– and Relegate Technology to its Rightful Place
Ever feel like you are working harder and longer, yet getting less done? You are not alone. A recent article in HBR by Michael C. Mankins sheds some light on why. In his article Is Technology Really Helping Us Get More Done? Mankins, a partner at Bain, combed through email and meeting schedules using data mining and people analytics to confirm what you already know in your gut:
- The easier it is to leave or send a message, the more messages you have to deal with
- The easier it is to schedule a meeting, the more that get scheduled
- The more meetings it takes to get work done, the slower the work gets done
- The broader your network, the greater the number of interactions and requests for your time and attention
His data shows that executives in the 70’s had to deal with approximately 1000 communications per year. Assuming about 2000 work hours, that equates to one message every 2 hours. And, oh by the way, secretaries and administrative assistants were plentiful in those days and meetings hard to schedule.
Fast forward to 2010. Executives had access to email, voice mail, instant messaging, and perhaps a fax for some. Mankin’s research indicates that in 2010 the number of messages had grown to 30,000 a year, a 3000% increase. That equates to 15 messages per hour. 600 a week. 2400 a month. Coming at all hours of the day. And no help in sight.
And in 2016? Add to that text, social media, virtual meetings and other collaboration tools. No doubt the number continues to climb. So do the meeting invitations. And don’t forget how easy it is to communicate across the globe, resulting in meetings outside the regular work day.
The net result is that a decreasing amount of time is spent on real work. We are meeting more, communicating more, and getting less done. And it takes longer to get things done. As a result, most everyone feels overwhelmed, stressed and overworked.
Here is the paradox about the situation. Humans created the technology. Humans design their workplace and the “rules of engagement”. Humans have the ability to make technology and collaboration work for us and not against us.
I know it is not really that simple – but a few simple actions can help:
- Remember that doing e-mail is not your JOB. Stay focused on your JOB, and use email to get the job done.
- Use the mantra: “More is not better”. This might be another person added to the CC list, another meeting, another technology tool. Question the value of piling on – and restrain yourself.
- Insist that all meetings have an objective and agenda and notes that are posted where “interested” folks can see them (rather than being in the room).
- Carve out “no meeting” days. Then enforce them. Watch the collective sigh of relief.
- Be clear about what collaboration tools you are using. Make it a precious few. Be clear about their use. Fight the urge to add the latest thing.
- Conduct some time studies. How much time is allocated to “real” work? Where is the other time going? What can you do to eliminate the productivity leaks?
- Simple rules for meetings and email can help – but they must be enforced. Come to collective agreement on them. Review and update them regularly. Squash backsliding.
All of these will not require more technology; most likely it will be less. They will require agreement on a set of social norms and the relentless enforcement of them until they are inculcated into your culture. That, my friends, is the hard work.
Please share, for the good of us all, what you are doing to make technology work for you, instead of against you.
