Empathy in Crisis Management

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View things through your audience’s eyes and gain valuable crisis communications insights

It’s become fairly accepted that, when found to be in the wrong, organizations should explain what happened, how they plan to set things right, and how they plan to prevent the same issue from occurring again.

One critical factor that’s often missing, however, is described below in a quote from Cheryl Smithem’s Charleston PR blog:

If your firm finds itself involved in a scandalous situation, always put yourself in the emotional place of an outside onlooker. Feel their intense emotions – then respond to those emotions with sincere statements of sympathy for the victims. While you must also address the details of the incident and how it will be prevented in the future, any missteps in addressing the intense emotions of onlookers who put themselves in the place of the victim will leave your firm damaged, no matter how well you mitigate physical or financial damage.

While Cheryl’s post addressed the handling of the sexual abuse case at South Carolina military college, The Citadel, the same rules apply to just about any crisis.

If you want stakeholders to be receptive to your crisis management messaging, you first have to convince them that you care about them, and understand the negative emotions they are feeling. We’ve all heard the term, “walk a mile in someone else’s shoes,” right? Well, before you even begin to craft your crisis messaging, take a mental walk in the shoes – and hearts – of the affected parties, and do your very best to understand what they are thinking, and feeling, at that very moment.

A hallmark of a great crisis manager is the ability to empathize. Get in tune with your stakeholders, say the words that are needed to unlock their ears, and your messaging can do its work.

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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, author of Manager’s Guide to Crisis Management and Keeping the Wolves at Bay – Media Training. Erik Bernstein is Social Media Manager for the firm, and also editor of its newsletter, Crisis Manager]

Even Better than Awesome: How to use Superlatives

Smiling business man with coffee gesturing thumbs up to a staff

PerfectYears ago when I was in the recruiting or “headhunting” business I had a colleague who used to swear his candidate was “perfect” for the client’s position. When the client raised an objection or two, my colleague would then swear he had another candidate, who was “even more perfect.” Call it sick humor, but the rest of us thought it was pretty funny stuff.

These days everything is “awesome.” A beautiful sunset, a new haircut, a great cup of latte. Doesn’t matter; it is all awesome. That got me thinking. Aren’t there other words we could use to describe the good things around us? If we could take a closer look at superlatives, maybe we could be more specific in our praise, and freshen up our language at the same time.

What other words come to mind? Here are some that might fit, depending on what you are talking about, and who you are talking to.

  • Astonishing
  • Amazing
  • Awesome
  • Breathtaking
  • Brilliant
  • Delightful
  • Excellent
  • Extraordinary
  • Fabulous
  • Fantastic
  • Fine
  • Glorious
  • Good
  • Grand
  • Great
  • Incredible
  • Magnificent
  • Marvelous
  • Outstanding
  • Perfect
  • Phenomenal
  • Remarkable
  • Stunning
  • Spectacular
  • Splendid
  • Stellar
  • Super
  • Terrific
  • Tremendous
  • Unbelievable
  • Wonderful

Next time you want to provide a compliment or remark on the goodness of something, see if you can replace your ordinary superlative with one that is more interesting, suitable, and special to the listener.

And please, let me know if you have others you would like to add to this list.

Author Gail Zack Anderson, founder of Applause, Inc. is a Twin Cities-based consultant who provides coaching and workshops for effective presentations, facilitation skills for trainers and subject matter experts, and positive communication skills for everyone. She can be reached at gza@applauseinc.net.

Web site: www.applauseinc.net

Blog: www.managementhelp.org/blogs

twitter: @ApplauseInc

Talent versus Performance and More

Talent vs performance
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Talent and performance can be enhanced by luck, attitude and determination.

Truly commentary. In a recent comment, I promised that my next blog would focus on talent and performance. Some see talent as something you have or you don’t. I don’t see it quite so black and white. I believe someone can have inherent talent (or a natural ability) and others have to work hard at “feeling” it. For some it comes easy–for others not without dedication and much education and training. Which “talent” is better to have? Not so fast. Either can be great. It depends on luck, attitude and determination. The same would go for consistent performance.

Both topics (talent and performance) seem natural for someone like me with experience in worlds that may seem totally different and yet when I’m through re-visiting these definitions, I think you’ll agree talent and performance used as they are used this mysterious other world can offer insight in the business world. While I have a masters in performance criticism that was intended for live theatrical performance, I examine organizational performance in much the same way. Believe it or not, those worlds aren’t that far apart.

When we say someone in the theatre is talented we mean they present us with evidence immediately that they should be able to do a professional job for us, whether it is through a resume, a past or recent experience (a performance) we have seen. No matter if the talent is acting, directing, dancing, singing, etc. As the late, great actor, Robert Shaw might say as he did in The Sting, “Ya follow me?”

So it goes. Talent is immediately demonstrable in some way. And that goes for business as well. “Right, boyo.” In theatre, one performance is done, that one is over. If your error was horrific enough to cast bad light on the rest of the show, you could be be fired and an understudy or new actor steps in. Sound familiar in business? It happens all the time. In both worlds.

In business or other organizations what may bother the “cast” is unknown, unnoticed or unimportant to onlookers. Unfortunately, some employers will take that opportunity to make sure that the employee who errs stays put (with a scowl and fear of losing his or her job) or ensures that one mistake or misstep affects this employee’s potential for future promotion in favor of someone who has not had a “bad day.”

I think a bad day is worth learning from, don’t you? If anything, standing behind your employee at a time like this without malice will have a positive effect. Or you have the two scenarios mentioned above.

While talent is immediate and meant as a badge of credibility, performance is another matter entirely. One can have the talent and have a bad day, and leaders could wonder about the talent human resources saw at first, but usually both good bosses and HR will attribute it to a bad day. At least I hope they do. No one is perfect or consistent all the time. In theatre, no one show is exactly as the last especially to the cast. The audience rarely notices.

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If anything, standing behind your employee on his or her “bad” day will most likely have a positive effect.

There is another instance: he or she may not have displayed a certain talent before but suddenly found the inspiration and unique situation that brought it to the surface (now) during the performance of regular duties. The employee is not displaying the talent he or she was hired for, but more than he or she was hired for, too. This complicates things, too, for employers with a less than positive leadership style. The employer can ignore, make sure it doesn’t happen again. Obviously this employer wants to keep this person at this level. The excuse is that “this person is needed at this level; after all, someone has to do the work.” What it really means is that the employer doesn’t want to do the work to promote, reassign and re-hire.

In the government ranks, I found this practice deplorable and a detriment to morale. It certainly had nothing to do with leading by example, but everything to do with power and the worse kind of character traits I can imagine. I was once ordered not to give my assistant work that would allow her the ability to show on her resume she was doing more than she was hired to do because we might have to promote her then. As a supervisor myself at another time, I was notorious for promoting people out of my office often to my own disadvantage, but those people deserved it. Even though I had fewer people to do my job, my employees were loyal and hard-working without asking.

Now, what does this mean to trainers? We add still another element to the party. Knowledge, and sometimes skills, if what we are training is skill-based. What category do we put it in? Talent or performance? Hopefully, the added knowledge will help both. With added skills, we are mostly likely to see improvement in performance.

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A lot can be said as to the benefits of good company morale and loyalty; the lack of high morale and loyalty can make a potentially great company a mediocre one.

So it goes. Talent is essentially immediate demonstrable talent, performance is one positive such demonstration, and extra knowledge plus training skills enhances both when applied appropriately. However, behind all of this the employer and employee relationship affects it all. In fact, that relationship can destroy, not only good employees, but poison others’ morale and loyalty. A lot can be said for company morale and loyalty; I doubt I’m the first to say the lack of high morale and loyalty can make a potentially great company a mediocre one.

My basic philosophy: growth in all areas of our life is important. We all don’t need promotions when we demonstrate new talents. In life, all we need is affirmation. On the job, sometimes it’s the same. Just remember it is a part of our lives and so positive reinforcement and encouragement when we have a bad day makes work harder than fearing for our jobs. Let’s not forget (and I say this with head bowed) those employees who have gone “postal” so much so it is a part of our vernacular. Perhaps we don’t have all the talent needed for a promotion, or maybe we would rather be a specialist. Maybe recognition and encouragement here and now is enough.

My point here is simply pay attention and actively encourage supervisors to observe and reward positive behavior while ignoring the occasional misstep. I have never found that observation to be solely the job of human resources (it literally can’t be in most cases), but also of company and organizational leaders in general. By encouraging the creative growth of your employees, you encourage the creative growth of your company. You inspire free thinking and enthusiastic support. All of these factors singly and together affect the talents and abilities the individual believes he or she has and performance he or she is capable.

As a trainer, by making your presentation, however canned a part of it may be, by keeping it personal to the trainees, by understanding their needs, you aid in their performance. Isn’t that what we’re there for?

Remember Maslov’s Heirarchy of Needs!

Something to think about.

For more resources about training, see the Training library.

A final reminder: I do have a website where you can find other items I have written, including coupons for my best selling, The Cave Man Guide To Training and Development and my novel about the near future, Harry’s Reality! Happy Training.

Happy training.

Scale Isn’t Everything…

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The notion of “scale” gets a great deal of attention in the social enterprise world. It seems to suggest fast growth from taking a successful model to expanded size, locations and social impact, all at warp speed. Social capital, business competitions, even funders often talk about scale as if it were the ultimate goal for every social enterprise, and those that aren’t ready “to go to scale” need to find a way to get there. Continue reading “Scale Isn’t Everything…”

Association boards and conflicts of interest – a dilemma

Two men looking at a business document

Ursula is a director on of an industry association. Although they use terms such as ‘Councillor’ and ‘council’ it is constituted as a board and the members have the same duties and responsibilities as directors under the corporations act. All directors are nominated by companies within the industry and serving on ‘The Council’ is seen as an indication that a person has been identified as a future leader within their organisation and within the industry.

Councillors use the Council to promote their own profiles and enhance their networks.

Ursula is concerned at another aspect of their behaviour; using information that comes to the Council to benefit their own organisations. Information about proposed regulatory changes has leaked allowing first movers to gain an advantage; Ursula suspects her colleagues are involved.

Now the Council is deciding on a package of grant funding that will benefit the smaller participants in the industry as well as attract start-ups. Although this is clearly in the interests of the industry the councillors all come from larger, well established, companies and oppose the program as it will create competition for them. At the last meeting the Chairman remarked “I don’t see why we should be helping upstarts to eat our lunch.” Another board member responded “My boss will certainly not thank me if this gets approved.”

Staff at the government department are mystified as to why a good grant package is taking so long to get industry sponsorship and is continually bogged down in discussions. They have asked Ursula for her opinion on the best way to expedite it.

How should Ursula respond to this request?

Many readers of this blog will be familiar with my newsletter The Director’s Dilemma. This newsletter features a real life case study with expert responses containing advice for the protagonist. Many readers of this blog are practicing experts and have valuable advice to offer so, again, we are posting an unpublished case study and inviting YOU to respond.

If you would like to publish your advice on this topic in a global company directors’ newsletter please respond to the dilemma above with approximately 250 words of advice for Peter. Back issues of the newsletter are available at http://www.mclellan.com.au/newsletter.html where you can check out the format and quality.

The newsletters will be compiled into a book. If your advice relates to a legal jurisdiction, the readers will be sophisticated enough to extract the underlying principles and seek detailed legal advice in their own jurisdiction. The first volume of newsletters is published and available at http://www.amazon.com/Dilemmas-Practical-Studies-Company-Directors/dp/1449921965/ref=sr_1_1?ie=UTF8&qid=1321912637&sr=8-1

What would you advise?

Julie Garland-McLellan has been internationally acclaimed as a leading expert on board governance. See her website atwww.mclellan.com.auor visit her author page at http://www.amazon.com/Julie-Garland-McLellan/e/B003A3KPUO

How to Set Clear Agreements

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Many times my executive coaching clients express frustration because others do not meet their expectations. When you set clear agreements at the beginning of a project or new work relationship, you can avoid pitfalls and misunderstandings. Here are some questions to help you set clear agreements in an effective and collaborative “coach approach” manner.

What? – establish the course of action

  • What do we want to achieve?
  • What is the scope?
  • What are the expectations that I have of you and you have of me?
  • What does success look like and how will it be measured?
  • What is the current status?
  • What are the future steps?

Why? – verify the reason

  • Why is this important?
  • What is the fundamental purpose?
  • Who will it affect most if we succeed? If we fail?
  • What are the consequences of doing nothing?

When? – agree upon the timeline

  • When do we start?
  • What is the deadline?
  • What are the significant milestones?

Who? – decide responsibilities

  • Who will be responsible for what?
  • Who will follow up with whom?
  • Who else needs to know?

How? – determine the method

  • What will our processes be?
  • What do we expect in terms of quality and standards of excellence?
  • How and when do we communicate?
  • How will we address conflict should it arise?
  • How will we celebrate success?

Try the What? Why? When? Who? and How? method to set clear agreements and get better results.

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Pam Solberg-Tapper MHSA, PCC – I spark entrepreneurial business leaders to set strategy, take action, and get results. How can I help you? Contact me at Pam@coachforsuccess.com ~ www.coachforsuccess.com ~ Linkedin ~ 218-340-3330

Words of Wisdom

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During my career, I have been given a few nuggets of wisdom from people with whom I have made contact. Upon truly understanding their meaning, those words shaped a paradigm shift in my thinking that transformed the way in which I did my work or lived my life. Other pieces of wisdom I heard simply reaffirmed what I already knew, but perhaps provided a unique way in which to describe or communicate the concept. One of those concepts seems to be rarer today than when my career started and I thought I would share it with you.

During my last year of undergraduate work, a guest speaker came to speak to my leadership class. Her message was inspiring and spoke to the good that can be done when only one person takes a stand to make a difference. Upon concluding her talk, she suggested that we always remember who we represent. In our daily interactions with the world around us we are representing the groups in which belong. Those groups include our family, our educational institutions, our religious organizations, our communities, our workplaces and yes even our sport teams. And whether or not we want the responsibility, our actions send a message to those with whom we interact about the people that make up our group.

What does your message send about you, your family or even the field of HR? If you are in HR, you most likely understand the negative perceptions that may exist about our ability to really contribute to the business or make a financial impact. But what are you doing today to change those? How are you leading change in your organizations? How are you modeling the core values you represent?
Think about the following:

. You are a recruiter for a company. In your personal time, you spend hours to complaining to everyone who will listen about how bad your company is. (This goes beyond the very tight inner circle of people with whom you have developed a deep relationship of trust and may even include those postings we have all heard about on all those social networking sites.) When you come to work, you spend hours wondering why you can’t get your network to send you any referrals.

. You completed your degree and are very quick to point out to others this new credential you earned. (Go ahead; you deserve to brag a little). But then at every opportunity, you bash the school and the curriculum. And talk about how it was a huge waste of time. Or you use your 10 years of experience working at a company as a credential on your resume, but during an interview with a potential employer, you spend 15 minutes bashing the company and everything they did wrong.

. You volunteer with a charity. You are put in charge of a project that requires the recruitment of volunteers. You schedule a meeting with those who may be interested in volunteering. While you are waiting to start the meeting, you friend who came to help out walks over and you spend ten minutes venting to her about how frustrating it is working with the leaders of the organization.

On the days when emotions take over and I start to resemble the examples above, I check myself. I take a moment and I think about who I am representing. The next step is to ask, “what can I do to make it better?”
Where will you start?

Sheri Mazurek is a training and human resource professional with over 16 years of management experience, and is skilled in all areas of employee management and human resource functions, with a specialty in learning and development. She is available to help you with your Human Resources and Training needs on a contract basis. For more information send an email to smazurek0615@gmail.com Follow me on twitter @Sherimaz.

Creating Connections That Matter

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We all know that the relationships in our lives are so important. In fact, motivational speaker Brian Tracy said that 80% of our success in life really depends on our relationships. Yet how many of our relationships are really connections with people that go deep, that matter? With all the social media outlets, we are able to connect with more people than ever before. However, most of the time these connections are brief updates on what is going on in our lives or things that we like.
GoWhat I’m talking about here are the connections that we want to foster, the network of people that is important in our life and work. One word sums up what we can do to create new and long-lasting connections that matter – GIVING.
G – Get to know each other. When you meet someone take interest first in what is important to them (i.e. their family, passions, hobbies, organizations). This is a great guide for you to know what brings them joy. You’ll also want to share the same type of things about yourself so they can get to know you.
I – Impression. You’ll always make an impression. The question is whether it’s going to be a good one or not. When we connect with someone new it’s important to be intentional about the kind of impression we want to impress upon others. Knowing yourself and being yourself is the best impression you can leave. Think of three words that best describe you. Live these words each time you connect and you won’t have to worry about the kind of impression you make.
V – Value. This is core to any relationship, especially when you are meeting important new people in your life. What is the value that you can add for them should always be at the forefront of your mind. Is it to make a personal connection/introduction for them? Is it an article that you read that they would really benefit from? Is it a volunteer opportunity to get involved in that would leverage their expertise?
I – Important. Asking questions is important; especially ones that will really help you connect with the important things in their lives. Try these out:

  • What do you like to do for fun when you are not working?
  • What is the most important project you are working on?
  • How can I help you with that?

N – Noteworthy. Once you find out the things that matter to them, don’t forget about them. Just the other day I connected with a woman that I hadn’t seen for nearly a year and I asked about her two boys. She was impressed I remembered she had two boys. I write things down so I don’t forget the next time I see them, important dates, names, interests, etc… One of my favorite things to do is to let people know how much they matter to me through cards. My gratITude cards work great for this.
G – Give more. Never stop giving value is a surefire way you’ll keep these connections strong. Because as Cynthia Kersey said, “Giving is the most potent force on the planet and has significant impact on every area of your life.”

As your inspired life mentor, Janae Bower is passionate about helping YOU live a more balanced, purposeful and inspired life! Her writings, speaking and coaching are the spark of inspiration you need to energize you on your journey of personal transformation.

 

Knowing What to Record – Because Minutes are Not Minute

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How perfect is your memory? When you leave a group meeting, do you walk away remembering everything discussed and decided? If not, keep that pen and pad with you. And, if you’re the one facilitating meetings, it’s especially important for you to record the results of the meeting to keep the group’s commitment and follow-through. Meeting notes are more important than you think, and in fact, looking beyond just meeting minutes, facilitators need to be responsible for the meeting documentation. The documentation from a facilitated session serves as the official record of the results of the meeting. So, how do you know what to record?

At Leadership Strategies, we believe that it is the responsibility of the facilitator to ensure that participants agree with the documentation of the session before the session ends. We accomplish this by getting agreement from the participants that the information recorded by the facilitator during the session represents the official record of the session. In this way, the participants tend to pay closer attention to ensuring that all key information gets recorded during the session. After the session, the facilitator has the notes transcribed, edited and distributed to all participants.

What should be documented in a session? We believe that it is important to document four items in particular:

1. Decisions made during the session

As described in “The Secrets of Starting” chapter in my book, The Secrets of Facilitation, it is important to have a parking board for documenting decisions that are made during the session. Anytime the group reaches a decision, the facilitator should note to the group that a decision has been made and record the decision on the decisions list.

2. Actions assigned during the session

Likewise, anytime the group identifies an action that needs to be taken after the session, the facilitator should note to the group that an action has been identified and record the action on the actions list. Near the end of the session, the facilitator should ask the group to identify the person who should be responsible for making sure each action occurs and the date by when the action is needed.

3. Outstanding issues as a result of the session

In addition to decisions and actions, the facilitator must also be alert to identify times when participants are discussing issues that are outside the scope of the meeting or the current discussion. The facilitator should point out to the group that the issue is something that may be important to discuss but is off focus from the current topic. The facilitator should get agreement from the participant(s) to record the issue on the issues list and then redirect the conversation back to the topic at hand. When the facilitator reviews the issues list at the end of the session, all issues will either be resolved or moved to the action list. Technically, therefore, there will be no outstanding issues to document in the session notes.

4. Relevant analysis and comments made during the session

As the participants progress through the agenda, the facilitator will record comments that are made that pertain to the topic under discussion. Note that with facilitated sessions, the goal is for the group to have ownership of the decisions, issues, actions and analysis. Therefore, it is important NOT to identify in the documentation who made a specific comment.

The final documentation will also include notes added by the facilitator to add clarity or build context for the reader. Consider putting notes added by the facilitator in italics to differentiate these notes from information provided by the participants. So, fellow facilitators, what else do you think is important to record?

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Certified Master Facilitator Michael Wilkinson is the CEO and Managing Director of Leadership Strategies, Inc., The Facilitation Company and author of the new The Secrets of Facilitation 2nd Edition, The Secrets to Masterful Meetings, and The Executive Guide to Facilitating Strategy. Leadership Strategies is a global leader in facilitation services, providing companies with dynamic professional facilitators who lead executive teams and task forces in areas like strategic planning, issue resolution, process improvement and others. The company is also a leading provider of facilitation training in the United States.

Rich Products Does Recall Crisis Management

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Nearly 11 million pounds of frozen foods pulled from shelves

According to USA Today, Rich Products has called for the recall of nearly 11 million pounds of frozen mini cheeseburgers, sandwiches, quesadillas, pizzas and other snacks sold under the Farm Rich, Market Day and Schwan’s brands because of potential E. coli contamination.

So often when we write about recalls, it’s tough to even find mention of the issue on the company page, and we were disappointed to find that was the case on the main Rich Products page as well. To be fair, there are two separate press releases regarding the recall linked in the site’s news center, but it’s a world of difference compared that to the highly transparent way the situation is being handled on the front pages of the websites belonging to both Rich Products-owned Farm Rich, which features a full-page spread on the recall, and independent reseller Market Day, which has installed a large banner at the top of its home screen:

Farm Rich recall front page screenshot

Market Day recall front page screenshot

Schwan’s silence

Schwan’s, another independent reseller, neglected to post anything at all on its site regarding the recall, not even in the news section. Instead, it’s pulled all products named in the recall from its virtual shelves without explanation, certainly not the response that Crisis Management 101 would dictate.

Responsible recall

Overall, Rich Products is handling the recall responsibly, voluntarily expanding the number of products included in order to better protect its customers and sharing information with the public. The Farm Rich foods site is where its crisis management really shines, though. Not only does it allow visitors to spot recall information right away, but, as you can see in the image, there is also a link to a full FAQ regarding the FDA and USDA news releases on the topic. When we visited the page, the visibility and amount of information instantly available gave the clear impression that Farm Rich being transparent in its recall process, and that the company cares about the safety and well-being of its customers.

Good work Rich Products, and especially to the Farm Rich web team, you’ve got your priorities straight.

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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, author of Manager’s Guide to Crisis Management and Keeping the Wolves at Bay – Media Training. Erik Bernstein is Social Media Manager for the firm, and also editor of its newsletter, Crisis Manager]