Being a leader can feel overwhelming at times. The good news is it doesn’t have to be. With a little determination, you can focus your attention. Think “simplify” and “less is more.”
How to declutter your leadership strategy: 8 simple steps
The ability to focus is a vital leadership competency. “We become effective by being selective” is a favorite quote of mine. “Letting go” creates the freedom for creativity and action.
Here’s what you can unclutter: unnecessary information, a messy desk, a full inbox, a long to-do list, and meetings with no agenda. As a leader, here’s where you focus: clear expectations, employee feedback, and regular check-ins.
Let’s take a look at what you can do.
- Feel free to ignore (certain) information
I’m not talking about memos from your boss, client emails, or a letter from the bank. There is an argument for filtering out irrelevant information. Being a sponge and soaking up everything that arrives in your inbox leaves little cognitive capacity for anything. Ask, “What do I really need to perform my job effectively.” Dismiss the rest. Be ruthless!
. - Tidy up your desk and office
Too much visual stimulus is a distraction. In her article ‘The Case for Finally Cleaning Your Desk,’ Libby Sanders points out that “constant visual reminders of disorganization drain our cognitive resources and reduce our ability to focus.” If you want to focus, get rid of the physical clutter.
. - Clear out your inbox (and keep it clean)
Think that’s impossible when you get a hundred emails or so a day? An effective process and commitment will get you there. Todd Allan, Founder of Structured Space® offers this model, Capture-Analyze-Resolve. His approach includes things like setting boundaries, embracing the 3-Ds, and daily review. For a deeper dive, check Todd’s blog. (Link to Todd’s blog.) Daily commitment to this practice will tame your email in no time.
. - Turn your to-do list into ‘vital things to do today’ list
I was happy to stumble across this tip by Robert C. Pozen, senior lecturer at Harvard Business School and author of ‘Extreme Productivity: Boost Your Results, Reduce Your Hours’. He recommends that you should put only two things on your daily to-do list: 1. Something important that you need to accomplish (strategic) and 2. Something that must be done on that day (tactical). You will execute better because you can focus.
. - Reduce your number of meetings
I hear managers sometimes express guilt for not attending meetings. Your solution is to be more discerning. Ask the questions, “Does it make sense for me to attend this meeting?” and “Can the information be shared in another way?” It takes fortitude to say no to meeting requests. If you decline with positivity and offer to meet the organizer’s needs, it can be done! Make sure your own meetings remain focused, concise, and have a clear agenda.
. - Set clear expectations for your team
Here’s what leadership boils down to: Creating conditions in which individuals and teams achieve the desired results. According to Gallup research, effective leaders set clear expectations for their team consistently. If you catch yourself saying, “I need that report as soon as possible”, say instead “I need that report with first quarter analysis by 4:00 pm today.” More precision means better outcomes.
. - Invite feedback from your team
Asking people to confirm their understanding of assignments makes good sense. It ensures you are on the same path. At the same time, welcome feedback and questions. Your team will feel valued, appreciated, and safe in the knowledge they understand your expectations and you hear them too.
. - Schedule regular check-ins with your team
One and done communication is rarely a good strategy. Consistency is your ally in reinforcing expectations. Schedule periodic meets for two way dialogue that will increase understanding and build good will.
Give these priorities a try. Let me know what insights you gain. Your input matters to me. nmaki@opengateresources.com
Here is a tip sheet of these suggestions. https://www.opengateresources.com/download-declutter-tip-sheet/
Nancy Maki is the Founder of Open Gate Consulting where authentic conversations build trust preparing leaders to tackle their tough challenges.
Update 01/13/24