When we think of a great business, we consider it to be run with efficiency. Every meeting, project, task, and event is planned, managed, and logged when it’s over.
The opposite is what we think of when considering a business that is running around with its hair on fire. Ad-hoc meetings, sharing of files, tasks being handed out to teams, and communication are few and far between.
So you should want to steer clear of this sort of thing. Ad-hoc practices are a slow car crash and a one-way ticket to the business graveyard. Here is what you can do to stop ad-hoc practices in your business.
Patience is a virtue
Some managers and teams will want to have ad-hoc meetings. It’s not unnatural for this to be requested because sometimes, teams need more clarity about information, more funding, more authority such as data and area access, etc.
However, if you are not ready for such a meeting, then they need to be told to wait until you are. As the business owner and or leader, you have a lot on your plate. If you are rushed, you’re more likely to make a silly decision.
So if it’s not absolutely critical to the team or project, then you must exercise your authority by telling the manager or project leader to schedule the meeting on a day and time that you are not busy. Don’t ever feel forced into meetings you cannot manage.
Ad-hoc file sharing
When there are deadlines to be met, employees feel the pressure of their boss breathing down their necks. The pressure can produce bad habits, such as ad-hoc file sharing.
If the cloud storage system is updating and not allowing users to log in, some employees might use email to share files. This leads to utter confusion if it carries on. No one knows who has the file, which version is the correct one, etc.
It will also be trouble for your compliance requirements if sensitive information is being stored or shared on your email. So use remote file access when your main servers are down.
You don’t have to use a VPN, which is great for when you are sharing files abroad. Use your smartphone, tablet, or another device instead of your computer, you won’t have issues with this type of sharing service.
On the heel negotiations
The world of business is fast-paced and doing deals while on the go, seems normal for some. However, if you are in the middle of a negotiation with another brand, you should never say yes or no to something while you’re on the move.
Even if you’re familiar with the contract, their demands, their personalities, etc. you should always take the time to think things through, wait until you get into the negotiation meeting room to make a final decision.
You cannot look past how many ad-hoc practices you have going on inside your enterprise. It might seem normal, but flying on the seat of your pants is due to end in disaster at some point.