Organization & Productivity: Can Disorganized Managers be “Trained”?

There are thousands of articles discussing lost productivity due to the speed of communications technology. Of course, it's not really that technology is to blame. Rather, that we allow technology to dictate the speed with which attempt to work. Unfortunately, it has become the norm to expect people to respond at the speed of electrons.

The results are painful, wasteful and counterproductive. Since there is no time to think (or so we believe), we react. Stop and think? Nearly never. When we react, more often than not, mistakes multiply. How many times do you get anything done right the first time around? How often do you need to repeat your second and third questions sent by email, because the recipient had only time to glance at the first one? And, since it was only a glance, even that first question was misread or misunderstood. So it's bad enough as it is.

Now, take your boss. (Please - you say.) Your disorganized boss, that is. He/she came to you last night, just as you were leaving the office: "I want a report on last month's sales by 10:00 a.m. tomorrow." You arrive in the office early, the next morning. As you start working on the rush report, he/she barges in: "I want you to meet with so-and-so this morning. It's really urgent!" (So-and-so is about an hour drive and doesn't even know you will be coming.) You are about to mention the rush sales report when the boss adds: "Oh, by the way, your review is coming up. Have your accomplishments written up by this afternoon." You swallow hard, hyperventilate and...hope for the best.

If it were the military, you would be smiling, since there, it's always the last order, which stands. But it's not the military. It's your work and your livelihood.

Needless to explain that your boss is actually contributing to your low productivity. Worse yet, he/she will evaluate your performance and you will not be able to point the finger at him/her. It's clear that a disorganized manager or supervisor is a nightmare.

What can you do? Can you "train" your boss to be better organized? Here are some ideas: 

• Lead by example. The only person you can change, is YOU. Demonstrate how organized you are. Then, you can hope that your example will influence the boss.
  
  
• Write down all your tasks and prioritize them. Share these priorities with the boss and get him/her to "buy-in". Once your priorities are validated, it's easier to defend them when the unexpected demand appears.
  
  
• Plan your activities in the calendar. Reflect the actual time required for each of your priority tasks. When the boss comes with the latest "emergency", show your calendar. Ask which of the previously agreed priorities should you be dropping (or delaying).
  
  
• Differentiate between "urgent" and important. Of course, not everything is urgent. Even if the boss makes it sound like it is. Calmly ask for the deadline of the request. That alone may be enough for the boss to think about it. If this tact doesn't work, refer to your calendar, as explained above. Negotiate the deadline and/or changed priority right away!
  
  
• Make sure to learn some diplomatic language. Learn to say "no" effectively, without the danger of being labeled "negative" or the one with an "attitude". When you plan and deliver on your priorities most of the time, it's easier to say no. Stay with the facts, leave out the emotions.

So, can you "train" your boss? I hope so. Let me know!