What we plan vs. what actually happens
Do you start each day knowing exactly what you intend to accomplish? Are you able to follow-through as planned and feel satisfied at the end of your workday? Probably not! Chances are, you have to deal with unexpected issues, get interrupted, have to re-prioritize, deal with someone who missed a deadline, etc. I have written dozens of blogs describing how you can get organized, keep people accountable, and develop self-discipline to optimize your efficiency and effectiveness. However, I still observe many higher ed. leaders being pulled in too many directions because of unclear role definition.
The importance of role definition
Here are some common patterns that create chaos and waste time. Do you relate to some of them? Maybe all of them?
Not everyone is clear on who is leading what, which causes accountability issues, delays, questions, and tasks not getting done.
Unclear role definition leads to duplication of efforts, inefficiencies, confusion, and mistakes.
When some employees do not perform well, the top performers step in and do their job for them, which rewards those with low engagement and burdens your best employees. Lines get blurred and people learn to avoid some employees and reach out to those they trust.
Some e-mails are sent with a CC to many employees, and nobody knows who should respond and follow-through, so nobody does!
Some managers do not use the authority that comes with their position because somehow, they are not clear on what they can decide independently, versus what requires their supervisor’s approval.
On the other hand, some managers take liberties that they shouldn’t. They may choose not to consult with other individuals who are impacted, in order to save time. They may even make decisions that needed to be cleared by leaders above them on the organizational chart. They don’t realize that they are being disrespectful, hurting professional relationships, and potentially creating liability.
Some tasks don’t get done because everyone thinks it’s someone else’s job.
How many of these problems do you observe in your department or other departments that affect your job?
Role definition helps people prioritize better
Each employee should know exactly what falls under their responsibility and plan accordingly. They should have a clear definition of success and understand what metrics will be used to evaluate their work. It’s human nature to do more of the things we like, and less of the things we don’t like. Some people avoid accountability, or difficult conversations that could become confrontational, or tasks they find tedious. That’s why it’s essential for everyone on the team to know what their role is, and plan their days accordingly instead of letting chaos or even their own mood or preferences determine what gets done and what doesn’t.
Self-reflection
What about you? Do you think you always have too much to do and not enough time? Please reflect or journal on the following questions:
What are your top responsibilities and your top priorities?
What causes you to waste time? How can you prevent that?
Do you find yourself repeating the same things over and over to the same people? What can you do instead to make sure you are understood the first time and your employees confirm that they are fully committed to success?
Do you have metrics and accountability measures that prevent employees from letting you down?
Do you have the tendency to step in and do other people’s jobs when they are falling behind? What can you do instead to stop rewarding undesirable behavior?
Bottom line
Please keep in mind that making expectations clear does not mean being demanding; it means you are a good leader. People cannot thrive if they are unsure about what their role is, or how success is measured. Remember not to let inappropriate behavior go unaddressed, because some people will take it as permission to take advantage or make excuses.
If you would like to improve your time management and leadership skills, I invite you to click here to schedule a complimentary call with me and discuss how we can work together. You have a big job! You can’t afford to pick up the slack, and you need all your direct reports to be highly engaged and dedicated to your department. Don’t settle for less. Let me help you! Let’s talk soon.
About the author: Dr. Audrey Reille has empowered thousands of professionals through one-on-one coaching, group coaching, speaking engagements, and online courses. Audrey is the go-to executive coach for leaders in higher education administration. She empowers them to thrive by improving communication, confidence, executive presence, effectiveness, reducing stress, optimizing strategies, improving professional relationships, and developing a strong and empowered mindset.