Staff Time
- Mae Golden
- Mar 30
- 2 min read
They say that if you want something to be done, ask someone who is already busy to complete it.
They lied.
I think the assumption is that a busy person is also an efficient person who uses their time well. I wonder, if that busy person were asked if that were true, what would they say?
“No, I just do the best I can. My to-do list never ends. I keep going to the next thing.”
“I don’t know how to say 'No' when asked, so they assume I can.”
“I’m never asked, I’m told what to do, so I have no choice.”
“I don’t want to disappoint others, so I agree and just make it work, somehow.”
“There will always be something to do. I prioritize the best I can.”
This list of responses could continue indefinitely.
When a procedure requires documentation, the responsibility often falls to the person performing the task, commonly referred to as the subject matter expert (SME). While this approach may seem logical, it's not uncommon for SMEs to express that they're too busy to take on this additional task. Having experienced this myself, I empathize with their situation, as I have also found myself in that position. So, how do you fix that?
Note: The first time a staff member hears about documenting procedures should be at a team or staff meeting, especially if this is a department or office project. Otherwise, they may feel singled out. This is a good way to start a lousy rumor!
Here are a few suggestions. Only the first bullet is the priority. The rest are listed in no particular order.:
Have a conversation with the SME regarding the duties they have on their desk. Don’t assume you know.
There is no judgment here. Unless there are weekly scheduled update meetings, this assignment will be considered reckless and a demonstration of a lack of understanding.
Help prioritize tasks if needed.
If there are time-sensitive tasks assigned to the SME, offer assistance with their non-time-sensitive tasks.
This is a case for cross-training staff. JS
Set a deadline for this assignment.
This should not be tomorrow or the end of the week.
By the same token, it should not be the end of the year if it's only March. (Unless it’s the team or department project timeline).
This can be done solely by the SME or in conjunction with management.
Conduct regular check-ins to assess their progress and determine if they require any additional support.
Try to avoid the ‘just get it done’ attitude. Showing awareness goes much further.
The bottom line is that knowing your staff can facilitate a smoother creation. A few well-asked questions can help clarify what needs to be done to develop a standard operating procedure (SOP) that benefits all.
Have you ever faced the dilemma of being asked to do something when you already feel overwhelmed? What did you do? Comment below.