Categories
Management Project Management Time management

The power of delegating

How much of what your company does absolutely MUST be done by you? How many hours a week do you spend doing those things? What if you could do 10-20 more hours of that per month. After a few months, what if you refined that new ability three or four times? Think hard about that. At that point, you would be able to spend 10-20 hours more per week on the things you and only you must do. How would that change your business? For that matter, how would it change your life? I learned this magic from a mentor who is pretty demanding about getting people to work on the things they’re best at – and nothing else. While not everyone can do that much delegating right off the bat, this process still leaves plenty of opportunity to gain valuable time to do the work no one else can do. 

Choose someone else

Perfecting the art of delegation (or at least refining it) is something that takes time. Identifying everything you do that can be done by others… doesn’t. If that seems tough, just identify the few things you do that no one, absolutely no one, can do for you. Now it’s easy: delegate everything else.

Yep, that simple. Start with the easy stuff.

Say you want to send flowers to your mom for her birthday. You can call the florist in the town where she lives and work it out with them. Maybe you prefer to call 1-800 whatever, or a local florist and ask them to make it happen. Or you can do none of that – and delegate the task to someone with as much or little detail as you like. Your mom doesn’t care that you didn’t make the phone call. She’s happy you remembered her and thought enough to send flowers.

You might be thinking “that was only 10 minutes on the phone”. Or 15. Or 20. Plus following up, if needed. Whatever. The time for this one task isn’t all that relevant. Look at the big picture and add them up. The point isn’t how much this one task takes. It’s about how many tasks like this are consuming your time each month.

Turn it up, by turning it around

Once you start getting into the groove of delegating, it’ll get easier over time. Thing is, there’s a way to completely rethink the process and realign how you look at new projects. When a new task or project pops up, think first about who else (ie: not you) can do the work – unless the work is on that (probably) short list of things that only you can do. Who else can manage it? Plan it? Track it? Lots of people, right? Let someone else do those things. They’re important, but that doesn’t mean someone else can’t do them. You focus on the portion of the project that’s work for you – and nothing else.

Multiplying the impact

Want to take this a bit further and multiply the impact? Start teaching it to your managers and skilled team members who get distracted / side-tracked by work that someone else could do.

You might be wondering “If everyone is delegating this work, won’t that require more people?” Yes, it might.

Thing is, if your managers and highly-skilled team members are doing enough of this work that it requires one or more people to complete it, that’s a problem. It means that your managers aren’t spending all of their time managing (hard to imagine, right?) Instead, they’re doing work that someone else can do. It also means your highly-skilled team members are spending an inordinate amount of time on things that other team members can do.

For managers, the problem is that when people, projects, relationships, and product delivery isn’t managed well, the entire company is affected. In the case of highly-skilled team members, we’re talking about high value, high cost, high return on investment work. Any time your highly-skilled team members are spending time on other tasks, they’re getting more expensive by the minute. Worse yet, they become more expensive when they spend time on random tasks that have nothing to do with their skill. Removing any non-core task from these folks increases their value and allows them to contribute more to the company’s bottom line. In some cases, this newly found time opens up sales opportunities because these folks can produce more of the thing you hired them to do.

Photo by Sayan Nath on Unsplash

Categories
Employees Management Small Business

Retiring business owners

I consistently meet business owners who are about to retire, considering retirement, just retired, or are somewhere between those places.
I suspect this happens because I’m on the north side of 50. No matter the reason for these encounters, I wish retiring business owners planned a bit more for the run up to retirement. They tend to have the personal side of things handled. On the business side, my experience is that the typical retiring business owner plans to either close the business down, pass it to family, or find a buyer when they decide it’s retirement time. In some cases, there isn’t a lot of advance thought into the approach to this possibly massive change in the business.

You might be thinking that you don’t necessarily care about likely changes that can occur after the sale – no matter their nature. Thing is, buyers do care. Buyers write a check or get a loan for a presumably large sum of money. Getting a good return on that investment is always on their mind.

Employees also care about the changes that can come with a buyout. Things that create concerns among new owners are staff morale, the staff’s surprise to find that there’s a new owner, the staff’s concerns about the viability of the business, etc. “Why’d they sell it?” “Are we going to lose our jobs?” “What about the redundant positions between the two companies?” “Will there be staff cuts?” As a retiring business owner, your mind is elsewhere. This may seem like it isn’t worth worrying about. Even so, these concerns are quite normal. Think back to the days when you were an employee.

Employees and changes

Employees always have concerns when a business changes hands. It’s not hard to find stories broken promises made when a large business is bought by a new owner or merged with another. Everything is champagne & roses at the press conference in an effort to keep everyone calm & avoid disrupting the business. Employees aren’t dumb. They’ve seen friends & family deal with these situations. They’ll be understandably concerned that they’re in for the same. If you don’t have experience with this, ask around. I doubt it’ll be hard to find someone who’s had a bad experience with this. Anyone from Columbia Falls can explain it.

Morale is always a concern. New owners bring a new culture to the business. The change may or may not be positive. If your staff doesn’t have to worry about that once the sale is announced, they’ll be less distracted & concerned. They’re less likely to be involved in gossip about what might / might not happen with the “mysterious” new owner. This may seem silly to worry about, but people work for you for a reason & money isn’t all of it.

If you’re nearing retirement age, your team has already wondered what you’re doing with the business at retirement. They just haven’t asked you. You might think it’s none of their business, but they often ARE your business.

Before finding a buyer

Finding a buyer sometimes happens quickly. For some, it can take years, which can be excruciating to a wanna-be retiring business owner. There are so many dependencies. Sometimes it comes down to luck. Someone happens to know someone who is ready to buy and things simply happen to match up.

Make sure your business is truly ready to be sold. That means it’s ready to buy, take over, and run. Processes are documented. Job descriptions not only exist, but they’re up to date. Accounting is clean and tightened up. Marketing pipelines are reasonably consistent. Sales conversion is predictable. Supply lines and vendor relationships are solid.

Make sure there are as few “bodies” as possible. When I say “bodies”, I mean “bad things I’m going to find if I dig enough”. You might have heard this phrased as “I’ve been here long enough to know where all the bodies are buried.” It’s a perhaps roughly toned way of saying that you know the good & the bad of a business. The strengths, sure. But also the weaknesses that few know, much less talk about.

The fewer bodies that exist at “Hey, we’re for sale” time, the better. Most prospects won’t see them. The truly interested? They’re exactly the ones who will dig deep enough to find them – the last ones you want to give a reason to walk away.

Photo by Tim Mossholder on Unsplash

Categories
Employee Training Employees Hiring Management

Team players make the team better

We joke, perhaps uncomfortably, that some people “don’t play well with others“. Others are considered average at being team players. Finally, there are the folks who seem to mesh with any group. The best of them thrive at team dynamics and seem to improve the team, rather than simply becoming a part of the team.

While this is obvious, we often hurry to hire someone. Every time you get in a big hurry to “get that hire done”, there’s a pretty good chance that you & your team will pay for your impatience. If you’re in a hurry for a critical position, look internally for a solid team player who can grow into the open role. Showing that people with these skills get good opportunities sends a message to both the person getting the role and their peers. The upside is that you get an existing team member with known skills into a (presumably) more important position. The role they leave open is presumably a less important role, or perhaps a role that’s easier to fill.

What do team players look like?

It’s easy to say “hire team players”. Getting consistently good at finding them from a pool of candidates is another story. The real work is in identifying them during your interview process. During your interviews, everyone has their persona “all shined up”. Be sure to dig deeper and find signals that indicate what they’re really like when the shine wears off. What does a team player look like? How do you get them to reveal their true selves and reveal what they aren’t?

Much is revealed through conversation. So what do you do? Start by asking people about teams they’ve been on. What do they think makes a good team member? Why? Why are those things good indicators? How does the team benefit from those characteristics? Why do you think that’s important? Channel your inner four year old: “Why? Why? Why?

Knowing what a candidate values in a team member is good, but it’s critical to know why they value them. Their answers reveal their maturity as a team member & team leader.

Do you know your team’s “human whisperers”. If you don’t – ask around. Your team knows who can read people well. They might not be the senior managers who normally interview people. Involve them anyway. They’re the ones who can read what others cannot. They’ll often pull stories out of a candidate that they’d never typically share – both good & bad. They might be less assertive than your “typical” interviewer, but don’t cut them out of the process. You need to know how a candidate communicates with people who aren’t hard charging extroverted managers. These “shy” or “quiet” folks are often very good at assessing what’s behind someone’s “interview face”. Let them meet the candidate off-site for lunch or coffee at a place that has table service so you can see how they treat wait staff.

What about those who aren’t team players?

Regarding the folks who “don’t play well with others”, you have two choices. Give them a chance to change, with milestones and a timeline, or help them find their next career home. Some people are convinced that they can’t work for someone else and that the only way for them to be happy & thrive is to work alone. Only a hermit lives & works alone. Even the most fiercely independent loner will eventually discover that, along with customers and vendors, they must work together as a team – even if they otherwise work alone.

The person who refuses to learn how to become a team player simply has to go. You aren’t doing someone a favor by keeping them around when they are unhappy and/or don’t fit well with your team. These changes feel difficult, if not horrible, but not as bad as things will be if you do nothing. Making these changes through training and/or departures is what your team needs and deserves. It’s also better for the person who isn’t a team player and doesn’t show interest in becoming one. They deserve a chance to get it together, or find a place where they do fit. Some take to training / mentoring and transform themselves. Some don’t. Sometimes a change helps them figure out the sort of team they need, or that they need to make some changes to become the sort of person a team benefits from.

Categories
Entrepreneurs Management Small Business strategic planning

Selling your company

In Silicon Valley, “exiting” means a company you started / invested in went public or was bought by another company. It’s a time of celebration, reward, & anticipation of the next big project. When you are selling your company, it’s often different. For some, it’s an escape. For others, it’s the achievement of a long-anticipated goal. Are you prepared for it?

Is your company ready to sell?

The process of getting a company ready to sell is really about getting it running smoothly. It’s easy to think of it from the “E-Myth” perspective & focus on “systematizing” your business, but there’s more to it. Put yourself in the shoes of a buyer during due diligence.

They’re looking for proof. Signals that provide assurance.

They want to see data that indicates how your company performs. If you have good, verifiable data, you don’t need to make big claims. Let the data talk. For example: You can probably predict gross revenue over the next 90 days with a fair amount of accuracy simply by gut feel, but can you show data that supports your prediction? How you do this will vary, but many use some form of leads-per-month and conversion rate.

Sidebar: One conversion rate calculation is the number of leads who buy during a period divided by the number of leads you gained during that same period. If you get 1000 leads a month & sell to 520 of them that month, your conversion rate for that month is 52%. Sales cycle length & other factors can complicate rate calculations. Keep it simple.

Selling your company requires leading indicators

Measurable business performance can be difficult to extract solely from financials, which produces trailing indicators. Income history over time is good to have, but it’s a trailing indicator. A trailing indicator is one that documents how the company did last week, last month, last quarter, last year, etc. What about the future?

Buyers want to see leading indicators. Data that accurately predicts future performance.

A leading indicator uses verifiable data to reasonably predict how the company will perform next week, next quarter, etc. Restaurant reservations are a leading indicator: You can predict on average that 78 people will show up for dinner if you have 100 dinner reservations for next week.

Lead counts (inbound phone calls, website opt-ins, etc) function both as a trailing & leading indicator. Imagine you got 100 new leads a day on average over the last two years. Let’s say your close rate on sales hasn’t changed during that period. If your average sales cycle is 60 days long, you should be able to predict income quite accurately for the next 60 days. Why? Because the lead count is steady and so is your close (conversion) rate. While this ignores changes in prices & costs, it reasonably predicts future gross income.

Why are you selling your company?

When someone approaches you about selling your company, it’s often done without provocation. You haven’t listed the business for sale. You haven’t indicated that you’re ready to retire. “I’m not ready“, you might think.

They see opportunity. Sometimes they see synergy with their existing business. Maybe they want to buy more customers. Their reasons are theirs. What are yours?

When you ask owners in this situation what they really want, they’re often unsure. There’s nothing wrong with that. You don’t always know what the next step beyond business owner is because you haven’t thought hard about it. You’ve been focused on running the company, growing it, & taking care of customers. It’s OK if you haven’t put serious thought into what a sale really means – even if you always knew you’d sell someday.

A big check” is too simplistic an answer for some, because the business is a big piece of who they are. Some want a role in the company after the sale. Many don’t. Some care what happens to the company, the customers & their team. Some don’t.

Owners often have a number in mind that they would take. The first number I hear is rarely based on hard numbers, desired ROI / payback period, etc. Remember that a buyer is purchasing assets (most likely) as well as an income, whether they’re an individual or a company.

When it comes to selling your company, your “why” is as important as theirs. Think about it and get your business ready.

Categories
Management Productivity Time management

Delegation isn’t easy.

Several times over the last month or so, I’ve suggested refocusing on important work. I’ve suggested paying attention to long-procrastinated tasks. There’s high value in moving on to bigger things and relieving your mind of the self-persecution of procrastination. All of this tends to demand that you do four things: Prioritize. Delegate. Outsource. Focus. We’ve focused on prioritize and focus in recent weeks. Today, let’s talk about delegation.

“I can do it faster than I can delegate it”

The pervasive thought, *particularly for a founder/owner*, is that you can complete a task faster than you can describe it well enough for someone else to do it. That might be true the first time. It’s probably true the first few times. After that, you’ll know one of three things: Your instructions are ready, or they aren’t. You chose the right person. You chose the wrong person. Those are easy to fix.

Delegated tasks are usually needed more than once. They tend to happen repeatedly. The first few times, you’ll want to check their work. Who wouldn’t? They’ll want you to do so as well. You’ll probably need to refine the checklist / instructions you created. Soon, they (the person you delegated to) will be refining it. After the first few times, you’ll want to take a quick glance to make sure things are done right. But the 11th, 20th and 42nd time? You’re out of the loop. Intentionally.

That first few times, you aren’t going to gain any time through delegation. Just as you expected. Even if things go very well, you have to circle back. After those first few times, you’ll gain time every time this work needs to be done. Not only are you no longer having to prioritize and find the time to do the work, in many cases you won’t even have to think about it. Unless your company is very small and has no other managers, let someone else follow up and monitor quality / completion time, etc.

If you don’t have anyone else to do that oversight, give the person you delegated to a process to confirm the work’s completion to you without interrupting you. While you can use whatever job / process / project management system you use for this, don’t over complicate it. This can be as simple as an inbox, an email or a text. Prefer old school? Put an old Amazon box on a table outside your office so they can drop things into it without interrupting you. Hang a clipboard on a nail and let them check off the things you’ve delegated to them.

The keys to delegation

The stickiest thing about the delegation process is how you document the work. Yes, the very thing you don’t want to take time to do. That’s the thing you must do well. Several things are obviously critical. The complexity of the task could require covering things you normally take for granted. Things “built in” to you. This may make it even more tempting to avoid delegating the task, but don’t give in. If it can be delegated, do it.

There are several questions to consider. What raw materials and tools are required? Where are they? Are instructions required? Other team members? Are interim approvals or reviews necessary? When should the work be started? When must the work be done? What milestones exist between the start of work and completion? Do we need lead time before delivery for oversight, review, rework? If so, how much? Does the job require outside resources? (contractors, services, materials not already in-house)

Completion and delivery: What specifically indicates that the work is complete? What specifically defines completed delivery? Paperwork in a specific folder? Files in a specific Dropbox folder? A pallet in a certain rack? A delivery to a customer? Is a customer sign off required?

These things are always on an owner’s mind, but might not be on the delegated person’s mind until you share them. Even though the person doing the work isn’t an owner, they’re still important. They include: Why is this work being done? How does it tie into the big picture? What are the stakes of failure? Is a customer depending on this work? Is this work critical to keeping a customer?

The first few times, this process won’t be enjoyable. As you refine your delegation process – you’ll end up with a form, or an email template, or something to make it easier. Give it time to work – because you need it to work.

Categories
Employees Management Project Management

Perspective and progress

As the end of the year approaches, it’s a natural time to look back over the past year’s work. Did you make progress? Was the year a success? The source of our motivation has a big impact on how we perceive the year’s work. Did I achieve a financial milestone? Will I get the leadership position I want? Did we reach our sales goals? These are external motivations. Internal motivations may also drive us – such as a need to learn, achieve, better yourself, make fewer mistakes, etc. Neither driving force is the wrong one. Personally, I think a mix of the two serves us well. As we walk the trail through our careers and personal lives, the source and makeup of what motivates us often changes. About 10 years ago, a mentor‘s comment completely changed how I relate to the things I achieve.

The gap on the way to ideal

When we look at our goals or ToDo list, 100% “perfect” completion of every single one on time and on budget is the ideal “destination”. While there’s nothing wrong with that, it’s rarely realistic. It’s also rarely necessary – at least on the first completion. 

First completion“? Yes, exactly. Few of us knock off a project and find that it’s perfect and never needs another polish, tweak, or modification. Even if the only customer is you, it’s better to complete the job, gather feedback and make another pass to improve your work.

The trouble with 100% completion is we rarely, if ever, achieve it. If 100% completion of your goals is consistently achieved on time and on budget, it often means the goals were watered down. We might extend a timeline, ignore some portion of the budget or loosen quality standards. Doesn’t matter which one.

Looking back at the Apollo project, NASA was charged with getting men safely to the moon and back by the end of the decade. I remember watching the first steps broadcast on a grainy black and white TV at my grandparents’ farm. That was a late night for a young kid in 1969. Yet Apollo wasn’t 100%. An Apollo I launch rehearsal cost the lives of three astronauts. Apollo 13 almost did the same while traveling between Earth and the Moon. NASA achieved the audacious goal Kennedy laid before them, despite not achieving perfect execution. 

The gap between perfect execution and your actual execution is quite often significant. Having the right perspective is critical. 

Perspective and the gap

When we look at the ideal outcome, we’re almost certain to come away disappointed. We expect perfection.  You won’t be happy or satisfied with your efforts when you assess where you are against where you expected to be when everything went perfectly. That space will be filled with regrets about incomplete tasks, tasks that weren’t started, things that didn’t go as planned, etc.

The comment from my mentor paraphrases like this: If you look forward to the difference between what you did and the ideal outcome, there will always be a gap. That gap will always bother you – and it destroys the ambition in some. However, if you look back from where you are to where you started, you’ll find great satisfaction and motivation to charge forward when seeing how far you’ve progressed.

This change in perspective completely changed how I felt about the incomplete / untouched items taunting me from their comfortable home on my Trello board. Strive for 100%. Celebrate your progress, however imperfect. Use your progress as motivation. Keep improving. 

Perspective destruction

When a team’s original goal appears to be within reach, managers often trot out “stretch goals”. Is this done to create a failure that can be held over a team? Stretch goals usually create morale failure from significant progress. Motivation is rarely the outcome. Managers should focus on the 90% your team achieved, rather than the 10% that didn’t get done. It seems natural to do this when you’re a software guy – since we often focus on what’s broken. As a leader, it seems like a great way to repeatedly chip away at the morale of your team by never letting them celebrate or acknowledge accomplishments. The time to focus on the 10% will come soon enough. 

Categories
Employees Management

Feedback, checkboxes, curation

Not managing people (even if you have managers) is a common operations problem. How would you feel if you were hired and months later fired or disciplined with little feedback? Whether you deserved it or not (sometimes, the fired do deserve it) – most people would like to know what they did wrong.

In a good company, there’s a process for work quality feedback. A good manager would make sure you had the opportunity to correct your faults / failures before it got to the point of getting you fired. In the worst environments, it comes out of the blue, even if you think you’re paying attention. Imagine how you’d feel if you were never told what expectations were or what measurements would be used to assess the quality of your work? Not only is this unfair to the fired / disciplined employee, your company pays the price too. 

Checkboxes aren’t enough

When you hire someone, the work starts when they show up. At many companies, the work of hiring seems to end once the offer is made. The employee shows up, is pointed at a desk, given a pile of work to do, and is expected to fill “hit the ground running” expectations. Their resume had all the checkboxes filled for this role. Shouldn’t they be able to show up and just git-r-dun? 

Sometimes people figure it out, sometimes they don’t. At some companies, “I’m used to doing this, this and that – and doing it like this” will get the answers you need to produce work the way the company needs it. At others, it can signal that you aren’t the right fit. You know, because every company does everything the same way, right?

In some cases, the experience you thought you were hiring is different, even if it looks the same on paper. When that happens, what’s next? It might have taken four to six months to figure this out. Perhaps your company’s mentoring is weak, or non-existent. Maybe you don’t have the right work measurement / evaluation tools in place to detect that poor work, the wrong work, or “the right work someone else’s way” is being done. 

Employees need more than regular feedback. We touched on that a little bit last week. Feedback, mentoring, training (including “this is how we do a-b-c here“) is all part of employee curation. 

What is employee curation?

Visual art is made “better” by the right lighting, frame, etc. Curation puts the content in its best light, providing the consumer with an experience that’s richer than “Here it is.” Your people and their careers need the same sort of consideration.

Back when you were an employee, you may recall that people showed up & figured it out – even if that isn’t what really happened. You may not remember evaluations, training or mentoring you received (or maybe you didn’t get any). As a result, you might expect people to “just figure it out”. That’s great, until they figure out the wrong things, the wrong way, etc. 

I don’t recall too many reviews, but I sure remember when companies made sure I had a mentor. At one company in particular, I think they intentionally skipped performance reviews with managers – but in a positive way. They used mentoring & small teams with hands-on leadership to set the example, train, mentor & model what they wanted. Yes, I’m talking about you, Randall and Kim.

Employee curation includes working with someone to help them grow career-wise, both for them & the company. When you need to fill critical roles with people who already work for you, they should be ready. The last thing most companies need these days is someone with 20 years of experience – and all 20 are from 1998. 

Guesswork is bad

Even experienced people in senior roles need to know your expectations. Why make them guess? Senior people need to know what their boundaries are – and when to cross them. They need to know how you make decisions so that you know that they know what’s important to you when you delegate things to them. 

In junior roles, your mentors & managers will spend more time on how-to-do vs. what-to-do. That will change over time.

Without explicit, detailed duties, expectations and specifics about “this is how you know you’re doing your job well”, guessing is what they’ll do. This may seem OK for a entry or junior level person learning your business (it isn’t). It’s a terrible choice for a new SVP. Be crystal clear about your expectations with everyone. You benefit as much as anyone when your entire team is doing what you hired them for. 

Categories
Employee Training Employees Management

Operations problems

A good bit of what we discuss here relates to day-to-day operations. While a lot of operations probably seems simple and obvious, it’s the number one issue I see in companies. I suspect you’ve experienced, owned or worked at a company whose operations are a disorganized mess. Common problems shouldn’t be common at all, right? Let’s see if we can chip away at a few of these and get your operations polished up.

The under-performer

Somewhere in your company, there’s someone who is “under performing”. Not doing their job, not doing it well, It might be that they’re not doing the work in what their peers would consider a normal amount of time. IE: They’re slow. Slow can be OK for some work, but sometimes it isn’t.

As managers / leaders, this is your responsibility. The cause doesn’t matter. If they aren’t doing their job, it’s because their direct manager isn’t finding out why, attempting to fix it and circling back to hold them accountable. Is their direct manager isn’t doing those things? Ultimately, that manager’s performance is your responsibility. Does the under performer work directly for you? If you aren’t finding out why this is happening and you aren’t holding them accountable, it’s your responsibility. While this may seem like a difficult source of hand-wringing and drama, it doesn’t have to be. 

Sometimes, an employee doesn’t know what is expected of them. Not kidding. You might find this surprising, but a list of duties, deliverables and responsibilities is useful to an employee. Nothing says “This is what you are responsible for. I will be looking these things when I assess the quality of your work.” better than a list. 

Maybe they need training. When you discuss that list of responsibilities with the employee, make sure they are confident that they can achieve those things and have the right skills to make them happen. If they can’t, find training for them.

Training didn’t help. Nothing did.

If training doesn’t improve their performance, a new role might. They might hate some aspect of their work – work that someone else might love to do. Guess who’ll do it better?

Find them a new role that fits who they are, what they can do, what you need, etc. If you can’t do any of that, help them find a role somewhere else. Few “bad hires” are bad people that you’d never recommend to someone else, but they do exist. It takes too long to find and hire a good candidate to simply discard them because you put them in the wrong role, or didn’t train them well. 

EVERYONE else in the department (probably in the company), already knows this person needs a new role, more training, or a different job at a different place. They know you aren’t doing anything about it and they’re not happy about that. They know it affects the security of their job, among other things. They’re right to be disappointed.

Disasters in advance

We’ve all seen these. A big project is coming. There are obvious bumps in the road. No one says a word because predicting disaster is “not being a team player” or similar. To a point, that’s correct. Predicting disaster is of no value, but preventing them is huge. 

There’s a better way. Ask everyone: “What could go wrong? What could cause this project to fail?” Make it clear that it’s a positive thing to produce this list, as you want to avoid the “team player” baggage. Discuss this for each step of the planning, creation, deployment, and ongoing (if any) operational stages. 

Once you have that list, discuss each one. Not only will you be better prepared (and perhaps plug a hole), but you may end up figuring out an issue no one saw when the conversation started. You’ll also help everyone think about hardening their part of the project, no matter what that means. You may find that items on the “What could go wrong?” list end up as a standard task in that kind of project. Would your company benefit if everyone was thinking about these things earlier in the project timeline? 

You may get some responses that make no sense, or that seem silly. Don’t let the crowd shout them down. Imagine that delivering a product is critical to your process and someone suggests that a possible fail point is “MegaSuperBigCo can’t deliver our packages“. Something like this might seem a waste of time, but give them their due. Look back far enough and you’ll find instances where shippers or customs people went on strike. When that happens, packages sit in limbo for weeks or months. If your shipping is international, it can get complex in a hurry. 

Don’t ignore the smallest items on the “What could go wrong?” list. History has proven that the tiniest thing can create a small failure that cascades to a massive one. We don’t always know which tiny thing will disrupt operations, but we can review each one, make note of what prevents that item from causing problems and move on. If it isn’t handled, the affected team should be expected to take care of it and report back when it’s been handled.

Follow through. Few do. 

Have you ever noticed that you get a bunch of work done just before leaving on vacation? Obvious hint: Deadline. Or that your “do this before leaving on vacation” list is essential to making sure that you pack your swimsuit, turn off the stove, and take the dog to the kennel? Obvious hint: Checklist.

Follow through works the same way. You have to be careful that it doesn’t become micro-management, which no one appreciates. 

If someone knows they’re expected to provide a status report every Thursday afternoon, they’re more likely to make better progress on the work involved. Work is a funny thing, it expands to fill the container provided. As Stephen Covey made famous with his four quadrants, it’s easy for urgent and unimportant work to fill the day and displace important work. 

Source: Stephen Covey – 7 Habits of Highly Effective People

It isn’t that this work shouldn’t be done, it’s simply that it isn’t as important as a team has agreed to previously. Otherwise, why would you be expected to provide a project status report next Thursday?

What’s even better than a status report that you ask someone to provide? The status report they provide without being asked.

When you provide a project update to your manager / leader / owner without being asked, you make it clear that you know that work is important AND that you know it’s important that the manager / leader / owner knows how things are progressing. Most managers / leaders / owners don’t want to nag – they simply have to because no one is volunteering the information. Result: They don’t know the status of the operations they’re trying to manage. 

Unknowns make people nervous, especially as deadlines approach. Make sure your team understands that and that you appreciate follow ups so that you can do the work they expect of you.

Post-mortem your disasters

One of the best times to prevent something from happening again is by taking some notes while it’s happening. An in-disaster post-mortem, for lack of a better term.

Oh, I know. You’re too busy wrestling the fire hoses to stop and take a note for 30 seconds. Really though, you’re not.

If this bad thing happens regularly, put a recurring reminder in your calendar for a few days / weeks / months before the event. A simple reminder to deal with that one little thing that defuses a minor disaster is pretty valuable. Example: Before a trade show or big marketing push, contact your credit card company (merchant card processor) and alert them that you might be processing (much?) higher volume than usual. A five minute call is much less hassle than having your merchant account temporarily disabled in the middle of the business day. 

Perry Marshall once mentioned a question his company uses – and I love it: “What system, if fixed or implemented, would have prevented this problem in the first place?” Important for leaders: Don’t ask this question after stating your answer to the question. If you do, you’ll likely miss out on some good ideas that you probably didn’t have. Let someone else get this win – one of them is likely to have the same idea. Listening to the discussion will be far more valuable than showing how smart you are.

What a post-mortem isn’t: A process for assigning blame. Blame has zero ROI, at best. Improvement has a massive ROI, particularly when it prevents future disasters, even minor ones. We can’t always see the future well enough to avoid disaster, but we can convert them into a positive by learning from them. Make disaster avoidance part of your creation, operations, deployment process. 

Categories
Employees Leadership Management

Politics in the workplace

Politics and work – do they mix well? As political communication seems to approach something resembling “say nothing or go psycho“, politics can become tougher at work. I love intelligent conversations with people I don’t (and do) agree with. But finger poking, red-faced, screaming rants? I’m gone. I’d rather watch hot dogs being made.

That politics and work don’t mix well does not mean that the mix is unavoidable or unmanageable. Employees whose politics are a mix of “us and them and them” can get along & be productive as a team. That doesn’t mean the company isn’t going to have to deal with conflicts. Avoiding these problems requires some care when hiring, and that still won’t guarantee you’ll avoid problems related to political differences between employees. 

The mission is rarely politics

You may prefer to hire people who are very serious about their political views, particularly if they match your views. That’s OK.  No matter where your team members align themselves politically, they need to understand what really aligns them as employees. There’s a single thing to align with when they’re at work and/or when representing your business. That they’re “invested in delivering upon the mission of their employer in the service of the employer’s customers.” 

Every business has a culture, whether it’s intentional or not. If you hire people who are incapable or unwilling to adopt that culture, they probably won’t be around long. How politics is handled in the work environment is a part of a company’s culture. Part of delivering upon the employer’s mission is taking care of their customers in a way that is defined by the employer. Some employers are better at defining this than others. All companies define this by example & through their culture, if not via training.

Leading by example

You’ve probably heard about people being fired because of public actions / statements. Sometimes these are political in nature, sometimes the person is simply being a jerk (or worse). I wrote a few weeks ago about an executive chosen for a job who lost it the next day. Online posts that were incongruent with the role of being a senior leader in that industry were costly.

While everyone has a right to their views, how they are communicated in public may reflect upon their employer. It isn’t always that simple. Our political views tend to define how we work, in whole or in part. They can be at the core of who we are & how we got there. Still, we must lead by example. 

What leaders say

Imagine hearing the CEO of a national fast food chain publicly stating “Our food is gross. I can’t believe our employees make it, much less have the gall to serve it. What kind of people are they?” Who at that company would feel motivated by their work after hearing that? If that person was named CEO at a different company, how would the new company’s staff react?

Would you expect that CEO to have your back in a situation where a CEO should have your back? How would you like to be one of that company’s salespeople after hearing that quote? What would your response be when a prospect repeated the quote to you after you finished your highly-polished sales pitch? 

How does that situation not become all about that leader?

Losing sight of the mission

Politics creates problems in the workplace when someone has not only chosen a political viewpoint, but defines themselves by it. It ceases to be about issues and candidates. It won’t be about how they should respond based on their experience / training. It could become about how someone with their views should respond to work situations. 

When an employee’s actions are no longer about the business or the customer, you have a problem. At that point, you get to decide what’s more important: that employee’s views, or your business. It won’t be easy, particularly if you share their politics.

Ask yourself these questions:

  • Do I want the person who did / said / wrote these things to manage the people I’ve put in place to care for my customers and the future of my business?
  • Do I want them interacting with my customers?
  • Do I want them representing me and my business in public in this manner?

Whether the answers are yes or no, make sure your people know.

Categories
Employees Management Project Management

Driving hard at stretch goals

A couple of months ago, I was driving to Banff to meet some friends in a rig we call the Scoutmobile. About an hour into the drive, the engine’s temperature started heading into risky territory. I was in an area where there was very little room to pull over, so I started looking for a safe, roomy place to get off the road. In management-speak, this would be a stretch goal.

While searching for a place to stop, I used common engine overheating delay tactics: turn on the heat, slow down, etc. I had a simmering suspicion that a blown head gasket was coming home to roost. This rig had close to 300K miles on it, so this wasn’t an outlandish possibility. As this suspicion moved toward reality, it was obvious that simple overheating delay tactics wouldn’t help for long. I needed to stop.

Stretch goals and context

Getting to a safe, roomy stopping place became a new and much smaller stretch goal because the context changed. Frankly, making the 400 mile drive to Banff and getting back without mechanical trouble was really the stretch goal. Given the rig’s mileage and concern about the head gasket, I had wondered for months if it would survive the trip.

Once the engine temperature started rising, my decision making context changed. Meeting friends in Banff was off the table. Finding an ideal place to pull over became the stretch goal. Getting off the road was possible, but not quickly. Leaving the road in a nice wide spot so I wouldn’t cause traffic issues became the stretch goal. 

As I finally rolled into a safe spot out of traffic, the engine lost the little remaining power it had and locked up. The first time it stranded me in 17 years turned out to be our last drive together. While I made the stretch goal even in the altered context, even that seemingly tiny stretch goal was too much for the situation. That’s the lesson here – attention to changing context is critical.

Stretch goals aren’t the problem

I don’t mean to say that stretch goals are bad. They aren’t, but context is critical. When my trip’s decision making context changed, so did my goals for the day. Looking back, it’s possible that stopping immediately would have prevented the locked up motor. I didn’t want to partially block a lane on a two lane highway. That as my justification to push a little bit further – a stretch goal. 

When you decide on stretch goals, be sure you aren’t going to drive your team too long at “redline”. Redline (in automotive terms) is the maximum speed at which an engine and its components are designed to operate without causing damage to the engine.

Making your monthly sales goal in three weeks is a classic time to give your team a stretch goal for the month. Adding requirements to the final days of a project that’s already behind will all but guarantee late delivery. Likewise, shrinking a timeline they’re already likely to miss is a good way to sour a hard-fought win.

Race drivers will repeatedly push a race car’s engine to or a bit beyond redline because that’s when they get the most from their engine. Thing is, they won’t do it for long. Pretty soon, they’ll shift or brake. They know redline is there for a reason and pushing the engine beyond normal operating limits for too long will end badly.

Running at redline

Prolonged running at redline has similar effects on people. Someone can work a couple of 80 to 100 hour weeks under near-term deadline conditions and some will do so willingly if they believe in the goal. 

Where this goes bad is when it becomes “normal” to work like this. Do this and some (probably all) aspects of their lives will suffer. They’ll not have (or make) time for family, or taking care of themselves. Eating and exercise habits will suffer. They’ll have less (or no) time for friends, the dog, yard, car, hobbies, etc. Rest will suffer, so their ability to focus, concentrate and show patience will be affected. Burning bridges at home combined with a drop in work quality / output can permanently create morale / attitude problems. 

Sometimes limits really are limits. Exceed them too often for too long and you’ll damage engines, people, relationships and before long, your company.