Contractor Tip Of The Month: Getting Things Done

Damian Lang

1. I flew in from Wisconsin, Dan from Florida, Roger from Michigan, and Steve from South Carolina. I was impressed when I landed in Dallas and got a call saying Roger and Dan were waiting to meet me at baggage claim and Steve was outside ready to pick us up in the rental car. Steve and Roger had the trip planned down to the finest details, including coordinating flight times, reservations for hotel rooms, rental cars, dinner, and meeting times and locations. Their forethought and preparation not only made it easy for me but also made our meetings more effective.
2. They had a detailed agenda which allowed us to make an efficient presentation and kept us from unproductive and unimportant topics. 
3. Everyone knew what was expected of them because we met for two hours and discussed our meeting goals in advance of our meeting. Each person knew their role, deadlines, and follow-up responsibilities.  
4. They were engaged during the meetings and took notes. 
5. During breaks and between meeting segments, these managers made calls to clarify information. Then they returned for the next segment with answers. This proved to be a valuable technique as it saved us significant time and money and kept the meeting moving forward.

• Observe how they make plans. Are they proactive or reactive? Do they plan to anticipate problems, issues, or opportunities? Or do they wait until they are in the middle of a situation to consider the necessary steps required to finish the project? A proactive manager will anticipate future conditions so they can take advantage of promising situations. And in negative situations, they can keep the impact to a minimum.
• Are they organized? Before hiring someone, I like to peek inside their car to see if it is tidy. I may even drive by their house to see if they have a well-maintained lawn. If their car or lawn is a mess, rest assured their paperwork and follow-up responsibilities will likely be a mess as well.
• Are they taking notes during your discussions and meetings? Productive managers take notes, while ineffective managers do not. Taking notes can increase recollection by 300% to 400%. 
• Great managers make following up their priority. How quickly do they take care of action items after a meeting? Anything discussed in a meeting that does not hinge on the involvement of something or someone else should be addressed within minutes. 
• Do they respond with definitive answers to your questions? Great managers hold themselves accountable by providing specific details. They want to ensure the topic is adequately addressed and the subject is closed. An unproductive manager will give you vague answers and speak in generalities to avoid accountability. 
• Do they keep a to-do list? A great manager will make a list every day and work on one task at a time until everything is complete. While simple, this tool keeps you focused, efficient, and productive.