The secret to optimal efficiency in the workplace

By Shanuka Tissera

The question all businesses are asking today is how can they optimise efficiency within the workplace? Optimal efficiency equates to optimal profits if all other factors remain the same. An all-day seminar by Oceanbiz Leadership Institute Director Vijay Watson held at Galadari on 24 June, was centred around the theme ‘Creating teams that work.’

The immaculately well thought out day of teaching began with the importance of collective brain power: two brains are always better than one and that speed: success and involvement equates to commitment (the mantra for the day).

“From the earliest times, we have used the strengths of the group to overcome the weakness of the individual and this applies to business as to sport,” stated Tracey Edwards. Having the right values in work is essential to success. A key to one of the doors of success is SWIM (start with the end in mind), a free piece of privileged advice boxed and wrapped as a leaving gift for attendees.

A good portion of the day was spent on understanding how using Tuckman’s team development theory can be put into practice. The theory was summed up into a flow diagram containing five stages namely forming, storming, norming, performing and adjourning. If a team can put these principles into practice, the any goal that the team sets will be within reach.

‘Forming’ is a product of the need for a shared goal, involvement, commitment and how to best act together. The leader of course must be the ‘sim card in the phone’ for the team. Hierarchies within the workplace are a fact and are the most efficient way to amalgamate information that has been carefully crafted by the team to benefit the company in the long term.

What is the difference between task and process?  A task ensures that a clear goal and purpose is set; clear measures of success must be evaluated along with clear job models for all. Processes on the other hand delve into the product of team spirit, a sense of fun and enjoyment and open and honest communication.

An example of a process within the workplace would be social activities such as a work trip or having a team meal. Building trust was personified as the precious stone placed on top of any pyramid many years ago. Good leadership requires a mix of attributes and the ability to find the intersection point between physical and emotional requirements of a team.

Once formed, the team begins to start ‘norming.’ They can focus on building trust and final rail checks are conducted to ensure that the goal will be met; fun should be incorporated too. The leader should now at this point, have the confidence and belief in his team to hit the auto-pilot switch and watch his team who configured the blueprint for the auto pilot equipment work their magic.

The data inflow will increase and positivity should start to vibrate between the team, never letting the goal out of sight, hence why Vijay’s seminar on how to SWIM (start with the end in mind) became an act of today and not a thought for tomorrow.

Using the Tuckman team model, the group will begin to start performing. Synergy, high productivity, high cohesion, loyalty and satisfaction will be the air workers will breathe. The team will now start to ask key questions such as if they are getting the best results. How can one contribute to the task set at hand? What is the best way for them to do their job well and overall, can we further increase our effectiveness and efficiency?

In a world where the faster a company can work, the closer to confirming recognition within the country and possibly global status can become reality, not one team in the world will overlook the importance of these aspects. A team of strong individuals must first be attained and should have a mix of strengths from planning to implementation.

Towards the latter part of the day, the facilitator Vijay Watson showed how the final piece of the work efficiency puzzle can be fitted together. Adjourning is the closing of a challenge and the beginning of brainstorming. The example used of why adjourning is important was explained using the closing ceremony of the Beijing Olympics 2008.

Years of planning, the coming together of minds to grab the bullish task by the horns surely deserve a powerful closing ceremony and the gold medal winners to the security personnel would want to share in a final coming together of such an iconic event. Teams will unite towards a successful ending and this is why companies should take immaculate care when working towards a goal in the workplace.

The Sri Lankan workplace has already earned a hard-working, tireless and profit hungry reputation around the world. Now the question must become how we can improve further? A team will not always reach the adjourning level of a project the first time – teams may need to integrate back to a level of storming and norming before they get to celebrate reaching their goal.

Companies such as Microsoft, Facebook and Google have all become the world leaders in their relative industry thanks to thinking outside of the box. A movement of people means a movement of ideas, an ultimatum that should be instilled into the hearts of every working person in Sri Lanka. With this new age of diversity, philosophy and mix of culture, we as a people must accept that working, automatically enlists you as being involved and therefore commitment is expected.

A few tips shared by Vijay Watson, which became the attendees’ new found knowledge, included the fact that a team’s success must be publicised. The rest of the organisation must hear about how well the team is doing, companies must reward extra effort especially when a team member goes ‘beyond the call of duty’ and achieves something special.

Teams must revisit their purpose and processes frequently, purpose may change in the light of changing organisational priorities and a periodic review of the teams process guidelines is a must as it is easy to forget teams guidelines set, once a group is established resulting in a drop in the process matters.

Vijay Watson, who also holds a full-time senior position, still finds time to arrange seminars and workshops thanks to his passion for teaching the hungry individuals on how to be successful in the working world and his workshop is a must for any individual who has a life box to tick in becoming a successful businessman.