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What to do when things aren't going well?

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What to do when things aren't going well?

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Do you have too much on your plate?

Are you behind on deadlines?

Are you unclear on priorities or deliverables?

Is your computer broken?

Are you not okay?

Please speak to your team lead, ask for help, and provide feedback. Just talk to someone.

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Within the team you should know:

The team's priorities

Your tasks

Your role

If you are in doubt, speak to the team lead.

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RASCI- framework

There is a distinction between a role and individually identified people: a role is a descriptor of an associated set of tasks; may be performed by many people, and one person can perform many roles.

R = Responsible (also recommender)

Those who do the work to complete the task.There is at least one role with a participation type of responsible, although others can be delegated to assist in the work required

A = Accountable (also approver or final approving authority)

The one is ultimately answerable for the correct and thorough completion of the deliverable or task, the one who ensures the task's prerequisites are met and who delegates the work to those responsible. In other words, an accountable must sign off (approve) work that the responsible provides. There must be only one accountability specified for each task or deliverable.

S= Support

Resources allocated to responsible. Unlike consulted, who may provide input to the task, support helps complete the task.

C = Consulted (sometimes consultant or counsel)

Those whose opinions are sought are typically subject-matter experts, and with whom there is two-way communication.

I = Informed (also informee)

Those who are kept up-to-date on progress, often only on completion of the task or deliverable; and with whom there is just one-way communication

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Responsible/Accountable

Include other areas - get weigh-in from others impacted.

Let others know of the decisions that you are making. - Use the message boards

Consulted/Informed

Raise a concern if needed.

If there is disagreement

Trigger a meeting and discussion if it can't be simply solved asynchronously.

Leadership is asked to weigh in if no clear decision can be made.

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On Mondays, we do a leadership check-in, where we write the three main things we are working on throughout the week. We use the prompts below to assess.

As per my priorities:

Top 3 priorities

Why is it a priority - what big picture project does it relate to

Am I on track to get it done on time?

Do I have the resources to get it done?

What is the risk/shortcut we are taking?

What am I not prioritising?

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👹 You have no idea what the task is about.

👹 You need to chase people to get additional information to work on a task.

👹 Messes up you daily or weekly plan.

👹 Hides somewhere in the backlog and jumps on you when you don’t expect it.

👹 Forever blocked by some other task.

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👑 Everything about a task should happen in the task’s card comments.

👑 If someone assigns you a task, you can acknowledge it with a like to show that you've seen it and can work on it.

👑 If you’re not the right person to work on the task, you can reassign it or start a conversation in the task comments.

👑 As you work on the task, provide updates with task comments so task collaborators can respond and follow along with progress.

👑 If you need to draw someone’s attention to a task or comment, use @mentioning. They’ll be notified and can quickly navigate to that specific task.

👑 Put the outcome / result of a task (when applicable) so others can easily access it.

more_vertical

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🤘 Has a deadline. And it’s realistic.

🤘 Has key information you need (brief, links, comments, attachments).

🤘 Starts with a verb, so you know what to do (“design”, “write”, “send”, “post”).

🤘 The outcome of task is clear.

🤘 Has a start date – so you know when you need to start (you can set it yourself).

🤘 Has updates and comments when needed,

🤘 Has someone who cares about it.

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binas strive be:

Ourselves- Self-aware, authentic, and honest. We enjoy our own company and have self-control.

With intellectual humility (and a bunch of humour) with a strong aversion to accepting things at face value. We withhold belief until presented with ample evidence. We are willing to accept and consider other views with value and broad-mindedness.

Big picture thinkers-  We critically engage with the world, taking active responsibility. We can plan, clarify goals, explore alternative strategies, and consider consequences.

Compassionate- Sensitive to other people's experiences treating those with kindness and respect.

Skilled communicators and collaborators-  We can express our thoughts, feelings and values deliberately and debate topics amply. We work with others constructively and thoughtfully voice our ideas and opinions to benefit the group.

Insatiably curious- We treat our curiosity with focus, adaptability and realistic organization.

Socially conscious. We think about our societal role- what am I doing to benefit others? How can I make the world a better place?

Adventurers and face unknown and uncertain situations with persistence and creative solutions. We are mentally prepared with innovative strategies and connect seemingly unrelated concepts to face adversity.

Resilient to challenges and changes.

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💪 We take initiative, and responsibility. If we see something that could be done better- we bring it up and together decide who and how it should be fixed.
💪 We put efforts into making other people’s work easier, not harder.
💪 We set realistic deadlines.
💪We help each other out.
💪We work with our peers or resolve a situation ourselves before we escalate.
💪We prioritise the important.
💪We manage ourselves.
💪We speak our minds.

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Put questions on the message board

Use it to inform/ask questions

Use the categories - announcements are for no follow-up needed.

FYI - I need to know and there could be follow-ups

Heartbeat - updates

Pitch - I have an idea - 'let's try something

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For chatting about the team about project-specific things.

If to-do is not applicable and not confidential.

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We have weekly Coffee Meetings with random members of the team. These are assigned by the executive assistant and are on a rotating basis. These meetings are social and there is no set topic of discussion.

If you have any questions please ask Nanna.

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Chats for 10 minutes can be more productive than a 1-hour meeting.

Chats are encouraged.

What is the etiquette?

Check people’s calendar

Ask if available

If calendars are not blocked off, ping people first

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Please only schedule meetings, when it is absolutely necessary, and make sure to have prepared for the meeting beforehand. We need to be conscious of our colleague's time.

Progress reports

Communicating updates

Communicating work done

Decisions made

Upcoming decisions

Any issues that occurred/were they solved?

Project Planning

Planning

Agreeing on goals

Deliverables

Confirming priorities

Clearing up confusion

Issue resolution

Call a meeting if there is a concern that is not resolved

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Do:

For emergency

To remove blockers

To check if people are available

For quick questions

Respond within three hours (or a day for teaching staff)

Don’t:

Requests for actionable items (Can you give them a to-do instead and provide necessary context)

Pepper with questions - chat/check-in instead

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Block out deep thinking

Block out batching micro tasks

Block out deep thinking

Block out batching micro tasks

Block out breaks/ out of office

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Every week list your top 3 priorities (you will be prompted in Basecamp).

Focus on getting those 3 things done that week.

If you are feeling overwhelmed or unclear with tasks or priorities, please speak with your manager.

Things come up every day - so be realistic in your goals.

Some ideas for more effective work:

Be clear on priorities

Be clear on deliverables (ask your manager if you have a question)

Limit distractions

Block off some time for deep thinking/focus time (consider turning off notifications)

Consider batching small tasks all at once

A common theme of being productive is to limit distractions, however, we work as part of a team, so we encourage communication and collaboration, we have some suggestions on how to best approach that together.

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Meetings should have:

If you request the meeting – you need to allocate an hour to preparing

An agenda

Pre-focus time