Fixing Inefficient Work Processes.

Anonymous

November 10,2021 at 2:24PM UTC

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Fixing Inefficient Work Processes.

Hi everyone! Started a great marketing role at a stable company about a month ago. I feel especially thankful because I have had several job changes over the course of the pandemic.

I am enjoying the work and my team members overall. However, there are some inefficiencies that need to be addressed for our team, and I am hoping I can get advice on the best way to bring about positive change as a “newbie”, without ruffling feathers too much.

First: there is quite the obsession with video calls. It almost seems like a point of pride for people when their calendar is full of these calls. We are all remote (prior to Covid that wasn’t the case), so I appreciate the necessity of staying connected. But some of these calls really could be emails.

Second: there is no formal project management mechanism. We truly could use a project management app and a system overall. It would beat tracking current status of things via emails and shared Word documents. Supposedly the higher ups are considering it, but at the end of the day they don’t see it as a priority and keep putting off any real exploration into project management.

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AnonymousNovember 10,2021 at 3:01PM UTC
I had a very similar issue at a previous job with no PM system. I wound up developing my own using Google Sheets (not the best but I didn't like the free versions of other resources like Clickup and Trello, you might). When I left my job a month ago, I transferred my projects and everyone gave me such high compliments about my organization. I would say, start using whatever PM tool works for you, and when you collaborate on projects show your stakeholders, and try to get them to use that as well. Maybe it will have a snowball effect.
AnonymousNovember 10,2021 at 3:33PM UTC
Great advice, thank you!
Kay FittesNovember 10,2021 at 4:29PM UTC
This is rather ironic seeing this today, as I did a presentation that included this just yesterday! Being a "newbie" is the perfect time to bring this up. New people see the organization with fresh eyes. Processes, policies, training, etc. become like wallpaper on a wall, it's there every day and we no longer even see it. You can use your "newbie" status to broach these issues. Might sound like, "In my old job we got used to things as they were and no longer noticed issues. I want to be of value, using my "newbie" status to mention what I have noticed." This can be a great opener, the key is to have a solution and you do! Run with it!
AnonymousNovember 10,2021 at 4:38PM UTC
I have built a tracking system using MS Access. I currently work at a company where I have to do QA and so far that seems to be the best way for what I am working on.
I know what you mean about the video calls. I read an article about having too many meetings and how it lowers productivity. It's not good. Add Zoom and now there is Zoom fatigue.
Daily video meetings actually defeat the purpose of working remotely especially after working remotely for over a decade without this being a thing. I could go on about that and beat that drum forever, but I will stop here...lol.
Cyndi RosenblattNovember 10,2021 at 4:45PM UTC
Be careful about framing it as this or that is how you handled things at your old job. I've seen that approach go very badly. Definitely say you have some suggestions for consideration and bring your solutions to the table for discussion. I also like what someone else suggested about using readily available tools as a starting point instead of pushing for expensive vendor solutions. Also be mindful that some of the crappy processes were probably put into place by current employees and talk only about bigger/better/faster rather than directly pointing out what doesn't work well. Best of luck with your new position!
AnonymousNovember 11,2021 at 5:03AM UTC
Original poster here—this is all excellent advice. Especially the treading carefully when offering my ideas to replace old processes. Later today I discovered that there are some tensions between other team members because of that problem: a newer team member is kind of over-stepping into a more tenured team member’s area. I unfortunately got pulled into that unknowingly, not realizing there was an issue. Hoping it doesn’t ruin my relationship with the more tenured person. ?
AnonymousNovember 11,2021 at 1:48PM UTC
Several times when I've started new roles, the managers have been very receptive to my feedback on our processes and programs and inefficiencies because I am coming in with fresh eyes and a new perspective. This means I've been given the freedom to review and recommend how to improve the process and move forward with instituting the changes. It can mean more work for you, but you are delivering positive change to the group, which is always a welcome action. Good luck!
AnonymousNovember 11,2021 at 1:56PM UTC
I’ve been there. Such a great post! Appreciate you bringing this topic for all To discuss.
Management is when we focus on the tactics needed to achieve a vision. It’s things like plans. People are anointed as managers. Whereas, leadership is a series of ToM and negotiation skills that bring about a change. It doesn’t require being anointed to a position. Anyone can be a leader, but you’ll go further in proposing your ideas if you have a good handle on the current state, have the credibility to make recommendations and understand the unstated power dynamics.
Would others perceive you to have the credibility to propose an approach? If not, I’m afraid that you won’t go very far in this endeavor. It’s human nature to tune someone out who we feel doesn’t have any relevant expertise to substantiate a suggestion.
Without knowing the scenario beyond what is written above, these are the general principles that I can offer.
AnonymousNovember 11,2021 at 2:03PM UTC
Oh and also, Try a small, focused exercise to show the value of a tracking system. What will the business now have as a result of a tracking system. I bet they have a challenge with visibility to progress. Bet there is a lack of clarity around work items & priority often resulting in a slower process. Try implementing something small and show the suggests metrics of jt. When we used this, we saw 30% faster, team was 25% happier and quality was higher with 80% fewer bugs, for example. People respond to numbers. :)
I agree on being careful not to be too harsh on the efforts that are currently in place. Peers definitely implemented them and you don’t want to burn any bridges. A short survey to understand current state could be messaged as a great way to measure all the progress & great work done to date. Now you’d like to focus on the icing on the cake. Which is only possible because of the great foundation that others have already done. ?
AnonymousNovember 11,2021 at 2:04PM UTC
I’d be happy to be a sounding board for you. Perhaps post your email?
Karen GongawareNovember 11,2021 at 2:33PM UTC
You are new. One month in. Stop. Take the time to get to know everyone and become a part of a team. I see this all the time with new hires. They want to change or improve what is there. It is ok to want to do this, just don't bring it up until you have become a part of the team. After being there 6 months, go ahead and introduce ONE change that you truly believe will increase productivity or whatever you need to increase or decrease. Give valid reasons and facts to back you up. Just because you don't like or see the value in a video call doesn't mean it should be kicked to the curb. Emails are impersonal and prone to being misinterpreted. Video calls allow for interaction and clarification right then. So think about the team, wait, and then ask for change. And if they say no, move on to the next great change you want to implement.
Angela VanSchoickNovember 11,2021 at 4:43PM UTC
With the project management piece, directly state, I know I'm new here, but I think a project management mechanism would be really helpful - is there something being created or would you be opposed to me creating something for us?
Frame it all as I have observed or I see or I...., this way it's you presenting your observations and insights, not placing blame on how it's being done. Since you're new, you can ask those questions as more of a getting to know how things are done and not feel like you're pressing them to make changes they're not ready for.
TKNovember 11,2021 at 4:54PM UTC
take lots of notes, give yourself more than 1mo of being there before you suggest making changes. make sure you ask what current processes are in place, sometimes people have them, but aren't using them and it's a good reminder to revisit. i'm at mo4 of a new company and i've worked through this process gradually. it's helped to ask for help from other people so they can share their viewpoints and any history around the why of the way things are. focus on how you want to collaborate on a better solution, it's helpful to get perspective from employees with history and knowledge of the culture. good luck!