Using Codification to Dramatically Increase Personal Efficiency

As an engineer-brained, MBA-trained operations, finance and strategy leader, currently responsible for several parts of my organization’s core back-of-house functions, I’m working proof that having documented systems allows leaders to do a lot more in a lot less time. I hear so many limiting beliefs from current and aspiring leaders about how much time it takes and how irrelevant it feels to codify their responsibilities, but there’s no way I could take on so much leadership in my job, grow my own independent endeavors, hold board and volunteer positions at other organizations, and still maintain a personal life if I didn’t have systems in place.

My new default when starting a role or doing something at work for the first time is to open a running document and write out the steps I took - link to the website, note who else was involved, record the timing if the activity will be recurring, copy email templates, etc. The next time that task rolls around, I don’t have to waste brain space figuring it all out again. Everything I  (or someone I delegate the task to) need to know is at my finger tips. Now, I can easily go on vacation, take a new role and train my replacement, or simply get things done quicker.

I have detailed instructions and customizable templates for hiring, onboarding, processing leaves, handling business finance activities, setting staff up with new technology, and myriad other tasks. Doing this leaves me with time and mental energy to read work-related newsletters, do just-in-time learning, and to move beyond thinking about the present to plan strategic business improvements for the future.

What aspects of your role have you codified and how do you use the time you’ve regained?