Chapter 25 Chapter 25 Give full play to the functions of various departments

The most fundamental way to improve management effectiveness is for leaders to do what leaders do.At first glance, this may sound self-evident, but it is not.Practice has shown that it is not easy to do this.There are many leaders who often "do not do their job properly" and only do what their subordinates should do.In this way, although he "opened his eyes and was too busy to turn off the lights" and was extremely busy, his efficiency was very low.To change this situation, efforts should be made in the following aspects. First, empower your subordinates as much as possible.The reason why some leaders are busy all day long but can't find ideas is that they hold too much power.On the one hand, these leaders complain that things cannot be done well, and on the other hand, they have to take care of everything by themselves.When the subordinates handed over the conflicts, he still personally dealt with the problems that should have been handled by the subordinates, and he was stuck in the business circle and couldn't extricate himself.This kind of "one-man show" of all kinds of power in one body has nothing in common with the way modern leaders work.A well-known enterprise reformer in Tianjin proposed "governance through separation of powers and management at different levels." He usually only arrests nine people, namely four deputy factory directors, two consultants, and two departments of planning and management and quality management. and an office manager.These people then distribute power layer by layer, and work efficiently.In the past, as soon as I went to work, the office was full of people. At night, I went to my home to ask for instructions and discuss issues.Now that the factory manager's office is quiet, the factory manager can devote most of his energy to planning long-term construction and grasping reforms, and only a small amount of energy to deal with daily affairs.In the evening, I have time to read, study and rest at home, so that I can constantly acquire new knowledge and gain strong energy.

Second, try to eliminate unnecessary work.In addition to not interfering in the work within the scope of other people's authority, in order to save time and energy and improve work efficiency, leaders should also streamline their own work, that is to say, only do those work that must be done, and can not The work that can not be done should be eliminated as much as possible, and less ineffective labor should be done.For example: when reporting work or making a report, you don't need to spend a lot of time reciting it to show your memory, reduce the storage burden of the mind, and improve the processing function of the mind; some reports are distributed to everyone before the meeting, and there is no need to read them at the meeting. Only discuss the report at the meeting; do not write a letter if you can do it by phone, and do not write a long letter if you can solve it by a note; let the subordinate prepare for the solution that should be proposed by the subordinate, and do not think for the subordinate; do it well before doing things Prepare, communicate well, reduce unnecessary wrangling and lost work, and so on.

For those tasks that must be done, we must also consider them comprehensively, which ones should be done first and which ones should be done later; What things can be done in full time, what things can be done in piecemeal time; what things must be done according to the prescribed procedures, what things can be done in a simple and easy way, and so on.Burnham, the former chairman and general manager of Westinghouse Electric Company in the United States, is a well-known management expert.In his famous book "Increasing Productivity", he proposed that before dealing with any work, the leader should first ask himself, can this matter be canceled?Can it be merged with other jobs?Can it be replaced by something simpler?In this way, work clues are greatly reduced, time is saved, efficiency is improved, and the initiative is in one's own hands, so that people will not always be led by the nose.

Again, be good at self-discipline.Self-discipline mainly includes two meanings, one is to require the leader not to directly interfere with the work of the next-level leader.During the period of the Three Kingdoms, Yang Yi advocated that "in order to govern well, the upper and lower cannot invade each other"; the Southern Song Dynasty thinker Chen Liang also advocated that since subordinates "have their positions", they should "not take their positions", and leaders must learn to "control their own position". On the top, and the details are on the bottom."In today's popular saying, just don't grab the work of the subordinates.Because that not only wastes one's own energy, but also dampens the enthusiasm of subordinates, disrupts their work deployment, causes dependence, complaints or confrontational emotions, and makes them lack their own ideas and sense of responsibility. It is really thankless.

Another meaning of self-discipline is to grasp big things.Leaders should not waste too much energy on trivial matters. Therefore, leaders must constrain themselves within their own scope of authority and not interfere with the next level of affairs.Of course, all departments and positions, and between superiors and subordinates must help each other and cooperate closely, but the first priority is to do their own duties well.If you put aside your own business and do other people's work, this is incompatible with the requirements of modern specialization.A sober leader is one who does not directly deal with matters that are not within his purview.Only by being awake can one be detached, and detachment can make one more sober.

Not interfering in the work of other leaders and subordinates does not mean ignoring problems when they see them. Suggestions can be put forward for others to refer to.For the subordinates of your own subordinates, since there is a leadership level in the middle, you should generally restrain yourself from intervening directly. When you see a problem that needs to be solved, you can use appropriate methods to inspire your direct subordinates to deal with it. Good things like this, as a leader Why not do it? The most distressing thing that many leaders often feel is the "time crisis", and there is no time to think and deal with those important things.Many leaders work more than ten hours a day, but there are still many things that cannot be dealt with.

It is undeniable that being busy is a normal phenomenon for leaders, and it is also a manifestation of active work and strong professionalism. Only those who do nothing do not feel busy.However, being busy should be limited, orderly, and efficient. In a more popular way, you should not be "busy". The reasons for the confusion are roughly as follows: Lack of practical work experience, making it difficult to decide the problems to be dealt with, procrastinating and deliberating over and over again; for the work undertaken, there is no proper overall arrangement, no normal work order, treating the head with a headache and treating the foot with a pain in the foot If you catch up with something, you will catch up with it, which will inevitably be chaotic and disorganized, and you will lose sight of the other; the responsibilities of the top, bottom, left, and right are unclear, and the division of labor is unclear, and things that should not be done to you will come to you. After a long time, you will get used to it; subjectively willing to do more work, always feel that what is right I have responsibility for everything, and I am afraid that if something is not done well, people will say that I don’t work hard and have poor ability; I lack full trust in my deputy and the staff around me. Tired to death, but others are idle; no necessary system has been established for the office.The secretarial personnel do not check, filter, research, or offer advice on incoming documents, requests for instructions, and reports. They send and forward everything as they are sent. The office becomes a mail room, which cannot serve as a staff assistant, which aggravates the situation of leaders. load.

So how can leaders overcome the rush phenomenon?In addition to the authorization of the society, the following four experiences can be used for reference. 1. Work must be planned This is the central link to make the whole work progress in an orderly manner.All leaders must have the ability to quantitatively control their own time, that is to say, they must implement a planned allocation of their time.Facts have proved that people who do not plan can only cope with work passively, and are psychologically at the mercy of others; those who plan are in the position of dominators.There are several types of time plans: long-term plans.That is, in a relatively long period of time, or 3 years, or 5 years, or 10 years, what level should one's work and career achieve, and how much achievements should be achieved by the unit under one's leadership, one must have a positive and ambitious goal. Clear goal: This goal is achieved through several steps, and there must be a rough arrangement for the approximate start and end time of each step.Annual plan.

When the last page of the calendar is torn off and the bell rings in the new year, it is time to review the time utilization and career progress of the previous year, and make a new annual plan to use the year more effectively.monthly plan.The work of agencies or departments is often based on quarters or months, and the physiological changes of people also show a monthly cycle phenomenon. When people's physical strength, intelligence, and emotions are at their best, it is the climax period, followed by the transition period and low tide period. .Everyone can arrange their activities for a month according to the work of their unit and their own menstrual cycle, arrange difficult important work and learning tasks in the climax period, and arrange relatively easy content at other times.weekly plan.Many tasks are arranged on a weekly basis, and the monthly plan is broken down into each week to facilitate step-by-step implementation.day planner.Compiling the plan for the next day near the end of the previous working day will help overcome the phenomenon of nervousness and rush, and avoid losing sight of things and losing sight of others.

There is such a story: One day, an expert in management efficiency in the United States came to visit the boss of a steel company and said to him: I can improve the efficiency and sales of your company by talking to each of your managers for 15 minutes.If it works, you give me a check in three months; if it doesn't work, you don't get a cent.The general manager agreed to let him experiment, so he talked to the managers below and taught them a way to improve efficiency.The solution is simple: Before leaving get off work every day, list the six tasks that must be done the next day, and sort them according to their importance. After the first task is done, use a pen to tick it off, and then do the second and third tasks... If If there are one or two things that are not done that day, then include them in the plan for the next day.

Three months later, the general manager sent the management effectiveness expert a check for $35,000.why?Because after the manager under him followed this method, the work efficiency was greatly improved, and the sales volume increased significantly. It can be seen from this that whether the work is planned or not is indeed very different.Therefore, every leader should try to be as orderly as possible for the work of each period of time.This is also convenient for other leaders and subordinates to establish a normal working order.Otherwise, on a whim, you will find this person to talk about work, and then find that person to do errands, which will not only confuse yourself, but also confuse others, making everyone in a hurry and at a loss what to do. 2. Establish a scientific work order and clearly define the scope of duties Which work must be done by oneself and which should be done by others;In order to establish such a scientific work order, it is necessary to establish a sound post responsibility system.Between members of the leadership team; between leaders and their deputies and assistants; between horizontal functional departments; vertically between superiors and subordinates; between units and between individuals; responsibility.Resolutely ignore the things that should not be taken care of by the leader; take the initiative to ask about the things that should be taken care of.For any issues brought up by the affiliated units that need to be finalized by the leaders, they must ask for the situation and opinions to be brought up together.If the subordinates do not deal with the problems that should be handled by the subordinates and hand over the conflicts, the leader should not accept them. 3. Walk with both feet Leaders must have a certain amount of time to take the initiative to understand the situation, grasp the dynamics, check and guide the work, and solve practical problems. In this way, the problems that come up will be greatly reduced.The more you shut yourself in the small world of the office building, the more you can't go down, the more things will happen.Therefore, we must resolve to go down to the grassroots frequently.This is not passive "hiding" or avoiding conflicts, but a positive way to overcome the hectic phenomenon and improve work performance.It can not only make the leader understand the situation, solve the problem in time, but also make the leader calm down to think and study the problem, and it can also reduce meetings and other trivial matters.Before going down, you must arrange the work at "home"; after you go down, you must keep in touch with the office so that the things that should be dealt with can be dealt with in time. 4. Effectively solve the problem of "Wen Shan Hui Hai" "Wen Shan Hui Hai" is a big problem. It is not a problem of a certain person or a certain level of organization, but a common problem with common features.This issue will be specifically discussed in the two topics of "how to handle official documents scientifically" and "how to reduce meetings". It is also a very important leadership art to do a good job in the central work, use the central work to drive the overall work, and promote the development of the overall work.Leaders need to pay attention to the following points in order to do a good job in the central work: Distinguish the differences in the work of the center.The differences in the contradictions of different things determine the differences in the work of different departments, regions, and units. The whole country has a national central work, and each province, department, and unit has its own central work. Respect the objectivity of the Center's work.Among the complicated work, which one is the central work is not determined arbitrarily, but is determined by the laws of the development of objective things themselves.Focusing on the work of the center must not be arbitrary.Lenin said: "If you want to grasp the whole chain, you must grasp the main link. You must not deliberately grasp which link you want to grasp." ("Selected Works of Lenin" Volume 4, p. 649) To truly identify the main link Contradictions, grasping the central work, and making the work busy to the point is not an easy task. Note the subordination of central work.It is to handle the relationship between the central work of the department and the unit and the central work of the overall situation.The central work of each department and unit must be subordinate to the central work of the overall situation and serve the central work of the overall situation.For example, education should train talents for modernization, and scientific research should create more inventions and popularize scientific and technological achievements for modernization, and so on. We must pay close attention to the work of the center.With regard to the work of the Central Committee, it is impossible not to grasp it, nor to grasp it tightly.Comrade Mao Zedong pointed out: "The main work must not only be 'grasped', but also must be 'tight'. You can only grasp something if you grasp it very tightly and never let go. Grasping without a firm grasp is the same as not grasping." ( "Selected Works of Mao Zedong" on page 1332) To grasp the central work, we must first concentrate our energy, human, material and financial resources on the central work, and eliminate the interference of side issues.Secondly, it is necessary to formulate practical plans and measures to implement the work of the center and eliminate inappropriate interference from some departments.Comrade Mao Zedong gave clear instructions on this: "The person in charge of an area must take into account the struggle history and environment of the area, and put all tasks in an appropriate position; instead of having no plan at all, just follow the instructions of the superior Doing one piece at a time creates a lot of "central tasks" and a state of disorder and disorder. The higher-level organizations should not assign the lower-level organizations to do a lot of work at the same time without prioritization, so as to cause confusion in the work steps of the lower-level organizations. And no definite result can be obtained." ("Mao Zedong Selected Works" bound volume, p. 856) Master the variability of central work.The work of the Center is not static.In different periods, different stages, and under different conditions, the central work has changed.As the times, stages, and conditions change, the work of the center must change in time.In order to carry out the transfer of the central work in a timely manner, we must pay attention to the resolution of the principal contradiction.Once a principal contradiction is resolved and a central work is completed, another new principal contradiction will emerge, and a new central work will be objectively put on the agenda. At this time, the central work will have to be transferred. Time is a leader's most precious asset.All successful and accomplished leaders have a strong sense of time and the ability to manage time.Everyone only has 24 hours in a day.But some people can do more things in a limited time because they are very efficient in the use of time.Here are a few tips for using time scientifically for leaders’ reference: Done today.The purpose of checking time consumption is to make better use of time.Yesterday is gone, tomorrow is only a possibility with a certain probability, and only today is the only time we can take action.All achievements in the world are created "today".Therefore, starting from now, starting today, and finishing things on the same day, should become the code of conduct for all leaders.Don't wait until tomorrow for today's affairs, don't put off morning affairs until afternoon, and don't put off daytime affairs until evening.Once you start a task, finish it in one go, finish one item, and then move on to the next one, which will speed you up and continue to enjoy the joy of completing tasks.It turns out that energy is renewed in success and exhausted in procrastination.If a leader procrastinates at the beginning of work, and doesn't care about the morning and afternoon, today and tomorrow, he will never make any remarkable achievements. Force yourself to achieve something every day.A famous person set up such a motto for himself: "Don't teach a day to pass in vain".With such a mandatory order, you will consciously cherish every hour and every minute, so that every day will be spent in intense pursuits, and the next day will start with new pursuits based on the results of the previous day.One morning when Qi Baishi was 85 years old, he drew four paintings in a row, and wrote on them: "Yesterday, it was windy and restless, so I didn't paint. I would like to add it now."It turned out that he was using the double work the next day to make up for the loss of the previous day.With this spirit, why worry that time is not used for me? Keep a record of time spent.If you want to use time scientifically, you must first be good at checking your own time usage.The method is to immediately write down the time spent when everything is done, and make a summary every day for two weeks or one month in a row, and then conduct a summary analysis to see where your time is being used , to find out the reasons for wasting time.According to expert research, anyone who does this will have a great effect on saving time and improving efficiency.If you can capture a lot of time that can easily slip away, you can get more work done on time. Good at saving time from repetition of work.For leaders, there are many tasks that recur periodically, such as reading articles, holding meetings, and receiving guests.These repetitive tasks take up most of the leader's time.If you are a caring person, you can save a little bit of time in each cycle, then you will win a lot of time more than others through repeated repetitions.For example, holding three meetings a week and starting each meeting on time instead of being 15 minutes late each time can save 39 hours a year!On the contrary, some time is unconsciously wasted in each repetition, which adds up to a large number. Good at handling the relationship between importance and urgency, that is, the relationship between importance and urgency.Facts have shown that important things are not necessarily urgent, and urgent things are not necessarily important.If you are always used to doing urgent things first, you will often abort some important things, and you will often be in a state of emergency response.Therefore, under normal circumstances, leaders should first consider the severity of the matter, and then consider the priority of the matter.The first is to do the important and urgent things first; the second is the important but not urgent things; the third is the urgent but not important things; the last is neither important nor urgent things.This is also in line with the principle of "important few and minor majority".In daily life, you can often realize that 80% of the newspaper reading time is often spent on 20% of the pages; 80% of the TV watching time is concentrated on 20% of the programs; 80% of the teacher's tutoring time is spent on 20% of the students. ; 80% of a leader's work effectiveness is often concentrated on 20% of the important things.If there are ten things, if you complete the first two most important things, you can receive 80% of the effect.Therefore, leaders must learn to focus 80% of their effective time on those important tasks, and then take care of others. Try to maintain continuity in the use of time.According to the research of psychologists, when people concentrate on doing a job or thinking about a certain problem, it is best to do it without interruption, because the interrupted attention usually takes a long time to recover.In a survey of 25 managers during office hours, it was found that most managers could hardly continue working for more than an hour without interruption.Therefore, when it is necessary to concentrate and concentrate on thinking about important issues or dealing with key tasks, it is necessary to estimate possible interference in advance and arrange a relatively concentrated and undisturbed time in advance to ensure its relative continuity. Get into the habit of being fast and on time.To improve time utilization, the leader must reduce the time calculation unit.People who use "minutes" to calculate time are much more efficient than those who use "hours" to calculate time.You must set a time limit for yourself when you do every job, when to start and when to stop, and it can be done in half an hour, never in an hour.Meetings and appointments must be on time, and good habits of holding short meetings, speaking short words, and writing short essays must be developed.When discussing work with a talkative person, it is best to talk standing up, forcing him to cut straight to the point, so as not to talk endlessly. Get into the habit of recording all the time.When you have good ideas, ideas and opinions, you should record them immediately so that you can use them whenever you need them.Note the key points in meetings, reports, conversations, and discussions.It is best to record some events, names of people, numbers, and the following requirements and opinions in the notebook at any time.With a "memorandum" in hand, it will be much faster to deal with the problem, and the time will be greatly saved. Figure out your best time of day to work.A person's energy throughout the day is like the tides of the ocean, with highs and lows.Just because everyone's physiological quality is different, the time of high and low tides is very different.Some people have the most energy in the morning, while others are most active in the evening.Leaders should pay attention to find out the law of their energy fluctuations, put the most important things in the day to do in the best working time, and put some simpler things in other time to deal with. Everything should be prepared.Whether you are prepared or not, the efficiency of doing things is very different.If you are prepared, you will enter the "heavy-load operation" from the beginning of the work and reduce the "idle operation" time.Therefore, the work in each period should be predictable, take the first step, and see the next step.The same goes for everyday work.If you make a plan on the first day, and you can go to work a little earlier that day, you can not only set a good example for subordinates and the masses, but also think about the arrangements for the day, so that you can be active in your day's work.For another example, leaders should prepare as many necessary manuals, reference materials and various reference books as possible in the office, so that they can be readily available when needed and reduce time wastage. Learn to "pause" to rest.When doing a complicated job, if you plunge into it and continue to work without interruption, the efficiency may not be high.If you can pause for a while in your "busy schedule", take some time to think calmly, look forward and backward, temporarily suspend your original thinking, and explore new ways, you will often get unexpected results.The same is true from a physiological point of view. If you work hard and keep turning, the efficiency is often very low.As long as proper adjustments are made and a short break (smoking a cigarette, drinking a cup of tea or even stretching) is used to separate work, the state of high tension will be eased, and new energy will emerge from this short break.This is an important way to increase productivity with limited time.