Author: Marcia Zidle

Posted on

10 Job Stress Tips

A-woman-tireleessly-working-on-a-task-with-a-laptop

Stress managementLife’s little hassles mount up until you say to yourself, “If one more thing goes wrong today, I’ll explode.”

Stress. Pressure. Anxiety. Tension. Whatever you call it, there is no shortage of it in today’s fast-paced workplace. Can we totally eliminate them? No. The trick is to manage the stress versus being overwhelmed by it. Here’s how:

  1. Know the enemy.
    What, exactly, is stressing you out? Is it your job? Your home life? Your relationships? Without knowing the root of the problem, you are unlikely to resolve it.
  2. Share the load.
    Delegate whenever possible. Don’t fall into the trap of thinking you are the only person who can do the job right. Your coworkers and boss might start to buy into that concept as well.
  3. Get a fresh outlook.
    Whoops! I made a mistake. Okay. The world is not going to come to an end. Stress often comes from taking yourself and the job too seriously.
  4. Stop being the lone ranger.
    Share your frustrations with someone you can trust. Talk it out. Ask for advice. Accept the concern and encouragement of key people in your life.
  5. Beware of the to do list.
    First take note of all the good work you’ve accomplished and give yourself credit for it. Then look at what needs to be done and set priorities.
  6. Be a kid again…play.
     Put your job concerns aside for five minutes and concentrate on something of fun. Use your break time to work a crossword puzzle, play a quick game of Frisbee, listen to some good music, etc.. A few minutes spent playing brings renewed energy to the job.
  7. Let go.
     Recognize the difference between the things you can control and the things you cannot. Make a list of these two categories. Stop stressing about the things in your job you have no control over.
  8. Develop a tough skin.
    Try not to personalize any criticism you receive. Look at negative comments as constructive criticism that allows you to improve your work.
  9. Don’t make work your life.
    Job stress builds when our minds are constantly focused on work. Strive for balance in your life. Make time for family, friends, hobbies and, most importantly, fun.
  10. Finally, give your job the heave-ho.
    You know it’s time to quit when: You’ve tried all the appropriate channels and methods for resolving your situation, to no avail. You hate going to work every day and it’s making you sick. Your boss is intimidating, disrespectful or demeaning to you.

Career Success Tip:

Distinguish between the areas of your concern (all the things that bother you) and the areas of your influence (what you can change or control). Focus your time and energy on things that you can personally influence or change either within yourself or with others. It not only leads to less stress but also a feeling of personal empowerment. What are some things in your work world that you can influence right now? Let me know.

Do you want to develop Career Smarts?

Posted on

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?

Posted on

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?

Posted on

Staff is Overwhelmed: What Do You Do?

overworked-young-employee-overwhelmed-and-angry.

My workers are complaining they have too much to do and too little time to do it. I know we are short two staff people but we are under a hiring freeze. Also I feel, that with economy the way it is, they should be putting in 110%. What can I do?

Some people can be very productive when they’re under pressure and are juggling multiple tasks with tight deadlines. But project loads, that are consistently unmanageable, can lead to burnout and the associated problems of reduced employee morale, high turnover, and increased inefficiencies and mistakes. You, as a manager, need to do more than acknowledge they are stretched too thin; you need to come up with viable solutions.

1. First, talk to staff.
Get a realistic handle on the situation. How do employees view their responsibilities? Are unrealistic deadlines impacting the quality of their work or level of job satisfaction? Perceptions may vary from person to person.
2. Ask for activity reports.
Review each employee’s tasks to determine which projects are taking the most time. Make sure the most critical initiatives are getting the majority of resources.
3. Reward smart work habits.
Someone who is putting in long hours may be working hard, but is he or she also managing time wisely? Clarify your expectations with employees, and take steps to recognize teamwork, innovative ideas and problem-solving skills.
4. Get help.
Bringing in temporary staff to assist during periods of peak activity or for special projects can alleviate some of the burden on full-time workers.
5. Keep your door open.
Maintain an environment in which employees are not afraid to ask for help when workloads become too heavy. Be willing to reallocate resources as needed.
6. Finally, feed the lighter side.
Bring in food, cartoons, motivational sayings and fun activities often go a long way in letting your staff know you care.

Management Success Tip:

Lead by example. Sometimes you need to show employees that everyone has to pull their weight including you. Stay late with your team; make the coffee when the pot is empty; participate in the fun events. And most important celebrate successes, large and small. Those who have a good time together work better together.

Do you want to develop your Management Smarts?

Posted on

Working Abroad: What It Takes to Succeed

a-young-black-bussiness-man-working-in-a-foreign-country

working abroadShould I take this job in China? That was a question from a US client. Her concern was not as much about the position as to whether she could fit in and be successful working in the culture.

The most successful international businesses are those that take care to fit in well with local customs. This also goes for the individuals who work for them! Here are some key areas to pay attention to in adapting to a new work environment whether it’s in another country, another city or even another company.

1. Timing and punctuality
Some cultures strive for punctuality, while others have a much more relaxed approach to time. In some Latin American or Asian countries, you may need to cultivate the art of patience when it comes to start times for meetings. However, cultures are definitely changing with the times. So don’t go on assumptions – find out.

2. Pace of working
You may find yourself getting frustrated if you’re working in a culture that doesn’t share your haste to get the job done. Deals that only take hours to strike in one culture could drag on for weeks in another. Business may be restricted to the boardroom in some countries, while in others lunches, dinners or even sporting events will be the negotiating arena.

3. Eating and drinking
You may be presented with a meal that you find hard to stomach. For example, if you’re a vegetarian in cultures where meat is the most important dish, you’ll often have to decide between pleasing your hosts and sticking to your own principles. Check out the local culture in respect to alcohol too. You may be expected to join in several bottles of wine over lunch, or drinking might be frowned upon.

4. Office culture
The corporate structure might be much more hierarchical than you are used to, even within the same organization. And you may also find that there may be different gender expectations. So again ask, don’t assume.

Career Success Tip:

But above all, make sure you stay focused on WHY you’re doing this overseas posting. Whatever the purpose, the relationships you build during the course of your assignment will be invaluable to you when you get back home. So pay particular attention to professional networking during your time working abroad. What have you learned living or working in another country or part of the world? What lessons did you learn?

Do you want to develop Career Smarts?

Posted on

What’s Your Listening IQ?

A-man-sitting-in-between-two-employees

I’m sure you’ve heard this phrase: God gave us two ears and one mouth for a reason – to listen first, then talk! So, as a leader, how good a listener are you?

Many people take their listening skills for granted. We often assume we’re listening and others know they are being heard. But many times that’s not the case. Then without warning there are misunderstandings, hurt feelings and conflicts that prevent people from working well together.

How many of these 10 behaviors can you say yes to?
1. I ‘m doing several things at once while others are talking to me.
2. I have a hard time concentrating on what is being said.
3. I am annoyed when someone slows me down.
4. I think what I want to say next rather than is being said.
5. I don’t like it when someone questions my ideas or actions.
6. I’m impatient waiting for the person to finish talking.
7. I give advice before the other has fully explained the situation.
8. I tend to talk significantly more than the other person talks.
9. I don’t know at the end of some conversations what it was about..
10. I’m uncomfortable and don’t know what to do if the speaker expresses emotions.

Scoring:
1-3: Take a bow. You appear to be a good listener. But don’t rest on your laurels. Continue being attuned to others
4-7: Push forward. You doing OK but can improve. Pick one or two of the above statements to work on and 1 or 2 of the tops below to practice.
8-10: Don’t lose hope. You can become a good listener. First it takes intention (realizing it’s an important skill for leaders ) and then practice (applying the tips below on a regular basis.).

How to boost listening skills:
1. Limit distractions. Silence technology and move away from distraction so that you can pay full attention to the other person.
2. Focus on the moment. Pay attention to what is being said, not what you want to say. Set a goal of being able to repeat the last sentence the other person says.
3. Be ok with silence. Count to ten or twenty before replying. The other person may continue and it also gives you a chance to collect your thoughts.
4. Ask before you tell. Encourage the other person to offer ideas and solutions before you give yours. And be open to other perspectives.
5. Summarize. Restate the key points to make sure what you heard are accurate. “You suggested……is that correct?”
6. Ask for clarification. If you don’t understand or are confused, don’t just nod your head and smile. “I’ve missed something, somewhere; can you go back to …”
7. Remember, follow the 80-20 rule. Do 80 percent of the listening and 20 percent of the talking.

Management Success Tip:

Listen actively to people around you, especially those who challenge your ideas. “I listen carefully even to the opinions that totally contradict my own beliefs. i want to make sure that when I make my decisions, I hadn’t missed anything.”

Do you want to develop your Management Smarts?

Posted on

Criticism: How to Handle Negative Feedback From Your Boss

negative feedback from bossHas this happened to you? All along you thought you were doing fine. Then you get hit with this bomb from your boss: “Peter, we need to talk about your team. I’m concerned about……..”

As you listen to the criticism and your adrenaline starts to flow, pause – take a deep breath – and heed these three tactics:

1. Control your feelings whether anger or disappointment.
We call it constructive criticism and it usually is. But it can also feel painful, embarrassing and personal. Recognize your initial feelings and then put them aside so the noise doesn’t crowd out your hearing.

2. Look beyond the delivery and listen to the message.
Even if the feedback is delivered poorly, it doesn’t mean it’s not valuable and insightful. Not everything will be communicated in “I” statements, focused on behaviors and shared with compassion. Avoid confusing the package with the message.

3. Don’t agree or disagree. at this point. Just collect the data.
Feedback is useful information about how someone perceives you or your situation, i.e. your team’s performance. Let go of the need to respond immediately, get into a listening mode and fully understand what is being said. Probe for more data. Ask for examples. Even ask for suggestions. Only then respond with your story and your facts. Then move into problem solving.

How to Respond?

If you feel you’ve been blind sighted by the criticism and you’re unsure how to respond, then what? It depends. If it’s from someone whom you don’t want to deal with right now, smile and say “Thank you for the insight, I’ll think about it carefully.” And then change the subject or politely leave the situation.

If it’s your boss, you can’t side step it. You need to deal with it. You can perhaps delay the discussion to later in the day or ask for 15 minutes to finish a crucial project. If that doesn’t work and it has to be now, then stop what you’re doing; turn off email, phone and messaging; take several deep breathes and clear you mind; and remember the above three ideas.

Career Success Tip:

When criticized, don’t turn on the immediate impulse to defend yourself, blame others or other negative behavior. Rather turn it into a learning experience. Pick out at least one thing that you will change so that you will become more effective in your job or in advancing your career.

Do you want to develop Career Smarts?

Posted on

Priority Management: Keep the Main Things the Main Thing

young-businessman-working-business-reports-using-computer

“I’ve fallen into this trap too many times. In my mind, I tell myself if I’m busy, I’m adding value. The reality is that we can be busy about the wrong things. And, if we don’t discipline our lives, we’ll find ourselves investing a lot of our time with little impact.”

Some leaders have this ailment called activity addiction. Do you? They think that having their plate overflowing each day means that they are excelling at their job. Being busy is not the same as being effective. Truthfully, some highly effective people are not overly busy. They have learned to focus on priorities, not activities; to delegate but not micro-manage; and to know when to act and when not to.

The most effective managers today are not addicted to being busy; rather, they are addicted to producing measurable results by doing the right things, in the right way and at the right time.

YES or NO!

People think focus means saying yes to the things they have to work on. But that’s not what it means at all. It means saying no to the hundred other good ideas that there are. So pick carefully. Get together with your boss, team or board in the next week and answer these 6 questions:

  1. What are the key things we have to accomplish this quarter?
  2. Which are the most important or has the highest priority?
  3. Why are they important to our team or organization?
  4. When are our deadlines? How firm or how flexible?
  5. Who are the key people or groups we must satisfy?
  6. When faced with competing tasks or requests:
    – What do we say yes to?
    – What do we say no to?
    – What do we put aside to later?

Management Success Tip

Make sure your time is used to its best advantage. If you’re like most hard-charging managers, you have a long to-do list and feel proud of it. Now take another look. Start a stop-doing list. Effective leaders have developed the discipline to stop doing anything and everything that doesn’t lead to the results they want.

Do you want to develop your Management Smarts?

Posted on

Manage Work Stress Before It Manages You!

An-employee-stressed-and-holding-his-head

manage work stressStressful situations are all too common in a workplace that’s facing budget cuts, staff layoffs, and department changes. It may become harder and harder to manage your emotions under these circumstances. But it’s even more important now for you to do so.

After all, if management is forced into making more layoffs, they may choose to keep those who can handle their emotions, and work well under pressure. As the above quote shows, no matter what the situation is, you’re always free to choose how you react to it. So, how can you become better at handling your emotions, and ‘choosing’ your reactions to bad situations?

1. Stop and evaluate.
One of the best things you can do is mentally stop yourself, and look at the situation. Ask yourself why you feel frustrated. Write it down, and be specific. Then think of one positive thing about your current situation. For instance, if your boss is late for your meeting, then you have more time to prepare. Or, you could use this time to relax a little.

2. Find something positive about the situation.
Thinking about a positive aspect of your situation often makes you look at things in a different way. This small change in your thinking can improve your mood. When it’s people who are causing your frustration, they’re probably not doing it deliberately to annoy you. And if it’s a thing that’s bothering you – well, it’s certainly not personal! Don’t get mad, just move on.

3. Remember the last time you felt frustrated.
The situation probably worked out just fine after a while, right? Your feelings of frustration or irritation probably didn’t do much to solve the problem then, which means they’re not doing anything for you right now.

4. Don’t surround yourself with worry and anxiety.
For example, if co-workers gather in the break room to gossip and talk about job cuts, then don’t go there and worry with everyone else. Worrying tends to lead to more worrying, and that isn’t good for anyone.

5. Focus on how to improve the situation.
If you fear being laid off, and you sit there and worry, that probably won’t help you keep your job. Instead, why not brainstorm ways to bring in more business, and show how valuable you are to the company?

Career Success Tip:

When you find yourself stressed, ask yourself one question: Will this matter in 5 years from now? If yes, then do something about the situation. If no, then let it go. In other words, don’t sweat the small stuff… and most of it is small stuff! So whatis the small stuff you are going to let go of? What’s the big stuff you’re going to keep?

Do you want to develop Career Smarts?

  • Copyright © 2011 Marcia Zidle career strategist and leadership coach.
Posted on

Accountability: Do Employees Do What They’re Suppose to Do?

business-man-relaxing-after-finishing-task-taking-break-

“When I gave them their marching orders and they were nodding their heads, I figured they knew what to do and were going to do it.”

I recently heard this from a health care manager who was not too happy when the project got behind schedule and the blame game took over. Managers can’t mandate accountability, they need to encourage it. Here are three tips to generate employee commitment.

1. First, get real buy in.
You may think that when you present the reasons for change and the plan is solid, the majority of people will buy in automatically. But that doesn’t match up to reality. People will be leery until you deal with their questions, anxieties and concerns. Read “I’m committed, why isn’t everyone else?”
2. Set a crystal clear direction.
It must be like a lighthouse, a bright and focused beacon that guides everyone’s work. If people don’t understand precisely where they are headed and how they specifically contribute to the overall results, then it’s only sheer luck that they will succeed.
3. Make sure everyone stays the course.
It’s usually in the middle of a change effort that work starts falling through the cracks, milestones aren’t met and stress is affecting everyone’s morale. This is when management is needed to keep the right hands and the left hands working well together. One organization I worked with had weekly cross departmental meetings for communication updates, coordination issues and problem solving.

Management Success Tip:

Realize you can’t mandate accountability, you must demonstrate it. Instead of pointing fingers when trouble arises, look to yourself first. Ask these four specific questions:

  • What is the real problem not just what surfaces?
  • What am I doing or not doing to contribute to the problem?
  • What will I do differently to help solve the problem?
  • How will I be accountable for results?

As one leader said, “It’s in my bones now. I work to demonstrate accountability everyday to myself, the leadership team and our organization’s talent.”

Do you want to develop your Management Smarts?