Organizational Results: Reduce Processes to Simple Tasks

Jan 24, 2010

Kendall L. Stewart, M.D.

We all face a blizzard of complex and confusing processes every day at work. It is easy to get lost. Confused, discouraged and distracted, we fall into doing what is right in front of us, what we feel like doing—or doing nothing at all. We completely lose sight of the goal. Average or below-average results predictably follow. Deliberate, focused activity does not occur naturally. Leaders make it happen.

1. Focus on the results you want to achieve. You cannot focus on everything at once. Begin every leadership meeting with your performance dashboard. If don’t have a dashboard, create one. Focus intensely on those indicators that are currently not meeting your targets.

2. Figure out exactly what you will have to do to improve your performance. This is not as easy as it sounds, but you must do it. Since you have selected indicators that allow for comparative performance, someone somewhere is getting the job done. That means it can be done if you will figure it out and do it.

3. Review your task list at every meeting. Everyone loves to talk about what others should do, but personal accountability and follow through are not nearly as much fun. Make sure every task has a timeline and that someone is responsible to see that it gets done.

How do you use task lists to produce and sustain exceptional results?

12 Comments

11 Comments

Vicki Noel • Jan 24, 2010 @9:11 pm

My task lists start with the “big bone” processes/tasks, and then I further define the immediate incremental tasks for each “to do”. I highlight or star the items that are priority and mark things off as complete when done. (Yes….my grocery lists are organized by the isle as well:-) It’s a disease!
Shawn K. Jordan • Jan 25, 2010 @8:51 am

Task lists along with completion time-lines are by far the best way to stay focused on results. By focusing on a task list each with with our group, we are not only aware of what needs to be done, but when it should be completed. This holds individuals and the team accountable. Marking items off the task list gives a sense of accomplishment.

Yes, Vick, my grocery list and organization of coupons fall in line with my pattern of shopping at the store. It is an illness… But it does help if I do that when send the hubby too.
Wendi • Jan 25, 2010 @3:21 pm

Related to focusing on the result that you want to achieve, Dr. Stewart mentions that every meeting should review the dashboard. I think this is critically important. I would like to add that your dashboard must clearly communicate the goal(s). Those goals or measurements must not be so complex that the audience cannot understand the indicator, how the goal was derived, and how we intend to measure incremental results.
Kendall L. Stewart • Jan 26, 2010 @6:47 am

Shawn and Vicki, since it is clear that lists provide focus and increase efficiency, why do we not use them more?
Kendall L. Stewart • Jan 26, 2010 @6:53 am

Wendi, you make a great point about simplicity and understanding.
It’s a lot harder to accomplish this than most leaders think?
How do you make sure that your goals are meaningful and understandable?
Leeann Sammons • Jan 26, 2010 @3:07 pm

My task lists are organized by ‘major’ projects and indicators. Each of these then have their own lmore specific list of task, organized by order in which the task would ideally occur. I try to start each task with a verb. I also add Deadlines and dates.

Many leaders do not used organized task lists because it takes time, thought and preparation. Task lists also keep leaders focused on the work that needs to get done in order to produce results and minimizes their ability to do what they want to do.
Kendall L. Stewart • Jan 26, 2010 @9:22 pm

Leeann,I agree that timelines and the accountable person are essential.
Many people find task lists boring and trivial.
People don’t want to be accountable.
Leeann Sammons • Jan 27, 2010 @8:12 pm

Kendall, it is very interesting to watch a leader who does not want to be held accountable in a team meeting. When asked to start a tasklist, it isn’t surprising that the task is vague, rather than specific, and I often have to take time to make sure we assign resposibility and agree upon the deadline. The demeanor of these leaders often change and they act as if what you are asking for is ridiculous.
Vicki Noel • Jan 27, 2010 @9:44 pm

Kendall-

Good task lists take time to make and to maintain. As with any tasks…I believe that we as creatures want to do what we want and when we want to. A task list makes us accountable to ourselves…and even that isn’t pleasant. I certainly would not take on a critical task/project without a list. Do you have any insight into helping the “creature” in each of us to get over this?
Kendall L. Stewart • Jan 28, 2010 @3:18 am

Vicki, Ben Gill recently observed that we show up and do ALL of what we WANT to do and SOME of what we HAVE to do.
For those who hate lists, someone (usually a leader) must make the list for them, maintain it and hold them accounable.
Some who hate lists but recognize their value will make themselves keep lists.
And peer pressure helps.
Wendi • Jan 31, 2010 @8:18 pm

One way that I ensure my goals are meaningful is by consistently staying abreast to the current literture that is available in my field. I have found that belonging to a cancer-related list-serve is a great way to network with other leaders who are encountering many of the same issues and struggles that we go through. Together, we identify issues and direct each other to measures and benchmarks that are meaningful and current.

To ensure that everyone understands the measurement is a little more difficult. Because not everyone communicates or receives information at the same level, the key is to keep the indicator as clear and simple as possible. Our organizational dashboards are really set up in this mannerism. Still, repetitive face to face explanation is critical as well as having more extensive information available upon request.