Increasing Human Efficiency in Business Part 7

Every department of his business, therefore, has its hour or quarter hour in the daily program when its big problems are considered

and settled on the tick of the clock. This schedule is flexible, since no two days bring from any division of production, distribution, or financing the same demands upon the owner's attention. Yet each keeps its place and comes invariably under his eye--through reports and his own mastery of conditions affecting the department.

_To secure the high personal efficiency required for this oversight and methodical dispatch of affairs, the owner-executive is not only protected from outside interruptions and distractions, but is also guarded against intrusion of the vital elements of his business--both men and matters --except at the moment most advantageous for dealing with them_.

a.n.a.lysis and organization have determined these moments--just as they have eliminated every non-essential in the things presented for consideration and decision. Except when emergencies arise there is no departure from the rule: "One thing at a time--the big thing--at the right time." The task in hand is never cheated, or allowed to cheat the next

in line. Management is as much a continuous process, organized and wasteproof, as the journey of raw materials through his plants.

This is an ill.u.s.tration of remarkable individual efficiency attained by concentration --the power of the human mind which seems inseparable from any great achievement in business, in politics, in the arts, in education.

Through it men of moderate capacities have secured results apparently beyond the reach of genius. And in no field has this power of concentration been displayed more vividly by leaders or been more generally lacking in the rank and file than in business. a.n.a.lysis of the conditions may suggest the reason and the remedy.

_The modern business man is exhausted no more by his actual achievements than by the things which he is compelled to resist doing_.

Appeals for his attention are ceaseless.

The roar of the street, the ring of telephone bells, the din of typewriting machines, the sight of a row of men waiting for an interview, the m.u.f.fled voices from neighboring offices or

workers, the plan for the day's work which is being delayed, the anxiety for the results for certain endeavors, suspicion as to the loyalty of employees--these and a score of other distractions are constantly bombarding him.

Every appeal for attention demands expenditure of energy--to ignore it and hold the mind down to the business in hand. The simple life with its single appeal is not for the business man. For him life is complex and strenuous. To overcome distractions and focus his mind on one thing is a large part of his task. If this single thing alone appealed to his attention, the effort would be pleasing and effective. It is not the work that is hard; the strain comes in keeping other things at bay while completing the pressing duty.

_He is exhausted, not because of his achievements, but because of the expenditure of energy in resisting distractions_.

He is inefficient, not through lack of industry, but from lack of opportunity or of ability to concentrate his energy upon the single task at hand.

All sources of illumination--from the candle to the sun--send out rays of light equally in all directions. If illumination of only _*one_ point is desired, the loss is appalling. The rays may be a.s.sembled, however, by reflectors and lenses and so brought to bear in great force at a single point.

This brilliancy is not secured by greater expenditure of energy, but by utilizing the rays which, except for the reflectors and lenses, would be dissipated in other directions.

_As any source gives off equally in all directions, so the human intellect seems designed to respond to all forms and sorts of appeal for attention_.

To keep light from going off in useless directions we use reflectors; to keep human energy from being expended in useless directions we must remove distractions. To focus the light at any point we use lenses; to focus our minds at any point we use concentration.

Concentration is a state secured by the mental activity called attention. To understand concentration we must first consider the more fundamental facts of attention.

In the evolution of the human race certain things have been so important for the individual and the race that responses towards them have become instinctive. They appeal to every individual and attract his attention without fail. Thus moving objects, loud sounds, sudden contrasts, and the like, were ordinarily portents of evil to primitive man, and his attention was drawn to them irresistibly.

Even for us to pay attention to such objects requires no intention and no effort.

Hence it is spoken of as _*pa.s.sive_ or _*involuntary attention_.

The attention of animals and of children is practically confined to this pa.s.sive form, while adults are by no means free from it.

For instance, ideas and things to which I have no intention of turning my mind attract me. Ripe fruit, gesticulating men, beautiful women, approaching holidays, and scores of other things simply pop up in my mind and enthrall my attention. My mind may be so concentrated upon these things that I become oblivious to pressing responsibilities. In some

instances the concentration may be but momentary; in others there may result a day dream, a building of air castles, which lasts for a long time and recurs with distressing frequency.

_Such attention is action in the line of least resistance. Though it may suffice for the acts of animals and children it is sadly deficient for our complex business life_.

Even here, however, it is easy to relapse to the lower plane of activity and to respond to the appeal of the crier in the street, the inconvenience of the heat, the news of the ball game, or a pleasing reverie, or even to fall into a state of mental apathy. The warfare against these distractions is never wholly won. Banis.h.i.+ng these allurements results in the concentration so essential for successfully handling business problems. The strain is not so much in solving the problems as in retaining the concentration of the mind.

When an effort of will enables us to overcome these distractions and apply our minds to the subject in hand, the strain soon repeats itself.

It frequently happens that this struggle is continuous--particularly when the distractions are unusual or our physical condition is below the normal. No effort of the will is able to hold our minds down to work for any length of time unless the task develops interest in itself.

This attention with effort is known as _*voluntary attention_. It is the most exhausting act which any individual can perform. Strength of will consists in the power to resist distractions and to hold the mind down to even the most uninteresting occupations.

_Fortunately for human achievement, acts which in the beginning require voluntary effort may later result without effort_.

The schoolboy must struggle to keep his mind on such uninteresting things as the alphabet.

Later he may become a literary man and find that nothing attracts his attention so quickly as printed symbols. In commercial arithmetic the boy labors to fix his attention on dollar signs and problems involving profit and loss. Launched in business,

however, these things may attract him more than a football game.

It is the outcome of previous application that we now attend without effort to many things in our civilization which differ from those of more primitive life. Such attention without effort is known as _*secondary pa.s.sive attention_. Examples are furnished by the geologist's attention to the strata of the earth, the historian's to original ma.n.u.scripts, the manufacturer's to by-products, the merchant's to distant customers, and the attention which we all give to printed symbols and scores of other things unnoticed by our distant ancestors.

Here our attention is similar to pa.s.sive attention, though the latter was the result of inheritance, while our secondary pa.s.sive attention results from our individual efforts and is the product of our training.

Through pa.s.sive attention my concentration upon a "castle in Spain" may be perfect until destroyed by a fly on my nose. Voluntary attention may make my concentration upon the duty at hand entirely satisfactory

till dissipated by some one entering my office.

Secondary pa.s.sive attention fixes my mind upon the adding of a column of figures, and it may be distracted by a commotion in my vicinity.

Thus concentration produced by any form of attention is easily destroyed by a legion of possible disturbances. If I desire to increase my concentration to the maximum, I must remove every possible cause of distraction.

_Organized society has recognized the hindering effect of some distractions and has made halting attempts to abolish them_.

Thus locomotives are prohibited from sounding whistles within city limits, but power plants are permitted by noise and smoke to annoy every citizen in the vicinity. Street cars are forbidden to use flat wheels, but are still allowed to run on the surface or on a resounding structure and thus become a public nuisance. Steam calliopes, newsboys, street venders, and other unnecessary sources of noise are still tolerated.

In the design and construction of office

buildings, stores, and factories in noisy neighborhoods, too little consideration is given to existing means of excluding or deadening outside sounds, though the newer office buildings are examples of initiative in this direction; not only are they of sound-proof construction, but in many instances they have replaced the noisy pavements of the streets with blocks which reduce the clatter to a minimum. In both improvements they have been emulated by some of the great retail stores which have shut out external noises and reduced those within to a point where they no longer distract the attention of clerks or customers from the business of selling and buying. In many, however, clerks are still forced to call aloud for cash girls or department managers, and the handling of customers at elevators is attended by wholly unnecessary shouting and clash of equipment.

Of all distractions, sound is certainly the most common and the most insistent in its appeal.

The individual efforts towards reducing it quoted above were stimulated by the hope

of immediate and tangible profit--sound- proof offices commanding higher rents and quiet stores attracting more customers. In not a few cases, manufacturers have gone deeper, however, recognizing that anything which claims the attention of an employee from his work reduces his efficiency and cuts profits, even though he be a piece worker. In part this explains the migration of many industries to the smaller towns and the development of a new type of city factory with sound- proof walls and floors, windows sealed against noise, and a system of mechanical ventilation.

The individual manufacturer or merchant, therefore, need not wait for a general crusade to abate the noise, the smoke, and the other distractions which reduce his employee's effectiveness. In no small measure he can shut out external noises and eliminate many of those within. Loud dictation, conversations, clicking typewriters, loud-ringing telephones, can all be cut to a key which makes them virtually indistinguishable in an office of any size. More and more the big open office as

an absorbent of sound seems to be gaining in favor. In one of the newest and largest of these I know, nearly all the typewriting machines are segregated in a gla.s.s-walled room, and long-distance telephone messages can be taken at any instrument in the great office.

_Like sound in its imperative appeal for attention is the consciousness of strangers pa.s.sing one's desk or windows_.

Movement of fellow employees about the department, unless excessive or unusual, is hardly noticed; let an individual or a group with whom we are not acquainted come within the field of our vision, and they claim attention immediately. For this reason shops or factories whose windows command a busy street find it profitable to use opaque gla.s.s to shut out the s.h.i.+fting scene.

This scheme of retreat and protection has been carried well-nigh to perfection by many executives. Private offices guarded by secretaries fortify them against distractions and unauthorized claims on their attention, both from within and without their organizations.

Routine problems, in administration, production, distribution, are never referred to them; these are settled by department heads, and only new or vital questions are submitted to the executive. In many large companies, besides the department heads and secretaries who a.s.sume this load of routine, there are a.s.sistants to the president and the general manager who further reduce the demands upon their chiefs. The value of time, the effect of interruptions and distractions upon their own efficiency, are understood by countless executives who neglect to guard their employees against similar distractions.

_Individual business men, unsupported by organizations, have worked out individual methods of self-protection_.

One man postpones consideration of questions of policy, selling conditions, and soon until the business of the day has been finished, and interruptions from customers or employees are improbable. Another, with his stenographer, reaches his office half an hour earlier than his organization, and, picking out the day's big

task, has it well towards accomplishment before the usual distractions begin. The foremost electrical and mechanical engineer in the country solves his most difficult and abstruse problems at home, at night. His organization provides a perfect defense against interruptions; but only in the silence, the isolation of his home at night, does he find the complete absence of distraction permitting the absolute concentration which produces great results.

This chapter was prefaced by an instance where protection from distractions through organization was joined with methodical attack on the elements of the day's work. This combination approaches the ideal; it is the system followed by nearly all the great executives of America. Time and attention are equably allotted to the various interests, the various departments of effort which must have the big man's consideration during the day. a.n.a.lysis has determined how much of each is required; appointments are made with the men who must coperate; all other matters are pushed aside until a decision is reached;

and upon the completion of each attention is concentrated on the next task.

A striking instance of this organization of work and concentration upon a single problem is afforded by the "cabinet meetings" of some large corporations and the luncheons of groups of powerful financiers in New York. There are certain questions to be settled, a definite length of time in which to settle them. In the order of their importance they are allotted so many minutes. At the expiration of that time a vote is taken, the president or chairman announces his decision, and the next matter is attacked.

_There is no royal method of training in concentration. It is in the main developed by repeated acts of attention upon the subject in hand_.

If I am anxious or need to develop the power of concentration upon what people say, either in conversation or in public discourse, I may be helped by persistently and continuously forcing myself to attend. The habit of concentration may to a degree be thus acquired;

pursuing it, I should never allow myself to listen indifferently, but I must force myself to strict attention.

Such practice would result ultimately in a habit of concentration upon what I hear, but would not necessarily increase my power of concentration upon writing, adding, or other activities. Specific training in each is essential, and even then the results will be far short of what might be desired. Persistent effort in any direction is not without result, however, and any increase in concentration is so valuable that it is worth the effort it costs. If a man lacks power of concentration in any particular direction, he should force concentration in that line and continue till a habit results.

Our control over our muscles and movements far exceeds our direct control over our attention. An att.i.tude of concentration is possible, even when the desired mental process is not present. Thus by fixing my eyes on a page and keeping them adjusted for reading, even when my mind is on a subject far removed, I can help my will to secure concentration. I

can likewise restrain myself from picking up a newspaper or from chatting with a friend when it is the time for concentrated action on my work. By continuously resisting movements which tend to distract and by holding myself in the position of attention, the strain upon my will in forcing concentration becomes less.

_Concentration is practically impossible when the brain is f.a.gged or the bodily condition is far below the normal in any respect_.

The connection between the body and the mind is most intimate, and the perfect working of the body is necessary to the highest efficiency of the mind. The power of concentration is accordingly affected by surroundings in the hours of labor, by sleep and recreation, by the quality and quant.i.ty of food, and by every condition which affects the bodily processes favorably.

Recognition of this truth is behind the very general movement, both here and abroad, to provide the best possible conditions both in the factories and the home environment of workers.