Over my 25-year tenure as a CEO, during which I built and sold three companies, I developed effective strategies rooted in practical experience—not just theory. Today, I share these strategies to help CEOs improve their management of people and processes.
The "What by When" Method
One of my core methodologies is surprisingly simple yet often overlooked by many leaders—it’s called "What by When." This method clarifies task assignments and expectations, significantly reducing workplace confusion and increasing productivity.
Definition and Implementation
What: Clearly define the task. Provide all necessary details to avoid ambiguity.
When: Specify a precise deadline, down to the date and time.
Example
Suppose a general contractor needs an estimate for a renovation project:
What: “Create a new apartment renovation estimate for Bob Jones from Acme Company, using our standard template. Include double-paned tinted windows in the estimate. Calculate our cost, and apply a 100% markup. Send the estimate to me for review before forwarding it to Mr. Jones.”
When: “Complete and send the estimate to me by Wednesday at 5 PM.”
Steps to Ensure Success
Assigning the Task: Include any pertinent details to guide the assignee effectively.
Verification: Have the assignee repeat the task description for complex or new tasks to ensure understanding.
Task Creation: Always record tasks in a shared CRM and/or task management system integrated with your calendar to maintain visibility for all relevant parties.
While not as robust, if using Google Calendar, create an event (not a task), include the task details in the description, and share your calendar with the person who assigned you the task.
A shared Google Sheet can serve as a temporary solution for a less integrated approach, though it is less efficient for long-term management.
The Rules of Task Management
Timeliness: All tasks should be completed by their assigned deadlines.
Communication: If an assignee cannot meet a deadline due to their current workload, they should communicate this immediately. The CEO then has the responsibility to reassess priorities and adjust deadlines as needed.
Consistency: Maintain regular meetings (daily or weekly) to review tasks and priorities to ensure alignment and focus on critical objectives.
Why It Works
This methodology helps eliminate the drama often associated with task management by setting clear expectations and fostering open communication. It encourages a culture of accountability and efficiency, which are critical for any thriving business.
Final Thoughts
By implementing the "What by When" method, leaders can create a more organized and productive work environment. It’s not just about getting tasks done; it’s about getting them done efficiently and effectively, with clear communication and mutual understanding.
Remember, our job is to push for progress, not to punish for pitfalls. Let’s aim to be a reliable and supportive leader, ensuring our teams are set for success.
Scott Richards Consulting | Scott@scottrichardsconsulting.com | (310) 613-8686
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