The statistic says that almost half of the Americans categorize themselves as disorganized. The lack of structure and focus cause employees to work late during weekdays and miss important deadlines. This does not seem like a big surprise since we all have missed crucial deadlines and opened our computers on weekends. Perhaps the opposite situation would be surprising. The sad part about it is that this behavioral pattern decreases the seriousness of promises and due dates.
Now, how could you stop this tidal wave from rising over your head? Could employee reporting, when taken seriously, be the force you need on your team?
We say yes! Employee reporting helps your employees achieve better results by increasing focus. There is no doubt about it.
What you could do is just give these employees a report template and everything will be okay. Well, this is an illusion. If a person openly admits being disorganized, no template or form will suddenly make things right.
You need to get your employees organized to start using employee reporting. Sounds silly right? Not exactly in your managers job description? The bottom line is that if someone in your team is disorganized it will affect the whole group sooner or later.
Which steps should be taken? We will share few insights that have helped our employees at Weekdone and what has helped our employee reporting software users.
1. Starting with the basics, tidy up your desk.
Eliminate all distractions that are near you. No need to overwhelm your desk with unnecessary items that are desperate for attention. This does not mean that a person should empty its working table entirely, but a little clean up has never harmed anybody. Don't stop until you have a clear system. If this means that you need to keep some of these notebooks and piles of papers, then just keep them. There is a nice quote said by Albert Einstein that if a cluttered desk is a sign of a cluttered mind, of what, then, is an empty desk a sign? So, adjust your table according to your needs.
2. Now, make a list of daily and weekly tasks
When a person is disorganized, monthly objectives aren't going to cut it. They need more guidance and structure in their everyday work life. So, giving a list of tasks for a shorter period of time is a better strategy. If the employee is reluctant to make a list on their own, assign tasks to them. Make sure that these tasks are written down, since this will make these harder to overlook. Offer them a helping hand, especially at the beginning. Overtime they will form a behavior of weekly planning.
3. Stop managing multitasking and start managing time
You might have heard about people that joggle 5 jobs, 3 companies, a family and a house. These are success stories of people that we haven't actually met. So it might not be right for your employees. The best way to stay on track is to start each day by reviewing the planned list and acting on it. When ever you are wondering around the internet, think whether this will help to achieve the things that are on the to-do list? Focus on one thing at a time, do it well and the results will come.
4. Review the progress
Time is a scarce resource, but time spent on reviewing the progress is not wasted. Lead by example and sit down each week to reflect what got done and what is still up in the air. Analyze yourself and the team to discover what went wrong and what exceeded the expectations. Encourage your employees to review their progress. This will give them a direct feedback on their productivity and time management capabilities.
5. Hold meetings to discuss the progress
After reviewing the progress of your employees, it is important to start an open discussion with them. Hold a meeting, but an efficient meeting, either individually or with a group. The best way to get maximum from your meeting time is by preparing for it. Therefore, we suggest you to do it after the weekly reporting deadline. Feedback is important for every employee, not only for the disorganized ones. Fresh ideas tend to come at times when you are in the middle of a lively discussion. Therefore, start developing the habit of providing effective feedback.
Weekdone's employee reporting tool can not help you with tidying up the desk, but can guide your employees in the other 4 steps. Providing a visually attractive and simplistic environment where weekly tasks can be wrote down, reviewed and managed. It will give insights to your team and help the disorganized ones.