How High-Performing Leaders Save Time & Get Better Results

3 Time-saving tips that don’t involve calendar management.

How many times do you send an email or instant message hoping for a quick answer only to find yourself engaged in a long back and forth? We’ve all had this happen. It contributes to thousands of unnecessary emails, frustration, and in the worst case a meeting.

Funnily enough, some of the worst perpetrators are senior executives because they have the least amount of time and the most knowledge. Often, they shoot off an email/IM, hurriedly typed between meetings, assuming folks have all the same context and expect a quick, accurate response.

Sam and Jordan,

Where are we with updating metrics? I have not reviewed anything. I don’t want to share until we update. LMK. Thx.

This leaves the reader with too many questions. What metrics? Is there an urgent need? What’s the quality bar? How will the metrics be reviewed? A meeting? An email?

Here’s a better request…

Sam and Jordan,

I have a business review meeting with the CEO next Friday. I need to see the Q2 operational metrics no later than Wednesday prior. Can you send me the in-progress metrics in email by this Thursday? I’ll review on Friday and come back to you with any questions by Monday. We can iterate offline, or if we need to have a quick meeting to discuss, we can find 30 minutes on Wednesday. Thx.

While the first example is shorter, it’s less clear to the reader. The exec was writing this for him/herself not for the reader. The result of first message is increase time on the executive’s part to follow up and explain what was really being asked for. In addition, the recipients and their managers would also be wasting time due to unclear request.

Instead, let’s maximize your Return on Minute with these three communication tips.

How to Write for Clarity

1. Slow down. Most times you do not need to send the email/IM that very second. This is about you not wanting to forget. Instead, think about your audience first. If you need to, send the email to yourself. When you have more time, copy the note and add the relevant information. Remember clarity is kind and saves time.

2. Put your bottom-line up front. It helps the recipient understand immediately what’s being asked for. What not to do… write as you think. Doing so means the reader has to wallow through unnecessary commentary in hopes of getting to the point. The Pyramid Principle is a helpful framework.

Clear:

Can I send you the newsletter intro next Friday instead of Wednesday? That way Talia can review, and I can include the data from Omar and customer stories from Lulu.

Less Clear:

I’ve been working on the newsletter intro you wanted by Wednesday. I realized that I’m missing some data and customer stories. Omar worked on a similar project before. I think he has the numbers, but he’s out until Tuesday. Lulu has interviewed some customers. She’s really excited about what they’re saying, and I thought it would be great to include those as well, so we have real-life examples. Oh, and Talia needs to review first. If I include all that I’ll have it ready by next Friday at the earliest. Is that okay with you?

3. Write for them not you. If you’re asking for something, let the team know what specifically you need and by when. If you’re an executive, your people will prioritize your requests when immediate action may not be necessary. Good leaders understand their impact and add in who, what, where, when, and why.

Bottom Line

Communicate clearly to save time, reduce frustration, and get a better result. In other words, maximize your Return on Minute.

Return On Minute