Avoiding Micromanagement As an Agency Owner
Micromanagement is a natural — yet most of the time, counterproductive — response to someone making mistakes. But in the 21st century, isn’t this something we, as entrepreneurs, should avoid?
Fortunately, SPP makes the micromanagement strategies of the past unnecessary. Rather than forcing service operators to continue incorporating an outdated controlling management style, our software revolutionizes the way productized services operate.
Demoralizing and counter-intuitive managerial practices are outdated. That’s why in this article, we’re discussing how to avoid micromanagement with the help of a modern client portal software.
What even is micromanagement?
Micromanagement is when someone is taking on the role of personally controlling and monitoring every aspect of something. This can be a place, a situation, a team, or a project.
Even though this practice can be useful at times, it comes with a host of problems. From losing sight of the big picture to decreasing a team’s productivity, micromanagement is generally something leadership should avoid.
Another reason why micromanaging an agency team doesn’t make much sense is that many companies now rely on remote employees. Keeping tabs on employees with software does not boost their productivity, on the contrary. It makes them feel uncomfortable and anxious.
That being said, micromanagement can help in short bursts, for instance during onboarding. According to a study published in Harvard Business Review, managers need to learn when an employee needs help, and when to leave them do their job. Learning to respect your team’s ability to work by themselves boost employee morale and allows you to work on more important tasks.
Now, let’s look at a few signs you might be micromanaging your team without realizing it.
Signs of micromanagement
Every task needs approval
Agency owners who need to hit the approve button for every little task are not helping their team–on the contrary. Let your remote team take ownership of tasks, allow them to make mistakes, and learn from them.
Also, there’s a certain feeling of happiness when you check off a task list in SPP. If you’re not using tasks yet, you can set them up on a per-service basis.
Feedback is a moral lesson
There’s a fine line between constructive feedback or positive feedback, and giving someone a moral lesson. Unfortunately, not every agency owners takes the time to learn how to give each team member feedback in a way that it’s constructive. Take the time to learn about your employees, how they think, how they work, and what they expect.
Creation of unnecessary direct reports
If daily stand-ups weren’t enough, your team also needs to send you a weekly report with charts and detailed explanations, then review it together with the entire team. Is that necessary? Most likely not, a bullet point list of the weekly tasks might be sufficient.
Work-life balance is suffering
If your employees stay after hours to remain on top of their work, they might be struggling with too many tasks to do. Not only will they burn out at some point, nobody likes doing mundane tasks that bring little benefit to the agency.
5 ways to avoid micromanagement
1. Using a project management tool
Project management is one of the most challenging aspects of running a service business. With so many working components necessary to ensure the timely deliverance of services, anything that can facilitate service completion without distracting staff is essential for success.
The SPP dashboard shows new orders automatically on your dashboard. You’ll also observe the progress of each order in real-time. This means any time a customer makes a payment, fills out a form, or sends a message, you’ll see everything that’s happening in one easily accessible location.
You can also customize the way you automatically request information. If you need some specific data from your client to complete an order, you can set a trigger that automatically sends a request for that information each time the service is ordered.
You’ll set parameters as well, allowing all or specific staff members to access this information. All of this is done automatically, meaning once you set the system to your preferences, you know your projects have a process in place to fulfil client orders without the need for stressful micromanagement processes.
2. Documenting all communications
Searching through thousands of emails for a single message is a hassle no one needs. Instead, SPP keeps all of your messages in a centralized location.
Each time your client receives a message in their order, they receive a notification via email. The client can then respond directly via email. But the correspondence is all documented in their order, meaning your team can message them back, and you can observe the back and forth communication.
With this feature, you’ll have a clear history of who said what and when readily available to observe without disrupting the workflow. Thus, you’ll avoid having to reach out to your team any time you want some insight regarding how they’re interacting with your clients.
3. Auto-assigning team members to orders
When you know one or more members of your team are rockstars at fulfilling certain types of orders, it makes sense to assign those orders to those individuals. Here’s where managing your team with SPP can improve the quality of your services without forcing you to micromanage your staff’s actions.
For example, if you have someone excellent at writing long-form content, you’ll want to assign any long-form content orders to them automatically. You already know they’re going to fulfill the order properly. So this minimizes your need to micromanage by guaranteeing you’re assigning the best person for specific tasks.
You set the roles for your team. Then, they’re assigned to fulfill specific orders that relate to their expertise. This results in the right orders getting assigned to the right person, and the orders are completed without the need to micromanage your team.
4. Monitoring while avoiding micromanagement
Having SPP’s centralized system in place means you’re keeping the positive aspects of micromanagement while abandoning the features that can adversely impact your team. You still have control over operations, maintain accurate knowledge regarding your business, communicate effectively, and keep complex and custom operation reliable as they’re executed.
The client portal will rid you of the most common micromanagement problems, as well. You’ll have more time to focus on scaling your business without having to bother your employees. In turn, you’ll maintain employee trust.
Avoiding micromanagement means you’re avoiding burnouts. As a result, you’ll maintain skilled employee retention, adding value to your business as it scales.
Instead of breeding resentment in your business, you’re learning to depend on the valuable members of your team. And this is a scalable management style that can grow with your business.
5. Delegation and employee training
The art of delegation should be learned by any agency owner if they want to micromanage less, free up more of their time, and focus on important tasks. Sadly, many agency owners lack delegation skills, and never learn how to stop doing everything themselves.
The reasons for that can be that the owner might not have had the best experience delegating tasks before, or that they simply think that their team cannot handle the tasks.
That being said, here are a few things to keep in mind:
delegation skills need to be learned and earned
hire smart people who you can train to handle your tasks
let them make mistakes, and learn from them
Once you follow these tips, you’ll be able to focus on important agency tasks, knowing that your team has your back.
Even though micromanagement can be beneficial in some instances, most of the time, it’s a managerial method characterized by damaged productivity and a lack of trust. With this being the case, making the switch to SPP is an easy choice.
At SPP, we’re helping our users manage their teams and clients without forcing them to resort to outdated micromanagement practices. Our clients are experiencing boosts in their efficiency, higher rates of skilled staff retention, and millions of dollars in projects being completed each month, and we’ll do the same for you.