Posts Tagged ‘time’

A team or not a team?

Wednesday, September 1st, 2010

Sophia works as a Sales Associate and is extremely good at her job. She regularly receives maximum bonuses, and is often recognized as her company’s top salesperson. Sophia’s boss recently told her that he wanted her to focus more on supporting her team – the other Sales Associates in her division. Sophia is puzzled. Why should I take my focus off my own territory to help someone else become a better sales person?

Teamwork has become the answer to whatever ails organizations – even when it isn’t the ideal solution. Teamwork is defined by Merriam-Webster online as “work done by several associates with each doing a part but all subordinating personal prominence to the efficiency of the whole.” People must see the value in subordinating their personal needs for the betterment of the team. If they don’t see what is in it for them, team members simply won’t act like a team. What situations call for teamwork? An article in HR Magazine online titled Teamwork – not necessarily the answer points to three factors that indicate when a teamwork model is best:

Work requires more than one person. Manufacturing widgets, serving dinner to 300 people and sailing a large vessel are tasks that require teamwork. There are simply too many things to be done, some of which are simultaneous, for the work to be accomplished solo. Even if the tasks are sequential, complexity requires that more than one brain be applied to the work.

Work creates a common sense of purpose. If the group is working toward a shared result, some level of teamwork would help them maximize each person’s value – and provide a higher level of quality to the customer.

There’s true interdependence. If what Sophia does impacts the success of others, they are a team. This mutual dependence doesn’t have to be 100%. Even if they’re only partially dependent on each other to complete tasks or accomplish results, some level of teamwork is required.

At face value, it may appear that Sophia has little to gain from helping her fellow Sales Associates. However, consider the impact on the company if her “teammates” falter. The organization simply could not continue to thrive based on the sales skills of a single person. In fact, there is a common purpose among the sales team – to maximize the organization’s overall sales. Sophia’s next conversation with her boss will be about how the company can adjust their compensation model to support teamwork – perhaps basing a part of future bonuses on overall sales. That would reinforce the reality that they really do have mutual dependence.

There’s an old saying about teamwork being essential because it allows you to blame someone else. (In case you missed it, that was a joke.) Sometimes teamwork isn’t necessary and can actually get in the way of the results you want. Teamwork is really only essential when everyone has at least a little skin in the game.


Print This Post Print This Post Email This Post Email This Post

Live your legacy

Tuesday, July 27th, 2010

In an age of unemployment and downsizing, many people are thanking their lucky stars that they have a job at all, even if it’s more busy and stressful than ever. Few people have the luxury of wondering, Is this job helping me to fulfill my purpose in life?

The unexpected death of a colleague can cause us to examine how we’re spending our lives. We ponder our mortality and envision the legacy we hope to leave for the future. Our conclusion is that the most important thing you can do is live your legacy every day. That is, don’t wait until tomorrow to live your values and focus your energies on your life’s purpose. Start with these questions:

What would people say about you at your funeral? If your life ended today, how would you be eulogized? Is it something you’d be proud to hear?

Are your actions and decisions today consistent with how you’d like to be remembered? Not only do you follow the defined rules, but how do you respond in the gray areas – when the ethical boundaries are not as well-defined? As Albert Camus said, “Integrity has no need of rules.”

Are you happy now, or waiting to be happy when…?” The Center for Creative Leadership’s article titled Your Leadership Mojo: Wisdom from Marshall Goldsmith explores the advice that your 95-year-old self might give to you today. Goldsmith’s friend actually asked elderly people who were approaching death to reflect on what is truly important in life. The number one theme that emerged was be happy now. Don’t wait for that big promotion or retirement. Don’t get so caught up in the rat race that you don’t notice the sun is shining today.

Are people your priority? The Leadership Mojo article points out that when the end of life approaches, it isn’t our co-workers who hang out at the hospital. It’s our friends and family, if we’re lucky enough to have both. And doing things today to nurture relationship with people isn’t just important to ensure that you have hospital visitors. It’s the right thing to do, and your 95-year-old-self would tell you so.

Are you accomplishing something meaningful? It can be easy to amass a collection of accomplishments or life experiences, but if they don’t fulfill some aspect of your life’s purpose, they won’t matter much to you in the end. And if you accomplished them at the expense of others, you may not have those hospital visitors after all.

One thing is certain. We’ll all come to the end of our mortal lives. We hope it doesn’t happen soon. George Carlin used to say, “I’m always relieved when someone is delivering a eulogy and I realize I’m listening to it.” The good news is that if you live your values today, your legacy will take care of itself.

Print This Post Print This Post Email This Post Email This Post

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.

Print This Post Print This Post Email This Post Email This Post

More, better, faster: Over-accelerating the pace of work

Monday, May 17th, 2010

The Harvard Business Review recently produced two articles related to the frantic pace of work that appears to be the “new normal.” The Acceleration Trap by Heike Bruch and Jochen I. Menges and The Productivity Myth by Tony Schwartz illustrate a growing problem. The ever-accelerating push for higher productivity, 24-hour accessibility, rapid-fire systems change and increasing complexity combine to produce employees who may appear to be unmotivated and listless. In reality, they’re sleep-deprived, strangers at home and less productive with every passing hour.

What can leaders do if they suspect their organization is over-accelerated? Break the cycle by facing these realities:

Acceleration is a problem with dire consequences. Over-taxed employees can’t maintain quality and safety indefinitely. A constantly frantic pace means that employees are continually shifting from one urgent priority to another, so they lack time to recharge. It may seem like your people are getting more done, when in reality they’re just putting in more hours.

You can break free. The Acceleration Trap gives many examples of companies that stopped the madness. Tough decisions and vigilance are required. It can be easy to fall back into old habits of saying yes when you should be saying no, so put measures in place to monitor decision-making, priorities and work load.

It’s not just about making your people happy. It’s about their brains operating properly. Tony Schwarz talks about how working at full throttle all the time your “prefrontal cortex shuts down in fight or flight, your perspective narrows, and your primitive instincts take over.” Think about the quality of decision-making that happens on an adrenalin high!

Your organization can still thrive. You might feel that you’re sacrificing productivity if you slow things down. Wrong. More work isn’t better. The right work is better, and everything else is just a distraction.

Working insane hours seems to be equated with commitment and drive – and the more crazy the hours, the more motivated (and promotable) you think you are. As The Productivity Myth blog post points out, it’s time for people to be measured not by how many hours they work, but by the results they deliver.

In the immortal words of Dilbert, “In Japan, employees occasionally work themselves to death. It’s called Karoshi. I don’t want that to happen to anybody in my department. The trick is to take a break as soon as you see a bright light or hear dead relatives beckon.”

Print This Post Print This Post Email This Post Email This Post

Leadership lessons from Mom

Monday, May 3rd, 2010

That MBA degree is dandy, but the lessons learned can’t hold a candle to Mom’s (or Dad’s or Gram’s) wisdom. A recent poll of Humanergists resulted in these leadership lessons from our very first role models.

I don’t care if “everyone” is doing it. Mom taught us to have courage and make decisions for ourselves. Don’t get caught up in passing trends or we’ve-always-done-that thinking.

If you can’t say something nice, don’t say anything. Sometimes harsh truths must be spoken, but keep balance by sharing positives as well. Don’t speak in anger, when it may be harder for you to communicate the good along with the bad.

Accept a compliment graciously. Maybe it’s embarrassment or false humility, but we often stumble or say, “oh, it wasn’t that great,” when a simple “thank you” is all that is needed.

Get outside. While this phrase was most often used when Mom was sick of us underfoot, we recognize now the power of nature to boost our mood and change our perspective. Get up, walk around, go outside or do whatever it takes to change your environment. You’ll find inspiration -  or at least some respite from the usual routine.

What am I, chopped liver? Especially in adolescence, we kids acted as if our parent were alien life forms and unworthy of kindness or consideration. Remember that even the most quirky of our fellow humans deserves respect and compassion.

Do you want your face to freeze like that? Nonverbals not only matter, they communicate volumes, even when we’re not aware of them. Get some feedback about how your posture, facial expressions and mannerisms help or hurt your leadership.

Every cloud has a silver lining. No matter how distressing, every situation has potential advantages and disadvantages. Don’t ignore the cloud, but do recognize and capitalize upon the silver lining.

If wishes were horses, then beggars would ride. Dream big, but don’t just passively yearn for things to be different. If you want something, take a step today to make it a reality. Action is necessary to achieve.

Be home in time for dinner. There’s nothing like unstructured time with loved ones to recharge your batteries. Share a story, a joke or something that happened in your day. Listen as others to do the same. Even if it’s just take-out pizza, it will be a feast.

Mom’s most enduring lessons were not the ones she talked about.  They came by the way she lived her life – with grace in spite of our many imperfections and bravery in the face of life’s challenges. The least we can do is try to do the same. Thanks, Mom.

Print This Post Print This Post Email This Post Email This Post

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.


Print This Post Print This Post Email This Post Email This Post

Ruthless time management for the frantically busy

Thursday, September 17th, 2009

beesHow many times have you said, “There is not enough time in the day?” Let’s face facts. No one is going to upset the space-time continuum and give you that extra hour you’re hoping for. Stop moaning and take control with ruthless time management.

When people think of time management, they often think of tips like, “touch each piece of paper once.” Those are dandy ideas, but reclaiming ownership of your time requires that you first get your head straight.

Repeat after me, “I am in charge of my time.” Take command! Here’s how:

Believe it can be done. When we complain about not having enough time, we’ve already admitted defeat. Before you can make the momentous changes that will really make a difference, you must believe that owning your time is possible.

Take control. Do only what you need to do – the core, strategic work that requires your attention. That sounds simplistic, because it is. Don’t spend time on things that others could and should do.

Manage your calendar. Is your calendar a reflection of that core, strategic work you need to do? If not, cancel, cancel, cancel! If you have an assistant who schedules for you, make sure he or she knows your priorities and is empowered to block any non-vital activities.

Make meetings work. To achieve goals and save time, make meetings effective and efficient. Know what you need to accomplish, stay focused and get the right people involved.

Use “dead” time. Plan for unexpected breaks in your day, like a meeting that is starting late. Review articles, make appointments, answer email or think great thoughts.

Understand the myth of multi-tasking. When you think you’re multi-tasking, you’re not. You are switching back and forth between tasks. The more complex the tasks, the more time it takes to switch. If the work is important, do only that. No email, Facebook or YouTube.

Practice non-perfection. We love the Cult of Done Manifesto. It’s all about accomplishing important stuff. Part of the manifesto reads, “Laugh at perfection. It’s boring and keeps you from being done.”

Waste some time. Not every waking moment can or should be productive. Plan some downtime; just don’t let that 20 minutes of video games morph into 3 hours.

We all know people who are frantic and seem to enjoy it. If you’re one of them, go for it. But if you’re stressed out and not having fun, you’re also not being effective.

The solution to your time trauma requires you to adopt a ruthless, “my-time-matters” attitude. The great news is that when you value your own time, you also don’t waste others’ time. Don’t you just love it when everyone wins?

Print This Post Print This Post Email This Post Email This Post

Meetings: Indispensible or cash-sucking waste of time?

Thursday, July 23rd, 2009

clockPeople hate meetings. Or at least they feel strongly enough about them to create a seemingly-endless list of negative quotes about meetings. Here are more of our favorites, this time with a “committee” focus.

“To kill time, a committee meeting is the perfect weapon.” Author Unknown

“A committee is a cul-de-sac to which ideas are lured and then quietly strangled.”  Barnett Cocks

Tired of killing time in your meetings? Use field-tested meeting best practices to get things done.

Start and finish on time. Establish a firm practice of respecting people’s time by starting and ending when you say you will. Once meeting attendees figure out you’re not going to wait for them or repeat information they need to know, they’ll be more likely to show up on time. Setting a time limit on each agenda item will help you finish punctually.

Keep everyone focused. Turn off cell phones, don’t answer email and meet off-site if people are more likely to be disturbed in the office. These measures can be difficult and unpopular. However, people will be more willing to disconnect from the rest of the world if you only meet when it’s really necessary and stay focused on what is imperative.

Follow an output-driven agenda. For every agenda item, outline what you need to achieve. For example, “Brainstorm at least 15 tag line alternatives” or “Align the team on the product launch objectives.”

Make sure the right people are in the room. If you start saying, “It would be nice to have Ito there,” think again. Bring the essential people together, and find other ways to get input from more extraneous, but still helpful, resources.

Prepare, prepare, prepare. Assign pre-work and make sure it gets done. Doing research in advance will prepare you to look at all sides of your issue and allow you to use meeting time most productively.

These are only a few of Humanergy’s meeting best practices. If you’re not ready to apply more discipline to your meetings, consider what this lack of focus is costing you. There’s a handy resource online that allows you to input the number of people in the meeting and their average hourly salary. You can keep that running during your meeting to watch the ticker add up how much your meeting is costing the organization.

And remember, that’s just part of the outlay for your meeting. Add in the lost opportunities, like that big customer you didn’t land because you were in a meeting and didn’t take time to follow up on a proposal.

You cannot afford to waste one more minute in an unproductive meeting.

Print This Post Print This Post Email This Post Email This Post

Creativity: Not just for the artsy anymore

Friday, May 15th, 2009

thinking-out-of-the-boxBuzz phrases like “thinking outside the box,” “paradigm shifting” or “find a new perspective” can be categorized as creative thinking. I used to think that creative was not a word that applied to me. I don’t paint, sing, sculpt or even mime. So I would have scored myself pretty low on creativity, and frankly, it wouldn’t have concerned me too much.

But not thinking creatively? That’s bad news. In this economy (and actually in any economy), we need people who can operate outside of expected parameters.  Even Albert Einstein was on the creativity bandwagon. He referred to it as “daring speculation.”

Successful companies know that their products and their customer service can’t just be good. Every interaction is an opportunity to delight and surprise – and that takes constant inventiveness.

So, if you think you’re creativity impaired, what do you do?

Spend time cultivating creativity. Rather than a useless indulgence, this is time well-spent. Some focused effort – even just a few minutes a day- can boost your imagination.

Budget thinking time. One of the most helpful ways to foster inspiration is to think. This may sound obvious, but we can get so caught up in doing that we forget about thinking. Give yourself 15 minutes of just pondering (not multi-tasking); your insights may surprise you.

Read around. Don’t limit your reading to industry-specific books and periodicals. Read stuff that has no direct connection with your work. Originality comes when you’re exposed to a wide variety of ideas.

Examine your assumptions. Scrutinize the things you feel strongly about. Suspend your perceptions and beliefs and play around with alternative hypotheses. You may not change your mind, but you will probably open it a bit. And you’ll exercise your brain, making it fluid and nimble enough to tackle the next challenge.

Write it down. Even if you don’t keep a full-flung journal, keep track of your ideas – in a small notebook, your i-phone or other mobile device. What may seem like a mundane thought today could be a breakthrough tomorrow.

You may not be a budding artist, but you can find ways to break out of your established patterns and become more innovative. Being more creative can pay off for your career – and enrich the rest of your life too.

Print This Post Print This Post Email This Post Email This Post

Flour power: Capacity is capacity

Wednesday, May 13th, 2009

flourIt seemed simple. Get all the things done on my to-do list. No problem.

My list seemed doable, because I was only saying “yes” to doable things. Meet with a co-worker to put together a report. Take dinner to a sick friend. Create a ten-slide presentation. Pick up my mother-in-law’s mail. Write a blog post. Do laundry (or at least the underwear).

There was one problem. On Sunday night it seemed so easy, but by Tuesday night I was stressed. Every single Tuesday night I wondered how I could get everything done. It seemed impossible.

Then came my “ah-ha” moment. A colleague said, “Capacity is capacity. We’ve got a finite amount of time and energy to get work done each day, week or month.” What I realized is that every task I do fills my capacity cup – whether it seems easy (laundry) or requires me to think on multiple levels (slide presentation).

Thinking about capacity took me back to Food Science 101. Our assignment: Fill a one-cup measuring cup with all-purpose flour.

  • Sift flour directly into cup = 90 grams.
  • Sift flour and spoon into cup= 114 grams.
  • Pour unsifted flour into cup = 132 grams.
  • Sift flour and tap cup while filling = 146 grams.
  • Sift flour and pack with a spoon = 150 grams.

Even if you are not a food scientist or even a cook, you probably know that most cooking (and definitely baking) requires some level of precision to get the right result. Too little flour results in a sunken, soggy cake. Too much flour makes for a tough cake.

There is a “sweet spot” of measurement that will yield the right result – a cake with great texture, flavor and appearance. (As it turns out, it’s 114 grams of flour per cup, in case you are dying to know.)

So what does this have to do with my over-stocked to-do list? When I try to cram 150 grams of flour (tasks) into my cup (life), I’m stressed and cranky and things don’t turn out right.

It doesn’t matter if I’m cramming in low-capacity, easy stuff or high-capacity, challenging stuff. Capacity is capacity, and too much is too much.

Take a look at your to-do list. Are you wasting capacity trying to knock out lots of mundane tasks, and finding that you don’t have energy left for the truly vital stuff? What’s your sweet spot of capacity, and how can you plan so that you bring energy, productivity, creativity and satisfaction to all aspects of your life?

I’m happy to report that Tuesday nights are much more fun now. My family says that with a cup that’s optimally full, I’m no longer (so) grouchy. Plus, they have clean underwear. And I might even have some excess capacity this week and put that flour to use in a cake!

Print This Post Print This Post Email This Post Email This Post