If you’re as excited about your work as I am, I’m guessing you have a lot of projects underway — and that there are even more mulling about in your head that you want to tackle in the future. It can be challenging to stay on top of all of them, to put it mildly. When it seems as if they’re all dragging on and on, you need to take a step back and ask yourself: How can I be more efficient? How can I better manage this process? The reality is, you need to do everything you can to get the most out of the people you’re working with. After all, you can’t do it without them.
You have the energy and the passion! Use these tips to put it into practice.
1. Create a timeline. Every project you start must have an end date. Be realistic about how much time it’s going to take you to accomplish this task. If you budget too little time, you may end up feeling defeated. If you consistently over-budget, well — you’ll get a lot less done than you’re capable of. It’s a balancing act. If you’re not sure what steps you need to take to achieve your goal (and are thus unable to create a realistic timeline), start asking questions. When you have a firm grasp on what needs to be done, only then should you start setting project deadlines.
2. Don’t forget to host a kick-off meeting. You’re going to need help. So assemble your team before you get started and let them know, as a group, what you’ll need from them. Send everyone an agenda beforehand so that they understand what the purpose of the meeting is. Have everyone introduce himself and discuss who is going to be responsible for what. This is the perfect opportunity ask, “How soon can you get this done? What can I reasonably expect? Make sure that detailed notes are taken and that those notes are distributed after the meeting. Use this opportunity to get everyone pumped! Never end a meeting with your team without cementing what steps need to be taken next, and who is responsible for them.
3. Check in regularly. The only way I stay on top of my pile is by having weekly project meetings. I’ve found that this keeps everyone accountable. Before each meeting, I send out an agenda and our project tracker. My team became so much more productive when we started using a project tracker. It functions kind of like a scorecard, in that everyone is aware of what’s getting done and who’s doing it. It’s obvious when someone is falling behind – which makes it easy for someone else to step in and volunteer to help out. Don’t leave a check-in without reiterating what everyone’s next steps are.
4. Be available. If you want to shrink the size of your pile, respond to emails about the project as soon as you receive them. Answer calls from your team. It’s your job to set the standard. When you’ve got so much going on, it’s easy for something to slip through the tasks. The easiest way to avoid having that happen is to be prompt and accessible.
5. Be respectful. Like I said before, you’re responsible for setting the tone. Be on time, don’t cancel meetings, stick to the agenda, and keep meetings short. Don’t forget to ask the members of your team if they need anything from you! If one of your employees is encountering a problem, it’s on you to encourage them to feel comfortable enough to share it with the group.
6. Keep everyone informed. Whether the news is good or bad, your team will work harder for you when each member feels like they’re in the know. Do all that you can to encourage the people you work with to take ownership in your goal! When you do achieve success, thank your team. They’ll be loyal to you.
Keeping all of your projects on track and moving along can be incredibly stressful and overwhelming. I’ve discovered that the best way to get everything I want done is to retain my sense of humor! Don’t let your stress get the best of you. At the end of the day, you’re responsible. So keep your team accountable, encourage them to be as excited as you are by keeping them informed, and keep the lines of communication open.
