Note: Originally posted in 2008; brought from the archives in honor of our independence, especially the type of independence that boosts productivity and morale. Happy 4th!

We crave it. We demand it. We fight for it.
We resent those who keep us from it.

Sometimes we get it before we are ready and we flail or fail with consequences from trivial to tragic.

And then sometimes – we resent the ones who gave it to us too soon.

Or sometimes we get it before we are ready but also get helpful tools and support for managing the bumps without major consequences and are quickly rewarded and reinforced with YES! I did it! confidence building success.

Success breeding more success. Confidence breeding more confidence.

The thrill, the sense of freedom. The achievement. The recognition. The boost to morale. The readiness to take on even more and the responsibilities that go with it.

Ah – the joy of independence

It’s a wonderful thing to experience but difficult to attain. I have struggled through both sides of the battle, lived both sides of the consequences, suffered through all four sides of the resentment and have watched clients do the same.

In the process, I have found a few tools for successfully navigating to the more joyful side of independence. Here are six of them – written in office terms but easily transferable to your home.

1. Tools. It’s such a little thing but sets a tone for independence and efficiency to have designated “homes” for tools that everyone needs. Tools like: forms, scissors, the stapler, tape, the hammer and a first aid kit.

Note: If people aren’t good about putting things back so they are there for the next user, use some creative peer pressure tactics.

2. Exploration & Discovery. When training new employees, send them on a scavenger hunt instead of (or in addition to) giving the customary office tour.

Most new employees are so overwhelmed that if you take them on a tour and show them where you keep the paper cutter, it teaches them to come to you the first time they need it.

By the way, “Where did you say the paper cutter is?”

If the paper cutter is one of the items they are asked to find for the scavenger hunt, they will most likely remember. But if not, you have taught them to find it for themselves.

Include processes in your scavenger hunt as well…things “like a copy of the scavenger hunt list printed on recycled paper”. That’s much more instructive than showing them how to use the copier and then mentioning that “whenever possible, we like to use recycled paper.”

For more ideas, see this Sample Scavenger Hunt. The possibilities for exploration and discovery are endless. The hunt gets them working independently right away to find tools that will enable them to continue working independently in the future.

3. Checklists. Make a checklist for any frequent activity or process – packing for a trade show, ordering supplies, running errands, going to the grocery store, handling a customer complaint, closing the office for the night.

While some people think checklists stifle independence and creativity, I have found they allow for more of both. Why use time and energy remembering all the things needed for facilitating a management retreat, when I can consult a checklist? That frees my brain to create ways to connect uniquely with these particular participants in their particular industry.

A checklist can also be a powerful communication and management tool.

My assistant and I drove each other crazy for a while. She kept interrupting me with questions – so much so that I couldn’t get anything done. But if she didn’t ask the questions, SHE couldn’t get anything done.

So we came up with a checklist which gave her the information she needed to operate more independently – so that we both could operate more efficiently. At the end of each day, her checklist became a daily report, giving me updates on various projects and listing information she needed from me. The next morning, she got her answers, either in writing or during a brief discussion.   Here is a Sample Job Checklist.

We had a deal during the rest of the day, that except in the case of an emergency, if either of us was “tempted” to interrupt the other for questions or information, we would count to three. We shared lots of laughs during the habit breaking stage. But it wasn’t long before we noticed the impact this one-sheeter had on our efficiency – and on our relationship.

Warning: This is not a good idea for everyone. It worked for my assistant and me because we had a problem and came up with this solution together. I was so excited by our success with it that I created checklists for all who reported to me. Already successful and quite happy with their independence and autonomy, my handy checklist was unwelcome. In fact, it was an insult to them. What was I thinking?! I backed off, happy to enjoy the success my assistant and I had with the checklist and their success without it. And I was happy to have it as a tool for new staff members. They loved having such a checklist because it made expectations perfectly clear. Some even viewed it as their path to independence.

4. Consolidate communication. What if you are getting lots of visitors, phone calls, reports, memos, e-mails – so many that you can’t handle them all and still make your goals at home and at work – BUT it’s not as easy as making a checklist for your assistant? What then?

Pay close attention to communication for at least three days. No special form is needed for this. A scrap piece of paper will do. Just jot down how many times each person on your team drops in for a “quick question?” How many e-mails you get from each person? On what topics?

The information you gather will reveal some trends you may want to change. Perhaps you could consolidate some of this communication.

For example – it could be more efficient and effective to meet with the CFO daily during a budget crisis instead of trading ten e-mails each day.

Or if you are getting several e-mails a day from each member on your team on the same project, a more detailed project plan may be needed. Details like: desired outcome, interim steps, by whom, by when. Establishing periodic update meetings can also be more efficient than a constant deluge of FYI e-mails. Just be sure not to blow your effort for increased efficiency with an inefficient check-in meeting. Have an agenda and a time limit. A lot can be accomplished in 5-10 minutes. Meeting by phone cuts down on meeting time plus erases travel and gathering time. If you do meet in person, consider a stand up meeting. Things will go a lot faster that way.

If you try the ideas above, be sure to explain to the CFO, to the members of the project team or whoever is involved that you would like to try this to improve communication effectiveness and efficiency. Tell them you are going to save all questions, comments, updates, etc until ____(date of the next meeting). Ask them to do the same. If there are any exceptions to this rule (like an emergency), state what they are.

If someone slips and sends an email or drops in before meeting time, try responding with, “Will it hold you up if we wait and discuss it at our meeting this afternoon (or whenever)?”

And then – you will be amazed at how many of those questions get resolved before “the next meeting” and without your involvement – especially if you also put tool #5 to work.

But before we go to #5, let’s go back to your jotted notes on that scrap piece of paper. The possibilities for identified trends are endless. Don’t overlook the person whose name never shows up on your list. Is he really operating independently or is he silently sinking?

If you identify a trend and are unsure what to do, let me know and I’ll brainstorm it with you.

Now to #5.

5. Answer questions with questions. When a staff member comes to you with a problem and wants to know how to handle it, ask a question like, “Well Jane, what are your ideas for how to handle it?”

If her ideas are good and you have no additional ideas, a good response would be, “Those are great ideas. Which one do you think is best in this situation?”

If you agree with her answer, congratulate her. If not, make suggestions for improvement. Soon you AND she will feel comfortable about her handling the situation without you.

Note: You could extend this exercise to the whole staff by posing real or potential situations at staff meetings and asking for group discussion on how to handle each one. A simple “What would you do if…” After hearing their ideas, thank them for their ideas and then share your view, “Lots of creative ideas here. If we ever face this situation, I believe our best approach is …”

6. Whenever possible, provide hands on practice for emergency situations. Reading what to do is good. Doing it is even better. Reading and doing is better still for building skill and confidence – leading to greater independence so that when things do go wrong, people and their organizations aren’t left stranded.

For your team members, what situations might leave them stranded or vulnerable? A winter storm? A power outage? A flat tire?

Remember this from “Lessons from Dad”.

At age 16, it’s not unusual for a young adult in North Carolina to apply for and get a new job – as a driver.

It’s a very big job – opening up loads of opportunities. Plus challenges, responsibilities and potential problems.

My dad wanted to be sure his daughters understood these responsibilities. Most of all he worried about one of us getting stranded on the road (cell phones hadn’t been invented).

So in addition to the driving tests required by the state – we had to pass his test which included demonstrating to him that we could lift the hood, check the oil, water and hoses, change the oil and change a tire. But not just one tire. All four. To be sure we could loosen all the lug nuts.

NO ONE else we knew had to do this.

Though I thought it was ridiculous that we had to do it, I’ll have to admit that these exercises gave me greater respect and awareness for the machine I was about to drive, for what it would be like if it broke down and I was stranded. I wanted to keep this from happening. But if it did happen, I knew I could handle it.

Thirty-five years later, with cell phones and AAA making it less likely of getting stranded for very long, I still asked Dad to help get my son ready for the road. Of course he (my son) thought it was ridiculous. But I felt better about him being on the road.

Just a few months later, he was about 100 miles away from home when he had a blow out. He called to tell me how he was handling it and I could be wrong, but I think he was very proud that he was prepared. I think he was grateful too.

There will still be some bumps. Maybe even some roadblocks.

But the potential rewards are so great for so many:

• Your staff members will become more competent
• and more self-confident.
• They will also become more confident in you
• and your leadership.
• Morale will improve.
• Your customers will get better answers
• quicker.
• You will have more time to focus on your priorities
• meaning you will have a greater opportunity to achieve the results you want.

Ah – the joy of independence.

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