Month: December 2011

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How to Ensure Board is Appropriately Involved in Projects for Change (Part 2 of 2)

A time for change sign with LED light

(Part 1 of 2 is Benefits of Involving Board in Projects for Change)

One of the jobs of the Board is to continuously ensure the high-performance of the organization. Certainly, there can be many perspectives on what “high performance” means, for example, to always satisfy needs of stockholders or stakeholders or to always achieve strategic goals. Any project to accomplish significant change in an organization or in one of its major parts should always include focused attention from the Board. There are numerous ways to ensure a Board is appropriately involved.

1. Board should be involved in initial planning meetings.

In projects intended to accomplish significant change in an organization, members of the Board certainly should be aware of – and have approved – the final project plans and related contracts. An appropriate Board member, for example, the Board Chair or a member with skills in the area that is the focus of the project, could participate in the first meeting with personnel leading the change.

2. Both the Board Chair and the Chief Executive Officer should sign the contract.

Particularly in small- to medium-sized organizations, the Board Chair should sign the contract along with the Chief Executive Officer. That approach helps ensure that the Board is indeed aware of, and supports, the project.

3. Educate Board members about at least the basics successful organizational change.

There is a vast amount of research on what it takes to accomplish successful organizational change. Educate members, for example, provide them a short article, or brief presentation, with follow-up discussion. See the topic Organizational Change in the Free Management Library.

4. Involve at least one Board member in the Project Team?

In projects for change, form a Project Team comprised of key personnel to guide development of a project plan and be closely involved in guiding implementation of the plan. Consider involving at least one Board member, for example, a member with skills in the area that is the focus of the project for change.

5. Ensure Board members get feedback from the assessment phase of the project.

Early in a major project, there should be assessment activities to closely understand what is going on in the organization or the area that is the focus of the project for change. The assessment can produce a wealth of learning and insight. Present the findings and recommendations to the Project Team. Significant results are important information for all Board members to know about. Provide that information to all Board members, whether in a meeting and/or a written report.

6. Include Board development in the project if many issues exist in the organization.

If the assessment activities identify many issues in the organization, then it’s likely that the Board has major problems, as well. Otherwise, the Board would have been effectively governing and the many organizational issues would not have existed. One of the most powerful approaches to addressing major problems in the organization is to build up the Board to help to address those problems.

7. If there are CEO and/or staffing issues, consider forming a Board Human Resources Committee.

A Board Human Resources Committee is responsible to ensure that staffing (including the CEO) is carefully planned and fully utilized. That includes providing ongoing coaching to the CEO to ensure that his or her role is competently filled. The Committee can be of tremendous value to the project to coach the CEO through the struggles of making major changes.

8. All Board members should be copied on project reports.

All Board members have a responsibility to govern the organization. All Board members should have access to the necessary information to do their jobs. Consequently, they should be copied on reports about the status of major projects.

9. The Board should formally approve the Change Management Plan.

The assessment phase of a project should be followed with various action plans to address apparent issues or achieve goals. Those plans could be included in an overall Change Management Plan. Formal approval of the Plan by the Board can help to ensure that Board members have seen and will support the Plan.

10. An appropriate Board Committee could “police” implementation of action plans.

The full Board or an appropriate committee should monitor to ensure that the Change Management Plan is being implemented or changed to be more relevant and realistic, for example, the Board Executive Committee.

11. Board members should be review results of evaluations of the project.

Finally, the Board should ensure that the project actually addresses the issues and/or goals that are the focus of the project. They should regularly review results of evaluations of project activities as those activities occur. Also, they should review results of evaluations of the quality of final results from the project.

What do you think?

For many related, free online resources, see the Free Management Library’s topics:

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Carter McNamara, MBA, PhD – Authenticity Consulting, LLC – 800-971-2250
Read my blogs: Boards, Consulting and OD, and Strategic Planning.

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Emily Dickinson on Strategic Thinking

Work colleagues playing a game of chess

THE BRAIN is wider than the sky,
For, put them side by side,
The one the other will include
With ease, and you beside.

Emily Dickinson’s greatest accomplishment, I think, is that she taught us to wonder. In Part One of her series called Life, the poet has us thinking about the vastness of our collective brain. As of late, the scientists and mathematicians have caught up with this sage poet.

Emily Dickinson on Strategy
Emily Dickinson on Strategic Thinking

Scientists have estimated the number of unique and disparate “thoughts” that a person can conjure. By estimating the number of possible neural networks, known as Hebbian webs these deep thinkers have estimated that you and I are capable of thoughts numbering ten to the millionth power! Contrast this number, by the way, to the number of atoms in the known universe, estimated at a mere ten to the 87th power… Yes, in a way of thinking, our brains are larger than the known universe. As Dr. Seuss said… “Oh the thinks you can think!” An even better poet, Dickinson, continues in her poem called Life:

The brain is deeper than the sea,
For, hold them, blue to blue,
The one the other will absorb,
As sponges, buckets do.

And who out there thinks the biggest and grandest thoughts? Why, I’d have to say it is the readership of this column! Strategists, strategic planners, strategic decision-makers and the like…

Remember that strategy is about the big picture. Strategic thought is consideration of the long term future and the vast competitive environment around each person, company or organization.

C.K. Prahalad and Gary Hamel have suggested that strategic thinkers do three things:

  1. They think about the large-scale competitive environment around them.
  2. They think about the future.
  3. They engage others in doing the same, resulting in a “deeply shared, well-tested view of the long-term future.

To continue your train of strategic thought, do this:

  • Engage those around you in conversations about the future. What will happen next in your industry or competitive space?
  • Talk to technologists and futurists about the ways changing technology will affect your industry.
  • Study enterprises outside of your immediate industry. Look at how competitive advantages wax and wane. Consider ways that your own advantages could erode or disappear.
  • Talk about strategy and how even the most well-considered plans may change as circumstances and competitive dynamics change.

The brain is just the weight of God,
For, lift them, pound for pound,
And they will differ, if they do,
As syllable from sound.

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Neither Rain, Nor Sleet, Nor Gloom of Night…

Laptop with an illuminated unread email icon

How You Mail Your Proposals Can Make a Big Difference

The United States Postal Service is reliable, usually, almost all the time… But what about when they do lose a letter, or more important, your grant proposal?

It can happen, and it just did for one of my clients. I was expecting grant notification about a month earlier so called the foundation manager. They said they had never received the proposal, and had already made all their grant awards for the year. I had mailed the proposal regular mail without delivery confirmation.

I thanked the foundation manager, and e-mailed the proposal for their records – I had included a lot of good program results along with the proposal and wanted them to have that information.

I also leaned a big lesson, and I will NEVER mail a grant proposal or report again by regular mail. So, what are the options? FedEx is discouraged by many foundations because it is expensive, unnecessary (you didn’t need to wait until the last minute to submit the proposal), and doesn’t show that you are a good steward of your donors’ investments. Express Mail Service through the post office is also frowned upon for the same reasons.

That leaves Priority Mail Service with delivery confirmation. And, if you’re like me and don’t like waiting in line at the post office, you don’t have to! You can print labels with postage from home, and mail from your very own mailbox. All you need to do is set up an account at USPS.com, pick up a stack of Priority Mail Flat Rate Envelopes from your post office (no waiting in line for that), and you’re ready to go.

You don’t even need a postal scale because virtually all of your mailings will be less than 13 oz. and can be delivered for $4.75 with delivery confirmation. The best part is that you’ll even save money by mailing from home – the post office charges $4.95 for the same service. I guess they don’t like the long lines either!

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Lynn deLearie, owner of Lynn deLearie Consulting, LLC, helps nonprofit organizations develop, enhance and expand grant programs, and helps them secure funding from foundations and corporations. She can be contacted at lynn.delearie@gmail.com..

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What are you Downloading?

A-woman-using-her-laptop-to-download-articles-for-her-project.

I recently found a neat website called KarmaTube. It’s like YouTube, only with positive videos of inspiring people and messages.

“Karma Tube is dedicated to bringing inspirational stories to light, using the power of video and the internet to multiply acts of kindness, beauty, and generosity.” The website is based on the premise that we need to share more stories and images of people doing positive, constructive, affirmative things to make the world a better place. Mainstream media generally focuses on conflict, pain or what’s not working. Choose thoughtfully which channels to watch, listen, and learn about the world.

What are you downloading into your mind? In a typical day, do you think of how you are making a difference, what you are grateful for, how you are bringing your best self to your work? If you pay attention to peace, peace is what occupies your mind. When you focus on love, you expand it in your heart. As you share laughter with others, you fill your workplace with joy. The more you focus on the good things in life, the more positive energy you feed into your brain, your world and your life.

Get your Groove Going

Neuro- psychology is showing that the brain maps out neural pathways with repeated practice and thoughts. Focusing on the certain images and thoughts over time creates new grooves in your neural pathways. What you listen to and who you listen to literally affect your brain. Choose wisely. You can focus on the rude customer, the obnoxious co-worker, the ‘ain’t it awfuls’ at work. Wallow in it for an hour and see how you feel. People tend to tune out nay-sayers after a while. The cranky co-worker ends up talking to themselves or others who want to stay at the pity party. If you hear people playing the victim game, believing their job or life is awful and unfair, tell them you’re not buying their downloads.

You choose if you want to download the victim, ‘poor pity me’ soundtrack or the dance track of hope, laughter, and joy. Which way do you want to feel? Spend the next week finding downloads that lift your spirits, fill you with hope, and make you smile.

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For more resources, see our Library topic Spirituality in the Workplace.

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Linda has a new Facebook Fan Page –

https://www.facebook.com/pages/Linda-J-Ferguson/165223163562999

“Like” her on her FB Fan Page to get notices of these blog posts and see pictures of her working spiritually!

Also now available– 10th Anniversary edition of “Path for Greatness: Work as Spiritual Service” Click here to review and purchase in time for the holidays!

10th Anniversary Edition

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You Can Catch More Flies with Honey…Using Positive Communication Skills for Better Results

Young man using phone while smiling

There is something about our crazy busy work life that works to our disadvantage; we sometimes feel so rushed and hurried to accomplish more and more, that we start moving at the speed of sound. And it’s not always a good sound. When you have no time to think, to breathe, or to express positivity, communication can get ugly. And, what’s worse, we can negatively impact others without meaning to.

In this series, we are going to slow down just long enough to observe our own communication behaviors and see if we can keep a positive approach going. My hunch is it won’t take you any more time than a rushed or negative approach, and that the results will be incredible. More clarity, more harmony, and who knows, maybe getting more done with less effort.

Next time your communication begins to feel stressed and negative, try these:

1. Say what you will do not what you won’t do. Many times we get hung up on what we can’t do, or what we aren’t providing, and put the focus on the negative. “I can’t get you that information this afternoon because…” could just as well be “I can get it to you tomorrow morning. Will that work?” Notice that the because phrase in the first version causes you to justify or explain. Now you have to have a good enough excuse. Avoid that by substituting the positive approach.

2. Avoid apologies. Too many of these and you are seen as a sorry person. (“I’m sorry, what did you just say?”) Try something really different; instead of an apology, try thanks. Instead of saying, “I am sorry I’m late; traffic was terrible” you would say “Thank you for your patience; I see we are ready to begin now.” A positive approach instead of a negative one, plus a smooth segue to the business at hand.

3. Say please and thank you. Take a look at your sent emails from the past three days. Do you take time for pleasantries, or just bark out orders like a drill sergeant? Is that really you? Take a second to add a greeting, or a word of thanks. Ask with a please. Be nice. And check your behavior on the phone and in person. How many times a day do you smile or say please or thank you or well done? Great leaders and positive communicators do these things intentionally and with heartfelt authenticity.

What do you do to maintain positive energy and positive energy, even when you are working under stress and deadlines? How do you instill positive habits and make them a part of who you are? I would love to hear your examples and stories of positive communication.

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Employee Communication: Are You Getting the Word Out?

Two-administrative-teams-discussing-outside-a-building

“We thought we were doing a good job in communicating with our employees. However, a recent survey indicated that over 50% felt frustrated because they were not receiving the information they needed to do their job well.”

When there is a communication gap between management and employees, it is usually due to:

1. Ineffective supervision.
Although communication is the most critically important supervisory skill, many enter the ranks of management due to their technical, not their people skills.
2. Poor information systems.
Organizations typically do a better job of planning the flow of materials and products than they do of information, which often slips through the cracks.
3. Lack of a cooperative spirit.
Without a strong spirit of teamwork and collaboration, employees are more apt to withhold than to share important information.to avoid communication gaps.

Here’s how to get the word out and prevent communication gaps.

1. Promote supervisors with good communication skills.
The ability to effectively communicate up, across, and downward is the most important supervisory skill. It should also be the most important factor in promotion decisions. Also provide communication skills training to everyone because communication is every one’s job.
2. Conduct an information-needs analysis.
For each position, outline what information is needed, from whom, and by when. Integrate the results of this analysis into the organization’s daily procedures.
3. Provide what employees need to do their jobs well.
From: management: What changes are taking place within and outside the company that will impact my job? How will this changes affect our priorities? What will be different?
From supervisors: What exactly do you want me to do? What resources do I have? When does it need to be complete? How am I doing? What do I need to do differently?
From coworkers: When will the work I need from you be completed? What are your expectations of me?

Management Success Tip:

Communicate, communicate, communicate. Develop a plan to move information quickly up, down and across the organization. Use staff meetings, special events, emails, voice mail, memos, intranets and even bulletin boards to get the word out. Remember, during times of change there is never “too much” communication.

Do you want to develop your Management Smarts?

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On Evaluating Standardized Tests

students-taking-a-test-with-desktops
Education in this country works great for some, but not for others…

I just read an article from the Washington Post that disturbed me: When An Adult Took A Standardized Test Forced on Kids. It was written by Marion Brady and she talks about an educated adult friend of hers who took the 10th grade standardized tests.

I wouldn’t be writing this post if her friend validated the test by doing exceeding well. After all the man has a couple of masters degrees and some hours toward a PhD, and holds a job with a lot of responsibility. Here’s the problem: he did so poorly on the test that he would have been told he had no real chance of succeeding in college. By all other measures, he is a success!

The most important institution in our nation preparing us for living and thriving in the real world does not seem fit to handle it. You could say it has been too long since he was in school, and if he were a sophomore he would have been better at it–the article mentions that, too, but I still think it flashes a huge problem. A disconnect with reality. Education in this country works great for some, but not for others–for some it appears it misses with what’s really important: a connection with real life experience. It failed in this circumstance, but it also fails in areas where the environment is different from what the standard test crafters know it to be; I suspect their own reality may be skewed by a lack of real experience in those areas.

Perhaps other educated, work and life-savvy adults ought to take the exams as well.

Why do we have these tests anyway? To measure that our students are ready to move forward, that the school is teaching them something worthwhile, that the students are ready for the world of work or prepared for college. When a college graduate and otherwise sane individual takes that test and does not do well, it tells me a high school sophomore’s world concept is vastly different from the one he is about to enter.

The question for trainers and developers: are we to train new employees based on the disconnect? Are we to figure out the differences and provide answers? It would seem we’d be doing the teacher’s job. Now, I understand it was the government that required these tests and the schools often feel they have to teach to the tests instead of what they feel is really important to the students’ future.

Who’s fighting for the students now–armed with this small piece of information. Perhaps other educated, work and life-savvy adults ought to take the exams as well. We might learn something. It surely enough to make us mad enough to fight. Now to get principals and other school administrators to take the tests and see if they don’t have similar results. I suspect they’ll do better because they live in that world. After all their world is a different reality. But whose world are we preparing our students for? Sure, some will be teachers, but many will not.

…there are teachers who teach the answers to the standardized tests, the very ones which may be in need of an overhaul.

Is it time for the standard makers to take the tests as well as see how they do? Revisionist thinking, anyone?

When I administer a test, it is to see if my students can use what they have been taught as well as test their knowledge on a given subject. I may be naive, but I think that is correct priority. Some teachers and administrators have never done anything else other than teach; their environment is limited to school houses and what others tell them should be done. Some teachers and administrators may live in the past where we recited data over and over again until we memorized it; today application is everything and the data we recited over and over again is available at a moment’s notice if we know where to look on the Internet. We can do research in a tenth of the time it used to take–even less, I’m sure.

Critical thinking and problem solving should be a part of every class and related to NOW. I’m not sure it is. I’m sure there are teachers who teach the answers to the standardized tests, the very ones which may be in need of an overhaul. Of course that’s just my educated opinion, but admittedly I’m not an educator, although I do teach college classes. And, I have a couple of Master’s degrees and some work toward a PhD. No, I didn’t take the test.

In fairness to Big Education, the Big Government took away many financial resources and demanded more from our educators. We make it less desirable to teach, one of our most honorable professions, than to work for a private company. Not that there is anything wrong with private, public or non-profit organizations, but maybe it is time to start them to have a relationship with educators earlier. If we can’t get educators to the reality, let’s bring the reality to them. Even college programs that interface with private industry or government, providing learning opportunities for students and problem solving for business and government, have trouble getting off the ground. Other countries are better at it than we are. Maybe if we start earlier…who knows.

Primary and Secondary education’s goal should not be just to prepare for higher education, but for life…

Are we getting too big and becoming compartmentalized as a country. I hope not. Our students’ education is too important. No one would deny that, but we must make sure it is the right education, and if we are educating them the right way, we must measure it in way that is useful. Primary and Secondary education’s goal should not be just to prepare for higher education, but for life that may or should include that higher education as well. If I knew then what I know now? But no one taught me those things. I mostly taught myself how to live in this complicated, often crazy and chaotic world. It would have been nice if I hadn’t had to. I suspect, too, my life might have been different. Yours?

Enough of a rant for now. Everyone should be concerned about education–but especially parents and students. Perhaps, trainers and human resource providers are in a better position to see what comes in the door. Do us a favor? Ask to take the standardized tests to see for yourself. You’re forgiven if you don’t understand the new math; it seems to change every year. But then, is it the new math or concepts of math, or logic and problem solving we should be testing? Attend school board meetings and announce your sentiments. Meet with teachers and do the same. Feedback, not acquiescence is what they need in order to send the message up Capitol Hill.

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For more resources about training, see the Training library.

Enough of me. Please comment. I may be missing something very important that needs to be said. I welcome comments from educators as well; I know I put you on the spot. I am a communicator and a Cave Man trainer; I am always looking for the disconnects because it is important to make connections as the Cave Man did in his world, trying to survive. Check out my world, my web site, and my eBook, The Cave Man Guide to Training and Development. I don’t always talk like everyone else, but I’m standardized for my world and I hope you are for yours. Happy training

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Are You Ambitious? How to Grow Your Career

An-employee-trying-to-convince-his-boss-for-a-promotion.

How to grow your careerIf you’re feeling unchallenged in your present position or an urge to try something new, you may be ready for a promotion to the next level or a different assignment or a special project.

Nowadays, it’s up to you to take control of your professional future. Here are nine tips to advance your career. Yes, it can be done in today’s uncertain economy. However, not all may work for you. So choose the ones that will be most effective in your present situation, with your boss and in line with your company’s directions.

1. Talk to your boss.
Sit down and have a very direct and pointed conversation with your boss about your future in the company. Stress that you want your job performance to meet the company’s goals. Share your own career goals with him or her.
2. Ask for more.
Volunteering to help out other departments or teams — or simply asking for more responsibilities — increases your value within the organization. Asking for additional work shows an interest and desire to help your department and company to succeed. It also puts a spotlight on your value to the business.
3. Volunteer for boards.
If you have your career set on something beyond what you are doing in your present position, seek out opportunities to volunteer or serve on advisory boards where you can build a reputation as someone who is passionate and dedicated to your particular industry.
4. Sharpen your people skills.
Strong interpersonal skills play a crucial role in attracting the notice of your boss, peers, upper management, even outside influencers who might open new doors of opportunity for you. Be friendly, outgoing, personable. Listen carefully to people and practice being a clear, effective communicator.
5. Network. strategically.
Strengthen your personal network and join professional organizations, attend industry conferences, or even volunteer. The more people who are aware of your strengths and abilities, the better your chances of hearing about any new opportunities that might arise.
6. Sell yourself.
Learn the fine art of self-promotion. If you have had major accomplishments or created successful programs, make sure people know about it — especially those in influential positions who could help you advance professionally. Let it be known that you are seeking a promotion or the next step up in your career.
7. Be innovative.
Don’t be afraid to think outside of the box and put your business acumen to work. Stay on the lookout for creative solutions to problems that will make you —nd your boss — look good.
8. Find a mentor.
Develop mentoring relationships, either inside or outside the company. Recent studies have shown that four out of five promotions are influenced by a mentor higher up in the company. Mentors are also great sources of information and career guidance.
9. Keep learning.
A proven way to advance in your career is to be continually acquiring new knowledge. Stay on top of trends or developments in your field and make sure that your current resume reflects those needed skills.

Career Success Tip:

It’s okay to be ambitious. However, do what you need to do to advance your career, with integrity and concern for others. There is no win, no advantage, no victory worth a blemish on your credibility and reputation.

Do you want to develop Career Smarts?

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Social Media Enhance Email Success

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Want to increase the impact of your fundraising emails?

Don’t leave online social media out of the picture.

Consider this interesting fact: Americans spend 3 times as much time on social media as they do on email.

Improve your email performance by combining your email messaging with your social media presence. With a modest investment of time and effort, you can adapt your email content to create Facebook posts and Twitter tweets.

Since most email results are captured with a few hours of an email’s launch, it makes sense to put more online effort into those hours by being very present on your social media.

Here are a few quick and easy ways to boost your email fundraising power:

•   Build excitement with posts and tweets a couple of hours before the email release and
    follow with updates a few hours after the launch. Link one of
    your posts or tweets to an online version of your latest email.

•   Provide sample “share” copy with colleagues, volunteers and friends, so they can
    help spread the word via their own social network sites.

•   Use compelling graphics for goal-oriented campaigns such as a thermometer
    on your Facebook page to display the latest results.

•   Include a “last minute reminder” tweet and post for appeals with a deadline.

•   Be active on FaceBook, responding to messages from your fans and mention that
    they should check their email.

Social media expands your reach because it meets your supporters where they “live.” With consistent messaging across channels, it can help increase open rates and boost overall conversion.

Want to know how to earn your donors’ loyalty and keep them engaged all year long through integrated fundraising campaigns? Send me an email!

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Rick Christ has been helping nonprofit organizations use the internet for fundraising, communications and advocacy since 2009, and has been a frequent writer on the subject. He delights in your questions and arguments. Please contact him at: RChrist@Amergent.com or at his LinkedIn Page

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GM’s Crisis Management

manager-brainstorming-with-colleagues-discussing-strategy-sharing-problem-solving-ideas-room-company.

High marks for the automaker’s crisis management

Late last month, General Motors sparked comparisons to Toyota’s recent troubles when it announced that small electrical fires had occurred in some Chevy Volts during the course of testing. Unlike Toyota, however, GM quickly got out in front of the story, as described in this quote from an LA Times article by Jerry Hirsch:

As federal safety officials began investigating the cause of fires that followed test crashes of its Chevrolet Volt electric vehicles, GM shifted into communications overdrive, trotting out senior executives and engineers to talk about the issue and launching a customer-care initiative.

Analysts say the Detroit automaker wants to be sure it is not seen as sitting on its hands and downplaying a safety issue — a trap Toyota fell into after a deadly 2009 car crash killed four people and set off fears of sudden uncontrolled acceleration in Toyota and Lexus vehicles.

Although the fires were found only in test vehicles that had been partially destroyed, GM’s crisis management strategy included not only a comprehensive communications plan that gave members of the media access to company insiders, but also extended an offer to Volt owners that entitled them to a free GM loaner vehicle until the problem was located and resolved.

Given the almost-nonexistent negative impact, combined with the good PR gained from a solid response, this is one crisis I would label a success.

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For more resources, see the Free Management Library topic: Crisis Management
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[Jonathan Bernstein is president of Bernstein Crisis Management, Inc. , an international crisis management consultancy, and author of Manager’s Guide to Crisis Management and Keeping the Wolves at Bay – Media Training. Erik Bernstein is a writer, publicist and SEO associate for the firm, and also editor of its newsletter, Crisis Manager]