3 ways to improve productivity that don't involve AI
I went from being constantly overwhelmed to a measured top performer by using 3 strategies. I’m going to be controversial and state that AI is NOT always the answer :)
Arguably a more effective approach is to protect your most valuable resources - your time, energy and attention. Companies and leaders often spend their precious time and attention as if there was an infinite supply. As if they cost nothing. Yet our time and attention are among the scarcest resources we have.
Here are 3 ways you can protect what matters most:
1. Don’t meet, write. Don’t react, consider.
At most companies, you put a deck together and call a meeting to present your idea, update or progress. If you’re lucky, no one interrupts you while you’re presenting. When it's over, people “react”. This is precisely the problem.
Instead of the typical “present my idea / update” meeting followed by immediate knee jerk reactions, I seek thoughtful, considered feedback. I achieve this by presenting ideas in long-form written slack / notion updates or simple and clear documentation, complete with visual sketches and elements if needed.
Make the update easily scannable as people will first scan it, decide if it's important enough to actually spend the time to properly read through it, and then give it their full attention. Use emojis to break up long blocks of text, it’s is proven to boost engagement. This allows everyone involved to read and digest the idea thoroughly, avoiding knee-jerk reactions.
It encourages quiet contemplation, and it’s worth it - even if it results in a few days of silence before feedback starts pouring in. By this method, you can maintain an uninterrupted floor for both the presenter of the idea and the feedback giver, promoting deeper understanding and most importantly - quality feedback.
2. Assign projects, not tasks
How it usually goes: You assign someone a list of 10 tasks to complete each week. They complete each task on time. They feel productive (temporarily). You feel like a good manager.
Sorry to burst your bubble, but this only works for a period of time and when your employees are very junior. I’ve pushed myself (and still catch bad habits, so no judgment) to assign full projects vs. tasks and here’s why:
The beauty of delegating projects is aligning the assignee to the outcomes vs. the output. When a project is selected for a 6 to 8-week cycle, a team of two is assigned to it and they have full freedom on how to pursue the project without the micromanagement of leadership.
This sounds horrific to 80% of business leaders out there, which likely indicates that either:
1) you have very junior resources (years 1-3 into their careers) or
2) you don’t trust your team
The assignees determine how to approach the project and what tasks are needed for its completion and successful outcome.
The project should begin with you giving it a name, assigning DRIs, and a brief description of what problem you want solved. Then you stop contributing. Yes, I know this means fighting the urge to be the type A personality who shouts out the “right” answer and is ferociously waving their hand in the classroom. Stop it. You are helping no one with this behavior. Trust me.
The tasks associated with the project are not all defined upfront, but are determined by the assignees and evolve as the project progresses and more discoveries are made.
This approach helps the team take ownership of the project and its outcome. Start with something small if you are new to this method and resist the urge to define everything. You’ll be surprised with the outcomes.
3. Make more space for deep work
“I’ve had so many meetings this week that I didn’t have time to get much done.” How many times a week, a quarter, a year do you say this to yourself?
Every Sunday, I look at my calendar for the upcoming week and seek to find 5 hours of meetings that are the least impactful use of my time. I decline those meetings (with a polite explanation). If they are your meetings, cancel them.Yes… cancel your own meetings.
But what if I’m vital to that meeting? Fear not! The host will pester you incessantly for your availability and let you know. Almost always, the meeting will still work – often better because there are less people there 😛
If you are a leader, empower your people to go to the meeting and make decisions for the team. You’ve heard of helicopter parenting…. Stop doing it in leadership. Things will go better without you there.
Look at your top 3 priorities for the next 3 months (write them in priority order of impact). With your newly freed up 5 hours a week, plan how you will move the needle on these priorities in those 5 hours a week. Do not schedule more meetings in those 5 hours - do deep work.
BONUS TIP: Create an impact elevator pitch
Every quarter, refine your “elevator pitch” on how to decline meetings or narrowly focus your time when you are pulled in many directions. Here is an example of how I handle “Ashima, I need your resources on ABC project to help me asap!! XYZ person is asking. Scheduling time tomorrow, thanks!”
My response:
Thanks for looping me in. Some questions: What is the specific ask here in terms of product marketing? Do we have user/MRR data on ABC so we can scope the impact? Also have you done X, Y, Z (3 things they can do to move the needle that is a precursor to involving marketing) yet and if so can you please share?
Reason for my questions: Our current mandate is to focus on delivering what's approved as above the line priorities outlined in the attached. Appreciate you understanding that the number of requests are just significantly higher than the resources we have. As you can imagine, it will always come down to priorities that are typically top down.
Can you help me scope the impact of your project and then I can evaluate if it belongs above the line?
75% of folks will run away, as most of the time they are pushing their own work onto you :)
That’s it. You just learned 80% of the rules of being more impactful with the same number of hours.
Give them a try!