Archive for the ‘Communication’ Category

Should you be a dictator?

Tuesday, July 6th, 2010

Few leadership articles have stirred a response like the one titled Your Company Is not a Democracy by George Cloutier. There was even some question about whether it was serious – or if it was a parody of old-school “command and control” leadership styles. However, it’s a bona fide opinion article, and most of the comments made us cringe.

Here’s Mr. Cloutier’s advice, and Humanergy’s take.

Be a dictator. Give direction, but not about everything. Dictate the mission, values – the critical few things that will keep your organization focused and successful. Don’t waffle on those.

Tell your employees: “Don’t think – obey.” If your employees aren’t thinking, they should stay home. You need all intellects, skillsets and experiences actively engaged on your organization’s problems and opportunities.

Forget your likeability score. Earn respect through true leadership and likeability will probably come. True leaders don’t walk around with the goal of being warm and fuzzy, but they do treat people with genuine respect and kindness. They know that engaged workers who see themselves as an integral part of the organization produce better results. Therefore, good leaders communicate often, get input from their people and earn trust and respect at the same time.

Be a feared general. Don’t use fear as a tool. Using fear as a leadership tool is a sign of the leader’s own insecurities. Anyone holding the reins that tight is doing so out of fear – fear of losing control, new ideas or not being the smartest person in the room. You cannot command respect through fear. What you will create is an environment that encourages in-fighting, short-term gains and employees doing anything possible to look good.

Fear is the best motivator. Praise is a far better motivator. Our blog post on praising employees quoted research on the connection between praise and performance. Employees who receive regular praise have higher productivity and lower turnover, and they make fewer mistakes. Fear, on the other hand, may produce some short-term compliance to avoid reprisals. But because fear increases physical and emotional stress, employees are less productive over time. They’re also profoundly unfulfilled, which in turn causes your employees to dust off their resumes and find a less toxic environment.

Penalize poor or negligent performance. Spend more time feeding good performance than pointing out what’s not going well. Indeed, poor performance must be addressed as soon as it is noted. However, if you as a leader spend most of your time doling out penalties for poor performance, you are taking time from your most high value work. You should spend the vast majority of your time figuring out what is working and building on that success.

Fire incompetent employees. Surround yourself with only the best people. There should be no room in your company for people who operate contrary to the values, ethics or best practices that you’ve established. Hire and groom people who’s goals align with the organization’s and with passion to continually learn. Do that well, and you won’t need to fire many people.

Enforce, enforce, enforce. Adapt, adapt, adapt. Plans are made to be adapted to an ever-changing business environment. Rather than insisting that people follow your plans exactly, encourage adaptation within key parameters. The goals and best practices won’t change, but you’ll be nimble and responsive in how you get there.

Being a dictator requires a leader to possess all the wisdom, creativity, experience and judgment necessary for success in an ever-changing world. No one can do that. Unfortunately, some people still operate in the mindset that they can do it all, that they have all the answers. Scary. As Emile Chartier said, “There is nothing more dangerous than an idea when it is the only one you have.”

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Making requests by e-mail

Tuesday, June 29th, 2010

You need others to do something. The easiest way for you to communicate this request if probably via e-mail. The caution is that e-mail presents many opportunities to mis-communicate and make your job even harder. What are the best practices for using email when making a request?

Don’t start with e-mail when it’s a sensitive issue. You can certainly email the particulars later, but start with an in-person (preferable) or telephone conversation to allow for immediate two-way communication. Face-to-face is ideal because you also share nonverbals; your body language goes a long way in communicating your message, and you can also “read” others’ nonverbals to gauge their emotions and understanding.

Use e-mail’s greatest strength to your advantage. E-mail allows you to plan your message and edit it to achieve your desired results. Sadly, few people actually exercise this advantage, as evidenced by sender’s remorse- that sinking feeling you get right after you press the SEND button for that hastily-composed message. To avoid sender’s remorse, think first about what you want to achieve, put yourself in the receivers’ shoes and organize your message strategically.

Use the subject line. Give your subject line muscle with phrases like,  “Sales report: action required” or “Input needed by 7/15/10.” This informs the reader of what is required after reading.

Keep it short. Resist the urge to give lots of details. E-mail isn’t the best way to communicate vast quantities of information. Using as few words as possible, communicate your message in a way that paints a picture that everyone can understand.

Put your request up front. Don’t allow your request to get buried in the middle of the message. Keep it in the first paragraph, or people may miss it.

Use your authentic voice. Make sure your e-mail message sounds like you, not a scripted announcement. People are more open to requests when they are genuine and reflect your personality. (Well, maybe not if they don’t like the real you, but that’s another blog topic altogether.) Ideally, if you can interject a little humor, particularly at your own expense, this offsets the coldness that some perceive when communicating by email.

Note what’s going well. Making a request for action presents an opportunity to feed the team. If it’s pertinent to the issue, mention the strides made and positives actions that will set the stage for success.

Say thanks. Thank folks in advance for getting the job done, and follow up later once it’s been accomplished.

“Diamonds are forever. E-mail comes close.” Or so says June Kronholz. Countless hours are wasted trying to undo the adverse effects of a poorly written e-mail.  The reality is that some damage might be permanent. Save yourself the trouble and do it right the first time.

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Accountability with compassion

Tuesday, June 22nd, 2010

A recent New York Times  interview with Niki Leondakis, chief operating officer of Kimpton Hotels & Restaurants, illustrated an important point. You can hold people accountable to high expectations and show compassion at the same time. Early in her career, Ms. Leondakis felt that she needed to emulate the other (mostly male) leaders who had a take-no-prisoners, harsh style. Over time, she learned that it not only felt better to show compassion, a more compassionate approach was more effective as well.

What is compassion and how can it help you hold others accountable?

Compassion isn’t weakness. Compassion is rooted in a profound respect for others and reflects an unfailing commitment to uphold the dignity of people. As such, all people deserve compassion, even if they’ve made a mistake or even done something unethical or illegal.

Compassion requires listening. When people don’t meet our expectations, it’s all too easy to jump to conclusions. Compassion requires that you slow down and take time to gather facts and listen to the perspectives of all involved, most particularly the person who appears to have a performance issue.

Make sure performance expectations are clear. Part of being a compassionate boss is clearly outlining what you expect in terms of behavior, results and impact. This should be done not only at the point of hiring, but should be reviewed periodically. Don’t forget that communicating expectations isn’t a one-way process. Check for understanding by asking your direct report to summarize her understanding in her own words.

Schedule check-ins and follow through. The annual performance review should not be the first time your direct report hears that there is a problem. Upon hiring, or when a new project is assigned, schedule time for updates and feedback. Don’t assume that everything is going well. Ask questions and share your perspective; if more resources, such as training, information or time, are needed, advocate for what is necessary for success.

Don’t dilute feedback. You might think that you’re doing the person a favor by being less direct. In fact, you’re potentially creating harm. If your direct report doesn’t hear all of the feedback, performance may continue to deteriorate. Then you’ll be forced to deliver even more bad news – even to the point of disciplinary action.

If disciplinary action is necessary, move forward. Expectations were clear. The person was properly trained and supported. If poor performance dictates disciplinary action, as Nike says, just do it.  Not ruthlessly or in a cold manner, but don’t beat around the bush. Share the behaviors that are a problem and how they impact the organization. Outline next steps and expectations. Don’t forget to listen, too, since this is one way to honor the person’s dignity. You can certainly share that you find the situation unfortunate, but  remember that it’s not something you created; therefore, you cannot apologize for it.

Allow the person to have a reaction. Just don’t fall into the trap of taking responsibility for the other person’s feelings. You didn’t create the situation and aren’t responsible for managing the other person’s emotions. Listen and remain calm in the midst of the storm. Above all, avoid phrases like, I know just how you feel or everything will be all right.

A truly compassionate supervisor not only delivers the good news, but the bad as well. Done well, both types of communication foster positive relationships and professional growth. Having the other person’s best interests at heart is a great foundation. In addition to good intentions, deliver your clear, factual message with compassion. You will sow the seeds of goodwill and future success, and everyone will be happier. As the Dalai Lama says, If you want others to be happy, practice compassion. If you want to be happy, practice compassion.

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Coaching lessons from golf school

Thursday, June 10th, 2010

My recent experience at golf school illustrated how frustrating and exhilarating it can be to learn something new. In fact, an anonymous but wise person said, Golf can best be defined as an endless series of tragedies obscured by the occasional miracle.

What lessons were learned that will help all of us to be better coaches and learners, regardless of the subject matter? For coaches:

Fundamentals, fundamentals, fundamentals. The golf pro spent 99% of the allotted time on the basic building blocks for a good swing. It wasn’t just on the driving range. Every time we had a club in our hands, she connected the dots between the current focus and the swing fundamentals.  As we built a good short shot, we also improved on our drives, and vice versa.  Whether you’re teaching someone how to sell widgets or service a machine, define the fundamentals and keep them front and center.

Stay true to what works. The golf pro was immovable when it came to the fundamentals of a good swing, no matter how many times she heard, “Well, what works for me is…” If there are tried and true best practices, stick to those and don’t compromise.

Communicate in a way that works for the learner. The golf pro used multiple means of communication, including verbal instructions, physical demonstration, video reviews and an illustrated manual. She adapted her methods to suit the needs of her students, like when her “80% angle” reference caused us all to stare blankly. She quickly understood that we didn’t get the spatial relations talk, but responded well when she said things like, “keep your head steady, rotate at the waist and straighten your left arm.” A good coach learns to communicate in many different ways – not just in the way in which he or she is most comfortable.

Break complicated stuff into manageable bits. Instead of tackling the whole swing, I spent hours working on bringing the club back to shoulder level correctly. Once my brain and body were coordinating this move well, I was able to incorporate other swing elements. Remember that people can’t keep numerous steps in their head all at once. Mastery of each component part builds muscle memory, increases confidence and sets the stage for overall success.

Use cycles of show, imitate, rectify. The pro would model the correct behavior, we would try to imitate her, and she then provided us with constructive feedback. The cycle was repeated over and over, until we were able to imitate the desired results fluidly.

Think you’re ready to be coached? A successful learning experience requires both a great coach, and a learner with the right motivation and attitude. For learners:

Align with your coach on goals. Some people came to golf school thinking that their game was great and only needed a few tweaks. The pro helped each person become more realistic about their current performance and set goals for improvement. In any coaching situation, be open to the fact that you may have more to learn than you previously thought.

Be a sponge, not a filter. In many ways, the novices at golf school got it right. They kept their mouths shut and their eyes and ears open. They didn’t waste time debating the merits of one grip or another. They took in as much information as possible, and readily tried new things. The result? Fewer tragedies and many more miracles. If you’re learning something new, try not to screen suggestions through the lens of your past experience. You don’t know what you don’t know.

Practice perfectly. Yes, it was mind-numbing to repeatedly practice the correct back swing. Contrary to popular belief, practice does not make perfect. Perfect practice makes perfect. It is only through doing things right that you develop a habit of excellent performance. The amazing thing is, according to Gary Player, the more you practice, the luckier you get.

The most valuable lesson from golf school? Golf, like any skill, is not about executing the right physical movements. It is largely played in our minds. Success is dependent upon having the right attitude as well as skill set. My attitude? Focus, relish the occasional miracle of a stellar shot and remember to have fun along the way.

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Expectation or suggestion? Clear communication with direct reports

Thursday, May 27th, 2010

Arnold is meeting with Bev, one of his direct reports. She is going over her current projects. Arnold comments that she appears to be overloaded with work that isn’t a top priority. Bev is astounded. But this is what you told me to do, she explains.

I did want you to work on projects A and D, says Arnold, but the other things on this list were just ideas I was tossing around at the staff meeting. I didn’t mean for you to act on those.

How could Arnold, as the supervisor, have aligned more effectively with Bev on what was truly important?

Define strategic priorities. You may be giving unclear direction to your direct reports because you aren’t certain about the most critical priorities. Gain clarity by discussing desired results and impact with your boss and others. Then align your direct reports’ actions with those urgent priorities.

Remember that when the boss speaks, people listen. This may seem obvious, but it’s something that is often forgotten in the excitement of the moment. The boss thinks she’s just generating some potential new ideas. Direct reports can assume that if an idea comes from her, they must make it happen.

Use clear language. Make it plain that if you are brainstorming or giving direction. You may need to say this more than once – at the beginning of the conversation and at the end – to make sure that people get the message.

Gauge people’s understanding by closing the loop. Ask people to re-state what you’ve said in their own words. If you’re not on the same page, try communicating again and have them restate their understanding once more.

Encourage people to ask questions. Some bosses are like seagulls; they “swoop and poop,”  blurting out directions and moving on to the next activity. Make time to answer any questions that your direct reports may have. Don’t just assume they’ll ask for clarification if they need it. Some people hesitate to pose questions, thinking that making an inquiry may appear less self-reliant. Set the expectation that questions are not just acceptable, but an expected part of getting on the same page.

Hold regular check-ins. Schedule time for your direct reports to meet with you to discuss progress, roadblocks or any pressing issue that impacts results. Talk with your direct reports to figure out if weekly, monthly or quarterly check-ins would be best to keep projects moving.

Clear communication is required to define the results that are to be achieved and make performance expectations clear. Achieve mutual understanding with your direct reports by regular, concise and two-way communication that keeps them focused on the right stuff and growing as individuals. Don’t assume that people interpret your communication the way you intended. Remember the wisdom of George Bernard Shaw, The single biggest problem with communication is the illusion that it has taken place.

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I could stop whenever I want to

Monday, April 26th, 2010

You’re addicted to your smartphone.  So what? Isn’t that a pretty socially acceptable compulsion – one that helps you be more efficient and effective? The term “Crackberry” isn’t considered to be universally negative. If you’re hyper-connected, you’re considered to be technologically advanced and in demand.

Perhaps you question whether you’re really addicted. Maybe you really could stop whenever you want to. So why do you break into a cold sweat if you inadvertently leave the house without it? Why can’t you turn it off or ignore it?

What are the downsides to this habit?

You devalue the people around you. If you interrupt conversations to answer email or take calls, you are giving the message that the current activity is less valuable to you than whatever’s happening on your phone.

You lose valuable “stare out the window” time. Constant connection prevents you from devoting blocks of time to thoughtful reflection.This thinking time is a necessary leadership activity – allowing for deep thinking about the strategic priorities that need your attention.

Email, in particular, is addictive. Psychologists are identifying email addiction as a growing problem. People become obsessive about checking email. Receiving satisfying (funny, informative or whatever you find fulfilling) email happens intermittently. That is the most potent kind of habit-forming reinforcement, and what causes some folks to constantly scan their inboxes.  They even have a name for it – “variable ratio reinforcement!”

You think you’re constantly needed. Perhaps the most insidious of the smartphone addiction symptoms is the underlying message of importance. If you’re connected 24/7, it must be because your input is always essential. Recognize that often the issue is yours (I need to be “in the know”) and not theirs. People will survive without you. They even learn to make decisions and grow as leaders without you standing in the way.

Before you come to the conclusion that your smartphone use isn’t a problem, try turning it off a few hours each day. Take a walk. Think expansively. Then come back, refreshed and ready to tackle the work that really does require your time and talent.


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Navigating the transition from peer to boss

Monday, March 15th, 2010

You’ve done it. You’ve received the big promotion and will now lead your department. So, how do you handle the transition from being a peer to being the boss?

Scott Eblin summarized a New York Times article on Ursula Burns’ transition to CEO at Xerox. Paraphrased, here are the main points Scott draws from the Xerox experience:

Call it out. Be up front about your agenda, priorities and what should happen next.

Go one on one. Talk directly with the former peers who aren’t on board and create a plan to make it work.

Remember that it’s different. Comments you could make as a peer are interpreted very differently when you’re the boss.

Based on our experience with peer-to-boss transitions, we offer the following additional tips:

Address the interpersonal and social aspects. While you may not be able to hang out and yuck it up at happy hour in the same way now that you’re the boss, don’t just stop showing up. Talk with your people about what you’ll be doing and not doing and why.

Understand that some relationships will change. Your closest ally as a peer may not play the same role when you’re the boss. In fact, some people may be angry, particularly if they wanted the job as well. Be patient, and realize that you must build connections with former peers based on a whole new dynamic.

Do your new job, not your old job. It might be tempting to delve into the details and try to stay as connected with your old role as you once were. Figure out what you need to  know to do your current job well. Stay out of the other day-to-day particulars that were part of your former job.

Remember that you don’t know it all. Even though you’ve moved up the ladder, maintain your humility and eagerness to gain new knowledge and skills. In particular, be willing to learn from your past peers, whose contributions are critical to your team’s and organization’s success. Seek feedback about your performance in your new role, graciously accept that feedback as the gift that it is, and act upon it.

Make expectations crystal clear. Former best buddy or not, the job needs to get done. Articulate what is expected, how people will be held accountable and what role you’ll play in supporting everyone’s success.

Keep the lines of communication open. Beyond your initial “I’m-the-boss-now” conversation, check in with people regularly to gauge how the transition is going, what issues they’re facing and how you can feed their strengths and optimize performance.

As in any transition, good planning and skillful execution are required. Even with best transitions, expect some bumps in the road. The payoff will be that while your relationships may change, you’ll achieve your goals – moving the team and the organization towards high performance and amazing results.

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Made a mistake? Have a good laugh

Wednesday, February 24th, 2010

Have you ever done something embarrassing, said something unintentionally funny or just goofed up at work?  Did you laugh at yourself?  Let others laugh too?

Joellen was making a presentation to a major client – one that she’d been working to cultivate for many months.  Thanks to plenty of preparation, she was feeling confident and energized.  The presentation was going well; in fact, members of the client group had big smiles on their faces. Wow, they’re really into this information, Joellen thought to herself.

About 20 minutes into the talk, she happened to glance at her hands.  They were covered in ink from the purple whiteboard marker.  Just then, she caught her reflection in the nearby window.  Not only were Joellen’s hands purple, but she had blotches of purple on her sleeves and her face.

Instead of breaking down, Joellen cracked up.  Between peals of laughter, she said to the group, I’ve always thought that purple was my best color! After a few minutes of good-natured chuckles, Joellen got back to the subject, engaged her audience and won over her client.

We’ve all been there, done that.  The first instinct might be to find the nearest hole and crawl in. But what are the benefits of rising above our embarrassment and enjoying the moment?

Laughter, according to most people’s experience and even medical experts, is good medicine.  Laughter’s workplace benefits include:

Connects co-workers. Self-deprecating humor lets those around us know we are human.  Laughing aloud at oneself, and letting others laugh too, builds connective relational tissue.

Creates a lighter atmosphere by reducing stress. Laughter lowers the body’s level of stress-related chemicals, increases blood flow and reduces pain.  Laughter means we are not as uptight about the looming deadlines, the budget crunch or the recent change from three-ply to two-ply toilet paper.

Cultivates humility and courage. Laughter shows our co-workers and clients that we are not afraid of our mistakes.  And recovering quickly from our mistakes – through laughter – models humility and courage for the workplace.

Boosts confidence. When we survive these bumps in the road, we realize that we don’t have to be perfect to be great at what we do. We’re in a stronger position to face the next embarrassing moment.

Allows you to move on and get the job done. You laugh, they laugh. Everyone gets back to the business at hand.

If your goof-up has impact on others, follow up and apologize. If it only made you cringe, laugh it off.  To err may be human, but to laugh about it certainly makes life more fun.

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Easy = True, and Why it Matters to You

Friday, February 12th, 2010

abc-blocksDrake Bennett published an article in the Boston Globe’s online edition titled Easy=True: How ‘cognitive fluency’ shapes what we believe, how we invest, and who will become a supermodel. He cites psychological research on cognitive fluency, defined as the measure of how easy it is to think about something. This research indicates that fluency impacts what we buy, what we believe, who we vote for and how we feel about others.

Researchers believe that fluency is adaptive, that it helps us be successful as a species. For example, fluency includes a preference for the familiar. This ensured that we ate familiar (nonpoisonous) plants and avoided unfamiliar, dangerous creatures.

The problems with fluency occur when we don’t factor it into the ways we process messages and communicate with others. We can be unaware of the influence of fluency on our own judgments, and we can miss opportunities to utilize fluency when we want to share information with others.

How can cognitive fluency work for you?

To “sell” your message, keep it simple. Ideas that are easier to think about are more memorable and more believable. Use simple terminology that is familiar to your audience. People will not only remember it more easily, they will be more prone to believe it. Rhyming phrases are more believable than those that don’t rhyme, even if the words mean the same thing.

Use repetition. Seeing or hearing something multiple times helps people remember your message. This bias for the familiar also creates positive associations. People like familiar things, even if they really are no better than the alternative.

Be a better listener by “closing the loop” with clear, simple words. You’re listening carefully, but to be sure you are both on the same page, restate the message in your own words – using plain language to summarize your understanding.

To encourage deep thinking about an issue, use more complex or unfamiliar words. Use the opposite of fluency – disfluency – if you want people to think abstractly or profoundly on a topic. More complex wording, unusual word combinations or even a less readable font encourage our brains to get out of intuitive mode and think deeply.

To help people feel confident, have them list only a few reasons they’ll be successful. Generating a long list of positive attributes gets challenging, and that difficulty encourages the person to think more negatively. Because they have to work hard, they subconsciously conclude that they’re not so great after all.

Resist the urge to manipulate using cognitive fluency. Cognitive fluency can be used for good or for less-than-honorable purposes. Be open and transparent in what you are doing and why. For example, tell people why you’re using certain terms – either to help them think deeply or to make your message more memorable.

Research continues to reinforce the idea that we make judgments and decisions based on more than just the cold facts. The moral of the story is to think critically about the myriad of inputs you process each day. Are your likes and dislikes well-reasoned, or are they simply a reflection of what is easy for you think about?


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Stop talking, start doing

Thursday, January 21st, 2010

no-talkingGreat leaders give inspiring speeches, restate the organization’s values and reinforce outstanding performance.  They also know when to shut up, to put it somewhat crudely. What situations should cause you to stop talking?

You need to listen. It’s all too easy to let our need to orate overshadow the vital listening function of leadership. Spend part of each day gathering information and listening carefully to your people. Hint: You can’t listen when your lips are moving.

You need to make a decision. When decisions are tough, we sometimes defer them by continuing the discussion. Figure out if you’re still talking because you just don’t have the guts to make a decision.

You can’t do anything. You don’t have the time, money or people to address the problem. Stop talking about it. Expend your energy on stuff you can impact.

It isn’t the best way to get the message across. Rather than lecturing, try setting up an experience that will make your message crystal clear. Often people learn better through active learning.

You don’t have credibility. Everyone knows you don’t handle negative feedback well. Therefore, you are not the right spokesperson for the annual performance review process. Defer to another team member until you can be a role model for the issue.

It’s all about you. The most influential leaders speak infrequently about their accomplishments. They make the people around them feel capable, interesting and important. Braggers are boring.

Now that you’ve freed up all this chit-chat time, think of what you can accomplish! Once again, Mom was right. Actions DO speak louder than words.

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