If a Plan Only Works When Everyone Gives a 110%, Then It’s NOT a Good Plan

Introduction

Picture this: we're sitting at our favorite café, the one with the comfy chairs and the best lattes in town. We've just ordered our drinks, and we're catching up on work and life. You know, the usual. Suddenly, the conversation turns to the challenges of work. You mention that your manager expects you to give 110% all the time, and you're burning out quickly. Let's be honest—this expectation is not only unrealistic but also a recipe for burnout. We're not machines; we have our limits and need time to handle personal life, health, and unexpected curveballs. If your plan requires everyone to be in overdrive constantly, it's likely flawed. So, how do we create flexible, more humane plans that account for life's inevitable unexpected events?

Why Overworking Is Counterproductive

Let's cut to the chase. Expecting your team to give more than 100% all the time will drive them into the ground. Have you ever noticed how burnout, decreased productivity, and high turnover rates seem to pop up when everyone is stretched too thin? When people are overworked, the quality of their work drops, and their morale tanks. A realistic capacity for a healthy work-life balance varies; on some days team members might have 90% capacity, while on other days, they might have only 40% or even 20%. This inconsistency is natural. It should be anticipated and strategically planned for. The opposite of a healthy work environment is one where people feel undervalued and don’t have the time to recharge and manage their personal lives.

Building Flexibility into Plans

1. Recognize Human Limits: Now that you understand your team members will have varying capacities on different days, imagine setting realistic deadlines, allowing for buffer times, and understanding that emergencies and personal needs will pop up. How much smoother would things run? Consider the diverse needs of your team members—some may have family obligations, others might face health issues, and still others might need mental health days. By acknowledging these limits and incorporating flexibility, you create an environment where people feel valued and supported. This not only boosts morale but also enhances productivity and loyalty. Employees who feel understood and accommodated are more likely to go the extra mile when it's truly needed, knowing they have a safety net to fall back on during tough times.
2. Encourage Breaks and Downtime: Breaks aren't just a luxury; they’re essential. Research shows that regular breaks boost productivity and creativity. And guess what? Leaders should model this behavior themselves. Have you ever worked for someone who took their own advice about taking breaks? It sets a powerful example. OF/BY/FOR ALL's CEO, Courtney Harge, leads by example as she actualizes the organization's values into practices and clear equitable policies. Click through to this in-depth interview to explore a few of the ways she does this!
3. Implement Flexible Work Hours: Flexible work hours aren't just a perk; they’re necessary. This flexibility can lead to increased job satisfaction and loyalty. Think about it—when was the last time you felt genuinely respected at work because your personal needs were taken into account?
4. Provide Supportive Resources: Offering mental health resources, child care support, and flexible leave policies isn't optional. When employees know they have support, they're more likely to be engaged and productive. Imagine the peace of mind you'd get from knowing your workplace has your back.

Tools to Aid in Creating Flexible Plans

1. Project Management Software: Tools like Asana, Trello, Monday, and Notion can be lifesavers. These platforms allow for flexibility and adjustments as needed, keeping the plan realistic. Have you ever used any of these tools? They can be game-changers.
2. Communication Tools: Slack, Microsoft Teams, and Zoom are crucial for clear and open communication. Understanding individual capacities and adjusting plans accordingly is non-negotiable. Imagine how much easier your job would be if everyone communicated openly and effectively and when they were fully present and available to communicate with integrity and provide a quality response. The entire OF/BY/FOR ALL team works remotely across different time zones and supports clients all over the world. Because of this, asynchronous communication is the most humane option. There is no need for people to be expected to respond to a question during their sleeping hours simply because their teammate is awake in their time zone. Bake in extra time for asynchronous decision-making. We won’t always be able to make a decision together in real-time. That’s OK. Don’t force it. Document the key questions and find a way to ask, answer, decide, and commit.
3. Time Management Tools: Apps like RescueTime and Toggl can help employees manage their time better, ensuring they aren't overburdened and can take necessary breaks. Ever tried these apps? They can help you keep track of your time and avoid burnout.

The Importance of Empathy in Leadership

Empathy isn't just a "nice-to-have"; it’s a critical trait for leaders who want to create sustainable plans. Understanding and empathizing with team members' personal lives and challenges can lead to more realistic and humane plans. Empathetic leadership builds trust and loyalty, which are essential for long-term success. Have you ever had a leader who genuinely understood your struggles? It's a game-changer, right?

Case Study: A Real-World Example

Think about a nonprofit organization that was struggling with high turnover rates and low morale. The leadership team decided to implement more flexible work hours, provide mental health resources, and encourage regular breaks. Within a year, they saw a significant improvement in employee satisfaction and productivity. This example shows the importance of creating flexible plans that account for human needs. Can you imagine how much better your workplace would be with these changes?

Tools and Techniques for Leaders

1. Regular Check-ins: Regular one-on-one meetings with team members can help leaders understand their current capacity and any personal challenges they might be facing. How often do you get to have a candid conversation with your boss about your workload?
2. Anonymous Feedback: Providing a platform for anonymous feedback is crucial. It helps leaders gain insights into team members' feelings and areas where the plan might be causing stress. If your work culture doesn’t make you feel like you can’t be honest about your workload directly to your manager an anonymous feedback system could change that.
3. Professional Development: Investing in professional development isn't optional. It helps employees feel valued and improves their skills, making them more efficient and capable within the plan's framework. When was the last time you felt your employer invested in your growth?

It’s Time to Prioritize People Over Institutions

Leaders must understand that the well-being of their team members should always come before institutional goals. Prioritizing people doesn't mean neglecting organizational objectives; rather, it means recognizing that achieving those objectives is more sustainable when employees are at their best.

Institutions are containers to support, amplify, resource, and store the work that people do. Organizations—including this one—do not define the people who work for or with them. In situations where maintaining a practice or process harms the people doing the work, we at OF/BY/FOR ALL attempt to change the process before we try to change the person. We prioritize people over institutions.

In collaboration and negotiation with the rest of the team, each employee in our organization has the means to develop their processes and boundaries in service of organizational goals and timelines.

We also hold close the below Community Agreements in our work as a team. While they are intended to support our work with other organizations, they should also inspire and support our work with each other.

WE PRIORITIZE PEOPLE OVER INSTITUTIONS when we:

• Adjust the scale, scope, or deadline of a project if the human capacity is unavailable.
• Establish consent for project participation at the onset and schedule times to check in on both consent and progress.
• Redefine roles and responsibilities as projects evolve or shift.
• Ask “Do you have the capacity to complete this?” or “Is there something you need in support?”
• State what our limitations, boundaries, and needs are with honesty and vulnerability.
• Are transparent about why, if adjustments can’t be made.
• Communicate clearly about when we are asking each other to consult vs. collaborate vs. lead on a project.
• Make transparent decisions and increase transparency when asked.
• Call out decisions where power imbalances may affect the outcome.
• Respect others’ “no” with communication and without coercion.

Wrapping It Up: Sustainable Planning for Real Human Beings

A plan that only works when everyone gives 110% is not just a bad plan; it's a house of cards waiting to come crashing down with the slightest gust of wind. Leaders need to understand that their team members are human beings with varying capacities and personal lives that need attention. By building flexibility, empathy, and supportive resources into their plans, leaders can create a more sustainable, productive, and humane work environment. This approach not only benefits the employees but also leads to better organizational outcomes in the long run.

Call to Action

Leaders now's the time to rethink your planning strategies! Evaluate your current plans and identify areas where flexibility can be introduced. Implement the tools and techniques discussed in this article and watch your team's morale and productivity soar. Remember, success includes rest and care, not just relentless effort. So, what changes are you going to make today?

We know one thing you can do right now! Sign up now for OF/BY/FOR ALL's Learning Hive, an 8-week learning opportunity designed for professionals at all levels to cultivate, refine, and practice leadership skills through a values-based lens. Participation in this program will help you become a visionary, liberatory leader who can create flexible, humane plans that prioritize people over institutions. Don't miss out—our next cohort begins in September 2024. Register ASAP to secure your spot and start transforming your leadership approach!