I am on a bit of a mission to automate as much administration as I possibly can. Not only does it help me manage my time better, but it also means I can focus on more meaningful interactions with my freed time. 

It’s well known that most introverts prefer socializing in smaller groups. Part of that stems from a desire to avoid what we feel can be superficial communications, such as small talk, and focus instead on putting our energy towards building deeper relationships.

The purpose of automating is not hide behind a system or avoid all interaction, as tempting as that may be for some introverts, but rather to carve out time for quality communications instead of getting bogged down by the administrative equivalent of small talk. But how do you prevent these helpful systems from becoming soulless interfaces and losing your presence as a leader? 

In a grand attempt to find balance between these two opposing ends, I’ve come up with the following solutions, that at least so far, seem to be working:  

 Taking Note of Personal Details

I keep a little notebook with a few details about each person I work with so that I can use these points to better connect with those people. I started using an automated video interview service this year and since I no longer have the chance to interact with applicants live, I have made sure to record details about their interview and provide some feedback when I offer them a position. I also try to include a personal reference they may have made to show I am paying attention to them as an individual. This also gives me a talking point for when I interact with them in person once they start work.

Regular Mass Communication

People like to know what’s going on. Newsletters are great for keeping everyone up to date on events, promotions, and the happenings of the workplace. I like to keep my Newsletters short, about 300 words or less, highlight a few key points, and send them out one or two times a month. I prefer to keep the information positive and light. While this form of communication is a great resource for disseminating important information, I find it’s not the place for negativity or re-enforcing policies. I try to use my newsletters to keep up engagement and boost morale.

Being available for one-on-one

Despite automating a lot of interaction, I do make sure to let everyone know that they are welcome to reach out in person, by phone or email at every step of the way. I really think this is an essential part of ensuring I’m not accidentally putting out a closed door vibe. Because I now do have a little more free time, I can really give time and attention to those who do need that individual attention.

Social Events

Team building and social events are also key. I try to set up a few events at key points throughout the year. I like to give myself active roles during these social functions so that I can interact, but also have a focus that will keep me from being limited to endless rounds of small talk. Social events are also a great opportunity to break out those little talking points I’ve been logging in my mind for different people.

Go out to the front lines

Working along-side my team gives me an opportunity to be present. It also has the advantage of giving both parties something to do while interacting, alleviating some of the pressure for that dreaded small talk. I can ask them about their work, about a problem that needs some brainstorming, or anything that is engaging. It's also an chance for your workers to share their ideas or ask questions that they might otherwise be too shy to bring forward. It presents an opportunity for you to listen and for them to be heard. Sharing a common experience builds often has a bonding effect and builds common ground and mutual understanding.

Of course the more I get to know everyone the easier the interactions that I do have become. It seems that the mix of different communication styles also helps me connect with various personality types.

In the past I really struggled with trying to meet the individual communication demands of my team. I felt I needed to answer to every interaction and in the end, I was so caught up in trying to keep up with this and avoid automating any processes, that I ended up with little time for anyone and was constantly suffering people burn-out.  Since automating so much of my daily repetitive and administrative communications, I can honestly say that I have freed my time and I now have way more energy to really interact with my team. It’s been a win-win for everyone. It’s still a work in progress, but it’s definitely moving in the right direction.

Hopefully you find these little tricks as helpful as I have. I'd love to hear how you keep connected with your staff. If you're interested in the tools I'm using to cut down my administrative clutter, check out my post: My Favourite Tools for Uber Organization.