Six Secrets to Getting More Done With the Staff You Have

One complaint we often hear from the leaders we work with is, “I don’t have enough staff.”  Many leaders have described to us the level of stress they feel because they know they could do so much more if only they had more time or more people.

Similarly, the results of over 350 Employee Opinion Surveys we have conducted tell us that only 65% of employees think their department is adequately staffed to get the job done. When we look at scores from organizations in our Best of the Best Benchmark though, this number jumps to 75%. So, why the difference? Great leaders are able to figure out how to get the job done without always adding staff.  And they do it in a way that employees want to follow them. Below we have shared six secrets we have seen from our clients on how to get more done without additional staff.

1. Set a clear vision and make sure everyone knows their role in accomplishing the vision.  Without a clear understanding of the desired outcome, it’s easy for staff members to get off track and waste time. Additionally, when employees who don’t feel their work has a significant impact on the bigger picture they become disengaged and unproductive.
2. Establish clear goals for the team and individuals.  Provide ongoing performance feedback and support so that employees can accomplish their goals in the desired time frame.  Measure progress and hold people accountable.  Enough said!
3. Re-visit processes and procedures on a regular basis.  Are your systems archaic? Do your processes and procedures support the accomplishment of timely work or do they slow down productivity? Ask team members for input. After all, they work most closely with your processes and have the best ideas about how to create efficiency.  One leader we know ran a contest with her team to see which employee could come up with the best idea to improve efficiency. In the process, they turned out many time-saving ideas.  The team voted on the best idea and a prize was awarded to the team member that generated the best time-saving idea.  It goes without saying, everyone was a winner in this contest!
4. Check equipment and resources for effectiveness.  Does your equipment support accurate and efficient work? Does everyone on your team have the equipment and resources they need to meet their goals in a timely manner? Would a new computer program speed up work? Is your equipment up and running more that it is in the repair shop? If you can’t answer yes to these questions, it might be time for a capital investment before you lose your human capital.
5. Communicate information to your team in a timely manner. Also, create an environment where information is shared between departments in real time. Establish open and regular lines of communication within your department and between other departments. Nothing undermines employee productivity like not having the information needed to perform their jobs.  Lack of communication can cause errors and constant reworking of completed tasks; and this spells time and frustration.
6. Address problems in the early stages. Problems that are allowed to linger chew up valuable time and result in frustration and reduced motivation. Lean into conflict and set an example that everyone is part of the solution. Be open to concerns brought to you by your team members, take action to resolve issues and hold everyone accountable to the selected solution.  

If you follow these 6 secrets to greater efficiency you will become known as a leader with an efficient and unstoppable team.  Your reputation will earn you respect and opportunities for promotion. If you find you still need to add staff members after you have put these ideas into practice, you will have the evidence you need to persuade your executive leaders that it is time to hire more people.