{"id":3805,"date":"1974-01-01T01:00:00","date_gmt":"1974-01-01T01:00:00","guid":{"rendered":"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/vol-55-no-1-january-1974-a-few-guidelines-to-efficiency\/"},"modified":"2022-11-28T00:31:51","modified_gmt":"2022-11-28T00:31:51","slug":"vol-55-no-1-january-1974-a-few-guidelines-to-efficiency","status":"publish","type":"rbc_letter","link":"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/vol-55-no-1-january-1974-a-few-guidelines-to-efficiency\/","title":{"rendered":"Vol. 55, No. 1 &#8211; January 1974 &#8211; A Few Guidelines to Efficiency"},"content":{"rendered":"<div id=\"layout-column-main\">\n<p class=\"boldtext\">In a simpler world the pioneer could follow                     the lead of his instinct in tackling jobs, but in the complex                     life of today we need consciously to apply efficiency even                     in making a plan for doing the chores.<\/p>\n<p> Efficiency gets things done in the smoothest way, with least                     wear and tear, and with the smallest expenditure of energy.                     This involves a certain amount of thinking. One must observe,                     and apply knowledge and experience to the circumstances, and                     decide what is to be done and how to do it. An efficient person                     will use facts and skill: he needs also good judgment.<\/p>\n<p>To the gifted craftsman, whatever his occupation, his work                     has dignity. There is a simple but pleasurable grace in the                     pursuit of everyday jobs as if they were the liberal arts.<\/p>\n<p>What is excellent in work varies with the purpose, and the                     material, time, and energy available. John Ruskin reminded                     us that work may be wasted by being too good for its material                     or too fine to bear exposure to the elements.<\/p>\n<p>Precision is vital in many manufactured articles, but the                     degree varies according to the requirements of the product.                     While a tolerance of an eighth of an inch may be allowable                     in fitting a wheel to a wheelbarrow, it would be grossly inefficient                     in an electronic device where tolerances are measured in thousandths                     of an inch.<\/p>\n<p>Some ingredients of efficiency are: knowledge, time, energy                     and material. One of the most important of these is time.                     Procrastination is the great enemy of efficient time use.                     Putting off necessary tasks causes additional labour, and                     reduces the time that is available for the development of                     new ideas.<\/p>\n<p>The person who is striving for efficiency needs a good head                     of steam. No machine that is a hundred per cent efficient                     has ever been invented, but engineers keep working on the                     problem of increasing the percentage of energy the machine                     uses.<\/p>\n<p>Here is an example from track sport, given to us by Walter                     B. Pitkin in <em>More Power to You<\/em>. To some persons the                     act of running may seem to be a simple activity: you merely                     move your legs faster than in walking. But one who races knows                     better. The old style called upon a runner to fling his advancing                     foot as far forward as possible. It came to earth somewhat                     in front of the runner&#8217;s body, acting as a momentary brake                     on the body&#8217;s forward motion. Then runners learned to keep                     the body ahead of the advancing foot. This eliminates the                     waste of energy in lifting the runner over his advanced foot.<\/p>\n<p>Economy of energy is illustrated in the kitchen, where compact                     grouping of sink, stove, refrigerator, cupboards and counters                     reduces the amount of walking needed in preparing a meal,                     and in the workshop, where planned arrangement of tools reduces                     the waste of time and energy used in searching for them.<\/p>\n<p>To continue to work in an efficient manner requires the                     worker to keep informed of what is happening in his profession                     or trade. An effective person does not allow changing circumstances                     to escape his notice, but makes an adjustment of thought and                     action to cope with the altered situations.<\/p>\n<h3>Facing difficulties<\/h3>\n<p>The person who works efficiently is in good position to                     face difficulties with assurance. He has, in fact, an inclination                     to look for and to like difficult tasks, because it is in                     doing them that he shows his worth.<\/p>\n<p>When difficulties thicken upon him, the efficient person                     has the tendency to persevere. He recognizes the problems                     and anxieties that may arise in a task, but does not dwell                     upon them. He knows that he is displaying the highest quality                     of efficiency when he tackles a job that is extremely tough                     and does it so that the result approaches perfection.<\/p>\n<p>To such a person a check to progress is temporary. The measure                     of his efficiency is what he succeeds in doing in spite of                     unfavourable circumstances rather than because of favourable                     circumstances. Great works of scholarship, of creative skill,                     and of technical complexity have been carried to conclusion                     under disadvantageous conditions.<\/p>\n<p>The person who persists in trying, using the best means                     he knows of, is likely to attain efficiency even if he has                     but ordinary intellectual gifts. He is wiser and more competent                     today than he was yesterday, because he is constantly learning.<\/p>\n<p>To the efficient person a mistake is part of his learning                     process. He is not always on top of the world: even the great                     musicians and painters have their comparatively uninspired                     periods.<\/p>\n<p>Every person who contributes anything significant to life                     is wrong some of the time: that is why pencils have erasers,                     but the eraser should not wear out ahead of the lead.<\/p>\n<h3>Purpose and enterprise<\/h3>\n<p>The efficient person does not indulge in restless change.                     He has something specific, concrete and definite to do. He                     knows that hitting a nail on the head is a praiseworthy action,                     but only if the nail is needed and is in the right place.<\/p>\n<p>He uses his imagination to put together ideas, to picture                     what might be done better, and to originate. Ideas of genius                     status do not spring from a heap of unrelated memories, but                     from facts that have been mentally sorted and stored in an                     orderly way.<\/p>\n<p>Success at this point depends upon the enterprise a person                     used in observing, selecting and filing facts and experiences.                     There is no place in a person&#8217;s career where he may stop these                     processes and continue to do effective work.<\/p>\n<p>Being efficient is far from meaning that you have fixated                     on a level of competence; your ideal is not having and resting                     but growing and becoming. You see not only the job on which                     you are working competently, but what may lie over the horizon,                     and you prepare for it.<\/p>\n<p>An efficient person does not trust to the blind force of                     nature or the trend of fate. The person who is tough-minded                     about getting on in his profession or job will cultivate qualities                     of initiative and venturesomeness. He shows enterprise in                     planning, initiative in starting and perseverance in doing.                     An explorer may have a safe and comfortable camp, but he does                     not discover new territory unless he gets out and climbs a                     mountain or a tree.<\/p>\n<p>No job, however well done, is terminal. Something else succeeds                     it. Efficiency does not mean clinging to the <em>status quo<\/em>.                     In fact, it may be said that in today&#8217;s industrial and business                     life there is no <em>status quo <\/em>but only a changing pattern                     of obsolescence and innovation. New products and new ways                     of doing things replace old ones while the old ones are still                     new.<\/p>\n<p>Nevertheless, the person practising efficiency is slow to                     believe in novelties. He does not chop and change merely for                     the purpose of doing something differently. He knows that                     wisdom in business and private life, as in government, consists                     in making such changes as are needed at this particular time                     under prevailing conditions, without making greater changes                     than are necessary. He trims his sails, over which he has                     control, to cope with the varying wind, which he cannot control.<\/p>\n<p>A person who is whole-hearted in his work and keeps his                     mind open to new thoughts is already more than half way toward                     becoming efficient. His natural ability will be increased                     by study and his skill enlarged by practice. He knows that                     he cannot create genius, but he can improve efficiency until                     his work appears to others to be the product of genius.<\/p>\n<p>Experience is a valuable personal asset, but only if its                     possessor has learned from it. Information and facts do not                     carry labels telling how and when to use them. That wisdom                     arises from thought and practice.<\/p>\n<p>Thorough book knowledge does not make a perfect workman.                     The finishing touch of the expert is gained by doing: his                     study is perfected by experience. When applying experience                     to guide one in a task one must use, in the words of the diplomat                     briefing a bureaucrat: &#8220;the widest possible discretion.&#8221;<\/p>\n<h3>Getting ready<\/h3>\n<p>The accumulation of knowledge is a prerequisite to efficiency.                     Superiority is neither accidental nor a matter of luck. It                     rests upon a solid basis of preparation suitable to your hopes                     and aspirations. To write poetry you must study metre, to                     build bridges you must be learned in the strength of material                     under various strains and stresses, to operate a business                     you must develop a sense of trading.<\/p>\n<p>The efficient person knows what the standard is in everything                     with which he is concerned. His safe rule is to aim for the                     standard which is the symbol of excellence. What this is can                     be learned readily by seeking counsel in the best sources:                     qualified people, books and personal observation. To talk                     things over with a person who knows about them is far different                     from chattering about them with a casual acquaintance. To                     read a book profitably means selecting one that deals in an                     authoritative way with the subject in which you are interested.                     Observation entails more than looking: it means paying attention                     and asking questions.<\/p>\n<p>Make sure that your tools are the best available for your                     purpose. If you plan to hunt big game you would be foolish                     to arm yourself with the weapons of our palaeolithic ancestors,                     though theirs were the best tools of the age in which they                     lived.<\/p>\n<p>Churchill felt that his efficiency was increased by the                     array of implements on his desk: buzzers, pens, pencils, tags                     for joining papers, a paper punch for making holes for the                     tags, and some red labels reading &#8220;Action this day&#8221;. Other                     people would find this collection confusing, and they prefer                     to keep their tools in a desk drawer or in an orderly array                     on a tool panel.<\/p>\n<p>Preparation for efficiency includes exploring the roots                     as well as the fruits of life. This enables one to see the                     conditions that must be met if one is to perform competently.                     In this research one learns to distinguish the essential from                     the unessential, and to simplify both problems and work.<\/p>\n<p>It is foolish for a person to think that by giving his work                     an air of complexity he attains anything worth while. The                     efficient person finds his satisfaction in his ability to                     simplify. He does the big job one step at a time.<\/p>\n<h3>Order out of chaos<\/h3>\n<p>Before starting a job the efficient person has given form                     to the operation; he has brought together varying ideas and                     has thought of various ways of doing the work, and he has                     shaped a course that he thinks will lead to a favourable result.                     He knows that the information he has been diligently collecting                     cannot be left in his mind as a chaos. It must be sorted,                     ordered, and somehow related to his project. He has made it                     a habit to classify, to put together those things which are                     alike, detecting meaningful relationships.<\/p>\n<p>Lists and systems and calculated economy of time, effort                     and material are senseless fiddle-faddle unless they are put                     to purposeful use. It is part of efficiency to make a list                     of jobs to be done, but only if one then sets about doing                     them. The search for efficiency should not lead a person to                     become the slave of organization, but should make system his                     servant.<\/p>\n<p>Efficiency gives some thought to the means to be used toward                     attaining the objective. It determines the resources and procedures                     appropriate to the need. This planning of a whole job has                     been called in the Army the &#8220;doctrine of completed staff work.&#8221;<\/p>\n<p>An efficient person is wide-awake. He walks all around a                     problem or a proposition. He perceives the unwelcome as well                     as the welcome facts. He pays attention to the uninteresting                     details as well as to the features that interest him. He is                     alert to the unfamiliar as well as to the familiar. He is                     a realist.<\/p>\n<p>Having assembled the necessary data, a person needs to apply                     a good sense of proportion so as to assign every part of his                     task the time and energy it is worth, no more and no less.<\/p>\n<h3>Concentration and versatility<\/h3>\n<p>Method, simplicity and concentration are the backbone of                     efficiency in every profession and job.<\/p>\n<p>Concentration means bringing things to a common centre.                     Once an efficient person has thought through to a conclusion                     and made plans, he does not go off half-cocked because of                     something he hears. He refuses to be side-tracked, no matter                     how pleasing the by-way appears. Thomas Carlyle, the peasant                     who became one of Britain&#8217;s great writers, said this: &#8220;The                     weakest living creature, by concentrating his powers on a                     single object, can accomplish something: the strongest, by                     dispersing his over many, may fail to accomplish anything.&#8221;<\/p>\n<p>People are able to be versatile because if they have five                     irons in the fire they concentrate on one at a time. It is                     necessary to be thoroughly efficient in at least one art or                     skill, but it is well to have in addition competency in several                     others.<\/p>\n<p>Some painters, like Rembrandt and Rubens were masters of                     every kind of pictorial subject. Others, like Michelangelo                     and Leonardo da Vinci, spilled their talent into other avenues                     of expression. In their many-sided activities they directed                     their mental and hand skills to manipulation of the job in                     hand, passing from task to task with ease. While touching                     life at a great number of points they did not try to advance                     in all directions at once.<\/p>\n<p>Wisdom, of course, dictates discretion in selecting the                     unaccustomed things we try to do. A person who is efficient                     in his own line may be a second-rater in any other line.<\/p>\n<p>Some scientists, some business men, some politicians, and                     some authors who are very learned in their own lines of activity                     wrongly consider themselves to have equal ability to judge                     practical programmes and policy in other areas.<\/p>\n<p>The efficient person&#8217;s knowledge is not cherished by him                     as an academic vanity. He puts it into use. The sceptics are                     so busy scorning work that they leave the way to success wide                     open to people who believe that the real joy of life is in                     doing things.<\/p>\n<p>Work that is of any importance demands certain qualities:                     concentration of mind, enthusiasm for doing it properly, ability                     to avoid damage and breakdowns, and pleasure in a job well                     done.<\/p>\n<p>There is a great difference between professional people                     and people who do not care about their work so long as they                     are not discharged for their inefficiency. A good worker knows                     how to apply the skills he has learned, takes delight in setting                     his own quotas and standards and exceeding them, and is willing                     when an emergency occurs to put forth a special effort at                     risk of loss or other set-back.<\/p>\n<p>Knowing that completeness and exactness are two important                     factors in efficient work, the good worker develops the ability                     to sustain his interest until his task is completed. He is                     thorough. He may be the most ardent seeker after future progress,                     but he dwells in the present long enough to finish the job                     in hand.<\/p>\n<h3>Personal efficiency<\/h3>\n<p>The success or failure of any human project turns upon the                     integrity and capability of a man or a woman. Cicero, who                     held the highest offices in Rome and wrote books on rhetoric                     and political and moral philosophy that are still studied,                     showed wisdom when he remarked: &#8220;What Socrates says is very                     excellent: that the readiest way, and, as it were, shortest                     cut, to arrive at glory, is really to be what one desires                     to be accounted.&#8221;<\/p>\n<p>Personal efficiency includes other qualities than those                     associated with one&#8217;s job. Just as a person needs to adapt                     himself to advancement in the state of his art or science,                     so he needs to fit himself to constantly changing social conditions.                     As in a canoeist running a rapid, it is not back-breaking                     labour that counts, but coolness, dexterity, knowledge of                     when to dip the paddle and how to do it, knowledge of the                     hundred combinations of rock and water.<\/p>\n<p>There is the danger, of course, of concentrating so hard                     on perfection that a person becomes too ridden by anxiety                     to be happy. A Chinese philosopher said: &#8220;He who stands on                     tip-toe does not stand firm; He who takes the longest strides                     is not the fastest walker; He who boasts of what he will do                     seldom succeeds in all he promises.&#8221;<\/p>\n<h3>Intelligence and principles<\/h3>\n<p>In any profession or business or trade, ignorance is the                     Queen Witch. She can stir up a deadly brew of error and misunderstanding                     and dissension.<\/p>\n<p>It is a mark of the able mind not to resist blindly or accept                     blindly but to get to understand. Hasty generalization and                     offhand opinion are the source of many blunders, and seldom                     provide the foundation of good judgment.<\/p>\n<p>The intelligent person bases his actions upon clear understanding                     of sound rules and principles. He does not waste time arguing                     about how things ought to behave, but tries to learn how they                     do behave.<\/p>\n<p>Intelligence helps a person to handle today&#8217;s job, to foresee                     the future, and to give order and direction to his life. It                     enables him to understand life&#8217;s conditions &#8211; the conditions                     on which he continues to live in good health, the conditions                     on which he holds his job, the conditions on which he turns                     out excellent work. When he cannot change conditions, he analyses                     them and adjusts himself to them.<\/p>\n<p>Every competent worker has a point of reference, like the                     cairn or tablet erected to mark an international boundary,                     or the gauges placed in rivers to measure their fluctuations.                     A point of reference becomes a principle, a fixed guide to                     behaviour and performance. It is not necessarily limited to                     particular cases, but may be universal. For example, one cannot                     do what he likes with anything: one can only do what can be                     done with it.<\/p>\n<p>Problems differ, but reference to principles gives a firm                     starting point toward their solution. A Roman Emperor-Philosopher                     wrote: &#8220;Let no act be done without a purpose, nor otherwise                     than according to the perfect principles of art.&#8221;<\/p>\n<p>To be true to the best principles that he knows is a habit                     of the efficient person. There are other, less exalted, habits                     that contribute to efficiency.<\/p>\n<p>In everyday living, efficiency includes making routine doings                     as habitual and automatic as possible, thus leaving the brain                     free for consideration of important matters. Professor Alfred                     North Whitehead wrote: &#8220;Civilization advances by extending                     the number of important operations which we can perform without                     thinking about them.&#8221;<\/p>\n<h3>Recognition and management<\/h3>\n<p>It is not a mark of efficiency to want all other people                     to acknowledge that you know all that you do know. In many                     occupations, there is no reward except the feeling that one&#8217;s                     task was well done.<\/p>\n<p>The efficient person is too busy keeping up with the changing                     state of his art or science to have time for grand-standing,                     and in any event public acclaim is not necessary to his happiness.                     When people asked why Cato, noted in history because of his                     exposure of corruption in the public service, had no statue,                     he answered: &#8220;I would much rather be asked why I have not                     one than why I have one.&#8221;<\/p>\n<p>People in managerial and supervisory posts are specially                     interested in maintaining and extending their efficiency.                     Efficiency in the ground floor workshop or office depends                     a lot on whether there is a good working team upstairs in                     the executive offices.<\/p>\n<p>If you are a manager seeking excellence do not forget that                     people like to work for a person who is good at his job, who                     is confident of his capability, who sets high standards, and                     who recognizes these qualities in the persons who work under                     him.<\/p>\n<p>The efficient manager, while being impatient with dawdlers                     and incompetents, and having a sharp eye for deviation from                     standards, is careful to respect the need for communication                     with his workers. Executives especially need to be careful                     to consult those who can make or mar their plans.<\/p>\n<p>On the positive side an example of efficiency in action                     is given by the planning of Napoleon. His formula was: work                     with your ministers twice a week &#8211; once with each of them                     separately, and once with all of them together in Council.                     You are likely to carry all of them along with your project                     when they realize that you are ready to listen to their ideas.<\/p>\n<h3>Be confident<\/h3>\n<p>Having worked up your plans with the greatest efficiency                     you can command, whether they are plans for business expansion                     or solving a household problem, move with confidence. Knowledge                     that you have prepared efficiently raises your morale, and                     your cheerful, confident and zealous manner will inspire others                     with a sense of purpose, enthusiasm, and a feeling for success.<\/p>\n<p>What then is our aim? To direct our expenditure of energy                     and time toward a purpose with the best principles to guide                     us. We will use patience and enthusiasm, tact and vigour,                     a single mind to the job in hand. We will have planned imaginatively,                     used careful co-ordination of resources, and acted with determination.<\/p>\n<p>This may appear to be a large order, and in truth it is,                     but it is the only known way to move from mediocrity to excellence.                     Being efficient means the difference between wavering performance                     and fixed indubitable achievement. A person&#8217;s efficiency is                     the secret of his value to the world.<\/p>\n<\/div>\n","protected":false},"author":79,"featured_media":0,"template":"","categories":[1],"rbc_letter_theme":[],"rbc_letter_year":[54],"class_list":["post-3805","rbc_letter","type-rbc_letter","status-publish","hentry","category-uncategorized","rbc_letter_year-54"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Vol. 55, No. 1 - January 1974 - A Few Guidelines to Efficiency - RBC<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.rbc.com\/en\/about-us\/history\/letter\/vol-55-no-1-january-1974-a-few-guidelines-to-efficiency\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Vol. 55, No. 1 - January 1974 - A Few Guidelines to Efficiency - RBC\" \/>\n<meta property=\"og:description\" content=\"In a simpler world the pioneer could follow the lead of his instinct in tackling jobs, but in the complex life of today we need consciously to apply efficiency even in making a plan for doing the chores. 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