Surviving red tape
How to grow in the midst of excessive paperwork
By definition, bureaucracy is the collective organizational structure and protocols that are set to manage activity. These procedures are typical of large companies and government organizations. In a perfect bureaucracy, all processes are standard.
The modern corporation that we know of (and most likely, work for) today adheres to this thinking. A company usually has a set goal in mind and this is achieved by dividing the work into a series of practices that every single employee follows. The simple task of requesting for approval of a marketing plan, for example, would follow a specific route prior to implementation. This is to ensure that all bodies of the company will agree to its effectivity, thus maximizing efficiency.
It all sounds very elementary, and in truth, it should be. But as all human interactions are influenced by our imperfect nature, problems always arise. While protocols are set for the betterment of an organization, it can also be a source of frustration.
The perils
Corporations are never without the irritations brought upon by red tape. The term “red tape” brings to mind envelopes of money tucked discreetly into government files to influence a decision. Red tape is actually a term that refers to the rigid conformity to a set of rules, which prevents actions or decision-making.
The connotation that “red tape” meant excessive and unnecessary paperwork dates back to the 16th century, when Henry VIII sent a deluge of petitions to the office of Pope Clement VII to grant the annulment of his marriage to Catherine of Aragorn. Legal documents were then sealed and bound with a piece of red tape. To this day, barrister’s briefs are bound in pink tape, while governments have begun introducing the more cost-efficient white tape.
Red tape grievances are almost always present in any corporation. Kristine, a human resource and recruitment frontliner for a multinational call center, spends her days listening to these concerns. “I receive all their complaints,” says Kristine, “and the most common one is that of the time it takes to credit the relocation package to an employee’s account. When someone gets re-assigned to a branch, his or her package should be upgraded. Paperwork must be filed, and often it takes time for it to take effect. The employee would then file complaints, and sometimes they file more than one!”
It will seem that red tape exists solely to hinder one’s growth in the company, but there are ways to survive it.
Know your company. It is imperative that you know just how your company works, because there’s a slight chance that the paperwork you just hate to file is actually pretty important to your business’ bottom line. “Most employees are allergic to filing their leaves and allowances properly,” says Maria, a human resource officer. “But it’s actually very important that they do it on time. They might be getting unnecessary deductions of leaves they never took, or their allowances might be incomplete.”
Take the time to read your company’s manual. And…
When in doubt, ask. Unsure of why you’re being asked to write abstracts and briefs, and who in the world reads them? If you’re weary, just raise a hand. Most modern companies have an open-door policy, and it only takes your initiative to cross the bridge from cluelessness to understanding.
Follow good ol’ Abe. He had it right you know: never put off for tomorrow what you can do today. Following tedious processes is inevitable in any organization, at some point. If you must absolutely do it, do it now. If you keep putting it off, chances are, you’re never
going to do it. You can even inspire your co-workers to do the same. Been putting off that balance sheet? Do it now, before the need to go to Starbucks takes over you. Again and again.
Seek first to understand. This one’s a gem from the book called “Little Things”: before you utter a complaint, seek first to understand. Before you attack your administrative assistant for not pushing your proposal in front of your boss, ask her why she didn’t do it. If your approvals are taking way too long, investigate what the contention was. Always keep an open mind; you might be spewing venom for no good reason at all.
Open communication is key. If you’re on the other side of the fence and your employees are the ones complaining about the set processes, it
is important to communicate clearly at all times. Shepherd them into a room, use diagrams. Dummy-proof your presentation. Send them a copy. If after all these they still don’t get it, re-evaluate the process. Remember: there is a grain of truth to every concern. Listening would do you good.
Be proactive. If you have an idea that will revolutionize how your office will do something, propose it. Your bosses are always looking for ways to make everything less painful than it already is.
Pick your battles. As in any relationship, there’s no sense in going to court each and every time you’re faced with problems. How you handle these situations will speak volumes about your character. If you’re a serial whiner as a junior, chances are, you’ll also be a serial whiner as a boss.