Video Series: Managing a Remote Marketing Team

Day 9 - Capacity


Working from home often means less: less time, less attention and less control.

So the question then becomes: how can you do more with less?

In today’s video, I’m going to share with you some pragmatic ideas on how you can increase the capacity of your team to do more with less.

One of the most important things you can do is to be ruthless about your priorities.

Ask yourself: what are the essential items that get completed this week? And make sure your team understands those items.

So much time is wasted on things that are not actual priorities or things that are perceived as priorities, but actually aren’t.

A good rule here is the 10-10- 10 rule, which is to ask yourself: will this task matter in 10 minutes, in 10 hours or 10 days? If the answer is no, then ignore or defer that task for later.

Another idea right now especially is to consider freelancers to add capacity to your team.

There are many people right now who are displaced or even unemployed as a result of this crisis and there’s lots of great talented people looking for work. Now is an ideal time to leverage their talents as freelancers to help build and add capacity to your team.

Regardless of whatever projects you’re working on, big or small, it can be helpful to create a project plan, which is a document that outlines the objectives and big picture of the project as well as the details of that project, like the responsibilities, accountabilities, tasks to be completed, deadlines, et cetera.

Having this document is really important because it can reduce the need for meetings, resolve issues quicker, and help keep everyone on track. So creating a project plan, regardless of the size of your project, is a great step that will help your team get more done in less time.

One of the best ways to get more done with less is to have a process, and a process doesn’t have to be complicated. It could be as simple as a checklist, but having a written set of steps or a sequence to follow removes any guesswork and means that other people can take over that responsibility.

So make sure that to create, document and use processes or even checklists to improve the efficiency of your work.

In addition, consider automation, if you haven’t already. Automation can save a tremendous amount of time and remove the hassle of manual work.

In addition, it also prevents human error, so using automation is key to maximizing efficiency. A great example of this is a tool called super metrics which can help you pull analytics and data from a number of different accounts.

So definitely invest in automation because that investment pays off every time.

Meetings are a huge waste of time and they’re rarely productive.

If you need to discuss something or brainstorm something, then a meeting makes sense, but that’s not often how they’re used. If you hold fewer meetings, you’ll have more time to get your work done and so will your team.

In addition, you should also consider having a daily standup.

I’ve talked about this in another video, but a daily standup is essentially a short meeting that happens every day and it’s called a standup because in person, everyone is supposed to remain standing throughout the whole meeting, which ensures that it doesn’t last very long.

And each team member goes along and answers three to five questions, which are: what did you do yesterday? What will you do today? And are there any obstacles for you to accomplish those tasks today?

Now, daily standup is incredibly effective and productive because it keeps everyone accountable, it gives you visibility into the work that people are expected to be doing and it helps remove any obstacles or barriers that are preventing people from getting their work done.

So definitely consider a daily standup because it’s a great way to help your team stay accountable and get more done with less time and attention.

And finally, remember to stay lean.

We often try to do more than is necessary and now is the time to slice things into phases. Phase one, phase two, phase three. Focus on the first phase, because often, less is required than you expect to see movement and progress.

This is another great reminder and reason why you should always be experimenting. It’s through experimentation that we can discover what works. Often, we invest too much time, energy, and effort into something and it doesn’t pay off.

Experimentation allows us to test and discover what works so we know where to invest our time, energy, and effort.

Every team has room to improve and these are just a few ideas to help you get more done with less. So your action item for today is simple. Just choose two of these items, any two, and start doing them. You’ll be glad you did.