Урок для менеджерів 3.2. Як розставляти пріоритети задач?

Understanding Prioritization in Employee Management

Importance of Prioritization

• The lesson focuses on the significance of prioritizing tasks effectively, which can be a powerful tool for employee development.

• Different management styles are required based on the type of employee (D1, D2, D3, D4), emphasizing the need to adapt leadership approaches.

Employee Types and Management Styles

• Managers must set clear goals and outline tasks for employees who are not yet at the senior level (D4).

• Individual meetings are highlighted as an effective method for tracking task performance and understanding priority setting.

Framework for Setting Priorities

• The first rule is to allow employees to determine their own priorities while providing guidance and supervision.

• Leaders should listen to employees' reasoning behind their prioritization choices and offer explanations if their logic seems flawed.

Practical Example: Office Manager's Tasks

• An example involving an office manager with three tasks illustrates how to prioritize effectively: organizing water delivery, changing cleaning services, and decorating for Halloween.

• During a one-on-one meeting, managers should encourage office managers to rank these tasks based on urgency and importance.

Critical Thinking in Task Prioritization

• The office manager correctly identifies that ensuring water delivery is critical compared to less urgent tasks like decoration or cleaning service changes.

• A pyramid analogy is used where basic needs (like water supply) take precedence over aesthetic improvements (like decorations).

Aligning Goals with Task Management

• Office managers should connect their daily tasks with broader company goals, such as maintaining employee comfort through adequate supplies.

• Understanding how each task impacts overall satisfaction helps in making informed decisions about prioritization.

Conclusion on Task Priority Logic

• There’s no absolute right answer regarding task priority; it depends on the reasoning process of the office manager and organizational objectives.

Office Management Insights

Addressing Employee Concerns

• If employees express dissatisfaction regarding the office atmosphere, such as a lack of holiday decorations, it is crucial to address these concerns proactively.

• Office managers should take initiative without needing a questionnaire; they must think preventively to avoid potential issues.

Prioritizing Task Execution

• Employees should be trained to assess the resources required for completing tasks immediately, emphasizing that every task has associated costs in terms of time and effort.

• Encourage staff to document the estimated time needed for each task clearly, using concise formats like "2D" for two days and "3H" for three hours.

Importance of Accurate Task Estimation

• Proper estimation helps employees recognize discrepancies between their assessments and actual completion times, fostering accountability.

• When developers at Amazon provide accurate task estimates, it reflects their skills and can lead to salary increases.

Managing Expectations with Stakeholders

• Employees should communicate timelines effectively when prioritizing tasks; if a specific task interests a stakeholder, they can outline expected completion dates based on current workload.

• This transparency allows stakeholders to understand project timelines better and manage their expectations accordingly.

Cultivating a Question-Friendly Culture

• It’s essential for employees to feel comfortable questioning the necessity of assigned tasks. This culture promotes critical thinking about goals and objectives.

Understanding Task Execution and Prioritization

The Importance of Understanding "Why" Behind Tasks

• The task executor theoretically has an answer to the question "Why?" but may not see the connection between their goals and assigned tasks.

• It's crucial to have discussions about whether a task should be executed, fostering a culture where employees feel comfortable questioning their assignments without fear of repercussions.

• Building an open communication culture allows employees to express doubts about tasks, potentially saving resources if a task is deemed unnecessary.

Encouraging Open Communication

• Employees should feel empowered to use their priorities to communicate with all stakeholders involved in their tasks.

• Many employees face multiple requesters for tasks, similar to minority shareholders in companies; this can complicate prioritization.

• An office manager might receive requests from various sources, including direct supervisors and HR, leading to conflicting priorities.

Managing Multiple Stakeholders

• When numerous stakeholders are involved, it’s essential for employees to manage expectations regarding task completion based on priority levels.

• Employees must learn how to provide feedback on when they plan to tackle specific tasks while considering the input from minority requesters.

Balancing Competing Priorities

• For instance, if an HR requester wants Halloween decorations prioritized over essential office supplies like water delivery, the office manager must assess which task is more critical.

• If there are unforeseen circumstances affecting task execution timelines, it's vital for managers to transparently communicate these issues back to HR or other stakeholders.

Transparency in Task Management

• Without clear communication about priorities and reasons for delays, misunderstandings can arise regarding employee performance or commitment.

What Happens When Communication Fails in the Workplace?

The Consequences of Poor Communication

• If communication fails, the office manager may not decorate for Halloween as expected by HR, leading to disappointment and dissatisfaction among staff.

• The office manager's failure to meet expectations can result in broader discontent within the department, even if priorities were set correctly.

• A conflict arises when both HR and the office manager have acted appropriately but failed to communicate effectively about task priorities.

Importance of Task Prioritization

• Employees should be taught how to use their priority lists effectively and understand that minority applicants must respond appropriately rather than relying solely on charisma or pressure.

• Rule #4 emphasizes that task executors can utilize their priority lists for better communication with task applicants.

Flexibility Over Deadlines

• Instead of strict deadlines, prioritizing tasks allows for greater flexibility in work processes; this is a crucial distinction between working with priorities versus deadlines.

• It’s impossible to manage both priorities and deadlines simultaneously; unexpected tasks should take precedence over existing deadlines.

Task Management Terminology

• The term "product backlog grooming" has negative connotations; thus, it is suggested to use "task updating" instead.

• Regularly updating tasks is essential for maintaining relevance and significance in a manager's workload.

Creating a Supportive Culture

• Managers should foster an environment where employees feel comfortable suggesting task cancellations if they become irrelevant or unimportant.

• Regular updates on tasks help maintain a manageable backlog, increasing employee satisfaction by reducing overwhelming task lists.

How to Technically Organize Staff by Priority?

Technical Organization of Tasks

• Discussing six rules important for prioritizing tasks leads into technical aspects of organizing staff based on these priorities.

Utilizing Task Lists Effectively

• Various task management books exist that can facilitate effective organization; however, many lack default implementations that could enhance productivity.

Understanding Task Prioritization in Employee Development

The Role of Nicknames in Task Filters

• The use of nicknames for task filters is common; employees can name their filters based on personal preferences, such as using a colleague's name.

• Each employee has a task filter named after them, granting them rights over the priority order within that filter. Managers have full access to view all tasks assigned to their team members.

Empowering Employees Through Autonomy

• Implementing specific rules enhances employee autonomy and decision-making, allowing them to prioritize tasks effectively and develop faster.

• The lesson emphasizes not just how to set priorities but also the systematic logic behind developing an employee’s skills through this process.

Professionalism and Feedback Mechanisms

• Employees demonstrate professionalism by managing their priorities and providing feedback on tasks, which reflects high service levels.

• Establishing a mentoring framework allows for gradual delegation of responsibilities while maintaining oversight, fostering trust between managers and employees.

Designing Processes for Employee Growth

• Effective prioritization processes can be designed to benefit both the company and the individual employee, leading to rapid development.

• Personal approaches to setting priorities are discussed, highlighting the need for adaptability in managing numerous goals.

Strategies for Quick Task Prioritization

• A quick model for prioritizing tasks involves assessing required resources upfront before diving into execution.

• Tasks should be evaluated based on time estimates; significant projects may require extensive planning before they can be initiated effectively.

Overcoming Procrastination with Effective Planning

• Using metaphors like "sand and rocks" illustrates how prioritizing larger tasks first enables better management of smaller ones later.

• Maintaining a backlog helps track necessary resources while adhering to established standards ensures consistency in task management.

Commitment to Best Practices Amidst Challenges

• Adhering strictly to established rules is crucial; any deviation typically results from overwhelming workloads rather than disregard for procedures.

Understanding Task Prioritization and ROI in Business

The Role of Intuition in Decision Making

• The speaker discusses the challenge of quantifying savings from projects like NotPickStories, emphasizing that some aspects are too approximate to measure accurately.

• They reflect on how personal biases can influence business decisions, particularly when choosing tasks based on emotional connections or novelty.

Rational Logic vs. Emotional Decisions

• A rational approach is introduced where financial implications of tasks are considered, including potential earnings and time investment required for completion.

• The speaker notes that while they may misjudge many things, a quick model helps identify high-profit, low-cost tasks effectively.

Identifying Critical Tasks

• The importance of marking critical tasks is highlighted; the speaker recalls using labels to prioritize important assignments.

• They mention the difficulty in managing mid-priority tasks which often consume time without yielding significant results.

Quick Model for Task Prioritization

• A fast model is described for identifying top priorities among numerous tasks by comparing their significance and urgency.

• The internal debate over task prioritization is likened to a mild form of schizophrenia as they weigh different perspectives on each task's value.

Introducing ROI-Based Prioritization Model

• Transitioning to a more structured approach, the speaker introduces an ROI-oriented model for prioritizing tasks professionally.

• They explain that ROI (Return on Investment) calculations help assess profitability by comparing revenue against costs associated with each task.

Practical Example of Calculating ROI

• An example illustrates how to calculate ROI through a case study involving recruitment processes at pgroup, focusing on time savings from administrative improvements.

Cost-Benefit Analysis of Administrative Improvements

Savings from Recruitment Process Optimization

• The average monthly salary is simplified to $1,000, leading to a potential saving of $500 per month by optimizing the recruitment process.

• This saving represents a significant financial benefit over time, emphasizing the importance of administrative efficiency.

Investment and Return on Investment (ROI)

• To implement changes in the administrative area, an investment of approximately $8,000 is required for one month’s work from a small team (development, frontend, backend).

• The ROI calculation shows that with savings of $500 per month, it will take 16 months to recover the initial investment. This translates to an annual return rate of 75%.

Comparison with Traditional Investments

• The speaker compares this 75% annual return on investment with traditional deposit rates which are significantly lower. This highlights the attractiveness of investing in administrative improvements over conventional savings methods.

• It suggests that taking a loan for development purposes could be beneficial if it leads to substantial long-term savings in operational costs.

Broader Application Beyond Development Teams

• The approach discussed can extend beyond just developers; for instance, creating educational content like video courses also requires careful cost analysis and expected returns on time saved through efficient processes.

• Estimating costs associated with producing educational materials can lead to better planning and resource allocation for future projects.

Prioritization Techniques

• A quick model is introduced alongside a swarm-oriented approach for prioritizing tasks effectively within teams. Regular reviews and updates on goals are essential for maintaining focus and productivity throughout the year.

How to Effectively Set and Prioritize Goals

Importance of Regular Check-ins

• The speaker emphasizes the need for regular updates on personal goals, suggesting a quarterly review as a starting point, with aspirations to transition to monthly check-ins.

• Acknowledges the importance of tracking progress through additional criteria that allow for better monitoring of goal advancement.

Setting Personal Priorities

• Discusses the significance of aligning tasks and goals with overarching life objectives, advocating for a structured approach to prioritization.

• Introduces rules for working with priorities, highlighting the necessity of empowering employees to set their own priorities as a key principle.

Techniques for Goal Management

• The speaker shares various methods for determining personal priorities, ranging from basic techniques to more advanced strategies like calculating return on investment (ROI).

• Concludes the segment by summarizing essential lessons learned about goal setting and task prioritization.

Practical Application in Team Settings

• Recommends creating filters in task management tools named after each employee, followed by individual meetings where employees can articulate their priority logic.