Effective People Think Simply

I’ve recently signed up to receive management material from the Stanford Business School and thought that this video on the value of having a simple set of rules to guide you was quite valuable.  This is not a new idea: Obama only wears grey or blue suits because he has so many other decisions to make and Alton Brown has a few simple rules to guide what he eats and drinks to manage his weight such as limiting to once a week alcohol and dessert consumption and never consuming “diet” foods.  That said, this piece elaborates how you might create some rules in a business setting,

Why a simple set of rules?

  • We get faster decisions
  • We get better decisions (if we overfit for the past, this is a poor predictor of the future)
  • People can actually follow a small number of rules even under great stress.

The gist of the research:

Researchers examined product development teams to see who got the most done and overly rule driven and complicated processes resulted in the wrong products being produced very efficiently while teams with no rules had a great time getting nothing done.

Teams benefited from having a few rules that would guide work but leave flexibility for innovation.

The steps recommended to develop your rules:

  1. Set your objective
  2. Find the bottleneck (it may not be where you think it is – in the example given it was during the hiring process.)
  3. Develop your rules by looking at your own data of when you have been successful and by talking to outside experts.

The hardest rules to follow are the ones telling you when to stop doing something – we are all great at starting something and very poor at stopping.

Two-Thirds of Managers Are Uncomfortable Communicating with Employees

We are in March madness for finishing our year end appraisals in the public service so this is timely.  I don’t think that it would be a surprise that giving feedback that may not be well received is stressful for anyone – managers or clients or friends.  It’s a skill I will be working on for the rest of my life.  And though I have benefitted greatly from this book on Difficult Conversations which I consider a management bible, I have likely gotten as much benefit from cross-discipline study on empathy and compassion.

I was more disheartened to see here that the issue could be framed as widely as communicating writ large and that giving credit or recognition were sources of significant difficulty for so many managers.

That said, I am a very introverted person by nature and I would suspect that there are many other introverted managers out there learning new communication patterns to align with this role.

What has helped me most was likely deliberate practice for all types of communications. Something greater than “just do it” though that is half the battle.

A former coach asked me to put a post-it on my computer to remind me to initiate more phone calls over emails – it was a good move.  I got so much more useful information at the margins of those conversations then I had ever planned that it became a habit.

For recognition, I have been influenced by this excellent book, and I now prepare so I can be very clear on why a person’s contribution is appreciated.  I’ve watched train wrecks where someone freestyles it and the wrong person is congratulated for something and soaring moments where significant and long-standing contribution is paid meaningful tribute.

For difficult conversations, I (over) prepare to try and understand the issue, the effect on the team and what my role is in the situation.  For these ones, the most difficult preparation is to remember to both stay on message and roll with the punches.  You may want to jump in at the deep end and be aware of your own reactions to stress so you can have strategies to moderate in advance.

And for any communication that I’d find a challenge, I try to create my own feedback loop as to what went well and what I can do better in future.  Lastly, I benefit from remembering  while I am learning that learning to receive feedback is its own skill.

Source: Two-Thirds of Managers Are Uncomfortable Communicating with Employees

Getting to ground with uncertainty, ambiguity and just plain vagueness or “you know everything I do”

Version 2

On some of my “I feel  like a bad manager” days, I’ve struggled mightily with needing to give vague instructions to advance a product and feeling discomfort if not resistance, resentment, anger and panic as employees work through the process.

With experience, I am now much more careful to share that I am not withholding information (“I know everything you know”) and I take care to erase the concern that I am delegating so quickly that I have skimmed over details that could support the iteration process.

I also now understand some of the reasons behind the negative emotions I see in these situations and it is helpful: I don’t want to waste time, I don’t want to look stupid, and I think this is pointless because your instructions are so vague that it is impossible for me to hit the mark.

And in fairness, as this recent piece from Fast Company outlines well, our formal training may well not prepare us to deal with ambiguity which is basically an opportunity to be creative or innovative and think about solutions that we may only discover through the process itself.

In bureaucratic settings we are not necessary advancing our skills to cope with ambiguity and uncertainty.  We are usually bounded by time, templates, page limits etc.

So how do we pull through when we know so little? The main thing is to advance something somehow so here are my tips:

  • I appreciate that the Fast Company piece focuses on the need to trust the effectiveness of your regular processes including your standard ways of researching problems and mining your existing networks for information.
  • Instead of focusing on the fact that limited boundaries could give rise to an infinite scope of products, focus on the fact that a good product can take many different forms.  If someone comes back with “I was thinking of a chart not a narrative actually” you can add that to your stash of useful information.
  • I’d suspect that vague iterations may especially painful for perfectionists.  This is a great moment to leave these tendencies at the door as best you can.  My best response to vague instructions is usually to jump in with a couple of iterations much earlier in the game than I would normally to figure out if I am even in the ballpark.  
  • I’d recommend to calibrate your normal reactions to feedback so that you are even less sensitive to anything negative or critical that comes your way in reaction to your iterations because you know that the instructions were vague.

Building stomach for the journey of tough decisions

A colleague and I did an online course on adaptive leadership this fall.  The course was free (through +Acumen) and supported by generous excerpts from a book called The Practice of Adaptive Leadership.

The general idea is that we need to adapt our leadership to situations and the course guides you through exercises which would help you probe particular areas which might require your adaptive skills.  The work of the course is to separate technical challenges from ones that are more complex and need emotional commitment and engagement.

Some of the  readings that resonated with me were on the execution of tough decisions.

“Tough decisions require that you put your heart into them, nourish the possibilities and then make a commitment to a course of action. If you are struggling with a decision then it is likely that all the options have merit.  Outcomes are usually significantly influenced by factors beyond your control and imagination.  And most decisions are iterative.  You can make a move, take the risk and if things are going well, continue, and if not, take corrective action.  See if you can lighten the load on your decisions and even make better choices because tough does not necessarily mean important – stakes may not be as high as you imagine them to be (versus medical judgements which are high stakes).  Maybe you are just making the next move on the dance floor. Think of a past tough decision and take heart in knowing that you survived whatever decision you made. And if you need to give yourself permission to fail, prepare the ground for your constituents.  Enlist them in giving it a shot – language is crucial – not that you can be counted on to pull this off but rather, perhaps that you are trying something to push the envelope.”

 

And on building stomach for the journey:

“Building resilience is similar to training for a marathon.  You need to start somewhere…In an organizational context, this can kind of training can take the form of staying in a difficult conversation longer than you normally would etc.[…] To further build your stomach for the adaptive leadership journey keep reminding yourself of your purpose.  Runners look forward, not down.  Saying focused on the goal ahead will keep you from being preoccupied or overwhelmed by the number of steps necessary to get there. ”

“Leading adaptive change will almost certainly test the limits of your patience. […] Impatience can hurt you in numerous ways.  Your raise a question and don’t get an immediate response.  So you jump right in and keep pounding on the question.  Each time you pound, you send the message that you are the only person responsible for that question. You own it.  And the more you pound away, the less willing people are to share ownership of the question themselves.  And if they do not feel any ownership of the question they will have less investment in whatever the resolution turns out to be.”

“You can find patience by tapping into your ability to feel compassion for others involved in the change effort.  Compassion comes from understanding other people’s dilemmas, being aware of how much you are asking of them.  Your awareness of their potential losses will calm you down and give you patience as you travel a journey that may be more difficult for them than for you.”

If you want to take on a patience building exercise:  Recall situations in the past when you have experienced great patience and think about what enabled you to do that.  Perhaps you were patient as your child learned something and you could remember yourself how hard it was for you to learn these skills.   Or you believed that most people survive difficult journeys and mastered needed skills so you had optimism that fuelled your patience.

7 Habits Of Parents Who Leave The Office At 5 P.M. Guilt-Free

I am not a parent but I’ll quibble with the title of this article anyway.  It hits all the right notes for trying to achieve a reasonable balance between work and the rest of your life but having worked in busy environments, when things are on fire, you won’t likely be leaving guilt free no matter what. Ever.  But can you make leaving at a reasonable time a practice?  You bet.  Does it get easier the more you stand your ground?  Yes, (if only slightly) in my experience.  I am not sure that you are ever going to feel less guilty at what isn’t getting done (by you) but with time, you can realize how important it is to attend to life outside of work.

The top regrets of the dying are worth a visit in conjunction with this article.  They include: working too hard, failing to stay in touch with friends and, in top spot, not having the courage to live a life true to oneself, not the life others expected of us.

But on to the strategies to get out of the office in the first place

1) Begin the day with your end in mind (including a firm motivation to get out the door).

2) Be clear on your values and then schedule your time to reflect these values.

3) Tell people when you have to leave

4) Do your most important work first

5) Start meetings before 4pm

6) Give yourself transition time

7) Realize that work will still be there tomorrow. 

Source: 7 Habits Of Parents Who Leave The Office At 5 P.M. Guilt-Free

The (possibly) greatest enemy of transformative leaders?

From an online course which I am following:

Perfectionism is the enemy of transformative leaders.  No great leader spends three hours perfecting an email. Perfectionism is absolutely seductive and must be kept at bay.

I have explored perfectionism in earlier posts and got new insight in this lecture today. For every perfectionist who spends time agonizing over work only to see it come back rife with feedback, a difficult feedback loop can ensue. Not: “Well that this the failure of perfectionism” But rather: “I should have worked even harder on that.” What is useful as a reminder is that perfectionism as a mindset is seductive and well viewed as a process addiction. Yet to indulge, you deprive the world of your work.

Essentialism – The disciplined pursuit of less

I enjoyed this recent book on how to focus on the most important things and ensure that our limited energy goes to the essential.  I am experimenting with a “mind map” software to show the connections between the concepts that I found resonated most for me.  Let me know what you think of this approach versus the usual narrative form.  (The magnifying glass can be used to increase text size on a portion of the doc).

Mindmap – Key points from Essentialism: The disciplined pursuit of less

 

Transitioning to meta-management

A piece with a lot of technical language (that I can’t entirely follow), that I think still has merit as it touches on a subject I’d like to see treated in greater depth – how to manage other managers.  In this case a specialist has moved up the ranks and is reflecting on when to wade into the fray of her roots as an engineer.  I like her prompts to ask herself: “What problems does my team need me to solve right now?”

“If I feel the itch to do engineering manager work, there have got to be good ways to do this that are absolutely not a) going to intrude on someone’s existing work, and b) not eliminating an opportunity for the manager who reports to you to learn.”

Source: Transitioning to meta-management

Six Questions You Should Ask Yourself When You Want To Quit

Is your job not right for you, or is it just a temporary rough patch? Have an honest conversation with yourself before you walk away.

Some good questions that could guide some useful reflection including:

  1. Are there more opportunities for growth?
  2. Would someone I respect stay?
  3. Am I taking criticism too seriously?

Source: Six Questions You Should Ask Yourself When You Want To Quit