|
Are you causing your own paperwork headaches
with a management style that encourages people to "put it in writing"?
If so, here are seven tips to help you change that style and reduce your
paperwork load: Take Talk Seriously--Somehow,
we've gotten the idea that important or official things come only in written
form--performance appraisals, meeting minutes, annual reports, and so forth.
But ignore talk and you're only creating extra reading or paperwork for
yourself. People will think that
the only way they can get your attention is to put everything in writing. Pay attention to what's being said--on the
phone, in meetings, or in face-to-face conversations. Official shouldn't necessarily mean
"written." Stifle the Urge to Edit Others'
Writing--When you're in a position to edit others' work, don't do their job for
them. Instead, pencil in specific
and helpful comments and questions in the margins, then return the document to
your colleague or subordinate for a rewrite. You'll improve their writing and
give them ownership. And you'll eventually save yourself enormous amounts of
time on future paperwork sent for your review. Use Idea Wheels to Organize--Try
the idea wheel structure for creating to-do lists, for project planning, for
problem analysis and decision-making, for meeting
agendas and assignments, or to record client conversations. Here's how the technique works: Draw a circle on a piece of paper to represent the hub of a
wheel, your central idea or document section.
Then draw spokes on the wheel and label them with key ideas or actions
that support your central idea. Continue
the diagram with spokes of supporting details off each main spoke.
After you finish your idea wheel, you'll be able to see relationships in
your ideas and details. Now you can
rearrange these items in a logical order that meets the purpose of your
document. Delegate Effectively--with
Full Authority and Clear Instructions--If papers are stacked high on your desk
waiting for your approval signature on some action, you may be creating your own
burdensome paperwork by improperly delegating tasks.
Your subordinates and peers may feel the constant need to "report
back" on any action taken or to seek your approval before they take any
action whatsoever.
Create a Climate of Trust to Eliminate
Self-Protective Writing--We recently asked employees
at our client organizations, "What kind of documents do you write that you
think could be eliminated?" Their
overwhelming response was "CYA reports"--reports they wrote just to
cover themselves in case of problems. Let people know they can trust you. If you
say you'll call, call. If you say
you're going to act, act. Once you
build up a bank account of trust, bosses, peers, and customers won't always
demand that you keep them informed in writing. Second, stifle the urge to blame others when
things go wrong. Instead, focus on
the corrective action. The
attention to solution rather than blame will go a long way in stifling others'
urges to "put it in writing" where you're concerned. Don't Behead the Bearer of Bad News--If
you explode every time a staff person gives you bad news over the telephone or
face-to-face, you'll get fewer and fewer telephone calls or visits and more and
more paper to read. What's more,
you'll get paperwork that's more difficult to read.
When a person fears to be direct with negative responses, the bad news
may be so buried and understated that you'll have to read the document several
times to find out the real intent. A far more serious result is that the buried
news comes too late for you to take corrective action. Accept bad news graciously, and you'll get
it more directly and in time to minimize its effects. Reconsider the Idea, "I Can Do It
Better/Faster Myself."--Be cautious of bogging
yourself down in excessive paperwork simply because you don't trust another
person to be as detailed, as accurate, as concerned, or as fast as you are.
Identify and hire those detail-oriented people who are committed to
helping you with your paperwork. Here
are clues to help you identify people who are detail-oriented:
|
