As we enter a new year, people often make resolutions. In the professional sphere, enhancing productivity often tops the list. But as the year progresses, our resolutions and productivity take on a downward trend.
The consequences of decreased productivity are substantial for businesses. There may be delays in projects, missed deadlines, and a decline in the overall quality of products or services. Inefficiencies can also lead to increased costs, affecting the bottom line. Additionally, a drop in productivity may harm the organization’s reputation, impacting customer satisfaction and loyalty.
On the other hand, a productive organization yields many positive benefits that extend across various facets of operations and overall performance. From improved resource utilization to fostering a positive work culture, a productive organization achieves financial success, customer loyalty, and a resilient competitive position in the market.
Good intentions and willpower rarely last the test of time. It is, therefore, crucial to implement actionable and sustainable strategies. At AM International, we believe in a balanced, long-term approach that brings about sustained growth, efficiency, and productivity.
1. Bridge communication gaps
Upholding AM International’s ethos of trust, we believe in transparent communication as the cornerstone of successful collaboration. Misunderstandings can derail even the most meticulously planned project. Without a clear and documented understanding of decisions made during meetings and calls, team members may interpret information differently, leading to confusion, delays, and rework.
How can we combat this? Simple: Written confirmation after meetings and calls. By summarizing key points, action items, and deadlines, we create a single source of truth for everyone involved. This clarity fosters accountability, reduces confusion, and prevents wasted effort clarifying ambiguous verbal exchanges.
What can you do?
After a project kickoff meeting, send a follow-up email summarizing the project brief, the scope of work, objectives, individual action items, and owners. This ensures that everyone is on the same page and understands their responsibilities.
2. Plan, plan, plan
Impromptu project starts may seem exhilarating, but they often lead to underestimated timelines and internal frustration. Without thorough pre-project planning, teams may encounter unforeseen challenges, leading to delays and increased stress levels.
To avoid this, prioritize thorough pre-project planning. This entails a detailed breakdown of the project scope, resource allocation, and contingency measures. Invest the time upfront to gain a comprehensive understanding of the project’s demands and potential roadblocks. This proactive approach prevents costly mid-course corrections and fosters a sense of confidence within the team.
What can you do?
Before starting a new project, hold a planning meeting with all team members. Discuss the project’s objectives, anticipated hurdles, and required resources. This will help the team prepare for the project and set realistic expectations.
3. Correct course in real-time
In the fast-paced world of manufacturing and engineering, unexpected issues can arise. These issues may go unnoticed without regular project reviews until they become significant problems, leading to delays, cost overruns, and decreased team morale.
Regular weekly and monthly project reviews for large projects and daily for smaller ones serve as vital checkpoints. These reviews allow for early identification of deviance, enabling timely course correction before costly errors snowball. This iterative approach saves valuable resources and cultivates a proactive problem-solving culture within the team.
What can you do?
For a large project, schedule weekly review meetings with the team. Discuss the project’s progress, identify any deviance, and discuss potential solutions. This will help the team stay on track and address issues before they become significant problems.
4. Learn from every project
Without a structured process for learning from past projects, valuable lessons may be lost. Teams may repeat mistakes, miss improvement opportunities, and lack a standardized approach to handling similar challenges.
Post-project, a debriefing discussion is important for capturing the learnings. By taking the time to analyze what went well, what could have been improved, and what potential pitfalls were encountered, the team equips itself for future success. Implement these learnings into standardized operating procedures and project templates to streamline future endeavors. This knowledge transfer ensures continuous improvement and injects a sense of purpose into every project, making work not just productive but also joyful.
What can you do?
After project completion, hold a post-project debriefing with the team. Discuss what went well and what didn’t. Consider the lessons learned. Use this information to improve future projects and update the team’s standard operating procedures.
The key is to foster a culture of clear and constant communication, detailed planning, proactive monitoring, and continuous learning.
Remember, small yet incremental changes, when applied consistently, yield significant results. Let’s make 2024 a year of focused improvement, one well-timed email, one detailed plan, and one insightful debrief at a time.
