The One Minute Manager Meets the Monkey

1. Recognize the "monkey" problem: Tasks jumping from staff to manager

A monkey is the next move.

The monkey metaphor. In management, a "monkey" represents the next action or decision required in any given task or project. When managers take on their staff's monkeys, they become overwhelmed with work that isn't theirs to do. This leads to a vicious cycle where:

• Managers work longer hours, including weekends
• Staff becomes less productive and more dependent
• Overall department performance declines
• Work-life balance suffers for the manager

Root causes. Managers often take on monkeys due to:

• Desire to help and be seen as indispensable
• Enjoyment of problem-solving
• Lack of confidence in staff's abilities
• Failure to set clear boundaries and expectations

2. Apply the four rules of monkey management to regain control

All monkeys must be handled at the lowest organizational level consistent with their welfare!

Rule 1: Describe the Monkey. Clearly define the next action required for each task. This ensures everyone understands what needs to be done and who is responsible.

Rule 2: Assign the Monkey. Ensure each task has a clear owner, typically the person at the lowest appropriate level in the organization.

Rule 3: Insure the Monkey. Choose the appropriate level of involvement:

• Recommend, then act: For high-risk situations
• Act, then advise: For lower-risk situations where staff can handle independently

Rule 4: Check on the Monkey. Schedule follow-up appointments to monitor progress and provide support as needed.

By consistently applying these rules, managers can:

• Clarify responsibilities
• Empower staff
• Reduce their own workload
• Improve overall team performance

3. Delegate effectively to empower your team and free up your time

The best way to develop responsibility in people is to give them responsibility.

Delegation vs. assignment. True delegation involves giving staff ownership of entire projects or processes, not just individual tasks. This requires:

• Building trust in your team's abilities
• Providing necessary resources and authority
• Allowing staff to make decisions and learn from mistakes

Benefits of effective delegation:

• Increased staff motivation and growth
• More time for managers to focus on high-level tasks
• Improved overall department productivity
• Better succession planning and talent development

To delegate successfully, managers must overcome the fear of losing control and resist the urge to micromanage. Instead, focus on setting clear expectations, providing support when needed, and celebrating successes.

4. Coach your staff to handle their own monkeys independently

The purpose of coaching is to get into position to delegate!

Coaching process. Effective coaching involves:

1. Identifying areas where staff need development
2. Providing guidance and support
3. Gradually reducing involvement as staff become more capable

Key coaching strategies:

• Ask questions to help staff problem-solve independently
• Provide constructive feedback and encouragement
• Set challenging but achievable goals
• Allow staff to make and learn from mistakes

Measuring success. The ultimate goal of coaching is to reach a point where staff can handle projects with minimal managerial involvement. This is achieved when:

• Staff initiate and carry out most tasks independently
• Managers primarily ratify decisions and provide high-level guidance
• The team's overall performance and morale improve
• Managers have more time for strategic thinking and leadership

5. Balance boss-imposed, system-imposed, and self-imposed time

Swift and obvious penalties pursue those who treat other people's requirements in a lighthearted, cavalier fashion!

Three types of organizational time:

1. Boss-imposed time: Tasks and responsibilities assigned by your superior
2. System-imposed time: Administrative and bureaucratic requirements
3. Self-imposed time: Tasks you choose to take on, including:
   • Subordinate-imposed time (working on staff's monkeys)
   • Discretionary time (strategic thinking, innovation, leadership)

Balancing act. Managers must effectively manage all three types of time to succeed. However, many struggle with:

• Neglecting boss and system requirements in favor of subordinate tasks
• Allowing urgent matters to crowd out important discretionary activities
• Failing to build relationships that can make system tasks more efficient

To improve, focus on:

• Meeting boss and system requirements efficiently
• Eliminating subordinate-imposed time through proper monkey management
• Protecting and maximizing discretionary time for high-impact activities

6. Prioritize discretionary time for innovation and leadership

Never let the company go down the drain simply for the sake of practicing good management.

Importance of discretionary time. This is when managers can:

• Think strategically about the future
• Innovate and create new opportunities
• Lead and inspire their teams
• Develop their own skills and knowledge

Challenges to discretionary time:

• No immediate penalties for neglecting it
• Urgent tasks from others often take precedence
• Difficulty in measuring its short-term impact

Strategies for protecting discretionary time:

• Schedule it in your calendar like any other important meeting
• Communicate its importance to your team and boss
• Use newly gained time from proper monkey management to invest in discretionary activities
• Set clear boundaries around when you're available for non-discretionary tasks

By prioritizing discretionary time, managers can drive long-term success for themselves, their teams, and their organizations.

7. Transform from a doer to a manager for organizational success

The best way to convert a friend into an enemy is to get him indebted to you.

Mindset shift. Successful managers must transition from:

• Doing the work themselves to enabling others to do it
• Deriving satisfaction from personal accomplishments to team achievements
• Focusing on short-term tasks to long-term strategy

Key aspects of the managerial mindset:

• Measuring success by team output rather than personal productivity
• Developing and trusting staff to handle increasingly complex tasks
• Building relationships across the organization to facilitate work
• Spending more time on planning and prevention than firefighting

Benefits of the transformation:

• Improved team performance and morale
• Greater organizational impact
• Enhanced career prospects for the manager
• Better work-life balance and reduced stress

This shift requires conscious effort and practice but is essential for both personal and organizational success in management roles.

Last updated: October 24, 2024