Maximizing Personal Productivity

The author notes that success in business planning and execution relies heavily on personal productivity skills. These skills help individuals get organized for implementation, improve their time utilization, present ideas effectively, and increase their ability to delegate work.

The most common time-wasters that plague managers are crisis management, procrastination, ineffective meetings, interruptions, and lack of plans and priorities.

Individuals who are successful at time management work on priorities that are both mission-critical and time-sensitive. According to Capezio, there are three primary types of meetings in the workplace: informational meetings, advisory meetings, and problem-solving meetings.

To make meetings more productive, Capezio recommends using the TOO Method, which stands for Topic, Objectives, and Outline.

The first step is to identify the topic. A best practice is to allow only one topic to be covered per meeting.

The second step is to establish the objectives. These are the expected outcomes from the meeting.

The final step is to prepare the outline. This contains the steps that the meeting leader and attendees will follow to accomplish the objectives.

Another important skill is making effective presentations. To communicate effectively with audiences, it is essential to analyze oneself, the audience, and the situation.

After conducting this analysis, it is possible to begin formatting the presentation. Work should focus on three key components: the introduction, the body, and the conclusion.

During the presentation, managers should consider how to create a presence through appearance, language choices, pacing, and volume. After the presentation is complete, a Lessons Learned Analysis should be conducted.

When developing business plans, negotiation will inevitably occur. This type of discussion can be used to resolve a dispute, to reach an agreed-upon direction, or to satisfy diverse interests.

The negotiation style that is used will often determine the outcome of the discussion. There are three major types of negotiation styles: competitive, avoidance, and accommodating.

The competitive style focuses on winning at all costs. In contrast, the avoidance style seeks to avoid conflict and any engagement in a substantive discussion. The accommodating style focuses on pleasing the other party, but it can easily develop into a competitive style.

The most effective negotiations incorporate the interests of both parties. While this approach may be more time-consuming, it tends to create more enduring agreements.

The last way to enhance personal productivity is to strike a balance between work and one’s personal life. Capezio recommends assessing whether one’s current balance is appropriate.

It may be necessary to set explicit goals to free more time and to create a better balance. Other suggestions are to create a more flexible work schedule and to integrate work and family wherever possible.

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Developing a Diversity Management Capability

If the time for developing alternatives to affirmative action is now, what is our next step? What must leaders do to help their organizations move more broadly toward diversity so that the Band Aid is no longer needed? In broad strokes, these action steps must be taken:

Affirm your organization’s commitment to racial and ethnic representation. This means working proactively to create and maintain a representative workforce. Without firm evidence of your trustworthy commitment to representation, any effort to exit affirmative action will provoke a defensive reaction to cling to the status quo.

Work to depoliticize affirmative action within your organization. If you don’t, any serious discussion of affirmative action will continue to take place in the context of political contests. This win-lose environment will hinder progress with any complementary and alternative approaches to affirmative action.

Secure commitment to developing an exit strategy from affirmative action. The purpose isn’t to abandon or oppose affirmative action, but rather to prepare for an orderly transition when the time comes. Affirmative action proponents will accept the concept of an exit strategy only if they are convinced the organization will maintain its will and ability to achieve a representative workforce at all levels.

Legitimize the dialogue. Developing an effective exit strategy takes creativity and innovation, and those two qualities occur only in an atmosphere of honest debate. As a leader, you must create an environment of trust, openness and candor.

Develop race-neutral, gender-neutral, and ethnic-neutral people processes for attracting, selecting, and retaining a representative workforce. Apply a common set of process criteria and performance standards to all. Do whatever you must to ensure that each criterion and standard is based on absolute requirements and not on personal references, conveniences or traditions.

Build a collective and individual diversity management capability. Collectively and individually, organizational participants should work to acquire diversity skills and to attain diversity maturity.