Advisor I Mentor

Sparring partner

Piotr

Kania

 

Another morning, and you're already on the move. You haven’t even settled into your desk yet, and your mind is already buzzing: reports for headquarters, market analysis, an important client waiting for a response, meetings, quarterly summaries, planning a team outing... And next Thursday is your mother-in-law’s birthday—better not forget that either…

 

You glance at your calendar—everything is written down. Outlook, Teams, reminders on your phone—you’re theoretically up to date. But despite all these systems, something always slips through the cracks. You didn’t manage to praise your best salesperson for their great results. A complaint from a key client got out of hand, and now they’re moving their contract to the competition. And that report that was supposed to be ready "yesterday"? It was on the calendar, but somehow got lost among the other priorities.

 

Does this sound familiar? Is this your current situation? You may have the best tools to organize your work, but unfortunately, you’re still the one who has to remember everything, input data, set reminders, and manage them manually. This passive approach is quickly becoming outdated. What if there’s technology that can actively ensure that you don’t miss anything important—even before you realize you need to take care of it?

 

Introducing "Nudging" (Nudge Tech)

Nudging is a technology that not only reminds you of tasks but also suggests when you need to handle them. With nudging, your day can become more organized, and you'll experience less stress. In short, nudging is a tool that helps you actively manage time, make decisions, and react better to changing priorities.

 

Challenges Faced by Today’s Manager

Management is one of the most demanding roles, a full-fledged profession (more about the manager's profession in the article under this link https://lnkd.in/di6QkYTV), where the responsibility for results, client satisfaction, and team motivation rests on your shoulders. Not only do you have to manage projects, but you also make quick decisions, often in unpredictable conditions. You juggle tasks, meetings, conversations with employees and clients, and at the same time, you need to keep the bigger strategic picture in mind. When everything overlaps, it's easy to make a mistake. When a manager is unable to effectively manage their tasks, the organization suffers in terms of efficiency.

 

It’s not just you facing this challenge—it’s a problem many managers face in today’s fast-paced world of work. Naturally, there are many tools available to help organize your day, but they won’t predict what you might miss. Even the best time management systems are just tools that require proactive action on your part. So, what can you do to gain control over the chaos?

 

A Proactive Approach to Management – A Change That Will Increase Your Effectiveness

The uniqueness of nudging lies in its ability to introduce a proactive approach to management. Instead of relying on reminders that just inform you about things already planned, this technology helps you actively manage tasks that haven’t even made it to your list yet. How? By using algorithms to predict which tasks may need your attention before you even think about them. For example, if the system notices that you’ve been slow in responding to important client queries in the past, it can remind you about them earlier, giving you time to plan your response more carefully. Or if you tend to forget about team meetings, the system will regularly remind you of their dates, as well as the most important topics to discuss.

 

Technologies Supporting Managers – From Reports to Recommendations

Nudging is just one example of how advanced technology is being integrated into management tools. Technologies like AI and Machine Learning are becoming increasingly essential parts of managerial systems. More and more HR, CRM, and ERP systems provide managers not only with data but also with recommendations and predictions. Nudging is a natural extension of these tools. While traditional technologies focus on collecting data and reporting, nudging goes a step further by offering concrete, practical, and personalized actions based on that data.

 

An example? Your HR tool may not only indicate that someone in your team is struggling with engagement but also suggest a solution—like a coaching session to help the employee grow. It could also suggest which tasks would be better delegated to someone else to achieve better efficiency. This way, technology doesn’t just help with daily management but becomes an active partner in striving for the success of the organization.

 

Nudging in the Daily Life of a Manager

You might be wondering how such a proactive approach to management can influence your daily tasks. For instance, a nudging system can automatically adjust your tasks in the calendar based on the urgency of your projects. If there’s a sudden change in the schedule or a task is delayed, the system will suggest a new action plan so you can still meet deadlines and achieve key goals. This way, you don’t have to think about what to do in case of changes—technology will help you adapt your plans to new circumstances.

 

Additionally, when problems arise in your team—such as issues with performance or communication—nudging will provide you with tips on how to address them before they become serious. It may suggest which employee needs support or how to organize an effective team meeting to tackle difficult issues.

 

What Concrete Benefits Does Nudging Offer?

Less Stress – You No Longer Have to Remember Everything

As a manager, you make dozens of decisions daily, solve problems, and shift your attention from one task to another. Even if your calendar is perfectly organized, can you really be sure that you haven’t missed anything?

Nudging acts as a second, invisible assistant that watches over your day and gives you key information at the right moment. You no longer need to spend your evenings writing reminders—the technology will notice what’s important and inform you at the right time.

 

✅ Example: Two weeks ago, you had a conversation with a key client who was considering signing a new contract. You were supposed to follow up with them, but a flood of other tasks caused it to slip through. Nudging analyzes your interactions and reminds you: "It’s time for a follow-up—perfect moment to maintain their interest."

 

Better Organization of Meetings and Priorities

Your calendar is packed to the brim, but are you really using your time as effectively as possible? Are the meetings you run really producing the best results?

Nudging continuously analyzes your schedule and suggests improvements. It notices when your team works most efficiently and when it's better to skip brainstorming sessions because everyone is mentally exhausted.

 

✅ Example: You usually schedule your weekly team meeting at 4:30 PM, but nudging suggests: "Your late meetings are 40% less effective. Try moving them to 10:00 AM when the team's engagement is higher." A small change, but its impact on productivity and team satisfaction is enormous.

 

Building Better Relationships with Your Team

You’re fully aware that your decisions not only affect the company’s results but also the atmosphere within your team. At the same time, are you sure you're giving enough attention to the people who work with you?

In the midst of your duties, it’s easy to forget about the small gestures that build trust and loyalty. Praising someone for completing an important project, acknowledging their effort, or noticing their contribution—these are the things that motivate more than a bonus.

 

✅ Example: After a busy week, you’re preparing for the next one. Your virtual assistant reminds you: "Marta completed a key project. Spend 5 minutes thanking her—it’s important to her." You don’t need to find the right moment—it gives you the prompt. Such a simple gesture can completely change your team’s engagement level.

 

Avoid Mistakes and Oversights

Have you ever missed an important decision because “you thought you had everything under control”?

As a leader, you often make decisions under pressure and sometimes rely on intuition or hastiness. Your assistant will identify potential mistakes and point them out to ensure you don’t make the same errors again.

 

✅ Example: In previous projects, there were often delays because teams didn’t have clear priorities. Nudging reminds you: "Does the current schedule reflect the right task hierarchy? It’s worth checking before delays arise."

It’s like having an invisible advisor that helps you learn from past experiences—before problems escalate.

 

Support for Your Proactivity and Greater Control Over Long-Term Goals

Do you know the feeling when you're busy all day but by the evening, you feel like you haven’t made any progress?

Your day is filled with urgent tasks, but what about the truly important ones? Nudging ensures that you don’t lose sight of these long-term goals, helping you take proactive steps toward their achievement.

 

✅ Example: You’re so absorbed in your everyday tasks that your strategic objectives get pushed to the background. Nudging reminds you: "It’s time to analyze progress on the annual goals—before it’s too late." It makes sure that despite the daily rush, you’re still on track for success.

 

How Nudging Works

You might be wondering how it works. Where does this "virtual assistant" get all its data from? Is it some complicated system that requires hours of setup and specialist knowledge? Nothing could be further from the truth.

 

Nudging uses the data that already exists in your work tools. It doesn’t require additional information to be entered—it analyzes available sources and, based on them, provides intelligent recommendations.

 

The most commonly used data sources are:

✅ Calendar and meeting schedules (Outlook, Google Calendar, Microsoft Teams) – it analyzes scheduled events, working hours, and the frequency of meetings.

✅ Your email inbox and communication systems (Outlook, Gmail, Slack, Microsoft Teams) – it identifies communication threads, e.g., who contacted you recently, how often you exchange messages with a specific client or team member.

✅ CRM systems, if you use them daily (Salesforce, HubSpot, Pipedrive) – it retrieves information about customer contacts, their status, interaction history, potential leads, and scheduled follow-ups.

✅ Task and project management tools (Asana, Trello, Monday.com, Jira) – it analyzes project progress, deadlines, and task dependencies.

✅ HR systems and work analytics (Microsoft Viva, Workday) – it can analyze employee engagement, their performance, and feedback history, which is particularly important for HR departments.

✅ Historical data – if you use Nudging for a longer period, the system will learn based on your past patterns of action, e.g., which tasks you tended to overlook or which mistakes you often repeated.

 

Importantly, Nudging does not store the content of messages or sensitive data. It only uses metadata (e.g., who sent you an email, when your meeting took place) and pattern analysis, but it does not "read" the contents of your emails or documents.

 

Modern Managerial Challenges and the Role of Technology in Solving Them

It's morning again. You sit down at your desk, and your to-do list for the day starts to take shape in your mind. Reports, market analysis, meetings, clients, quarterly summaries... This time, however, something has changed. You no longer need to worry about whether you've forgotten something.

Instead of frantically searching through your calendar and inbox, you receive a subtle reminder: "It's a good time to follow up with a key client," "Your team finished a big project—it's worth thanking them," "Meetings after 4:00 PM are less effective—perhaps it's better to schedule them in the morning?"

 

It's not magic. It's Nudging—your personal, intelligent virtual assistant that works in the background, analyzes your priorities, and gently directs your attention where it’s most needed. Thanks to it, you have time to make the right decisions instead of battling with information overload.

Modern managerial challenges require modern tools. Nudging is just one of them, but already, we can see the huge impact technology can have on work organization. What's more, studies such as those published by Gartner show that organizations that effectively implement management-supporting technologies have a 30% higher team efficiency rate. With the right tools, managers can make better decisions, react faster to changing conditions, and effectively motivate their employees.

 

Nudging fits into this trend, providing managers with tools that help predict changes, manage tasks, and optimize processes. Using this technology is a step toward more organized, efficient, and calmer management.

 

Are you ready to let technology help you manage better and increase your effectiveness? Think about how you can implement new technologies like Nudging in your team and what benefits it will bring to your organization.