Priority Management: Focus on the Big Rocks

A-female-manager-trying-to-bolster-the-morale-of-her-teammates.

“It’s now time for a quiz.” said the speaker to a group of managers.

He pulled out a one-gallon, wide-mouthed mason jar and carefully placed a dozen fist-sized rocks into the jar. He then asked, “Is this jar full?” Everyone answered “Yes!” “Really?” he said.

He pulled out a bucket of gravel, dumped it into the jar and shook it so that the gravel would go into the spaces between the big rocks. He smiled and asked the group once more, “Is the jar full now?” By now they were on to him. “Probably not,” one said. “Good,” he replied.

Next he brought out a bucket of sand and dumped it into the jar filling the spaces between the rocks and the gravel. Then he grabbed a pitcher of water and filled the jar to the brim.

Finally, he said “Who can tell me the point of this exercise?” One eager beaver raised his hand and said, “The point is that no matter how full your schedule is, if you try really hard, you can always fit more things into it!”

“No,” the speaker replied, “that’s not the point at all. This exercise teaches this truth: If you don’t put the big rocks in first, you will never get them in.

Management Success Tip

It is often hard to focus on the big rocks – managing key priorities – when your day is full of managing crises. Often, too much time and resources seem to be invested in the sand and gravel work of a job. Don’t get me wrong, The sand and gravel work is important. However, is it contributing to the big rocks of your department, team, company or agency.

Readers, what are your managerial big rocks? Do you contribute every single day to moving them forward? I’d be delighted to hear from you about your successes and also your stumbling blocks.

Do you want to develop your Management Smarts?

The $125,000 Thank You

co-workers-planning-work-with-digital-tablet.

All companies go through tough times but it’s the way management handles it that makes a difference.

For example, Armstrong International, a number of years ago, had to put a wage freeze into effect to get through what looked like a very difficult year. Right from the start, management was up front with the employees talking about how they plan to handle this challenge.

However, the year turned out much better than projected. So to celebrate, everyone was asked to attend a meeting where David Armstrong, the CEO, was standing behind a large table covered by a white sheet. He explained that since the company was doing better than anticipated, he wanted to share its good fortune.

He then lifted the sheet and everyone saw, to their amazement, a table covered with $10 bills; some 12,500 of them – stacked two feet high. One by one, each employee came up and was told, “Thank you for your understanding and commitment to Armstrong.” Each walked away with forty crisp, new $10 bills.

What can be learned from this great story?

1. Treat people fairly.
The company could have kept the $125,000 and nobody would have been the wiser.
2. Make thank-you’s appreciative.
Sure the company could have given everybody a $400 check, but it wouldn’t have had the same effect. By thanking each one individually, management sent a message that it truly values its people.
3. Communicate with style.
Seeing $125,000 up close is exciting, even today. There’s nothing wrong with some fun and drama. This story has been told over and over again by employees and by the media. It’s a great morale booster for present and future employees and great publicity for the company.

Management Success Tip
It’s the small things everyday that can bring down morale and it’s the small things everyday that can raise it as well. How well do you keep your workers motivated during these tough times? Are you an effective manager? For additional ideas to boost morale see How to motivate without breaking the bank.

Do you want to develop your Management Smarts?

Manage Job Stress

unhappy-african-businessman-feeling-stressed-frustrated

Today’s workplace produces plenty of stress. Life’s little hassles mount up until you say to yourself, “If one more thing goes wrong today, I’ll explode.”

Don’t reach for the aspirin bottle, try these stress management tips.

1. Know the enemy.
What, exactly, is stressing you out? Is it some part of your job? Your home life? Your boss? Without knowing the root of the problem, you are unlikely to resolve it. once you can acknowledge a stressor, you can start figuring out how to deal with 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. Then you’ll be more stressed.
3. 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.
4. Don’t get overwhelmed by your 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.
5. Finally, 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.

Management Success Tip:

Stress is a fact of life, but it need not be a way of life. Every job has stress. It is an inevitable consequence of living and working with others. There are things you simply can’t control. Accept that and move on. Focus on the things you can control or at least influence.

What are the things you do have control over? And what can you start doing right now to take control of your stress?

Do you want to develop your Management Smarts?

Employee Coaching: 3 Guidelines to Make It Work

business-partners-sharing-ideas-on-how-to-embark-on-a-new-business-deal

Managers who coach their people become known as good managers to work for, developers of talent, and achievers of business results. They also become better leaders in the process. Jack Welch, Former CEO GE.

The key to employee coaching is giving effective feedback. Feedback is information about performance that leads to the person changing poor performance or continuing good performance. There are two major types of feedback:

  • Corrective – which is intended to be problem solving. It lets people know what should be improved and how to make the improvement. Its purpose is to help the person perform better the next time
  • Positive – which is intended to be encouraging. It lets people know what they’ve done well and recognizes or rewards them for it. Its purpose is to motivate the person to maintain or even increase the performance.

Three Guidelines for Effective Coaching

1. FIT:
Tailor feedback so that it matches the level of skill and experience of the recipient. If the person in new on the job, then spend more time. Ask for her understanding of the task; ask to see how she performs the task; ask for problems she is having. Only then, provide feedback. Perhaps the person needs additional training.

2. FOCUS:
Keep you feedback “on target”. For people to benefit from feedback, it must be clearly focused on the desired improvement or development.

  • Poor Example: Jack, you need to improve your expense reports.
  • Better Example: Jack, accounting has returned your expense reports because it was not complete. It needs to include dates, purpose, description of the expenditures as well as the receipts. Once everything is filled out they can make payment quickly.

3. TIMING:
Give development feedback at a time when people can respond to it, and use it. Usually, this means before the person is going to perform a behavior. For example, work with a person as she is developing an important presentation, not wait until after to say what went poorly.

Management Success Tip

In coaching, keep these three rules in mind:

  • Usefulness: Whenever you feel you have the right to give someone feedback, you have the obligation to make sure it is useful.
  • Support: Provide the needed resources for the person to do well, including your time.
  • Confidence: Act as if you expect good things. And when a person does make a change, even if not as great as you’d like, notice it with appreciation.

Do you want to develop your Management Smarts?

Don’t Just Manage Your Time, Improve Your Productivity

colleagues-discussing-on-how-to-manage-time

Each of us has 24 hours every day. No matter how well we manage it, it still adds up to 24 hours.

So, instead of managing time, we need to manage our activities – what we do in those 24 hours. In this post, I’ll focus on how to be more productive in the workplace.

Here is what effective managers do to improve their productivity.

1. Be laser focused.
Is your day filled with urgent requests – this must get done now? But are these requests important? Will they help you achieve the goals of your boss, your team, your department? Having clear priorities will help you know what to say yes to and what to say no to.

2. Analyze your “to-do” list.
Every day ask these three questions. (1) What would happen if I don’t do this at all? If the answer is nothing, stop doing it! (2) Will this activity move me closer to achieving my critical priorities? If the answer is no, don’t do it! (3) Can this be delegated? If yes, assign it!

3. Set boundaries.
Pick your most creative time of day and then ring a fence around it. This means setting a block of time when you’re unavailable or not responding immediately to email. What’s the worst thing that can happen? What’s the best thing?

4. Streamline meetings.
Starting today cut all meeting times by 25 percent. It can be done! Every meeting, even 10 minute ones, should have an agenda with times, tasks, people and actions. Use the agenda as a tool to control discussion and decision making.

5. Do a quick review.
After putting out the fire, go one step further and analyze the crisis. Ask yourself and your team: Is there a pattern here; why did it occur; what can we have done to avoid it? Then take actions prevent it from happening again.

Management Success Tip:

Review your past week and your past month. How much of your time was involved in the urgent? Where are you being challenged? Now split your challenges into:

  • The enemy out there (an unexpected crisis, others not meeting deadlines).
  • The enemy within (poor planning, procrastination, lack of assertiveness).

What causes you the most grief? How are you going to deal with it?

Do you want to develop your Management Smarts?

    Employee Surveys: If You Measure It, You Manage It

    A-manager-monitoring-employee-performance

    One of the true tests of leadership is the ability to recognize a problem before it becomes an emergency.” – Arnold H. Glasow

    How do you do that? One way is to do employee surveys. There are several inexpensive internet tools that can assess employee morale, or how they feel about an upcoming change or what’s most important to them. But how do you make sure you are getting reliable information to make sound management decisions?

    5 tips to turn your employee surveys into a powerful management tool

    1. Start out with a clear objective.
    If you are losing good people, they ask what they can do to improve morale and retention. If you are contemplating changes in benefits and compensation policies, they zero in on what’s important to employees, what’s not important, and where employees would like to see changes.

    2. Communicate the survey’s purpose.
    Tells people what it’s about, makes it clear their opinions are valuable and that all responses will be considered. Without this communication, employees might not take it seriously.

    3. Don’t ask questions if you aren’t prepared to deal with the answer.
    The salary question is a good example. If you ask employees whether they are happy with their salaries, you may create an expectation that you will make changes based on the results of the survey. This can lead to increased dissatisfaction if, after the survey, no changes are made.

    4. Share the results
    Many employees feel that their survey responses simply fall into a black hole, never to emerge. Letting employees know, in a really visible way, about the survey findings creates a positive mood and sets the stage for potential changes whether in policies or procedures or operations.

    5. Never survey without ACTION
    The purpose of a survey is to provide sound reliable information to guide decisions and make things happen. Probably the worst mistake is deciding not to do anything at all with the survey results. An employee survey is an implicit promise of an intention to make changes. When employees see management do something with the information they provided, employee trust more; they engage more; and they perform more. In other words, actions lead to wins.

    Management Success Tip

    Surveys, if done right, are efficient and low cost methods to reach out to your people, to ask them what they think, to show them that their opinions count, and to act as lightning rods for change. It is also a valuable tool to make sound business and people management decisions.

    Are you planning to survey your employees on such critical issues such as commitment, management practices or retention? Let me know what you discovered and what you plan to do about it.

    Do you want to develop your Management Smarts?

    iLEAD: OnDemand! Technology for Leaders

    Group-of-male-managers-discussing-their-managerial-problems-in-a-meeting

    In the brick and mortar company leaders had the corner office. In the fast-paced world of the 80’s and 90’s leaders had the most frequent flyer miles. In the virtual business world today leaders need to “show up” wherever and whenever they are needed – OnDemand! so to speak. This requires a new type of leadership development within companies – one that is no longer tied to the career ladder or level of authority.

    A question for CEOs: You bemoan the shortage of leaders globally, but what are you seeking –

    – A way to fill hierarchical positions of authority?
    – To instill a leadership ethos in your company?

    If it is the latter, your leadership development programs have got it all wrong – dangerously wrong!

    Too often leaders are simply the final decision-makers, presenters of budgets and operating plans to the executives above them, or politicians always “running” for re-election as waves of reorganization hit the hierarchy. Developing these “leaders” produces vertical infrastructure – a hierarchy composed of a few taught to govern many. While a hierarchy of executives is necessary, is it sufficient to compete in a networked global economy? Like trickle-down-economics, traditional leadership development is based on the belief that educating executives produces high-performing teams, better decisions, increased productivity, innovative products, and healthy organizations.

    Leadership OnDemand!

    Now, think of how the body manages itself and all the challenges of living – there is no hierarchy of decision-making and there are no executives, no one is “in charge”, not even the mind. Instead, there is a vast amount of cellular and systemic cross-talk, a cacophony of information creating constant communication about the health, well-being, and intentions of the body. From this mess of information emerge emotions, feelings, mind, thought, and from these medicine, technology, civilization, and social evolution. All of the advances we enjoy today come from a living system, a human being, which operates without a leadership hierarchy. In a world brimming with networks, e-business, global financial grids, social mobs, and cell phone documentaries, leaders of organizations are leading a figment of their imagination.

    Premise: The organization, company, or business is not the org chart. Sure those boxes exist (just like your stomach and heart do) and people occupy them. Just as surely that chart does not represent how work gets done, services get delivered, decisions configured so they can be made, or new products imagined and brought to market. Executives take note – within your organization leaders are hard at work stepping up OnDemand! to manage and grow your business. And they are doing it with little or no support or development. Why? Because, their box on the org chart is not designated “leader” and yet they need to lead.

    Supporting OnDemand! Leaders

    The first way to support OnDemand! Leadership is through open-enrollment development courses. I am not thinking about courses on time management or word processing. This venue is a chance for self-selected, i.e. OnDemand!, leaders to get the learning and development they need to do what they are already doing unaided. The curriculum for these courses must be designed not purchased – which eliminates the need for expensive off-the-shelf programs that get filed away in binders. Hire a program designer, a mix of facilitator and coach, who can work with the internal case studies that show up alongside the leaders who seek OnDemand! Leadership support – cases that cover collaboration, communication, trust, engagement and require the facilitator to provide thought partnering, reflective questions, coaching, and emotional support.

    Second, if these courses need to be quickly designed and the content used on-the-spot, jettison the awkward and rigid toolkits for those that are easily applied, work everywhere, provide just enough structure, and are generative (i.e. create trust, conversation, and collaboration). Visual metaphor, narrative, and embodied exercise are tools that can be quickly used by OnDemand! leaders. Like improvisation, these tools are useful in unscripted situations when collective development of an idea or collaborative management of a challenge is required. OnDemand! tools provide leaders with a means of acting without lengthy prior planning but also without a loss of rigorous thinking. Rigor, however, comes from the collective conversation, quality of questions, and openness to diversity of ideas and actions.

    Third, OnDemand! Leadership courses are a means of creating meaningful opportunities for people to engage with each other around the challenges they face in real-time. This creates the three conditions from which Communities of Practice emerge[1]: relationships of support, mutual engagement that creates a community of practitioners, a shared repertoire, with which to face current challenges, and sense of shared enterprise, finding their place in the context of the whole. With these organizational learning and OnDemand! leadership spreads.

    The value proposition for this new way of developing leaders is compelling –

    1- Fewer struggling leaders having to learn on their own through trial-and-error

    2- An inexpensive, highly tailored learning and development program that meets the immediate needs of the business

    3- Identification of a self-selected group of leaders and the potential to grow your own executives

    4- A more robust and resilient organization in which learning to lead is rewarded by providing the means to continuously learn in the context of lived experiences


    [1]Etienne Wenger. Communities of Practice: Learning, Meaning, and Identity. 1998.

    Motivate Your Best People and Not Break the Bank

    excited-by-good-news-motivated-colleagues-celebrating-corporate-success-together-

    In an earlier post on employee motivation, I answered a manager’s question “How can I keep my employees motivated; I pay them decently?”

    Here are additional easy, inexpensive actions that managers can take that will bring smiles, good cheer and greater employee commitment to his or her job. These will motivate your best people and not break the bank.

    1. Visit a person in his or her office just to thank them for some specific contribution or post at thank-you note on his or her office door.
    2. Send an e-mail message to everyone in the group advising of a person’s personal contribution to the team’s accomplishment.
    3. Walk around with free lunch coupons and hand them out with a simple thank you for your commitment. I appreciate it.
    4. Organize a number of your group to take a specific staff member out for lunch on their birthday or arrange to send a card home signed by everyone on the team.
    5. Present a stuffed “Energizer bunny” to that group member who keeps going and going or a stuffed roadrunner to those who manage to complete a particular rush client project in record time.
    6. Present each new person joining the group with a specially printed T-shirt displaying their name above the name of the group and the firm.
    7. Initiate your own internal one-page monthly newsletter. Arrange a “Bravo” column to salute personal and professional activities or a “Good Tries” column to recognize and offer encouragement to those whose innovations did not achieve their full potential.
    8. Allow new people and staff to rent, from the local art gallery, a work of art of their choice for their office or work area.
    9. Create a Hall Of Fame wall with photos of outstanding achievements, both professional and personal.
    10. Create an annual report, yearbook, or photo album containing memorabilia and photographs of every group member along with their best achievements of the year.
    11. Buy a local billboard to celebrate a team’s accomplishments.
    12. Make a donation to their favorite charity in their name. Suggest that the charity send them, not you, a thank you recognition.
    13. Host a surprise picnic for the entire team in the parking lot or parking garage ..of course in good weather.
    14. Send flowers and a letter of appreciation to the family of a staff person who has to be away from home for an extended period of time.
    15. Give them a surprise for their work area – a new mouse pad, a poster, a desk organizer – something that will help them do their job better as well as say “Thank You.”

    Supervision Success Tip

    Sometimes a jelly doughnut or a handshake is as effective as a bonus. However, remember what is one person’s carrot is someone’ yucky orange vegetable. Do you know what motivates each of your employees?

    How well are you motivating your best people?

    Do you want to develop your Management Smarts?

    • !

    WHY DO WE RESIST CHANGE?

    A-male-and-female-speaker-arguing-about-a-change-in-company-production-output

    When we first step out into the space of Adaptive Change, we are never sure what our experience will be. As we encounter Adaptive Strain, the red line of the organization, we experience Personal Strain, our personal red line.

    Personal Strain arises from the complex interactions between our emotions, feelings, attitudes, desires, and goals. We usually experience Personal Strain through our inner dialogue, the way we explain “reality” to ourselves. Our internal narrative of change is where resistance first arises, triggered by either externally or internally generated psychological and emotional forces.

    Triggers of Resistance

    My experience as an organizational change agent suggests that resistance to change is primarily due to the Red Line that change produces. Resistance arises when Destabilizing and Stabilizing Forces clash. Once triggered, resistance, a natural defense mechanism, places the transformational effort first and foremost on the shoulders of leaders and change agents.

    Paradoxically, when we try to induce change in others, regardless of the process used, they resist. Yet, when we focus on changing ourselves, adapting our behavior to the challenges faced, a community of change agents is formed that collectively drives Adaptive Change.

    Peter Block writes about this paradox in his book, The Answer to How is Yes. Seeking to change others is a “wish to control” that positions the organization or change agent as “knowing what is best for others.”

    “People resist coercion much more strenuously than they resist change. …[They] will choose to change more readily from the example set of our own transformation than by any demand we make of them.”

    Managing the organizational Red Line requires leaders to take on the tough questions that change produces.

    How have others successfully changed? This question assumes that there is a “right way” to proceed through change and that someone, other than me, knows how to do this! In fact, no one does – organizational change is a collaborative journey mapped anew each time it is taken. Any worthwhile or necessary change effort has to emerge from the conditions that cause it. This requires significant customization of any “established” or “proven” process to the current Status Quo and may produce different processes in different parts of the organization. Paradoxically, this doesn’t require more work or control or planning, it requires less – opening up space for self-organization to occur.

    How are we going to do this? This is the question leaders need to ask to generate conversations that support creativity, confidence, and transformational ideas. Collective conversations generate the path forward, one step at a time, while decreasing resistance. This does not mean conversation eliminates anxiety, fear, or loss and grief – they don’t. They do put them in the context of the whole, the collective, the community. I am not going through the mental/emotional challenges of change alone, unnoticed or unsupported. And there is know-how in the collective, actions emerge from the conversations – moving the organization forward one step at a time.

    When Destabilizing Events are made obvious, our Strengths are conserved, and a Future Vision is clearly articulated we all know why we have to change. The Red Line is stabilized by our Passion, Purpose, and Principles.

    Questions for Leaders

    Conversations that propel us forward during change focus on questions that are:

    Appreciative in nature, What makes us uniquely capable of moving through this change?

    Engage the individual in the work of the collective – What am I contributing to the change effort?

    Are highly personal – What am I willing to personally commit to doing differently?

    Focus on what is working – What have we achieved thus far?

    Without losing sight of the work still to be done – What choices or challenges are we putting off or ignoring?

    Adaptive Change is not the time to default to problem- solving, it requires us to identify solutions to the challenges we face. Ultimately, the first Exit Ramp is avoided by Following Yes! A descriptive used by Peter Block and Margaret Wheatley, Following Yes! we find our way to the opportunity that waits when we release the past and embrace the future. We can’t know what the future will bring and we can’t wait for the “right time” to act. We can only act on what is, knowing that our actions constantly produce a new situation with new choices and the ability to act yet again. When leaders take on the responsibility for their personal change and are able to manage their Personal Red Line, others join them in the journey.

    Employee Turnover: Why People Quit Their Jobs

    A-man-quitting-a-job-with-a-note

    There are many reasons why good employees quit and go to another company, perhaps even your competitor.

    Good people don’t leave good companies, they leave poor managers. Here are seven managerial practices that drive good people away. Are they prevalent in your organization?

    1. Managers demand that one person do the jobs of two or more people, resulting in longer days and weekend work. This turns into a morale killer not only for the person but for the team.
    2. Managers don’t allow the rank and file to make decisions about their work. Therefore employees see their job as only a job rather than developing enthusiasm and pride of ownership.
    3. Managers constantly reorganize, shuffles people around and changes direction constantly. So employees don’t know what’s going on, what the priorities are and what they should be doing.
    4. Managers don’t take the time to clarify their decisions. For example it rejects work without an explanation or yells at people without telling them what the problem is. This damages the morale and confidence of the employees.
    5. Managers alienate staff by promoting someone who lacks training and /or the necessary experience to supervise. This leads to employees to feel management shows favoritism and so why do a good job.
    6. Managers set up departments to compete against each other while at the same time preaching teamwork and cooperation. Employees become cynical and only put effort in what they see management wants not what they say.
    7. Managers throw temper tantrums, points fingers and assigns blame when things go wrong. As a result, employees do the minimum and play it safe afraid of being the target of this negativity.

    Management Success Tip:

    One way to stop employee turnover is to stop micromanaging. Close supervision, control and bureaucracy kills the spirit of your people – morale goes down and people start leaving. Instead focus on the big picture, delegate so that the most competent people actually do the work and give up control over the little things. In other words, managing less is managing better.

    Do you want to develop your Management Smarts?