Great Meetings? Planning required

In order to run great meetings, you owe it to yourself and the people involved to properly plan.

Examples of poor planning:

• Interviews: I experienced an interview where it was obvious the interviewer had done no preparation before-hand. The person was not familiar with my resume and had not thought out the interview questions at all.
• Staff Meetings: The boss walks into a staff meeting with no agenda and just says "anybody have anything to talk about?"
• 1:1 Meetings: The boss sits down, looks at you, and says, "what's on your mind?" It's really great that the boss thinks enough of you to ask, but unfortunately that's the agenda for the meeting. Evidently, the boss has other things than you on his or her mind.

As I've stated time and again, I know that most everyone is busy. That's a given. That is also no excuse for wasting other people's time (as well as your own). You don't have time? People have never said management was a 40-hour a week job, have they? That's why you get paid the big bucks...to do what needs to be done, even if it takes a little extra time.

What can you do to properly plan?

• Have an agenda. Add to it as the week goes along. One thing I like to do is add notes to my on-line calendar reminder as the week goes by so I'll have my agenda at least partially thought through before I have to "formally" plan the meeting.
• Formulate your questions. Write them down. Then, when you ask the questions or cover your points, record the responses.
• Come to the meeting ready to participate fully. The chances are that it's your meeting so it would be reasonable to expect you to be engaged.

You and your team need to be focused on the mission, revenue generation, and your customers. When you do pull them away from these areas of focus, you need to ensure you're not wasting their time.

What other ways do you plan that help make your meetings more successful?

Office Gossip: "Interesting"

Office gossip is present within every group, large or small. Hopefully, it's not too pervasive on your own team. We like being in the know, don't we? One can argue that office gossip is benign or hurtful. I would submit, at the very least, that the line between good and evil, when it comes to gossip, is very thin.

I used to work with a very professional person who knew exactly how to deal with gossip when she heard it. Whenever someone started dishing up the dirt and the time came for this person to respond, she would most often say one word: "interesting". She said nothing else. It's the perfect response, isn't it? It just stopped the gossip in its tracks. I mean, what comeback do you have to "interesting"? For the time being, at least, the gossip usually just fizzled out at that point and no one was mad that it had ended. It was just done.

I asked my friend about her response and she said she had learned to fend off gossip like this many years ago and had kept to her mantra ever since.

What responses have you found to be the most effective in stemming office gossip?

Where does world-class service come from?

I've been reading a great book on service called "What's The Secret?" by John DiJulius. His writing has stirred a lot of my thoughts for me and has caused me to reflect a lot on what I believe regarding service. It has also caused me to remember my own experiences with service.

The quote I'm pondering today is "World-class service is not something you deliver. It's a result of something you are."

When I think of this quote, it takes me right back to thinking about the foundation of any organization, good or bad: culture.

OK, so you know that outstanding service is a key component of any successful business. Let's say that you've received feedback from multiple sources that your organization's customer service is sincerely lacking. You're not happy learning about your poor service level and you know it needs to get better right away. What do you do? As a boss or leader, you can't go to your team one day and say, “Listen up, people. Customer Service needs to tighten up right now. You need to start treating our customers better.” Well, you can, but there’s a good chance that your words will fall flat and fail to cause any significant changes to happen. Come on; your service levels probably didn’t become what they are overnight.

So how do you get your people facing the right direction? You need to start by asking yourself where they learned or failed to learn how to provide the outstanding service. You have to start at the beginning. You need to revisit what? You need to revisit the culture.

What is the culture of your team? Take a look at some of the primary components that make up a business culture and you can better answer the question:

Management Style -– Are you a micromanager or a heavy-handed boss? Or do you foster an environment where your people feel empowered to develop new ideas and to “do it their way” (within reason) as they work to fulfill the mission?

Respect -- Do you provide world-class customer service for your employees? Do you treat them with respect? Do they know you value them and their ideas? Do they treat each other with respect? People aren’t going to provide your customers what they’re not receiving, themselves.

Training -- Do your people know your expectations? Can they envision the customer service you seek? Do you have programs in place to teach them how to do their jobs well and provide the level of service that you want?

If you ask yourself the status of any of the above areas for your team, find them wanting and then respond with “I don’t have time to do that or build that”, you’ve already lost. You’re never going to move your team ahead toward providing the world-class service that you want and your customers deserve. Instead, you need to commit to living the culture you want with your people, modeling it just as parents model behavior for their children.

Are there other ways to help ensure your people are providing world-class service to your customers?

Check those personal problems at the door

Personal problems are something that every person has to deal with. Everyone has issues in his or her personal lives that can take up some or all of our free time: kids, relationships, money, health, etc. The rub comes when people start bringing their baggage to work.

For managers, what do you do when your people start bringing their personal problems to work? Your team members are paid to come to work...AND WORK, not sit around whining and complaining about the problems in their lives. They are supposed to focus and be productive. You've seen what it can do to an office or organization:

• Distract from work
• Depress the whole office
• Suck other people into the problems

As bosses, you have every right to expect your folks to focus on their duties while you're paying them. What can you do to keep personal problems from changing the atmosphere at work? You're not a heartless beast who cares nothing for those around you, so what do you do? Some suggestions I've heard are to:

• Set expectations up front (leave your problems at the door)
• Listen (like during 1:1 sessions)
• Help find counseling
• Provide time off, if necessary, to deal with the issues

I have two questions for you:

What other issues are caused by people bringing their personal problems to work?

What ways can bosses help their people while still completing the mission and ensuring customer care doesn't slip?

Don't Underestimate Yourself

I know people like this: people who underestimate themselves. It's really too bad, you know, because it's often only their perception instead of everyone else's reality. Still, people like this are all around us, aren't they?

I have family members, friends, and past colleagues who all struggle with problems of self-confidence. I have, too. It can be fairly debilitating at times, keeping people from trying, allowing them to quit an activity or group, or affecting how they present themselves to others. What's most frustrating about it is that so many people are really good at what they do, but just can't believe it about themselves.

When I was a young teenager, I used to read Sherlock Holmes books. One of the comments Holmes made, that still stays with me, is that it is just as bad to underestimate ourselves as it is to overestimate ourselves. That's really true, isn't it?

Like I said, there were times in my life when I questioned my abilities when I compared myself to others. I had to tell myself, "those other people aren't any better than you. They make mistakes. They fail. They're not any more perfect than you are." Telling myself these things really worked for me. Sometimes I had to tell myself more times than once, but it did work. The trick is to ensure you are doing your best while making statements to yourself like I did.

Another trick you can try is to think about one or two things you do really well, maybe better than most other people, and remind yourself of those things when you're feeling insecure.

Bottom Line: If you can step back for even a moment and look at yourself objectively and you can see you are:

• Prepared
• Practiced
• Poised

then there's no reason whatsoever to be beating yourself up. You can always do better, but so can everyone else around you. As someone told me about a general one time, "he puts his pants on one leg at a time, just like me."

What other tricks do you know of to help offset the "underestimation blues"?

What are you building?

As leaders, we should constantly be building. We should be building up our people, we should be building relationships. We should be building on our successes - on what works for our team and our organization. We should be looking at what's not working and see if we can build something positive from whatever is lacking.

What is making me write all this? Well, I guess it's because I read a lot of blogs and that means I read a fair amount of ranting posts...ranting about what we don't like, what we think is wrong with other people or organizations, and what somebody needs to fix. I've even ranted a few times, myself. Ranting is probably cathartic at times, but when you step back and look at it, does ranting get you anywhere long-term?

So, what's our direction? We should ask ourselves that question on a regular basis. What's our direction? Are we moving forward? Are we marking time, stagnant in our work and maybe our lives? Or worse yet, are we moving backward, moving downward away from the positive parts of existence?

Each of us only has so much time on this earth. While we don't need to get maudlin about our lives as we age, it's not something we can just dismiss. At least it shouldn't be. If we're blessed with leadership qualities, we have a responsibility - no - mission to help build whenever we have the chance. People are looking to their leaders for direction and it's up to us to point them in the right way.

What are you building? What's your direction? If you don't know, give it some thought and get moving...forward.

Leaders Never Quit

Leaders never quit? Leaders never quit what?

One of my favorite quotes is from Nathaniel Greene, one of Washington's generals during the American Revolution. He was a self-taught military man, but often thought of as only second to Washington in military talent during that conflict.

OK, the quote: We fight, get beat, rise, and fight again.

On the surface, some could look at this quote as another "rah, rah" quote. It's much more than that, though, because of the words in the middle: "...get beat, rise...".

Greene is speaking about failure. He failed. I fail. You fail. We all fail. We all get beat from time to time. Greene is speaking about failure and then overcoming failure to fight again.

For me, the thing that is so inspiring about Nathaniel Greene is that he never quit, even when he wanted to, even when he threatened to. He was totally devoted to his causes and, in the case of America, its freedom.

We're all imperfect human beings. We're all imperfect managers, coaches, and workers. We're all imperfect leaders.

Let's get back to the title of this post: leaders never quit.

What should leaders never quit doing? Leaders should never quit trying to:

• Inspire
• Set a positive example
• Push others to grow
• Have an empathetic spirit
• Be decisive
• Walk the walk
• Properly delegate
• Coach regularly
• Use influence instead of force
• Listen
• Be a servant

Even as imperfect as we are, real leaders never quit. They always try to make themselves and the people around them better.

What other things should leaders never quit doing?