While the weeks at home without restaurants and gyms were a challenge, there were also many silver linings.

We love hearing from our teams; if you would like to share more about your COVID experiences and silver linings, please comment below.

Leading Through Chaos: Embracing the Neutral Zone in Transitions

As we’re starting to move from COVID-19 crisis management and stay-at-home orders, the conversations are shifting—they are more hopeful and encouraging, but cautious. Transitioning to the new normal will undoubtedly be a slow process. And questions abound as to what the “new normal” will look like at home, at our jobs, in our communities, and for our world more broadly.

As we’ve been working with leaders to help them navigate this sea of uncertainty, Bridges’ Transitions Model has provided a particularly helpful framework. Around for almost thirty years, the model helps leaders and organizations understand how to transition from old paradigms and mindsets to new models and ways of being. The model is insightful because it talks about transitions rather than changes. Changes are external and often beyond our control; they are situations and events. Transitions, on the other hand, are internal and within our control; they are how we react to changes. COVID-19 is a (major) change—how will we transition?

The model identifies the three stages individuals and teams experience during change: Ending What Currently Is, the Neutral Zone, and the New Beginning.

Applying Bridges’ Transition Model to the COVID-19 crisis, most of us are now in the neutral zone. We understand there are changes, and the novelty of the situation has started to wear off. We are looking ahead and asking questions. But while there may be a tendency to rush straight through to the end zone, the neutral zone actually poses an opportunity for innovation and thinking anew about how we work and live.

For leaders today, we should use this neutral zone as a time to reflect, explore, and be curious about our prior ways of doing things. Are there opportunities to improve, innovate, and adjust? It is no coincidence that some of the most cutting-edge companies have birthed new creations through chaos in their transition to a new normal.

So, if you’re working with teams, embrace the neutral zone as a field of opportunity to explore new options. Searching for new opportunities may not mean a complete restructuring of your business. It may be as simple as small changes to drive customer value or boost efficiency, or even resolving to do more of what you love.

If anything is certain with COVID-19, it’s uncertainty. Let’s not accelerate too quickly toward our new beginnings. We may miss a golden opportunity to bring something really amazing into the world, our organization, our teams, or our families.

To learn more about making the most of change, you can check out William Bridges’ book, Managing Transitions on Amazon or find a helpful summary here.