In our previous posts, we explored the power of saying ‘no’ and identified your highest point of contribution as a city manager as we continue to mine gems of insight from Greg McKeown’s book, “Essentialism: The Disciplined Pursuit of Less.” Now, let’s tackle the next crucial step in your journey towards more effective leadership: removing the obstacles and distractions that stand between you and your most essential work.
The Challenge of Distractions
As a city manager, your day is filled with a constant stream of emails, phone calls, meetings, and unexpected crises. These distractions, while often important, can prevent you from focusing on the strategic, high-impact work that truly moves your city forward. The key to exceptional leadership lies not just in knowing what’s most important, but in creating an environment that allows you to focus on those priorities.
Identifying Your Obstacles
Before we can remove obstacles, we need to identify them. Take a moment to reflect on your typical week. What consistently prevents you from spending time on your highest-value activities? Common obstacles might include:
Excessive meetings
Constant interruptions
Email overload
Inefficient processes
Lack of clear priorities
Difficulty delegating
Strategies for Clearing the Path
Now that we’ve identified potential obstacles, let’s explore strategies to overcome them:
1. Streamline Your Meeting Schedule
Evaluate each recurring meeting. Is it necessary? Can it be shorter or less frequent?
Implement a ‘meeting-free’ day each week for focused work.
Use the “Two Pizza Rule”: If it takes more than two pizzas to feed the group, the meeting is too big.
2. Create Focus Time
Block out specific times in your calendar for uninterrupted, deep work.
Use the Pomodoro Technique: Work in focused 25-minute intervals, followed by short breaks.
Communicate your ‘do not disturb’ times to your team.
3. Tame Your Inbox
Set specific times for checking and responding to emails.
Use the 2-minute rule: If it takes less than 2 minutes, do it immediately. If not, schedule time to address it later.
Unsubscribe from non-essential newsletters and updates.
4. Optimize Your Processes
Regularly review and streamline your department’s workflows.
Leverage technology to automate routine tasks.
Encourage your team to identify and suggest process improvements.
5. Clarify Priorities
Start each week by reviewing your top priorities.
Use the Eisenhower Matrix to categorize tasks and focus on what’s truly important.
Communicate these priorities clearly to your team.
6. Master the Art of Delegation
Identify tasks that can be handled by others.
Invest time in training your team members to take on new responsibilities.
Trust your team and resist the urge to micromanage.
The Power of Environment
Remember, your physical environment plays a crucial role in your focus and productivity. Consider these environmental factors:
Organize your workspace to minimize distractions.
Use visual cues like a ‘Do Not Disturb’ sign when you need uninterrupted time.
If possible, designate different spaces for different types of work (e.g., a quiet room for strategic planning, a collaborative space for team meetings, a walk outside for creative thinking).
Real-World Impact
By systematically removing obstacles and creating an environment conducive to focused work, you’ll notice significant changes:
Increased Productivity: With fewer distractions, you’ll accomplish more in less time.
Improved Strategic Thinking: Uninterrupted focus time allows for deeper, more innovative thinking.
Enhanced Team Performance: As you model effective work habits, your team will follow suit.
Better Work-Life Balance: By working more efficiently, you’ll have more time for personal pursuits.
Conclusion
Removing obstacles to your essential work is an ongoing process. It requires consistent effort and regular reevaluation. But the payoff – in terms of your effectiveness as a leader and the impact you can have on your city – is immense.
In our next and final post of this series, we’ll explore how to bring all these concepts together, embracing the “less but better” philosophy to transform your leadership and your city. Until then, we encourage you to identify your biggest obstacles and start implementing strategies to clear your path to essential work.
Remember, every obstacle you remove is a step towards more impactful leadership and a more thriving community.
