Recently Bradley was thinking about scavenger hunts from his childhood, college days, and even those he’s organized for his kids. Remember those exhilarating moments of following clues to the next exciting discovery? The thrill of the hunt, the satisfaction of finding the next piece of the puzzle—it’s a universally joyful experience. While scavenger hunts are fun in certain contexts, they can become a frustrating metaphor for disorganization in business settings.
The Digital Scavenger Hunt: A Business Perspective
Recently Bradley was thinking about scavenger hunts from his childhood, college days, and even those he’s organized for his kids. Remember those exhilarating moments of following clues to the next exciting discovery? The thrill of the hunt, the satisfaction of finding the next piece of the puzzle—it’s a universally joyful experience. While scavenger hunts are fun in certain contexts, they can become a frustrating metaphor for disorganization in business settings.
There are many parallels between the joy of scavenger hunts and the chaos they can cause in professional environments. But the lack of proper organization in businesses often results in employees inadvertently setting up their own scavenger hunts, wasting valuable time and energy searching for essential documents and information. Let’s dive into how businesses can avoid these unnecessary hunts and create a more streamlined, efficient work environment.
The Unwanted Scavenger Hunt in Business
During college, Bradley’s fraternity organized what seemed like a scavenger hunt, but it turned out to be a metaphorical lesson rather than a literal quest. in business, we often set up similar hunts without even realizing it. Unlike a traditional scavenger hunt, these business hunts are not about fun or discovery. They’re about finding necessary information that should be easily accessible.
In a business context, these hunts are not enjoyable. Instead, they are inefficient and counterproductive. The concept of “Rembrandts In The Attic,” a phrase we often use in Blueprint, refers to valuable assets or information hidden away in places where they’re not easily accessible. In the digital age, these assets could be critical documents, spreadsheets, or any piece of information stored haphazardly on desktops, shared drives, or cloud storage.
The Importance of Organization
What is most important is optimizing your systems for retrieval rather than speed. When creating a new document or asset, it’s tempting to focus on speed—quickly getting it done and moving on to the next task. However, this approach can lead to a chaotic digital workspace where finding that document later becomes a challenge, akin to a frustrating scavenger hunt.
Bradley remembers that he has done this as well in business. He would create documents, save them somewhere on his desktop, and hope others would figure out where to find them. This lack of intentional organization led to situations where team members had to ask, “Where is X, Y, Z?” Instead of having a clear, intentional system for organizing and storing assets, everyone was left to fend for themselves, resulting in wasted time and inefficiency.
Implementing an Organized System
A practical approach for implementing this kind of organization in a business setting is going document by document. Whenever a new document or asset is created, there should be a brief discussion about where to store it and why it belongs there. This simple step, taking just about 20 seconds, can save countless hours of confusion and frustration later.
As a business owner, you need to be a “chief reminding officer”—constantly reinforcing the importance of organization within the team. This role involves asking questions like, “Where did you put that document, and why?” and ensuring everyone understands the logic behind the organization system. By doing so, you create a culture where organization is valued, and everyone knows where to find the “single source of truth” for any given topic.
The Single Source of Truth
So let’s define a “Single Source of Truth.” This term refers to the definitive document or asset that holds all the critical information about a specific project or subject. For instance, when planning for an event like the Two Day MBA, they create a document labeled as the single source of truth, where all relevant information is centralized.
This approach prevents confusion and ensures that everyone knows where to find the most accurate and up-to-date information. It eliminates the need for scavenger hunts and streamlines communication and collaboration.
Dealing with Mistakes and Misplacements
Despite best efforts, mistakes happen. Documents might end up in the wrong place, just like how you might accidentally put a pair of jeans in the sock drawer when you fold laundry. When this occurs, it’s not about reprimanding the person responsible but gently redirecting them. It’s an opportunity to explain why a particular item belongs in a specific location, reinforcing the organizational system.
These discussions, while seemingly mundane, are crucial for the smooth operation of a business. They ensure that everyone is on the same page and that the company functions like a well-oiled machine rather than a hand-crank contraption where everything depends on a few key individuals.
Creating a Culture of Organization
Finally, it’s important to integrate organizational practices into the company culture. It’s not just about creating a system, but also about consistently communicating its value and ensuring everyone follows it. This cultural shift towards prioritizing organization can significantly enhance a business’s efficiency and productivity.
An example of this happened recently at Blueprint. One of the team members reached out asking for the location of a specific document related to their upcoming event. Instead of simply providing the answer, Bradley took the opportunity to explain the logic behind the document’s location. This brief interaction reinforced the importance of the system and helped her understand the rationale behind their organizational practices.
A Scavenger Hunt-Free Business Environment
While scavenger hunts are fun in leisure settings, they have no place in a professional environment. By prioritizing organization and ensuring that everyone understands the system, businesses can eliminate the frustration of searching for information and create a more streamlined, productive workspace.
All business owners and managers should strive to become “chief reminding officers,” consistently reinforcing the importance of proper organization. By doing so, they can ensure that their team operates smoothly, with everyone knowing where to find the “single source of truth” for any project or subject. In the end, a well-organized business is like a well-organized wardrobe: everything is in its place, easy to find, and ready to use.
Grow Your Leadership
Bradley has many resources to grow your leadership in the area of vision and priorities. Check out a few of them:
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BRADLEY HAMNER
Bradley is a Business Growth Coach and Value Builder consultant, empowering entrepreneurs to become architects of their own success. He shares his revolutionary BlueprintOS methodology, unlocking businesses’ true potential and driving remarkable achievements.