20 Task-Actions That Inspire Outstanding Performance

20 Task-Actions That Inspire
Outstanding Performance
By Barbara Brown, Ph.D.

If you want staff members to achieve goals, the majority of their time must be spent performing the "most-essential" tasks rather than the "least-essential" tasks. This focus represents the essence of the Roles they are required to perform. This focus also means that your staff is engaged in activities that primarily produce, not just support, outcomes. Use these 15-minute strategies to keep your staff engaged in outcome-producing tasks.

Determine the "most-essential" tasks each of your staff members must perform. Consider "most-essential" tasks as those that directly lead to an outcome; for instance, processing a customer's orders.
Rank the percentage of time each of your staff members devotes to these "most- essential" tasks. Divide allocations according to 20%, 60%, 80%, and 100%. Establish a goal of 80% time spent on "most-essential" tasks.
Determine the "least-essential" tasks each of your staff members must perform. Consider "least-essential" tasks as those that support the outcome; for instance, creating a weekly tally of all the orders processed.
Rank the percentage of time each of your staff members devotes to these "non- essential" tasks. Divide allocations according to 20%, 60%, 80%, and 100%. Establish a goal of 20% time spent on "least-essential" tasks.
For these "least-essential" tasks, transfer to other personnel who should more appropriately handle them.
In cases where these "least-essential" tasks cannot be transferred, determine how these tasks might be streamlined to require less time.
In cases where these "least-essential" tasks cannot be transferred, determine how these tasks might be divided among multiple staff members as a way to reduce the time required of any one staff member.
Conduct a 15-minute staff meeting and explain how the most "most-essential" tasks contribute to the achievement of goals.
Conduct a 15-minute staff meeting and explain how the "least-essential" tasks contribute to the achievement of goals.
Conduct a 15-minute staff meeting and explain the relevant impact of the "most-essential" tasks versus the "least-essential" tasks.
Challenge each staff member to identify ways they can streamline the process they use in performing "least-essential" tasks.
Designate 5 minutes of each regularly scheduled staff meeting to discussing how one "most-essential" task is linked to the achievement of a major goal in your office or organization.
Designate 5 minutes of each regularly scheduled staff meeting to discussing approaches staff members have used to streamline the process they use in performing "least-essential" tasks.
Conduct a 15-minute staff meeting and discuss how one service you provide to customers is linked to one "most-essential" task for each of your staff members.
Conduct a 15-minute staff meeting and discuss how one deliverable you provide to customers is linked to one "most-essential" task for each of your staff members.
After a staff member has identified a streamlining process for a "least-essential" task, write a specific "thank you" note to the responsible individual, describing how the new process is linked to one or more goals.
After your entire staff has been able to allocate 20% or less of their time to "least-essential" tasks, write a group "thank you" note, creating a connection to improvement in goal achievement.
At the beginning of each month, discuss with your entire staff any obstacles that prevent devoting 80% of their time to "most-essential" tasks.
At staff meetings, when individuals or groups present information about projects, always emphasize the time spent on performing "most-essential" versus "least-essential" tasks.
At staff meetings, when you discuss individual or group assignments, highlight the "most-essential" versus "least-essential" tasks.

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