Archive for June, 2009

Warning Symptoms

Monday, June 29th, 2009

The following symptoms may indicate that lack of commitment and effort is rapidly becoming a critical management issue for your team:
• Your members leave as soon as possible after quitting time each day and refuse to work overtime when needed.
• Members doubt their ability to perform. They feel overwhelmed by small challenges and routinely gripe about the lack of fairness in assignments.
• Members seem to feel that “it’s every person for herself.” They are unwilling to help each other on projects or to assist each other in problem solving.
• Whenever you ask members to take on new assignments or skill areas, their first reaction is to offer excuses why they can’t be expected to handle these new job challenges.
• You feel that your team is performing well below its maximum performance potential.

Strategies
The first strategy is to overcome inertia. An engineering friend once explained that 90% of a locomotive’s energy is expended during the first few minutes of start-up as it attempts to move the train from rest. Once the engine overcomes its massive inertia and the train is running at high speed, relatively small amounts of energy are needed to keep it in motion. In much the same way, the first job you must tackle will be to overcome your team’s initial inertia and get it started along the track. In this section we offer strategies for overcoming inertia by creating a sense of urgency, removing yourself as a buffer, conducting a performance analysis, and creating competitors.

The second strategy is to challenge the limits of your members. This strategy involves encouraging your members to raise their self ¬expectations, redefining performance, modelling limit-busting, cloning superstars, and using incremental successes and celebrations.

The last strategy is to get out of the way of team members. This involves removing any roadblocks that you may be unintentionally placing in their path. Managers get in the way whenever they hamstring a team’s authority and its control over its own work, send inconsistent messages about desired performance, or create conse¬quences that actually work against desired performance. As part of getting out of the way, you will discover how to strategically empower your staff, send clear messages about your performance expectations, and create consequences that support desired performance.

Stress Situations Guide -3

Saturday, June 27th, 2009

Before you read article below, you can also see:
Stress Situations Guide -1
Stress Situations Guide -2

Situation 2. Responding to Criticism
1. Put the person and situation in perspective. When people are under stress it’s easy for them to blow out of proportion any critical feedback that’s presented. If you find yourself criticized, remind yourself that the criticism addresses only one aspect of your performance and that there are many other areas in which your performance excels. If someone directs a general criticism at you, help that person focus in on more specific feedback.

For example:
Other: You’ve really got to improve the way you are managing your relationships with your customers.
You: When you say “not managing relationships effectively,” what exactly do you mean? Do you feel I’m being rude to customers? Are we talking about my entire customer base?
Other: No, you seem to be well liked by your customers, and things appear to be okay with your established customers. However, a couple of times I’ve felt that you’ve made promises to entice new customers that I don’t feel you can possibly meet. For example, I couldn’t help overhearing your conversation with ABC Corporation the other day on the phone, and I noticed that…”

2. Remember that you are not the target. If someone makes personal comments about you or criticize you too strongly, keep in mind that stressed-out people tend to indiscriminately dump on the other people. Remind yourself, “I am not the target. I just happened to be in the way when this person decided to dump on me. It’s her problem, not mine.”

3. Turn criticisms into desired aims. Criticism often takes the form of telling people what we don’t want them to do. Unfortunately, in this sense it provides little informational value because it doesn’t spell out what desired behavior looks like. Whenever you receive negative feedback, ask the person to clarify her expectations of you. If needed, provide some suggestions.

For example:
Other: That budget forecast was really a surprise. When I took it into the director’s meeting I ended up with egg all over my face. The actuals were completely out of line with your original projections. I want to make certain this doesn’t happen again.
You: Well, as you know, given the number of project readjust¬ments we’ve been having, it’s almost impossible to provide an accurate, annual budget projection. Are you saying you expect me to increase the accuracy of our projections?
Other: I realize you can’t do that, but I would appreciate being forewarned the next time around so that I can give our director more advance warning of any increases prior to the annual budget review.
You: So you want me to generate a quarterly budget projection?
Other: It doesn’t even have to be that formal. Just pull your budget trend line out of your spreadsheet package and fax it to me for review with warning flags on those areas that are beginning to run over and a handwritten note as to why. Also, I’d really like to receive that on a monthly, not quarterly, basis.

Stress Management in Workplace

Thursday, June 25th, 2009

Use humor in the workplace. One of the most effective techniques for dealing with stress is to use your sense of humor to keep problems in perspective and to elevate people when they are feeling depressed. Humor can help insulate your team from even the most traumatic work challenge downsizing: An excellent example was shared by Bevan Gray, organizational development consultant for John Allen Life Insurance. Several years ago, Bevan worked with Allied Stores, which suffered a major downsizing when it was purchased by another company. To help keep morale up during the downsizing process and to provide employees and  managers with a sense of camaraderie, Bevan and several other managers decided to invite all employees to a “pink slip party.” Party invitations were given out as pink slips, and employees were asked to dress in pink (for pink slips) and black (for mourning).

The vice president of personnel was given a crown and
honored as Miss Pink Slip (she had to make some of the difficult termination arrangements and then was herself one of the first people terminated). In condition, office jokes about the situation were encouraged: “What are they going to do about it, fire us?” Pink achievement awards were given out to selected employees to affirm that, despite the downsizings, their per¬formance was appreciated.

The purpose of all of this tongue-in-cheek humor was to laugh in the face of adversity. As Bevan says, “We created an environment that said that humor was okay and that humor was what was going to get us through this thing.” Expand your team’s range of control. A significant amount of stress research shows that the more control people exert over difficult work situations, the more they are able to cope with those situations. In the work environment, you can help regulate stress by looking for ways to place control in the hands of your team.

Teach coping skills. Supply members with books and guides which provide suggestions and guidelines for self-managing stress. An additional approach might involve looking for low-cost stress management workshops that members can take after hours or on the weekends through local adult education programs, colleges or community health agencies. Periodically audit stress factors in your environment. Conduct an audit to identify factors that may be creating stress for your team. This doesn’t have to be a tedious or expensive process.