Total quality management (TQM) is a strategy that perfectly fits into the culture and lifestyle of the Japanese who are known for their meticulousness, diligence, and customer-centric approach. The concept aims to achieve excellence in all areas of an organization’s operations. TQM is a holistic approach that focuses on satisfying customer needs through continuous improvement of processes and products, involving all employees of the company. Such an approach has the potential to ensure the long-term success of the company.

Key principles of total quality management (TQM)

Japanese companies such as Toyota, Sony, and Honda have achieved significant success in global markets by focusing on improving their products and processes. They have implemented key principles of total quality management in their day-to-day operations, which are outlined below.

1. Customer focus

TQM puts the customer first – it focuses on understanding and, above all, satisfying the customer’s needs and expectations. It means that an organization focuses on studying what is important to its customers and then adapting the products or services it creates to those findings.

2. Continual efforts

TQM promotes the concept of continuous improvement, which means that an organization strives to continually improve its processes, products, and services by analyzing, identifying areas for improvement, and making appropriate changes. It uses a variety of tools and techniques, such as Kaizen, Six Sigma, and Lean Management, to identify and eliminate errors, waste, or emerging problems.

3. Employee involvement

In TQM, all employees of an organization are involved in the process of improving products and services. However, companies not only encourage active participation but also listen to employees’ ideas and promote their initiative.

4. Data analysis

In TQM, organizations focus on collecting and analyzing data to make decisions based on evidence rather than intuition.

5. Partnering with suppliers

TQM promotes building lasting relationships with suppliers and striving for excellence throughout the entire supply chain.

6. Error prevention

TQM emphasizes the prevention of errors and problems, which is more effective and less costly than repairing the consequences.

7. Quality standards and certification

As part of TQM, organizations often strive to meet certain standards and apply for various certifications ( e.g. ISO).

Why to implement total quality management (TQM)?

Above all, total quality management leads to greater customer satisfaction because it focuses on delivering products and services that meet or exceed their expectations, and this is the main reason why organizations implement it. But this is not the only benefit that comes with such a decision. Other positive effects include:

• Enhanced competitiveness – through improvement, an organization becomes more competitive in the marketplace. This is because customers are more likely to choose companies that offer quality products or services, which can lead to an increase in market share,
• Cost reduction – TQM can help reduce errors, eliminate waste, and optimize efficiency, resulting in lower production and customer service costs in the long run,
• Greater employee motivation – TQM involves all employees in the improvement process. Employees who see that their opinions count are more motivated to work for the organization,
• Certifications – Implementing TQM often leads to meeting certain standards and obtaining certifications, which can facilitate access to new markets or secure further business partnerships.

Summary

Total quality management can be implemented in two different ways – some organizations create dedicated teams to introduce such a strategy, while others integrate it into their existing systems. Regardless of the implementation method, TQM requires the involvement of all employees, which can still be a challenge in some countries, especially due to resistance to change. However, the benefits like increased customer satisfaction, improved competitiveness, or cost reductions, have the potential to outweigh the significant implementation costs. For this reason, it’s worth taking a look at this Japanese approach and trying to incorporate it into your daily operations.

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Fast-tracking is a project management technique that involves reducing the duration of a project by working on particular tasks in parallel. In practice, this means that tasks that are not logically related are performed simultaneously. This is the opposite of the traditional approach where they are done sequentially – one task begins after the previous one has been completed. The goal of this method is to accelerate the achievement of project goals by eliminating or reducing delays caused by sequential execution of tasks. You can fast-track a project in two ways:

• by starting a task just before the completion of a previous task that is related to it,
• by increasing the resources or the number of people who are working on a task to speed up the implementation.

The benefits of fast-tracking

One of the main advantages of using this technique is undoubtedly the reduction of project duration, which is especially useful when a project has a tight deadline. This method also ensures better use of resources – performing some tasks simultaneously reduces the need to wait for others to be completed. What’s more, fast-tracking allows for faster achievement of key project deliverables, which can be important when those deliverables are needed to meet other business objectives. This method can be applied to projects in different industries or fields (including construction, marketing, IT, etc.).

Does fast-tracking have any drawbacks?

Although fast-tracking has many advantages, it can carry some risks, such as conflicts between team members or management difficulties that can arise when tasks are performed simultaneously. As a result, the cost of a project may grow, for example, due to the need to hire new people or enhance the resources. Also, the number of errors may increase, affecting the quality of the developed product or service. At the same time, this method reduces flexibility in planning and carrying out the project – simultaneous execution of tasks may leave little margin for adjusting to changes during the project.

How to use fast-tracking?

Fast-tracking can be an effective strategy when you are pressed for time or when you need to shorten the project schedule (for example, in construction projects where any delays generate high costs). However, a few key principles should be followed to ensure that this project management technique produces the desired results. The most important of them we outline below.

• Selection of tasks – not all tasks can be completed using this technique. For this reason, it is necessary to thoroughly understand the dependencies between various tasks and stages of the project and to eliminate those that need to wait for the completion of others.
• Risk assessment – for the reasons outlined above, it is necessary to perform a careful risk analysis and to determine whether using this technique is fully justified.
• Monitoring and controlling – it is necessary to monitor the project’s progress and communicate with the project team to ensure that activities performed simultaneously don’t cause unwanted conflicts or delays.

Summary

In projects where time is a key factor, fast-tracking can prove to be an invaluable strategy, speeding up the delivery date of the intended result, which will undoubtedly satisfy the target audience. However, it should be used with caution to avoid, firstly, increasing costs and, secondly, compromising the quality of the project. For this reason, before you apply this technique, decide which tasks can be performed simultaneously. Then plan them accordingly and continuously monitor their progress to minimize potential negative consequences.

Whether you decide to use the fast-tracking method or the sequential approach, ż­·˘k8Ć콢Ěü will support you all the way through. The system offers numerous features such as Kanban boards, to-do lists, contact databases, calendars, and more. Try ż­·˘k8Ć콢Ěü for free!

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Reverse brainstorming, also known as negative brainstorming, is a creative thinking technique used for identifying problems, challenges, and risks associated with a particular idea, project, or situation. It provides a deeper level of understanding of a problem, which allows for improving the quality of the solution created or implemented, reducing the risk of failure. This technique is particularly useful in the following contexts:

• Identifying weak points – the risks and difficulties associated with your planned project or idea, so you can take steps to minimize or eliminate them,
• Avoiding mistakes and unwanted surprises – by considering potential problems at the planning stage, surprises and mistakes can be avoided later in the project implementation process,
• Refining solutions – once potential difficulties have been identified, participants can work on solutions or strategies to avoid or effectively counteract these problems.

The main idea of reverse brainstorming is that instead of thinking about how to improve the concept, participants try to think about how its implementation might be hindered. It is particularly useful when you are working on developing a new product or service, or when you need to solve a problem that is difficult to define. During the discussion using this technique, sample questions may include:

• What are the potential difficulties associated with this solution?
• What are the potential drawbacks or limitations of this solution?
• What are the potential costs of implementing this solution?
• What are the potential benefits of this solution?

Reverse vs traditional brainstorming

Traditional and reverse brainstorming are complete opposites and the main differences between the two can be seen in the purpose of use and approach. The purpose of the latter is to identify problems, difficulties, threats, or potential flaws related to an idea, project, or situation, while the traditional technique aims to generate as many creative ideas and solutions as possible. In reverse brainstorming, participants try to think negatively, while in traditional brainstorming, they focus on generating ideas and creative thinking.

Summary

Without a doubt, reverse brainstorming is a valuable technique – it helps avoid pitfalls and better prepares you to operate in a changing and competitive business environment. It is worth using in the analysis phase when it is necessary to identify existing problems and potential risks. However, the traditional technique also has undeniable advantages, especially when it leads to the development of new solutions and the achievement of set business goals. For this reason, it is often used in the creation and planning stages when fresh ideas and an innovative approach are needed.

It is extremely difficult to answer which of these techniques works better. Both approaches have their unique advantages and are extremely useful – they can be used as effective tools in the process of creative thinking and problem-solving. Ultimately, the choice between the two will depend on the specific situation and goals of the project. In many cases, it is even worth considering using both techniques at different stages of the project to unleash the full creative potential while focusing on analyzing and refining solutions.

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The eat the frog technique is a time management method that involves doing the most difficult and unpleasant task first in the day. This concept is based on the idea that putting off difficult tasks only makes things worse – because the longer we postpone a task, the more it scares us and the harder it is to get on with it, especially when there is less and less time left. In contrast, completing a difficult task at the very beginning of the day gives us a sense of satisfaction and motivation to continue working because “the worst is over”. It is believed that this technique is an effective way to increase productivity and improve the efficiency of our work.

When to use the eat the frog method?

As this technique is highly versatile, it can be applied in various areas of life. When it comes to private life, it may refer to chores like ironing, cleaning the bathroom, or washing the fridge – according to the concept in question, we should start with the least liked or most time-consuming activity. Things are no different in professional life when, for example, a project we have to put a lot of time and effort into is on our to-do list. What tasks will be your “frog to eat” will depend on your position and personality.

Key principles of the eat the frog technique

In his book, Brian Tracy points out that putting off difficult tasks can lead to stress, inefficiency, and a lack of job satisfaction. Starting the day by completing the most difficult task, on the other hand, can give us a sense of accomplishment and motivation to continue working, and even self-satisfaction since we “ate that frog.” To successfully implement the technique he describes, follow the steps outlined below.

Create a to-do list

At the very beginning of the day, write down all your responsibilities and mark each one as “easy,” “moderate,” or “difficult. Difficult tasks can include those that are the most important as well as those that are simply time-consuming. They can also include boring tasks that you don’t want to do because you don’t enjoy doing them and those that require deep focus and concentration.

You can prepare such a to-do list in ż­·˘k8Ć콢Ěü – a project and team management tool. You can give tasks statuses (available in the system or modified according to your needs) and priorities, as well as set deadlines for their completion.

Start your day by completing the hardest task

Choose the task that has the greatest impact on your goals and is the most difficult, and then start doing it first thing in the morning when you are the most productive. Don’t try to do other tasks at the same time – focus on this task until you finish it. It may take longer than you expected to complete this task – but don’t give up and keep working on it until it’s done. Also, remember to avoid distractions. Turn off notifications, minimize browser tabs, and mute your phone so you can focus on it fully. Also, if you have the opportunity, say no to requests for help, and don’t talk to anyone until you’ve completed the task.

Reward yourself

When you have completed the most difficult task on your list, take a break to feel fully satisfied. You can also reward yourself in other ways – both at work (coffee with a teammate) and outside of work. Rewarding yourself is important because it helps reinforce positive habits and motivates you to complete more difficult tasks. In particular, it encourages you to maintain a high level of productivity and to keep striving to achieve your goals.

Eat the frog technique – summary

The eat the frog technique is a powerful tool for managing your time and increasing your productivity. Its main idea is to prioritize the most important tasks and get them done at the very beginning of the day so that you have more control over your responsibilities and avoid the procrastination that often leads to stress and delays. It’s also important to remember that this method is just one tool among several other strategies and choosing the right techniques depends on each person’s needs and goals. Ultimately, effective task management requires experimenting with different approaches and selecting those that work best for an individual’s work style.

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Why is it so difficult to stay motivated?

To some, focusing on and achieving a goal comes more naturally than to others. But in either case, it requires work on oneself and action, which in turn requires strength and dedication. We find it easier to persevere in simple resolutions, while more difficult ones require more effort. Along the way, there are moments of weakness, unfavorable external factors, or a worse mood, and each of these elements makes it even harder to stay motivated.

There are a lot of theories about how to stick to a resolution and make it a habit. Some of them say that all you have to do is repeat something regularly and it becomes your daily routine. Others, on the other hand, say that anything is possible, we just have to want it badly. Regardless of which of these claims you agree with, motivational podcasts can be an effective way to fight your own weaknesses. Just believe in yourself and be goal-oriented.

Planning helps you achieve success

Imagine a person who has never done any sports, but wants to start working on themselves. It’s raining outside and they’ve had a hard day at work. What do you think? Will they curl up under a blanket and watch their favorite TV show, or put on workout clothes and go to the gym? The latter will certainly get them closer to their goal, but it will require more motivation and effort.

Planning can help us achieve our goals. However, for it to be truly helpful, we must set priorities, focus on ourselves, and answer the questions: Why do we want to achieve this goal? What will it give us? When planning, it is not necessarily useful to follow the statement: aim high. Sometimes breaking the problem down into smaller steps allows us to believe that we can do it. Each of these steps should have a specific time frame so that the resolution can be measured and progress evaluated.

Motivational podcasts worth listening to

Beyond the To-Do List

In this podcast, we will learn the approach of experienced authors and creators as they explore the topic of productivity with the host. Erik Fisher hopes to present you with a theory that will help you live life to the fullest and go beyond your to-do list.

Hurry Slow

This podcast can be considered strictly motivational. The author places a strong emphasis on the fact that what happens in our lives depends on our actions. If you need a proverbial kick-in-the-pants and motivational speeches work best for you, this is a podcast you should listen to.

It’s About Time

Each of us has exactly the same number of hours in the day. It’s up to you how you use them, but managing your time rationally is not easy. Anna Dearmon Kornick takes a closer look at this in her podcast. You’ll get tips on how to stay focused on your goals, manage your time, self-actualize, and maintain a good work-life balance. In the podcast, you’ll listen to the author’s personal experiences as well as interviews with guests who have experienced this topic in some way.

The 5 AM Miracle Podcast with Jeff Sanders

Jeff Sanders talks about healthy habits, personal development, and productivity. He keeps us motivated and gives us hope that by focusing on a goal and putting in the hard work, we can achieve what we’ve planned.

Getting Things Done® podcast from Vital Learning

Getting Things Done is more than just a podcast. It’s a philosophy the authors live by and believe in. In the episodes, they explain it and share the stories of people who identify with it. The foundation of their approach is stress-free productivity, which means rationally measuring your strengths in pursuit of a goal.

Motivational podcasts – summary

Listening to motivational podcasts or how-tos can help you achieve your resolutions, but it won’t happen without your hard work. There’s a wealth of knowledge in podcasts that’s worth reaching for, but know that it’s up to you to put it into practice.

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Environmental scanning refers to the process of collecting data about the business environment (e.g., customers, competitors, or market trends) using various technologies and tools. This technique aims to provide information that will let companies make better strategic decisions and adapt to changing market conditions. This, in turn, will help them take advantage of the opportunities that arise and minimize emerging threats, which will contribute to their overall success.

Examples of environmental scanning

The process of environmental scanning depends on a company and the objectives it wants to reach. Different actions will be more important for companies just entering the market than for established organizations that want to launch new products, reach wider audiences, or outrun the competition. Most often, however, the process looks like this:

• Competitor analysis – by keeping track of their competitors (their strategies, products, and marketing campaigns), companies may identify their strengths and weaknesses and then use this knowledge to their benefit.
• Market research – to adapt their offerings to changing customer needs, companies should monitor changes in the market, for example, consumer trends, customer preferences, new technologies, and planned or implemented regulations,
• Macroeconomic analysis – companies must take into account macroeconomic factors such as inflation, interest rates, exchange rate changes, or fiscal policy, as these elements can affect business costs and demand for products or services,
• Trend analysis – observing changing regulations, consumer behavior, or technologies (e.g., sustainable development and CSR) allows companies to grow in new directions.
• Socio-economic analysis – understanding the cultural and social differences between markets can help companies tailor their products and marketing strategies to different customer groups, which is especially important for companies planning to expand overseas.

Benefits of environmental scanning

The information gathered in the process can be used for various purposes, from identifying growth opportunities (new markets, products, audiences, etc.) to conducting risk assessments. However, the greatest benefit of environmental scanning is helping companies develop business strategies tailored to consumer needs and the market, as having up-to-date data about external parties allows them to make more informed decisions. With environmental scanning, organizations can respond flexibly to changing market conditions and maintain business stability.

Summary

Undoubtedly, environmental scanning is a useful tool for companies that want to gain a competitive edge in a dynamically changing business environment. However, the process can’t be a one-off thing. It should be regularly repeated to allow companies to identify new opportunities and potential threats. After all, the market has never been as dynamic as it is nowadays. If you stop for a moment, you may fall behind and lose your position in the market. Use it, then, not to let it happen.

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Hawthorne effect research

Hawthorne’s original research was a series of tests that would ultimately lead to improved worker productivity and optimized production at Western Electric’s Illinois plant near Chicago. The research began around 1924 and was completed five years later.

One of the main objectives of this research was to study the changing conditions on the impact of worker productivity, mainly lighting. The company wanted to see if reducing or increasing the intensity of light at a worker’s workstation would affect improving the productivity of a given worker. While this was the core of the research, lighting was not the only variable tested. Variables such as work breaks, length of the workday and salary motivation were also tested. The research also included interviews with employees, during which they were able to speak freely about their concerns or complaints about work.

The results of this research were quite surprising. It turned out that productivity increased with any change in conditions, regardless of whether it meant an improvement or worsening of working conditions for a given worker. This may seem irrational, but productivity increased even when the workplace lighting was reduced to candles, and also when the workers had no break at all.

Specialists interpreting the results of the study noticed an interesting correlation.When interest was focused on a given employee, his or her productivity increased, while it decreased immediately after the study. According to this interpretation, productivity was independent of external factors such as a change in illumination, but of the interest and direct attention of researchers and supervisors focused on the worker in question at the time of the survey.

The tests conducted at the time were a kind of breakthrough. It was primarily about the assumptions and approach of the employees themselves. Researchers, when analyzing the obtained data, noticed that socio-psychological factors have a huge impact on employees and are often more important to them than salary incentives. This study became a breakthrough in the approach to the employee as a human being and resulted in putting this as the primary objective when setting management strategies.

What is the Hawthorne effect?

The term “Hawthorne effect” was invented by Henry A. Landsberg, who in 1958 analyzed the results of earlier tests on Hawthorne employees. His observations boiled down to the notion that temporary improvements in employee performance resulted from the fact that they knew they were observed while working.

Is the Hawthorne effect real?

The term is widely known and reproduced in many industry books. Moreover, it is taught in business schools and management or sociology courses. At first impression, the phrase seems apt and sensible, including in today’s reality. Suppose a manager announces a competition for employee of the week and also announces that during this time he or she will keep a closer eye on employees as they work. Due to the Hawthorne effect, during this time the employees’ efficiency should increase together with their interest in performing duties.

It may also turn out that more people will also perform additional duties and be willing to stay after work. Their productivity will probably drop as soon as the competition is over. Looking at the Hawthorne effect from this perspective, it seems that its assumptions are accurate and make sense.

However, recent scientific studies have begun to question the validity and authenticity of the tests conducted at the time, meaning that the basis of the Hawthorne effect assumption may have been false. The fact that the entire study focused on a single group of five women is cited as the main flaw in the assumption.

For this study, they were moved from a noisy common room to an individual room, where conditions were better and it was considerably quieter. During the study, they also had access to a supervisor who was helpful, friendly and tolerant – the complete opposite of the foreman in the common room. Working in this room was also associated with better pay, which probably also had an impact on improving productivity.

This is a subject that is still undergoing research and analysis, and researchers are getting rather divergent results that can neither fully confirm nor exclude the theory. Thus, we can assume that the Hawthorne effect does indeed occur, but not always and not in all circumstances. Still, it is possible to distinguish characteristic elements, which include:

• Awareness of being watched
• Innovative situations that deviate from the routine
• Changes carried out during the study
• Improved relationships and greater attention to employees

These circumstances certainly affect the results of the tests received and the very behavior of the employees during the tests.

Whether or not the Hawthorne effect is real is still a topic of debate. Researchers believe that such a phenomenon may indeed occur, yet its constituents have not been established. Moreover, it is not entirely clear why it occurs or what ultimate impact it has on employees.

While the topic is still unresolved, we should acknowledge the positive change it has brought like the focus on the employee as well as the underestimated role of the psychological and social aspects at work. We can learn a few things from each assumption that may help in developing better ways of handling the management of the organization.

How can a leader take advantage of the Hawthorne effect in today’s organization?

Informing employees that they are supervised or watched will not work in the long run and certainly will not increase their long-term productivity. Of course, it all depends on the individual – in some, it may cause rebellion and make them feel isolated, while in others it may create a greater sense of responsibility and motivate them to work more efficiently.

Nevertheless, there are better ways to take the basics of the Hawthorne effect assumption and translate them into today’s organizational management circumstances.

Listen to your employees

The analysis of the research indicated that employee productivity increased when employees felt they were listened to. Leading a team is not only about implementing your plan but also about listening to what team members have to say. Often, listening to them is not only a matter of raising their sense of importance but also an opportunity to get a different point of view and gain interesting ideas for development.

Nowadays, employees are driven not only by economic factors, but also by emotional ones, and friendly management that is willing to listen to and positively motivate employees is one of the key elements that influences job satisfaction and thus increased productivity.

Observe with sensitivity

Here it is necessary to find a balance between monitoring and actual observation. Employees hate when they know someone is watching and supervising them all day. On the other hand, they don’t like it when management completely disregards them and doesn’t monitor their performance. Then they feel that their work has no meaning, and their motivation decreases. It is therefore necessary to find the right balance between these two extremes.

The ż­·˘k8Ć콢Ěü tool will help you observe your employees (without putting pressure on them at the same time). The system is expanded with many handy features, such as:

• Kanban boards – you can plan the execution of the project, distribute tasks to your employees and track the progress of the work in real-time,
• Time logging and timesheet – each member can log the time they spent on a given task, and then you, as the leader, can track these results in the timesheet and react if you notice sudden deviations,
• Check-ins– this feature of automatically asking repetitive questions, allows you to get ongoing feedback from your employees, learn about their insights and problems, and reassure them that their opinion is important to you.

Try ż­·˘k8Ć콢Ěü in your organization for free and experience the full capabilities of this system.

Pay attention to the environment and social relations

The experiment originally conducted showed that group selection made a huge difference. Ladies who worked in a small room under better conditions established friendly relations and a common bond, which also had an impact on improving productivity. The atmosphere is something that is of great importance when working, and we often forget about it. Therefore a leader should observe employees and skillfully select teams so they can positively influence each other.

To boost productivity as a leader, make sure there is proper communication within the team. Make everyone feel that they can freely express their opinion or views, and ensure that there are no disputes between employees.

Get rid of monotony

One of the elements the researchers saw as having an impact on the results of the study at the time was the element of innovation. Performing repetitive tasks can, over time, create a feeling of boredom, which hinders the sense of purpose and productivity.

As a leader, you need to ensure that every employee feels that their work is meaningful. Even if changing the duties themselves is not possible, you can make sure that some other elements add to workplace dynamics. One interesting idea is to introduce workshops, training sessions or other creative activities, even fun ones.

Identify clear paths for development

What influences employee motivation is not always related only to improved pay or interpersonal relations. Some employees are most motivated by the opportunity to further develop and climb the career ladder. This is especially true for those who have already reached a certain level and are considered talents within the company.

Retaining such people can get difficult if they do not see the potential for further development. Therefore, a good way to do this is to introduce career plans that would clearly define the next steps of a given employee’s development within the company.

Hawthorne effect – summary

Intelligent observation, or perhaps it would be better to say smart supervision or monitoring, is just one element in improving employee performance. The leader needs to become part of the team and stay close to the employees so that they feel taken care of. Interpersonal relationships within the team are also decisive, though there are ultimately other factors that affect productivity as well like .

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What is the critical path method?

It is a project management technique for planning tasks and setting a schedule for their completion. It is very popular in various industries – from construction to programming to events. CPM’s primary task is to identify the longest sequence of tasks in a project to determine the minimum time needed to complete the project and achieve the desired outcome.

However, as part of the process, first and foremost you need to identify those activities whose delay will result in putting the whole project behind schedule. What’s more, you have to determine what actions to take to minimize the effects of the resulting lag.

Why use the critical path method?

The critical path method is particularly handy in both small and large projects, where several tasks depend on each other, making it necessary to meticulously plan and constantly monitor the pace of their implementation.

In such cases, CPM helps designers, engineers, entrepreneurs and managers to effectively manage their time and resources – so that the project can progress in time. It allows you to accurately plan the project schedule, identify key tasks and dependencies between them, and predict which moments could become potentially detrimental and translate into the entire project holdup.

Applying the critical path method

Employing the critical path method to an ongoing project requires careful planning, forethought and monitoring – but above all, a flexible approach, especially in the situation of delays.

In this regard, it is worth reaching for special project management software (such as ż­·˘k8Ć콢Ěü), which will significantly facilitate and streamline the process of planning and management of projects based on the discussed tool. This type of software will help with the necessary steps listed below.

1. Identify tasks – at the very beginning you should write down all the tasks that need to be completed for the project to be completed.
2. Create a network of tasks – as part of the second step, you need to create a network of links between the various tasks, that is, indicate which will be performed first and which are necessary so that the next task can be performed.
3. Determine duration – based on historical data (or estimates, if you don’t have data from previous projects), you predict how much time will be needed to complete each task. In this area, you can take care to ensure that you have a time reserve, i.e., assign additional execution time to “less important” tasks to protect the project schedule from unforeseen delays.
4. Calculate the time of outset and termination – taking into account the duration and dependencies between tasks, it is indicated within the next step when each activity will start and end.
5. Develop a critical path – this step involves drawing a sequence of tasks that are most critical to the project schedule, i.e., those whose delay will set back the entire project (mainly because subsequent activities depend on it).
6. Monitor progress – staying put and checking that the project is duly executed should ensure that delays get promptly prevented(e.g., by allocating additional resources such as people, materials or equipment to speed up implementation).

Critical path method – summary

If you apply the critical path method properly (i.e., key tasks are well identified and project control is in place at all times), it can greatly facilitate project management no matter what industry you are in. However, you have to keep in mind that it is just one of many project management tools to exploit, and like all the others, it has its drawbacks.

Difficulties in its use can arise, for example, when the tasks are new and the timing of their completion is problematic. In addition, the method in question assumes that the dependencies between tasks are rigid, which in practice does not always turn out to be true (it does not take into account variability and risks affecting the project). All in all, remember to employ the critical path method with a fully flexible approach.

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What is the afternoon slump?

Afternoon slump, sometimes also called post-lunch-dip, is a common phenomenon that can affect workers regardless of age or occupation. Its main symptom is a decline in energy, alertness and mental concentration, which usually occurs in the afternoon (usually between 1 pm and 3 pm).

For some people, it can manifest as headaches and muscle aches, impaired vision, irritability or fatigue. Such a temporary period of reduced productivity is natural for humans (it occurs as part of the typical diurnal rhythm), but its occurrence (timing, severity, ailments, etc.) may vary due to individual factors such as:

• eating habits (timing and quality of the last meal eaten, lack of hydration, etc.),
• stress levels,
• sleep quality,
• lifestyle (e.g., each employee’s daily rhythm, i.e., times of getting up and going to bed, degree and frequency of physical activity),
• type of tasks performed (tedious or monotonous tasks, lack of mental stimulation or a sedentary work mode can contribute to feelings of fatigue and reduce alertness).

Who is most vulnerable to an afternoon slump?

The exact timing and intensity of an afternoon slump in energy may vary from person to person, but we can identify some typical scenarios when this situation occurs and can be a significant setback for an employee.

We are particularly at risk of an afternoon slump if our lunch or dinner was rich in simple carbohydrates (the body focuses on processing the food, which can lead to a temporary drop in energy levels and cognitive function). People who struggle with insufficient or poor quality sleep at night are also more likely to experience a pronounced afternoon slump in form (as well as feelings of fatigue and lethargy during the day).

Consequences of afternoon slump for the company

Although the afternoon slump is a natural reaction of the human body, it is not without an impact on the work performed. Due to reduced concentration and productivity, one can expect such situations as longer deadlines for tasks, less creativity during scheduled meetings, and increased errors and mistakes (which can be both minor and very serious for the company, such as in the case of customer service), making wrong decisions, among others.

What’s more, dealing with an afternoon crisis regularly can lead to a decline in employee commitment and morale, and the frustration felt by employees can affect the dynamics of the entire team, and thus the atmosphere in the company.

How to beat the afternoon slump?

Every employer would like to see their personnel maintain a consistent level of productivity throughout the week. It’s impossible to achieve, but it is possible to help employees fight fatigue, and maintain proper energy levels and sufficient productivity throughout the day. How? Some effective strategies are outlined below.

1. Ensure access to natural light

Place employees’ desks close to windows to create a space where they constantly have access to natural light. After all, exposure to daylight helps regulate the daily rhythm and affects energy levels and mood.

2. Organize healthy meals

Provide employees with healthy food options (e.g., through company catering) that provide energy for longer periods. Encourage meals rich in fiber, protein and healthy fats, and avoid processed foods and high doses of sugar. Also, make sure you have constant access to drinking water and other hydrating beverages.

3. Provide space for physical activity

A ping-pong table, foosball, a stretching room or even the opportunity to take a short walk during working hours are all effective ways to get the blood flowing and increase oxygen supply to the brain. As a result, workers will feel less stressed and more focused on tasks.

4. Allow breaks

Encourage employees to take short breaks to relax and recuperate (breathing practices, meditation, yoga and others). Providing a quiet zone or small space in the office where employees can rest and recuperate their minds can help boost energy and concentration.

5. Introduce flexibility in working conditions

If possible, also consider introducing flexible work schedules that allow employees to adjust their working hours to their natural rhythms and preferences. Indeed, some employees may be more productive by working slightly earlier and later, avoiding the most critical period of the afternoon slump.

Afternoon slump – summary

As an employer, you will find these strategies to reduce the consequences of afternoon slump practical (though it is certainly easier to counter this phenomenon with office workers than with remote workers). Nonetheless, you must dutifully keep in mind that employees have different needs and preferences in this regard.

By having an ongoing dialogue with your team and checking regularly to see which activities are having the desired effect, you will be able to help employees overcome the afternoon slump in form. That’s how you’ll ensure an engaged and productive team – whether they’re just starting work or finishing it.

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Basic rules for conducting a tabletop exercise

A tabletop exercise is a meeting aimed at designing procedures to follow and measures to take during an emergency. Depending on the type of organization, it may involve outlining ways of responding to a cyber-attack, a natural disaster like an earthquake or a sudden terrorist attack. It could also have a more casual scope, such as figuring out how to handle the loss of essential team members or the sudden appearance of a competitor in the market.

Regardless of the degree of emergency, tabletop exercises have one thing in common: a ready-made scenario with specific measures to take and their progression. Without the scenario, conducting a TXT makes no sense. This is because the main purpose of these exercises is to check whether the theoretical provisions operating in the organization are reflected in reality and whether changes need to be made. So if your organization does not have a defined plan of action in case of an emergency, the first step should be to write such a scenario.

The exercises take place in a relaxed environment to enable all team members to define their roles in responding to particular situations freely and discuss troubling issues with no fear or shame. Here, it’s not about competition and testing whether employees can act under pressure, but about learning and working as a team.

What value does conducting a tabletop exercise bring?

Conducting a tabletop exercise is not as time-consuming as a field exercise, but it still requires dedicating time and convening individual team members. You’ll need to commit some resources but what you’ll get in return are many benefits not only to the organization but also to the team members.

The value to the organization that TXT can bring

• Verifying procedures during a casual meeting is far preferable to “live” testing during a crisis
• Opportunity to refine rules, close gaps and implement corrective actions
• Opportunity to improve emergency response techniques
• Strengthen bonds between individual team members
• Verify that employees know and follow the theoretical provisions of the protocols

The value to team members that TXT can bring

• Opportunity to work through your role in a casual format
• Better conditions for remembering the next steps of dealing with a specific situation
• Opportunity to ask questions, expand your knowledge
• Running scenarios and tests facilitates coming up with suggestions for changes or improvements to individual records

How to conduct a tabletop exercise?

1. Identify the purpose of conducting a tabletop exercise

Planning for a tabletop exercise should start with defining the goal you want to achieve after it is carried out and how you plan to apply the results achieved. For some, the key issue will involve educating those team members who missed the opportunity to analyze the various provisions in the plans before. Others will find in it a chance to assess whether the theoretical principles are reflected in reality. Whatever your main incentive for conducting such exercises, they are bound to bring about far more benefits than you’ll plan.

2. Designate the people involved and define their role in the exercise

Although the tabletop exercise is static and carried out in the form of a casual group conversation, there are still certain rules to follow. You have to designate the people who will participate in the exercise and assign them specific roles. Other people can watch and follow the scenario, but to avoid chaos they should not take an active part during the exercise itself. Observers can also voice their points of view, which can come in handy during the evaluation and documentation of the exercise, so it is worth setting a time to ask questions and make suggestions right after the TXT.

A vital element of the whole endeavor is the appointment of the right leader/facilitator. You can decide on someone from your team or hire a professional for this task. Either way, it should be someone who not only knows the scenario and the company’s rules and the tasks of the individual team members very well but also has the specific interpersonal qualities to conduct the exercise properly.

The facilitator should know and decide carefully when to follow and when to lead the group. The key asset one should also have is the ability to provide comfortable conditions for creative discussion and to chair the debate to keep it to the point. An established tabletop exercise leader will feel the group and maintain a sound balance between slackness and rigid rules.

3. Identify a specific scenario

The scenario should respond to the potential threat that is most real to the organization. Much depends on the type of business, but also the location of the headquarters. Such an action plan can address the occurrence of a hurricane or other element, but also specify the next steps for dealing with a massive hacking attack.

Regardless of what your goal is, the scenario should define and describe in detail a fairly realistic situation. It has to include questions for individuals to put them in the right mindset and check that they are making the right decisions. This is because each team member must know who to contact in the event of a crisis, what actions are essential as well as which remaining resources to prioritize and protect. They need to get familiar with familiarize the general scenario before the scheduled meeting so that they can prepare for it well.

The scenario has to include a specific script, yet, it’s worth betting on some flexibility here. Perhaps in the course of the discussion, further points will change and the approach of the team members will shed new light on the whole situation. In such a case, it’s best for the leader not to no interrupt the discussion, let it flow and slightly depart from the original script to forge a better, upgraded one.

4. Remember the final analysis

The exercises make team members understand their roles and test whether they know the various provisions to respond correctly in the event of an emergency. However, the real value of the tabletop exercise comes from the analysis of this discussion and lies in the opportunity to make improvements and enhance already existing solutions. That’s why it’s equally important to analyze the entire event after the exercise has already taken place and make a report based on it. This information can improve the contingency plan and verify the gaps in it.

Is tabletop always the right solution?

Naturally, every approach to risk management and emergency preparedness has its pros and cons. The results they deliver are shaped by several emerging variables, environments and circumstances and people. The same holds for the tabletop exercise. Undeniably, this exercise lets you test the existing guidelines and evaluate the environment and people. It also enables you to learn about the suggestions of other team members.

It’s also a great learning and questioning opportunity that doesn’t involve a lot of resources and isn’t too labor-intensive. What’s more, such exercises can also take place remotely, so they will work well for organizations having different locations around the world.

However, this does not mean that this method is an ideal solution, it also has its drawbacks. Firstly, a relaxed atmosphere and theoretical talk will never reflect the real event, during which even well-prepared employees can fail, as stress and the need to act in a hurry are added. During a tabletop exercise, you can check that everyone knows their role, but you won’t always detect all the flaws in the plan. Some of them will only show up during real-life situations, not during theoretical discussions.

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What is talent management?

Talent management is a strategic process implemented by organizations across industries that involves identifying, recruiting, developing and retaining exceptional employees. The main objective of this approach, which is increasingly popular, is to ensure that the company has the right employees (along with their knowledge, skills, and experience) for each position – by which the people hired will contribute to the achievement of set business goals, ensuring long-term success. Thus, talent management is a significant part of organizational culture that promotes development, innovation, flexibility and high commitment.

Talent management – possible risk factors

While there are undoubtedly many benefits associated with effective talent management in an organization, unfortunately, it is also possible to detail certain risk factors that can affect its effectiveness. These should be divided into two groups: internal (related to the organization as a whole) and external (coming from outside the organization). The most important of these are presented below.

Internal risk factors

The lack of a talent management strategy is undoubtedly the most important internal risk factor. If an organization does not have an elaborate, thoughtful, tailored talent management strategy, appropriate action is unlikely to be taken to identify, develop and retain above-average employees. The lack of coordinated action will, in turn, translate into talent being used inefficiently, which is likely to increase the desire to leave. In addition to this element, we will also mention:

• Lack of management support – effective talent management requires management commitment and support. If leaders and managers do not understand and support the processes being implemented in this area, there may be a problem of lack of resources, inadequate investment and limited priority for this area,
• Lack of development plans – development programs are a vital aspect of talent management and an expected element of functioning in a company by above-average employees, and their absence leads to stagnation, which can consequently mean quitting,
• Lack of plans for vertical and horizontal promotions – if an organization does not have plans to deal with the departure of key employees, it may face difficulties in continuing operations and maintaining business continuity.

External risk factors

The most important external risk factor in talent management should be considered in the actions implemented by competitors. Dynamic competition in the labor market – that is, offering better employment conditions, additional benefits or development prospects – increases the likelihood that people with above-average skills will leave and forces the development of further strategies to retain them. This area should also be pointed out:

• demographic changes visible in the market – the aging of the population (resulting from a low birth-to-death rate) may lead to a talent deficit in the market. A decrease in the availability of appropriately qualified employees (characterized by above-average skills) may lead not only to difficulties in attracting them but also in succession planning or achieving set business goals.

• globalization – this element represents a deeper dimension of competition, as the opening to foreign obliged organizations to compete for talented employees internationally (making it more likely that they can lose recruits to competing companies offering better employment and development conditions).

How to minimize risk factors?

The risk factors outlined above can significantly harm the activities implemented by the organization – but some of them (internal aspects) can be minimized with a properly designed talent management strategy. When developing it, take into account several diverse aspects, such as the company’s business goals and its specifics (market situation, values, structure, etc.), the development needs of employees, currently possessed knowledge and skills, requirements for specific positions, possible tools and methods for employee development.

Remember to include in the strategy methods for measuring and monitoring the effectiveness of talent management activities (by establishing indicators that will demonstrate success).

Risk factors – summary

Effective talent management requires awareness of the aforementioned risk factors and taking measures to minimize them, especially in the form of the development of an appropriate document by the HR department and talent management specialists (with the support of management). Through the created strategy taking into account development and succession plans for selected positions (and, of course, the actions implemented on its basis), it will be possible to obtain a team that will work every day for the success of the organization.

In this regard, however, it is worth remembering that this type of document is not obsolete – you should constantly upgrade and reshape it to match changing business and market conditions.

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Who are highly effective employees?

Highly effective employees are distinguished from everyone else in a team or company by their level of achievement, productivity, efficiency and commitment to their work. They are highly motivated to work, they are not afraid to take the initiative, and they emphasize improving their skills at every step.

It is worth emphasizing, however, that any employee can become highly effective – for this is not a naturally assigned trait, but depends, among other things, on one’s attitude or the support received from the company (training, development incentives, appreciation of results in the form of actual rewards, etc.). Among the most important characteristics describing this type of person we will point out:

excellent performance – they are focused on performing their duties properly and strive to achieve the best possible results,

focus on quality – for these people, attention to detail and meticulousness are important,

Independence – they can make decisions and implement actions leading to the achievement of established results, in which they do not need the support of others,

great organization – they are distinguished by excellent management of their own time. They can effectively prioritize tasks and focus on the most important and urgent activities. They use various types of time management techniques (such as scheduling, delegating and eliminating distractions) to maintain above-average productivity.

Why can managing such employees pose a challenge?

Management can be difficult for leaders mainly because of the expectations placed on companies by such individuals – especially in terms of working conditions and development opportunities. After all, highly effective employees may demand more from a leader than those focusing only on doing their jobs properly.

It is also important to ensure that above-average levels of engagement are maintained at all times, in which the leader plays an important role – providing appropriate challenges, rewarding achievements and creating an environment conducive to development. Moreover, there may be conflicts within the team and reluctance on the part of others to work with such individuals, which the leader will also have to deal with. Leaders must skillfully manage the dynamics to maintain cooperation and balance in the team.

How to manage highly effective employees? 5 practical tips

Effective management of highly effective employees provides the company with such benefits as higher productivity, better relations with partners or customers, increased competitiveness and improved retention, among others. To achieve such a result, it is necessary to take advantage of the potential that characterizes them by setting ambitious goals and providing the right conditions for achieving the desired results. The most important issues to keep in mind in this regard are outlined below.

1. Set clear goals

   One of the critical factors in managing above-average people is to clearly define goals – in a specific, measurable, achievable and timely manner (according to the SMART method). Employees need to know exactly what is expected of them and what results their actions will lead to. Regularly monitoring progress and providing feedback helps keep the people hired on the path to success.

2. Make sure you have access to the right resources

   Highly effective employees need the right tools, technology and resources to perform their jobs effectively. Providing them with technical support, training and access to the necessary tools and information is key to maintaining above-average performance levels. So it’s worthwhile to go out on your own in this regard, looking for solutions that can help them perform their daily duties.

3. Delegate responsibility

   For this type of person, the tendency is characteristic not only to take responsibility for their tasks but also to take initiative, leading to very positive results for the company. So allow them to make decisions on their own within their area of operation, in line with the concept of empowerment. Allowing them to develop their ideas can benefit both the employees (satisfaction with working conditions, willingness to stay in such a place for a long time) and the organization (creating new solutions, and working for the success of the organization).

4. Take care of professional development

   Highly effective employees have a strong intrinsic motivation to continuously develop and improve their skills – and leaders should support this desire. They can provide them with opportunities for personal and professional development through training, mentoring programs, conference attendance and development projects, among others. Doing so not only increases their productivity and effectiveness but also helps keep them engaged and motivated at work.

5. Maintain work-life balance

   It is also relevant for highly efficient employees that they are more prone to burnout than those working at a “standard pace.” Leaders should therefore promote healthy work habits and encourage work-life balance. After all, the constant workload they tend to have can result in decreased productivity even for this type of person.

Highly effective employees – summary

In today’s highly dynamic and competitive business environment, the key to success is to skillfully manage and utilize the full potential of the people you employ – especially those with high-performance characteristics. Follow our advice and you’ll surely make it. Still, remember to try to recognize and meet the individual needs of this type of people (especially in terms of development). Leading highly effective employees requires, above all, flexibility and openness to the potential of the workers. Only then, you’ll then build the necessary trust among your team members.

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