At City Hall, where each day brings new challenges and unexpected turns, establishing the right routines as a key leader can be a game-changer in moving from stagnation and frustration to accomplishment and achievement. In an environment where adaptability is crucial, well-designed routines provide a stable framework for navigating constant change. The authors of “Peak Performance” (our book of focus this week) emphasize that routines and rituals are crucial for maintaining high performance over any extended time. However, in a bureaucratic environment like city government, it’s critical to distinguish between routines that drive progress and those that lead to stagnation and frustration. Let’s explore how to create routines that foster innovation and effectiveness in the complex world of city management.
The Impact of Routines in City Leadership
Effective routines in city management can:
Provide structure in an often unpredictable role
Enhance decision-making by reducing decision fatigue
Improve time management and productivity
Foster a sense of control and reduce stress
Create a culture of innovation and responsiveness
Conversely, ineffective routines can:
Stifle creativity and problem-solving
Waste time and resources
Decrease employee morale and engagement
Hinder adaptability to changing community needs
Reinforce bureaucratic bottlenecks
Good Routines vs. Bad Routines: A City Manager’s Guide
Good Routines: Driving Innovation and Progress
1. Adaptive Priority Setting
Daily review and adjustment of priorities based on current needs and emerging issues
Ensures focus on what’s truly important, not just urgent
2. Open Communication Channels
Regular, brief check-ins with team members focusing on problem-solving and innovation
Fosters a culture of openness and collaborative problem-solving
3. Continuous Learning
Scheduled time for staying updated on best practices and innovative approaches
Keeps the organization forward-thinking and adaptable
4. Community Pulse Checks
Consistent outreach to diverse community groups
Ensures decisions are informed by real community needs and perspectives
5. Cross-Departmental Collaboration
Regular meetings with leaders from different city departments
Breaks down silos and fosters innovative, holistic solutions
6. Data Review and Analysis
Routine review of key city metrics
Promotes data-driven decision-making and progress tracking
7. Personal Reflection and Strategic Thinking
Time set aside for self-assessment and long-term visioning
Keeps focus on the big picture and personal growth as a leader
Bad Routines: Pitfalls to Avoid
1 . Excessive Meetings
Over-scheduling meetings without clear objectives
Wastes time and energy, leading to decision fatigue
2. Rigid Adherence to Processes
Sticking to outdated procedures without considering alternatives
Stifles innovation and efficiency
3. Micromanagement Check-ins
Excessive oversight that demonstrates lack of trust
Hinders autonomy and employee growth
4. Bureaucratic Paperwork Cycles
Prioritizing documentation over action and results
Slows down processes and frustrates staff and citizens alike
5. Closed-Door Decision Making
Making decisions without input from stakeholders or front-line staff
Leads to disconnected leadership and missed insights
6. Reactive Problem-Solving
Always addressing immediate issues without proactive planning
Keeps the organization in a constant state of crisis management
7. Inflexible Scheduling
Rigid daily schedules that don’t allow for necessary spontaneity
Reduces ability to respond to urgent community needs
Implementing Effective Routines
Assess Current Routines: Evaluate your existing routines. Are they serving your goals or hindering progress?
Start Small: Begin by implementing one or two good routines and eliminating a bad one.
Involve Your Team: Get input from your staff on which routines are helpful and which are frustrating.
Remain Flexible: While consistency is key, be prepared to adjust routines as needs change.
Lead by Example: Model the routines you want to see in your organization.
Regular Review: Periodically assess the effectiveness of your routines and be willing to abandon those that no longer serve you.
The Ripple Effect of Leader Routines
When city leaders establish and maintain effective routines:
It sets a positive example for the entire organization
It creates a sense of purposeful stability for staff and constituents
It can improve overall organizational efficiency and innovation
Reflection Questions
Which of your current routines are driving progress, and which might be holding you back?
How can you modify existing routines to be more adaptive and innovation-friendly?
What new routine could you implement to address a persistent challenge in your city?
How might you involve your team in creating and maintaining beneficial organizational routines?
Remember, the goal of establishing routines is not to create rigidity, but to provide a framework that enhances your ability to lead effectively and respond to the dynamic needs of your community. By thoughtfully implementing good routines and eliminating bad ones, you can create a foundation of consistency that supports innovation, responsiveness, and sustained high performance in your role as a city leader.
Seth Winterhalter is President of HaltingWinter Municipal Solutions, dedicated to making stronger cities through stronger leaders. Through executive coaching, consulting, and the Municipal Leadership Development Circle (MLDC), HaltingWinter helps city managers and municipal leaders transform their leadership impact and their organizational culture.
