Are You Taking Time From or Giving Time Back to Your Team?

One of the most critical roles of a manager in team optimization is saving their team time. We often focus on removing blockers, reducing meetings, or optimizing tools and processes to streamline workflows. But we may overlook how our own actions—whether it’s a quick request or a delayed decision—can directly impact our team’s workload and efficiency.

The Real Impact of “Quick Asks” on Team Efficiency

Consider a manager who asks their team for a status update by Friday. That request filters down, and suddenly, an individual contributor is tasked with creating an outline, sourcing data, and structuring a report from scratch. While the task may seem simple, getting started can be time-intensive, not only because of the work itself but also due to context-switching and the need to align with the audience and purpose. Research shows that even brief interruptions can take up to 20 minutes to recover from, which affects the overall productivity and optimization of the team.

Now, imagine an alternative approach. Instead of passing down the full responsibility, the manager drafts an outline or provides a template that the team can refine. By shouldering some of the initial work, the manager enables team members to work more efficiently and effectively. This approach not only reduces workload but also contributes to overall team optimization by helping the team focus on high-impact tasks.

Delegation vs. Added Burden in Team Optimization

A fine line exists between delegation and creating unnecessary work. Asking team members to provide information that could be found independently, or requesting updates on every detail, can drain time and impact the team’s productivity. Effective managers balance authoritative and collaborative leadership, ensuring their requests are purposeful and support team optimization, rather than merely shifting responsibility.

Building Efficient Workflows to Give Back Time

Work management frameworks and team reporting tools can be instrumental in optimizing team time and efficiency. By implementing dashboards that offer a clear overview of priorities, timelines, and blockers, managers can access the information they need without disrupting their team. These tools bring transparency, showing not only what’s in progress but also what has been deprioritized or delayed, along with the reasons.

This approach strengthens team accountability and enhances the team’s reputation, especially when facing escalations, layoffs, or other challenges. Investing in these frameworks now contributes to overall team optimization, allowing managers to be proactive rather than reactive.

In the end, effective management isn’t just about achieving goals—it’s about creating a culture where team members feel their time is valued and their work is optimized. So ask yourself: are you taking from, or giving back to, your team’s time?