Leaders & Managers – Different Kinds of Communication

We’ve identified four “productive conversations”, and noticed that Leaders mostly use the first two while Managers use the second two. (P.S: if you know of a 5th productive conversation, let us know!) Here’s how it breaks out:

  1. Initiative Conversations get things started. They introduce a new goal, propose an idea, or launch a project, so people can see what to accomplish, when to accomplish it, and why it is worthwhile. (How many of these do you have in a week?)
  2. Understanding Conversations are discussions – two-way exchanges that include questions, explanations, and ideas – about how things will be done, who will do them, and where the resources, activities, and results will happen. (And how many do you have of these conversations in a week?)

Those are the two conversations Leader use most often, to engage people in talking about a possible new future and how it could or should happen. They get people thinking in new ways, and imagining how the possibilities or changes might alter their work and their lives. The Manager ones are:

  1. Performance Conversations always include specific requests, promises, and agreements that clarify which actions, results, and other requirements (such as timing, quality, etc.) are needed to implement portions of a goal or project. These conversations get people into action, and Managers that track who promised what, and when it will be complete, are setting a foundation for accountability. (Do you have a lot of these conversations, or only a few?)
  2. Closure Conversations update the status of a project, or follow up on a request or promise, and acknowledge when an assignment is complete or overdue. Managers who have regular team meetings for people to report on their progress (or problems), are using these conversations to practice accountability management. (These are my favorite to practice – they can create accomplishment and momentum in your life).

Managers are usually the people who make requests of others to do specific goal-related tasks. When team members agree to do those tasks (in Performance conversations), they can all track the progress of the whole project as well as each of their assigned responsibilities. This puts a strong focus on results, and lets the team course-correct as needed to reach the goal(s).

The way those two sets of conversations are used reflect the saying that “Leaders speak the future. Management makes it happen.” Of course, in real life, Leaders and Managers are often the same person, so they need to know how to use all four productive conversations.  PS: You and I are better at some of the “Four” than others, and you can find out your strengths by answering the 20 questions in Your Personal Communication Assessment. Learning more about the four conversations is a handy way to update and strengthen your communication skills for more accomplishment.

We need Leader-Managers – both skill-sets are important to effectively engage people and have them be successful in their work and in their lives. Productive conversations can help us add more trust, effectiveness, and integrity to our relationships with individuals and groups.

Personally, I’m practicing #4 and #1 these days to see if I can gain a little momentum in a new environment. Let me know if you are taking on a new communication practice!

Big News! Communication Failures Cause Change Failures!

OK, that’s not really such big news, is it?  Gary, an HR executive in an accounting firm, just ran a Group Workplace Communication Survey to see why his last two organizational change projects didn’t work well. The survey results told Gary the #1 reason: 75% of his staff agreed that the most annoying and counter-productive issue they see in their workplace is this:

“Changes are implemented without discussing them with the people whose jobs will be affected by the change.”

Gary had done two of his three planned steps for improving productivity in the company. The first two changes took more than twice as long to complete as he had planned. And in both cases, people were unhappy about the way those changes “messed with their jobs”. Two people left to work for another company. Productivity slowed down, and clients mentioned more service problems than usual. The three steps of Gary’s plan were:

  1. A new software system would help people share documents and communicate in real-time.
  2. The financial and the accounting staff would relocate to the same floor in their office building which would reduce delays and increase information-sharing.
  3. The client services team would work with the financial and accounting groups to redesign client reports and the financial performance evaluation system.

Before Gary started the implementation of that third change, he wanted to find out what had caused the problems. Out of a total of 53 staff people in the company, 49 people took the Group Workplace Communication Survey to learn more about the communication issues that people see at work – and 36 people said that they had not been consulted about some of the changes made in other departments or groups. Two comments from Gary’s staff members:

  • “Our work uses data from both our Clients and the Finance group. Just because we now have a “real-time” communication system doesn’t mean that Finance will bother to put their new templates into that system. We lost 10 days on that one, and the Client was upset about it.”
  • I didn’t have a say in the kind of office furniture I got when we moved to the third floor. Now I don’t have room for my reading chair and side table. I feel like I’m working in a cubicle.

Everybody knows that “communication” can be improved. But what does that even mean? What kind of communication – and improved how? Gary got some specific answers, but most important to him was learning about “Understanding Conversations” – the dialogues to engage people in finalizing the details of a plan.

“I bought the software sales pitch,” Gary said. “They told me people loved the document-sharing system and would pick it up quickly. I never thought about getting everyone together to meet with the software team and discuss it as a group. And moving Finance and Accounting to share the same floor – well, I got their input on that, but I talked to each group separately, and we didn’t get into details about office arrangements and stuff.”

Too many changes fail – taking too long or costing too much – because the people whose daily work life will be changed didn’t have a say in what was going to happen. And they didn’t get to ask the questions about “little things” that employees knew to ask but the change agent did not.

“I won’t do the report and evaluation redesign changes without having a robust dialogue first,” Gary said. “It takes too much out of everybody to try and fix things after the fact. People felt hurt, and some were mad. My plan looked great on paper, it was approved by the other executives, and I talked to people about it before those steps were implemented. Turns out that was not sufficient. I learned something about implementing change: First, take the time for a dialogue with everybody whose work will be touched by it.

 

Management May Not Be Sexy – But It Really Is Necessary

I went to a conference last weekend and a man asked me what my current #1 project is about. I told I am working on defining what it means to “manage” something and how to do it. I said a little bit more, but then I noticed he was falling asleep. No kidding – he was falling asleep!

OK management isn’t a sexy topic that gets people on the edge of their chairs. But still, it’s everywhere, and when it isn’t done effectively there is a price to pay – sometimes a steep one.

Leadership – now that’s the hot topic in the past several years. Everybody wants to be a leader, and nobody wants to be a manager. I know this only from a sample of MBA students who were asked to choose one of those options. They voted 100% in favor of leadership over management.

Leadership is sexier, because leaders create desirable futures that are attractive and engaging. People are attracted to the positive vision and want to follow the leader toward that future. Who wouldn’t want to be at the head of that parade?

But good management is what gets things done. No vision, however desirable, is realized without management practices like planning, tracking, and reporting. Good management is more than simply being “in charge” of a group of people. It is all about productive communication – like discussing these things:

  • Specifying goals and objectives to create a good road-map to the desired future;
  • Building the calendar for accomplishment, with milestones and celebrations built in as appropriate;
  • Defining the necessary specific results to be produced along the way, complete with tracking systems and due dates;
  • Identifying other key players who will be vital to success; and
  • Agreeing on a meeting schedule and an agenda that will keep things moving forward on schedule, such as (1) refresh the goal commitment; (2) create productive relationships with others who will help produce the intended results; (3) compare the schedule of planned results to the reality of results delivered; and (4) collaborate to resolve problems and barriers along the way.

Management is communication, with an intention to make something happen that wasn’t going to happen by itself. I have heard that there are some people who are not interested in making things happen, so I know they wouldn’t be interested in management. But I never thought a conversation about management would make someone want to take a nap! I think the next time someone asks me what I’m working on, I will tell them that I am the new Director of Communications for the Trump White House. That should keep them awake.

Maybe It’s Not Them – Maybe It’s You.

“Morale seems to be dropping around here. It’s the millennials – they have no work ethic.” That was Molly’s explanation for her biggest workplace problem. She manages a department of 14 people, and wasn’t getting the kind of positive participation she expected from them.

“I tell them what we need, what to do, what results to produce, but they seem to be slowing down, not speeding up”, she complained. “They should be more productive to help get this company more competitive. A little enthusiasm would be nice too!”

After Molly mentioned getting the company more competitive, I asked if she talked to her people about her vision or that goal. “Not really,” she said. “They should know we’re not in this business for fun – we’re here to have the company be successful.”

This was not a problem of Molly making unclear requests, or failing to explain what to do. It was bigger than that: the people in Molly’s department did not connect their work assignments to the larger vision of business success. We talked about how to get people related to the “big picture” of their work. Here’s the 3-step solution we created together:

  1. Call a department meeting to talk about the company – the organization as a whole. What is the company’s mission? What is the vision for a successful business? Molly got some documents that talked about those things and made up a list of what she called “Five Big Ideas” for discussion: the market, customer profiles, competitors, sales, and local business rankings.
  2. Write the list on the board, read it aloud, and ask people to talk about where they see these things in their daily work and what they mean to them. Invite questions and comments from everyone, and take notes on the board – visible to all – whenever new ideas or definitions are introduced.
  3. Save the last half-hour of the meeting to ask the group three questions:  First, how would you change your work habits in light of this conversation?  Second, is there a particular “Big Idea” you think is most important?  Third, in what ways would you like to continue this conversation?

The meeting started off slowly, maybe because people were shy, or because the subject was unfamiliar. It picked up, though, and Molly was amazed at what the meeting ultimately produced. Their energy grew as they talked – they were learning more about the business they were in, and they were learning about each other in a new way as well. Then the group chose two of the “Five Big Ideas” as being particularly important to them: customer profiles and local business rankings. People wanted to see more data on those two areas, and to understand how they were measured. They talked about what their department could do to make improvements in those areas.

The group had several more meetings about these ideas, looking at ways to see how they were impacting “big picture” results that benefited the company. They also agreed to track and review those impacts every time the statistics were available, and to add a new topic to their weekly staff meeting: all new assignments would be associated with some aspect of improving “big picture” business success.

Molly gave up her complaint about millennials. “I really did think they were lazy,” she confessed. “I’ve been here eleven years, and I assumed that everybody in this department knows our business goals and connects them to their work. Now I see that part of my job is to engage people in talking about how we can be more successful – and checking to see how well we are doing at that.”

“It wasn’t a problem of them losing energy. It was me – I was not keeping their fires lit”, Molly said.  Management lesson learned.

Schedule that Appointment? OK, But First Check Three Things…

After I wrote about putting a promise – an agreement for an appointment, a delivery, etc. – in your schedule, I got an email from my dear friend Josh. He reminded me that scheduling a promise is the same thing as “creating an occasion” for something, and that any promise often involves creating more than just one calendar entry. He said:

Meet Bob at Chipotle at 10:30, is quite simple to think. (Or even forget.) But to actually fulfill it will likely require many actions – each of which will take some duration of time. Working backwards from the actual appointment: Get settled at the table in Chipotle; Walk in the door; Get a place to park; Travel amidst traffic; Pack my papers for the meeting; Shower and dress; Etc. It’s not quite the simple “10:30” to fulfill, but rather many other minutes, nay, hours, to make that “10:30” happen.

He’s right. Even though a lot of those things are already built into to our day – shower and dress, for example – we often forget to identify the specific time required to do the preparatory work associated with a successful promise.

I had an example of this the other day when I met with a former client to discuss the fallout from a project we had done last year to improve communication in her small company. As I left for the meeting, I grabbed the folder from the project, but it never occurred to me to bring copies of all the feedback I had received from her managers over the course of that project. My bad – she wanted to discuss a particular manager and I did not have the specifics on that person’s assessment about his role in the company. I kept my promise to be at the meeting, but generic information was insufficient for a deeper conversation on next steps. We completed the discussion on the phone the next day.

When we make promises, we usually create a good understanding of What we are going to do (go somewhere, do something, or deliver a product or service), When we will do it (before Friday at 3:00, on Tuesday at noon, or by the end of the work week) and Why it matters (to gather ideas about Topic X, get in a golf game before leaving town, or propose a new project for a profitable business deal). NOTE: If you drop out any of these What-When-Why pieces, you have a “hope”, not a promise. Now I can see I was pretty weak on understanding why she wanted the meeting!

But scheduling a promise also requires a good look at the other three “journalist questions”:

  1. Who else has a role in this matter, either before, during, or after the completion of the promise? Does someone else have useful or necessary information, or need to be included in communications? This was the step I omitted – I thought it was an informal meeting, and was too occupied with my own relocation project (we moved!) to consider that she might want to discuss future work with me.
  2. Where will you look to get any resources you need? Where will any resulting products or decisions be delivered? Are there other locations relevant to the occasion? I should have brought all my resources, no matter how bulky.
  3. How will the promise be fulfilled? Think through the steps, the players, and the information to be sure you see all the tasks and actions necessary for successful completion of the promise. I wasn’t looking at fulfilling anything but being there to talk with her.

Scheduling the fulfillment of a promise requires getting clear on what “fulfillment” means. That includes identifying the players, resources and results, and an action plan. If the promise is simple – meet Bob at Chipotle at 10:30 – and that’s all there is too it, then put it on the calendar. But if there is something to be fulfilled at that meeting, then a little more thinking is needed to be responsible for all the other actions that will support a successful outcome.

Other Places to Put Your Promises? Nope. They Go in Your Schedule.

After the last blogpost about putting your promises into your schedule, I got a lot of feedback – mostly about all the other places you can put your promises. Here are the top five:

  1. Use Post-It Notes – on pieces of paper, bulletin boards, or the side of your computer;
  2. Write To-Do Lists;
  3. Send an email or text message to yourself;
  4. Keep physical piles of documents, books, and files in your office as “promise reminders”; and
  5. Ask other people to remind you what you said you would do.

That’s just a sample of the “good ideas” I received. They aren’t bad or wrong – except maybe that “physical piles” one. Plus, asking someone else to remind you is only reliable if you are paying them well to serve as your memory system. It is fine to use Post-Its, lists, emails or texts to yourself as a way to capture the specifics of the promise, i.e., the What, When, and Why – along with the Who, Where, and How as needed.

But all of those ideas for places to “put your promise” are only interim measures: where each promise needs to end up is in your schedule. A large and/or complex promise might even need to appear several times on your schedule: once for the final deadline, and other times to account for the various tasks and communications necessary in order to meet that deadline.

Why so picky about where to put your promises? Because when you tell someone you will do something, or send something, or bring something, you are giving your word – and your reputation depends on it. When you tell someone that you’ll be there at 2:15 and you don’t show up, or you’re really late, you are creating your own reputation. It won’t be a favorable one.

Your word matters. It is a way people know you, and know whether they can count on you. Think of the people you know: some of them are reliable and you can be sure they will do what they say, while others are much less dependable. You don’t want to be That Guy, the one who is sloppy about honoring his word.

Using a schedule makes sure you have a time for your promise, too. You know the people who say, “I’ll call you”, and never specify when that will happen? What if you started to ask them, “Can you call me on Wednesday between 10:00 and 10:30? I’ll make sure to be available then.” That gives you a promise, an agreement to put in your schedule. Of course, if you have never waited for someone to show up, or deliver something, or call you at the time they promised, you probably don’t need a schedule: your world is working beautifully. I do not yet live in that world.

So, I’m sorry to all those who sent in the “good ideas” – I’m going to stick with the idea of a schedule as the best place to put a promise. If it gets there by way of a list or a Post-It, that’s fine. But don’t wait long to get it on the schedule: time flies, you know.

Your Schedule? That’s Where Your Promises Go.

A friend, Jason, told me he waited at a restaurant this morning for over an hour because his friend “promised” to meet him there at 9 AM. The friend never showed, and didn’t email or text to say he wasn’t coming. I’ve heard this before from Jason, and it’s clear to me that his friend does not use a schedule to keep track of his appointments. Maybe Jason’s friend doesn’t consider their breakfast-date an “appointment”. Or maybe he treats all his appointments that way: I assume that I will remember, or even if I don’t remember, it doesn’t matter much.

Here’s an extreme example of that kind of thinking – The New Yorker reported (April 17, 2017, page 23) that Martin Shkreli probably doesn’t pay much attention to a schedule either:

“It was almost 9 P.M. when Shkreli drained his second glass of beer. He suddenly looked alert, remembering that he had received a jury-duty summons. He looked at his phone and said, “S**t, I might have missed it. What day is it?””

Wow. This is not someone you’d want to invite over to dinner. The soufflé would likely have to be reheated and served with a side of bacon for the next morning’s breakfast.

No-shows happen to Jason a lot – probably because Jason doesn’t use a schedule either. His life is unusually simple: a ride to work in the morning, the day at work, then home to dinner, maybe a bike ride, then TV and to bed. He lives pretty much one-day-at-a-time, and if something other than bike-riding and TV is supposed to happen in the evening, he remembers it, because it’s “special”. Weekends can be more complicated – he might meet his father, or go to visit nearby relatives, or make plans with friends. The dates and times for get-togethers with family members are very reliable – everybody communicates by email about the specifics of each event, so there are few surprises. Appointments made with his friends, however, are reliable only half the time.

What is so hard about using a schedule to make note of appointments or other agreements? I’m not sure, because I rely on my schedule to tell me where to be and when – every single appointment goes on my calendar, and once or twice a week I fill in the spaces between them with things from my “Do-Due List“. But that’s because I have reached a “certain age” where I have learned that my memory is not to be trusted. Not everyone has a complex life, and some weeks we may not need the schedule as much as others. But how can we count on keeping our word when we don’t write it down in a place we will check – and update – every day?

The question for Jason now, however, is, How long am I going to maintain a relationship with people who can’t be counted on to show up at the promised time and place? How many times am I willing to be stood up and left waiting before I assign you a reputation as Unreliable? I suspect Jason has more patience than most of us. He certainly has more than I do.

How to Save Time: Make Better Requests to Get Better Promises

Shane, a student in Jeffrey’s management class last semester said he had solved a problem at work: wasted time! He stopped me in the hall at the university yesterday and said, “We reduced the time people spent making unnecessary calls to remind people about what they said they were going to do. Tell your husband thanks for teaching us how to make better requests and get good promises!”

It was funny to me, because Jeffrey and I had just asked a local handyman to repair the downspouts on the side of our house. The guy said he would come over “next week”. By Thursday morning, I was wondering if he was really going to come, and how I could get him to be more specific, so I texted him and reminded him that we were waiting. He didn’t answer, and only arrived on Saturday afternoon. I was annoyed at the lack of response as well as the vagueness of his “promised” time of service.

“Promised” may be a stronger word than he would have used. People don’t always hear that what comes out of their own mouth might be a “promise”. Right now, for example, I have an email in my in-box that was sent to me 2 days ago. It says, “I will get back to you tomorrow.” She hasn’t gotten back to me yet.

Did she make a promise? In my world, yes, she did. In her world, I would guess not. When you say, “I’ll have it for you Tuesday”, do you consider that you’ve made a promise?

What Shane did was take the idea of making good requests and put it into practice with his whole team. His goal was to get more solid agreements, and here is his description of what he did:

  1. First, I proposed the idea of making better requests to all my team members at our Monday meeting. I explained that whenever we ask for something from someone, whether they are on the team or not, we are going to say three things:
    1. Specifics about “What” will be done;
    2. A specific time “When” it will be complete; and
    3. A statement of whatever workplace goal our request supports, i.e., “Why” it matters.
  2. Then I reminded everybody to also specify any information about “Who, Where, and How” that is relevant to their request – or at least discuss those things with the person they are asking to do something. It helps you get the other person’s input to clarify and confirm the importance of the request.
  3. The last thing I told them was that we would keep a list of their requests on a flip-chart in the meeting room. Anyone on the team who requested something from anybody else in the company would write it on the chart, along with the “due date” for completion. And we would review the chart every Monday morning to see how our requests were being fulfilled.

Shane’s approach to getting better performance agreements from people focused only on the request side of the conversation. It was an effective first step. He said the first Monday review of the “Request List” revealed that there had been 35 requests made in the previous week, and over half of them had been completed as expected. “Not bad,” Shane said, “but not great either. Seven people had to follow up with people who hadn’t delivered what they promised. Five people had to reschedule some of their work because they didn’t get what they requested in time to do what they had planned to do.”

“We talked about what was missing in our requests,” Shane said, “and started to understand why we aren’t getting what we ask for 100% of the time. The second week we got much better results. Making clearer requests is a real time-saver – we are getting good promises from people and it has made our work life smoother.”

I never got a “good promise” from that handyman because I didn’t make a good request. I could have explained that I wanted him to come over when Jeffrey would be home to explain the problem. I could have asked for a narrower window of time to come to the house. I could have explained that the house is being sold and the buyer wants to check that all the necessary repairs have been done. Coulda. Didn’t.

Bottom line: making good requests is not just for the workplace. Productive communication works at home too.

When a Team is – And Is Not – a Team

A corporate trainer, I’ll call him Edwin, was complaining about having to update his middle-management training curriculum. “I have to do another Team Training,” he said, “and the bosses want me to include games and activities and other kinds of “fluff stuff”. Seriously? It’s a joke. Teams don’t work like that.”

I agreed that the word “team” is probably over-used, usually with a little bit of a halo on it. Some managers refer to “my team” or “our team” instead of saying “my staff” or “our department” – just because it sounds better. Sort of like the way people say “leader” because it sounds better than saying “manager”.

We talked about his old Team Training programs to see how to keep what he thought was valuable, and what he could do to improve them. “There are 3 basics I emphasize in those programs,” he said.

  1. A Team has a stated “team purpose” – a goal, a commitment, something that gives the group a reason for collaborating and coordinating internally as well as working with others.
  2. Team members work together to create a structure for coordination:
    1. Clarify who is the Team Leader, and which team members have primary responsibility for sub-goals or projects.
    2. Determine how decisions will be made. Which things does the Team Leader decide? Who else gets to make other kinds of decisions? How will those decisions be communicated to the rest of the team?
    3. Design a framework for how and when team members will communicate with one another. Weekly meetings, with an agenda? Regular consultations among subsets of team members? Or some other reliable pattern?
  3. Team members review and revise this structure of agreements as needed. If things get bogged down with internal or external problems, it’s time to get together and refresh the framework – as a team.

“Teams are not built on a foundation of focusing on individuals,” Edwin explained. “That is the biggest pitfall. Americans are especially fixed on being individuals first, and having their individuality be the centerpiece of their attention.

“Teams need a focus on the group: they need a reason for working together, and to agree on a structure of responsibilities, decisions, and communications.

“The purpose of a team is not to resolve conflicts, boost morale, or fix someone’s personality traits that are aggravating other team members. Team members might need to learn how to collaborate more effectively, or improve skills in communicating directly and honestly. But really, a team is a team for a reason: to make something happen, or to move something forward. It is not a family or an exercise in social studies.”

Thanks, Edwin. Now I realize there are many fewer “teams” than I thought. Not every group is willing or able to do those 3 things to become a team. The attraction to focusing on people, personalities, and interpersonal drama is compelling – and more familiar to us than defining a group purpose or creating a framework for interacting productively.

Hmmm. Maybe he could add a couple of games or exercises that help people practice doing those 3 things? Just a thought.

Lack of Integrity – It’s a Loose Connection, Right?

I have a nodding acquaintance – I’ll call her Liza – who says things like, “I’ll get back to you on that this week”; and “I will ask Nate to call you tomorrow;” and “I’ll text you about dinner plans.” Then nothing happens: she doesn’t deliver. Her mouth is not connected to her brain. It’s not connected to her Do-Due List or her Calendar either. Or maybe she doesn’t have a Do-Due List or a Calendar to help keep her brain connected to her word.

Liza is not somebody I interact with – she belongs to a colleague of mine. I wouldn’t put up with it. After the 2nd time she failed to do what she said, I’d have to say, “The last two times you told me you would do something like that, you didn’t deliver. You kept me waiting and expecting, and now I don’t trust that you will remember your promises.” She would be upset, maybe, but at least we could stop pretending that she cares about keeping her word.

I hear about Liza from my colleague, who doesn’t want to cause a conflict, or create bad feelings. So, it’s better to put up with someone whose word is meaningless and just keep letting her get away with it? No thanks.

Connecting my word to my behavior is on my mind because we are moving – downsizing to a smaller home in another state – and there’s a lot to handle. I am using those two tools (a Do-Due List and a Calendar) to manage our transition. The individuals in my ever-changing set of Outlook contacts are of many types and flavors, and I want to say proper Goodbyes, Hellos, and other conversations that honor their value to me. Same with organizations: cancel memberships, stop payments, open new accounts, etc.

I keep my Do-Due List on a journalist’s notepad. When a page gets too messy to read, I copy the still-undone To-Do’s and Due-To’s onto a fresh page and toss the old one. The Calendar is a printout of our 3-month transition schedule; one of those months is now gone. If it gets too messy with blue-inked notes and red-inked stars, I’ll just reprint it.

These documents help me avoid overtaxing my memory, and possibly create chaos or hurt feelings or wasted time and effort. Out integrity is costly – at work, at home, and among friends. If I connect my promises (the agreements I make with others) to my Do-Due List and my Calendar, then people won’t roll their eyes when I tell them I’ll do something. And they won’t say what people say about Liza: her word is worthless.

Ouch! I’m going to review my Do-Due List and Calendar right now to be sure it’s up to date!