The benefits of Minimalism applied to communication and business management.
Minimalism goes far beyond aesthetics or reducing "the things we possess." This concept is reborn today with more force in an over-communicated world where FOMO - or "the fear of missing out" is prevalent. However, despite its growing popularity, a significant portion of the audience still doesn't fully grasp it.
So, let's directly tackle some of the prevalent misconceptions about minimalism:
Debunking myths: what minimalism is not
Being lazy when faced with challenges and goals
Decreasing the quality of our actions
Doing the bare minimum
Lack of proactivity
Absence of motivation and/or ambition to achieve goals
Getting rid of everything, or all things we possess, and does not apply exclusively to material things
Living away from the world/Going to meditate in Tibet
Minimalism, well understood.
“Minimalism is the intentional promotion of the things we most value by removing anything that distracts us from it. Please notice, minimalism is not about reducing the amount of everything. Quite the opposite: it is about reducing distractions to maximise more important pursuits" Joshua Becker, author of Becoming Minimalist
Far from being limited to aesthetics or 'things,' today we discuss emotional and mental minimalism, as well as its application in decision-making, time management, business leadership, and, of course, communication.
Experts in psychology and organizational behaviour maintain this philosophy not only leads to a profound impact on our personal lives but can also be a valuable tool for communicators, companies and leaders. How can we apply minimalism to the business environment?
Minimalism in time and project management.
More time - assigned or invested - on a task does not equate to a better result. What matters is the quality, not the quantity, of the time you dedicate to your work.
“Determine what is essential and eliminate the rest” Greg McKeown, author of the best-selling Essentialism: The disciplined Pursuit of Less.
Let's look at an example of communication campaigns. Each campaign is a project that involves stages, deadlines, multifunctional teams, and a significant internal communication flow. I've often noticed that when more time is allocated to a project's development and completion, it tends to lead to increased energy investment, excessive adjustments, unnecessary communication, and redundant stages. This can result in a significant waste of effort and resources, ultimately causing greater confusion.
In contrast, when projects adhered to a realistic, reasonable, and sufficient timeline, the final results remained high in quality/impact. And most importantly, the teams involved found the process much more enjoyable!
If there is no time for more, the redundant has no place, and the substantial emerges almost by itself. What has been said applies to avoiding unnecessary project stages, meetings with information not yet confirmed, excess reviews and feedback.
Finally, the art of dedicating adequate time to each situation is more than a skill, a “mindset” that can be acquired with experience.
Differentiate what is important and what is a false alarm. Many times, the environment itself, due to lack of information, can magnify a situation, perceiving it as a problem/essential or even crisis when, in truth, it is not. In these cases, rely on objective information, experience and common sense to determine if something is important (worth time and resources).
Tips
-Include the stages that we objectively consider necessary in a project.
-Assign specific time slots for each team member's contribution.
-Establish and communicate deadlines to receive and incorporate valuable feedback.
-Schedule only the necessary meetings with a time limit and the points you want to discuss (this, always).
-Recognize false alarms,if you need it, ask experts on the subject for an opinion
2. Applying Les is More to internal communication.
Encouraging transparent and seamless communication within organizations is beneficial and essential. However, is critical not to confuse this with scattered/disorganized communication. Over-internal communication can be as harmful as the lack of it.
Communicate when you have something to say, that is assertiveness.
According to a University of California, Irvine study, it takes 23 minutes for a worker to refocus after an interruption. Most importantly, there is a great amount of energy invested in getting back to the "focus zone".
Let's imagine our productivity if we immediately attend to all the interruptions that arise throughout the day. Emails, chats, phone calls, planned and unforeseen meetings, notifications, internal chat flashing on the computer, followed by messages we open just in case it is urgent. Now, do the maths!
It is not about ignoring communications at work; rather, it is about effective management within the right time and context.
Tips:
-Hold a receptive attitude even if you are not immediately reachable: notify your colleagues that you will be focusing on something for two hours and then will be available.
-Turn off your cell phone or put it out of reach when you need to concentrate on something important.
-Set a defined time for emails, internal chats, and making calls.
-Practice and cultivate effective and healthy communication: provide opinions if you have valuable input.
-Use common sense: some answers or conversations can´t and shouldn´t wait. Others can.
3. Minimalism in verbal and written communication.
"If you can't explain it simply, you don't understand it well enough." Albert Einstein.
This quote highlights how clarity and simplicity in communication are indicators of deep understanding.
The ability to convey ideas clearly and assertively, often unjustly labelled as a 'soft skill,' ranks among the most valuable qualities for any professional. A leader who can succinctly express their thoughts, command attention through speech, and foster this skill in others has made significant strides.
Common mistakes, such as over-explaining or over-exposing ideas, are directly linked to verbal weaknesses.
Tips:
-Keep in mind the key points you want to transmit, write it down in advance if needed.
-If necessary, write, rest for 10 minutes, read again and cut what is leftover
-When presenting an idea, if you can say it in 50 words, do not use 100. This will help others retain the essentials of your speech.
-Avoid monopolizing meetings with your speech, especially if you are not the person who runs it.
-During meetings, condense your message, measure your timing, and avoid repetition unless it enhances a previous idea or provides a summary. This allows you to respect your time and that of others when presenting ideas.
In short, minimalism "is doing with purpose and awareness." It applies to many areas of life, and while it may be challenging to apply at first, it is worth it and glorious to do so. Let us remember that energy is one and well-directed, it is much more.
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