If you want to be the person known as one who gets things done, there are steps you can take to increase your likelihood of success. These steps are beneficial to anyone, but are especially important to someone starting a new position, changing companies, or recently entering the workforce.
Imagine your boss assigned you a project and it needs to be completed today. His request seemed simple enough. But now that you’ve dived in, the project is more complex than you initially thought. You’ve hit a roadblock. Your boss is in meetings the rest of the day and there is no one to answer your questions. You plug along, but the results are less than stellar because you didn’t have a clear understanding of the project. Sound familiar?
Don't beat yourself up too much. By following a few simple actions you can improve and increase your success rate. These actions and recommendations have been grouped into eight categories; (1) Receive, (2) Respond, (3) Read, (4) Review, (5) Review Again (6) Remember (7) Respect, and (8) Responsibility.
Sometimes a project or task is assigned to you by your boss, other manager, or a team leader. Still, other times you may volunteer. These eight steps are useful whether you were assigned or volunteered for a project. By following these recommendations discussed in the Eight Rs you can avoid the above scenario happening to you.
1. Receive
Examine the requirement in detail with the person assigning the project before he/she leaves.
Ask questions until you are confident you understand all instructions of the project you are being given.
Question anything you don’t understand or that looks wrong.
Write down all instructions and any other notes about the project.
Secure the name, phone number, and email of a person to contact should you need additional information or have questions once you start the project.
The key in the first “R” is clear communication. Listen carefully to any and all instructions given to you. This area is one where many people fail because they don’t want to appear incompetent. Asking questions for clarification is one of the smartest things you can do. Wrecking the assignment because you failed to obtain a clear understanding of the requested project is a lot riskier than how you might appear when asking a question up front.
2. Respond
Accept the assignment with enthusiasm. Avoid acting like you don't want to do it.
Ask “when do you need this completed?”
For a complex task develop a schedule.
Get started immediately.
Follow-up on information needed from others so that you stay on schedule.
Compete the project early, if possible.
Let the person who assigned the project know when you are done.
When you are told, “I need this done as soon as possible,” obtain a concrete date. “Soon” and “as soon as possible” are ambiguous. Does “as soon as possible” mean today, this week, or this month? You don’t want to think something is due at the end of the week only to find out too late that it is due today.
For projects that will extend beyond a few days, regularly report the status. The reporting frequency depends on the length of the project and how often the person wants to receive status updates. When you have completed the project, notify the person who assigned it to you. Don’t sit around and wait to be asked about it.
3. Read
Read all project documentation carefully.
Be sure you understand the content of any documents/briefings/graphics, etc.
Look for and correct mistakes or inconsistencies in resources provided.
Verify correct terms for abbreviations and acronyms.
Seek additional resources to give you a better understanding of the subject matter.
Conducting research beyond the resources provided may give you added insight to the subject.
Understanding the details of the project will result in higher quality results. Increased knowledge makes you more valuable to your company.
4. Review
Review your work carefully ensuring everything is accurate and correct.
Examine all grammar, spelling, acronyms, format, and graphics for all documentation to be submitted.
Details are important. Check your work even if it will go to an editor or somewhere for testing. You should always perform a thorough review of your work before submitting or sending it to the next phase.
5. Review Again (Peer Review)
If possible, ask someone else to review you work.
When you have been asked to review someone else’s work, do so with as much care as you would your own.
After you have written, rewritten, reviewed and re-reviewed documentation, you have looked at the same words for so long, you may read errors without seeing them. This is why, if resources allow, you need to have a peer review of your work. This should be done by someone who understands the technical aspect and is qualified to question anything that is confusing or inaccurate.
6. Remember
When you do something new, write it down in detailed instructions. Then, you will know what and how to do it the next time you are asked.
Organize your notes so that you can quickly locate a needed item.
Document lessons learned from each project and implement improvements on the next project.
Your boss may be wonderful, patient, and a great mentor. However, no one wants to answer the same questions over and over again. Questions are good, but once you have been told how to do something, you are expected to remember it.
A good rule to practice: Anytime you go into a meeting, carry something for note taking. Develop a system to keep your notes organized so that you can quickly find the instructions when you need them. This will make you look smarter than your peers who are constantly asking the same questions.
7. Respect
Respect other people’s space and time.
When you need to meet with someone for information or collaboration, schedule a meeting time rather than just dropping by their desk.
Avoid interrupting a coworker or loitering around someone else’s desk.
Respect other people’s ideas and opinions.
At work, we have to interface with a lot of different personalities. Some are easier to work with than others. We need to respect each and every one of them. Not everyone is extremely busy at the same time. Everyone has their own job to do and deadlines to meet. Be patient when asking others for information you need to complete your project. Patience and respect go hand in hand at work. By asking to meet with someone at their convenience, you will have their full attention when you meet. If you need information quickly, let them know you are working a deadline. Most people will try to help you, if they can.
Creativity often comes out of a forum of differing ideas and opinions. Respect other people’s contributions to a subject or project. If your idea is not selected, don't be offended. It may contribute to a discussion that results in a better overall solution, either now or in the future.
8. Responsibility
You are responsible for your work.
The quality of your work is a reflection of you and your values.
As a team, we have a responsibility to help each other succeed.
Often you will work with others as a team on a project. All of the Rs still apply to teamwork as they do when you work by yourself. In a team, the project success is shared by all members of the team. Each team member has a responsibility to help each member succeed.
Always do your best. If you fail miserably, don’t blame someone else. Take responsibility for your project and the failure. Examine what went wrong and determine what you could have done better. Document your lessons learned. Then, strive to improve and do better next time.
To stand out above your peers in a positive manner, your accomplishments need to shine. You need to be seen as someone that executes tasks and projects well. Following the Eight Rs will help you to understand the project well so that you can produce quality results. What you learn from each project will make you better prepared for the next one. As a result, you will be known as the responsible and dependable person that gets the job done.
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