No Bull Business Blog

6 communication work skills to live by

Excerpted from the Executive Report: Communication Skills for Managers

Practice these six communication skills in your work each day and, you’ll be much more effective.

1. Listen more than you talk: Possibly the most important communication skill of all is the ability to listen. Avoid letting your thoughts wander: Focus on what the other person is saying. Not sure what they mean? Say, “Let me make sure I have this right. Are you saying ...?”

2. Keep your promises: If you’ve been pushing your staff to raise their level of customer service, don’t contradict yourself by being rude to an employee. It’s the old “walk the walk, and talk the talk.” Lead by example and be sure to keep your promises. A golden mantra: Follow through.

3. Say it like it is: We’re not saying you have to get down and dirty, but too much sugar-coating often obscures the truth. Be honest and tell your employees when there are some kinks that need to be worked out in the organization. If you made a mistake, admit it. If the company made a wrong turn, be honest and discuss how you’re planning to get back on track.

4. Don’t react ... respond: Everyone has buttons that, when pushed, evoke a knee-jerk reaction. But reacting isn’t responding. Be mindful of situations and give them thought before taking action. Know your buttons and train yourself to respond rather than react when they’re pushed.

5. Make it personal: When was the last time you had a one-on-one conversation with some of your staff members? Create time in your schedule each week to meet individually with some employees – and not just key staffers. Your involvement and interest in each employee will boost workplace morale.

6. Give specifics: Managers give feedback throughout the day, often without even realizing it. But how specific are you being? The more you can fine-tune the feedback, the clearer the picture for the employee. Think about it: Is it more helpful if someone tells you, “You need to give better customer service” or if he or she says, “Make a point of smiling and making eye contact with our customers, instead of typing on your computer while talking to them”? If your feedback contains specific action steps, your employees will understand exactly what you want them to do.

DIGGER DEEPER
Most problems in the workplace are caused by poor communication. Even the most talented staff will falter if it doesn’t communicate well. How do  you improve it? Read the Executive Report: Communication Skills for Managers

The "Dirty Dozen" of performance reviews

Excerpted from the Executive Report – Performance Reviews: Best – and Worst Ways to Do Them

Here are the 12 biggest mistakes supervisors habitually make in performance reviews:

1. They do not adequately prepare for the review, and they do not allow enough time for the process, rushing through it.
2. They regard the review as a waste of time. This becomes a self-fulfilling prophecy when they just go through the motions of giving all employees a "C" as a cop-out for not giving specific and pointed feedback.
3. They base the review on a score according to meaningless criteria. Does it really matter if someone scores 90% or 95% on attendance? Attendance problems can be dealt with separately through normal discipline.
4. They fear the employee's response. Many supervisors still avoid giving constructive criticism and suggestions for improvement because they fear a confrontation with the employee.
5. They lack training in how to give constructive feedback and have not sought it out on their own.
6. They are uncomfortable siting down one-on-one with employees to talk about performance and attitude.
7. They are plagued by anxiety over any possible area of disagreement with the employee being reviewed, instead of accepting it as a natural part of the process.
8. They let the review process reflect their own poor management skills.
9. They hide behind other supervisors - if other supervisors don't make a special effort on the performance evaluations of their personnel, why should they?
10. They use the performance review only to lay blame, instead of using it as an opportunity to point out the good and the bad. You want to praise good deeds so the employee will repeat them.
11. They don't want to say negative things. Everybody likes to play Santa Claus and give away raises and praises, but not everybody is comfortable sharing necessary bad news, and can do it in a way that is uplifting and points to a better future.
12. They save up some negative feedback to surprise the employee with it at performance review time since they believe they have to have something negative to say. Necessary criticism should be given out over events as they occur in real time, not "saved up" and stored for review time. The best reviews are the ones where there are no surprises on either side, the supervisor or the employee.

DIGGING DEEPER
Lawyers will tell you that if you aren’t going to do performance reviews the right way, then you’re better off not doing them at all. Find out the right way in this Executive Report – Performance Reviews: Best – and Worst Ways to Do Them

Interviewing job candidates: Picking up on cues

Excerpted from the Executive Report: Interviewing - Weed Out Slackers, Stupid People and Bad Fits

If interviews were just about questions and answers, we could just write down the questions and ask job candidates to respond in writing.

Of course interviews are about much more than just questions and answers. A lot of what you get from candidates lies in how they answer - their language, mannerisms and expressions, for instance. Or in what you might call the parenthetical statements they make.

Let's not make the mistake of believing we can use mannerisms as a crystal ball to tell, for instance, if a candidate is lying. We can't. Still, we can study some typical traits and what they generally reveal about a candidate. For example:

• Complaints about current job or boss.  That's a sign the candidate thinks "it's everyone else's fault," and an indicator of questionable loyalty.
• Speaking quickly before processing a question, or cutting off your question. If the answer's on-target, maybe that's fine. You might have a quick thinker in front of you. Otherwise, though, the person may be a careless worker who lacks preparation.
• Pretending to know all about your organization. Someone who studies the company beforehand is a candidate worth considering. But you'll know when the person crosses the line and professes to know more than you do. That's a danger sign of conceit.
• Criticizing, lacking respect for or poking fun at junior staff, support people or others in lesser positions. You're probably dealing with an inconsiderate bully.
• Showing poor manners. Smart candidates pick up the expected manners and culture of a prospective employer. Ignoring the manners and culture is a sign that someone's oblivious to what's appropriate and what's inappropriate.

DIGGING DEEPER
The interview is full of opportunities for misinterpretation, misunderstanding and just plain missing the mark. How can you be sure your next interviews lead to a successful hire? Read the executive report: Interviewing - Weed Out Slackers, Stupid People and Bad Fits

Employee discipline: Too little, too late

Excerpted from the Executive Report: Disciplining Employees - The Right Way to Do It

Managers tend to be focused on one thing: Productivity.

They don't want to deal with disciplinary problems any more than an employee wants to be disciplined.

It's easy to let small things slide because bringing up minor problems sometimes seems like more trouble than it's worth. You pick your battles.

And who wants to stir the pot, and maybe make an enemy, when it's already hard enough to meet monthly goals?

The last thing a manager wants is for a disciplinary action to create a wider staff morale problem.

It's an understandable rationale ... but it's flawed. Those small issues rarely go away by themselves - indeed, they almost always get worse.

And by not taking action, managers send employees the message that undesirable behavior will be accepted, or - even worse - hasn't even been noticed.

Delay has another adverse impact on the manager. As the problem worsens, it's common for managers to build up resentment against the employee - and that can warp the supervisor's perspective in a way that makes it difficult to eventually deal with the person in an objective and positive way.

DIGGING DEEPER
Poor performance and unacceptable behavior are inevitable. And too often the dread of disciplining employees stops managers from taking immediate action to resolve the issues. Find out what managers need to do by reading the Executive Report: Disciplining Employees - The Right Way to Do It.

Gossip: Treat it as a viral infection

Excerpted from the Executive Report: Managing Gossip: What You Need to Know to Keep the Rumor Mill in Check.

Gossip and rumors spread much like any sort of disease - from one person to another.

But just like a viral or bacterial infection, some people are more susceptible to the invading germs, and others are more active in spreading them. It's important for managers to identify these individuals so the spread of gossip and rumors can be contained.

An experienced manager will be able to spot a gossipmonger or rumor mill feeder more easily than  will a new boss. But any manager can learn to identify the telltale traits of these folks.

To prevent or stop office gossip, a manager must first understand the personality profile of an employee who spreads information about others.

Very often, the person who is a gossip monger is also a person with an unsatisfied ego. The need to feel important or the need for power, coupled with a weak value system, can add up to the kind of person who uses gossip as a way to ingratiate himself or herself with others. By offering up valuable information, this person feels needed, valuable and indispensible to others.

Most gossipers are flat-out attention seekers. They want to draw attention to themselves to feel connected and powerful within an organization.

If knowledge is power, displaying that knowledge will demonstrate the gossiper's powerful profile.

DIGGING DEEPER
You can't keep employees from gossiping, but you can keep it from getting out of control and even use it to benefit your organization. Find out more in the Executive Report: Managing Gossip: What You Need to Know to Keep the Rumor Mill in Check.

Coaching employees: Why e-mail doesn't work

Excerpted from the Executive Report: Coaching Skills for Managers and Supervisors  

Researchers at Vanderbilt and Rice Universities set up identical tense coaching scenarios in which one pair communicated over the phone and face-to-face, while the other pair used only e-mail.

Results of the experiment:

• The phone/face-to-face pair managed to resolve their differences, but
• The e-mail-only pair more often ended up with insults, anger and breakdowns in communication.
  

Besides the obvious differences in communication methods, researchers noted one factor that's the main contributor to breakdowns when subjects use e-mail. It's something called a "lack of cotemporality."

Simply put, that means neither side heard (or read) the communication at the moment it was produced. Turns out, that's important in coaching - and it's often lacking in e-mail communication, since people read e-mails some time after they're written.

The lesson: Face-to-face, when possible, is usually the better approach. 

DIGGING DEEPER
Coaching employees to be more effective, productive and motivated is challenging for even the most experienced managers, but it can be done. For help, read the Executive Report: Coaching Skills for Managers and Supervisors

Hold employees to expectations

Excerpted from the Executive Report: 6 Dumb Ways to Kill Employee Morale - And What You Can Do to Fix It

Most people want to do well on the job, regardless of their intrinsic nature and their different behavioral traits. People rarely go into a job with ideas of failing and/or sabotaging the works. As long as they know clearly what's expected of them, they'll try hard to meet those expectations.

Setting clear expectations as to what's expected within a certain timeframe also helps a manager reach a decision quickly to fire when it's not working. One of the worst things an organization can do is to continue to write a paycheck to somebody who everybody else in the organization already knows should not be working there. Whatever managers can do to shorten that decision cycle will be a positive step, for the organization as a whole and for the morale and the productivity of all remaining employees.

Holding on to a bad hire too long is one of the most common dumb mistakes companies and their managers do to kill productivity and morale. It's almost always better to bite the bullet and get through a difficult transition period with the help of all concerned than to leave the underperformer in place until a replacement can be found. The greatest tool managers need to make those decisions quickly is the yardstick of clear expectations by defined time frames.

DIGGING DEEPER
The last thing a good employee wants to do is work next to a bad employee. Taking action early is good management. For help, read the Executive Report: 6 Dumb Ways to Kill Employee Morale - And What You Can Do to Fix It

No one ever changed the oil in a rented car

Excerpted from the Executive Report: Leadership Skills: the 7 Essential Steps to Delegating

You don't always have the power, authority or means to reward people the way you'd like or give them the growth they desire. Now what?

Realize that there's almost always something you can do to provide an incentive. It may not be a pay raise, but it might be:

• a small bonus
• more time off to spend with the family
• training and learning opportunities, or
• an incentive tied to the company's financial performance.

And you can modify and adjust incentives based on your knowledge of the employee involved.

Just as some people like opera while others like baseball, so can incentives be adjusted to target an employee's likes.

So, while your authority to award incentives is limited, your imagination is not.

Another incentive for successful delegation is to give the subordinate a sense of ownership of the task - a reason to be invested in its success. As the adage goes, "No one ever changed the oil in a rented car."

If you don't own a project, why would you care?

The sense of ownership ties in with other incentives - a bonus, a chance to move up, more independence. There's a difference, however:

While you might offer an incentive for taking on the delegated task, you might also offer an incentive for any successes that result from the person's taking it on.

Again, what you offer may be limited by your budget and authority. Still, almost all of us can come up with a reward for success.

DIGGING DEEPER
The ability to delegate is what turns good managers into great managers. Learn how to do it the right way by reading the Executive Report: Leadership Skills: the 7 Essential Steps to Delegating

Turn negative employees into positive ones

Excerpted from the executive report Handling Difficult Conversations with Employees: What Every Manager Needs to Know.

Conversations – especially those dealing with emotional issues – rarely follow a logical pattern or system. Every conversation is a little different.

You can’t shoe-horn a conversation into a pattern or system. What you can do, however, is develop a method for getting the other person’s feedback and moving toward a desired result. This five-part conversation method and system has worked for many managers when they’re seeking a change in behavior or performance. A step-by-step example of dealing with someone who’s always negative and critical of others’ ideas:

1. ‘When you ... I feel ...” You can use this to set up the problem: “When you say, ‘That’s a dumb idea,’ I feel as if you’re being disrespectful to the person who offered the idea, and you discourage others from speaking up.”

2. Wait for their input. This is one of those points when your silence can be golden and when you can put into practice one of the “don’ts” we described earlier – “Don’t feel as if you have to fill every silence.”

Let your “When you” sentence hang and wait for a response. And here’s where it gets a little tricky, because you can’t be certain of the response.

The person may deny it, in which case you’ll have to give examples: “I can describe at least three times in the last week ...” Or the person may say, sincerely, “I didn’t realize I was doing that.”

Sometimes, too, the person will offer an excuse – valid or invalid. For instance, the response may be, “I’ve been losing a lot of sleep because of migraine headaches, so that may account for some of it.”

If you believe the excuse is valid, take steps to help or accommodate the employee. That’s what supervisors are supposed to do. Even if you do that, you still can move on to the next step.

3. “I would like ...” Here’s where you describe, specifically, the change in behavior you’d like to see: “I would like you to come to the next meeting with at least three ideas of your own on how we can improve.”

That sets the standard and results in positive terms: “This is what I want you to do.” Instead of “This is what I want you to stop doing.”

Consider how that works in any number of conversations involving performance or behavior. For instance, the person who’s always
coming in late.

Negative: “I would like you to stop coming in late.”

Positive: “I would like you to be on time every day.”

4. “Because ...” In almost any situation, you have to provide a reason for requesting change (other than “because I said so”).

Again, try to stay positive: “Because I know you have a lot of good ideas, and I think we’d all benefit from hearing them.”

That beats the negative attack mode: “Because we’re tired of hearing your criticisms.”

5. “What do you think?” You’re asking straight-out for feedback here, and you’re doing so with more than one purpose:

• You don’t want the person to walk away with the feeling that he or she has been given some iron-fisted orders.
• You can move toward a commitment from the person to change.
• You’ll get a real feel about whether the conversation worked and you’re headed toward a desired goal.

Try this system the next time you’re in a difficult conversation, and see how it helps to get you where you want to go.

DIGGING DEEPER
Every manager has at least one negative personality on the staff. Who do you deal with those folks? For help, check out the executive report: Handling Difficult Conversations with Employees: What Every Manager Needs to Know.

3 questions that will boost motivation - and business

Excerpted from the Executive Report: Why Good People Jump Ship

Involved employees are motivated employees. So how do you make sure they're involved? Ask employees these three questions and you can boost morale and business:

1. Can you tell me our top three goals for this year? (To analyze the level of engagement, people need to be on the same page.)
2. If you were competing against our company, what would you do? (Managers are often surprised to learn that employees know right where the weaknesses are.)
3. What is currently impossible to do that if it were possible would change everything? (This forces people to think is there something different we can do? What drives us crazy and how can we fix it?)

DIGGING DEEPER
Making sure your best people stay is key to boosting business. To get help doing that, read the Executive Report: Why Good People Jump Ship - and What You Can Do to Keep Them

Seven things not to say

Excerpt from the Executive Report: Document, Document, Document - What Every Manager Needs to Know About Tracking Performance and Problems

Good documentation lists specific events and examples, clearly identifying issues that need to be addressed. So some words and phrases weaken good documentation because they're either too vague or too hard to prove.

Avoid using these seven when documenting performance or problems:

1. Perhaps
2. Possibly
3. I think
4. Never
5. Every time
6. Always
7. It seems

DIGGING DEEPER
Documenting employee performance or problems is key to being a good manager. To do it the right way, read the Executive Report: Document, Document, Document - What Every Manager Needs to Know About Tracking Performance and Problems

The trap of the 'at-will' myth

Excerpted from the Executive Report: Terminating Without Fear – What Employers Need to Know

The vast majority of states operate under the "at-will" doctrine of employment, which gives both employers and employees the right to terminate a working relationship at any time, for any reason - or for no reason at all.

But the at-will doctrine often provides supervisors with a false sense of security: "Hey, we're operating on an at-will basis here. If I want to fire 'em, I fire 'em. I don't need a reason."

That's only true up until the point that the employee actually sues for discrimination or retaliation, or any number of other possible violations.

When the employee's attorney asks the manager why the person was dismissed, the manager answers, "I didn't have a reason. I didn't need one. He was an at-will employee, so I was within my rights to fire him."

What happens next is a classic case of filling in the blanks ... to suit your own agenda.

Since the manager left the reason for the firing essentially "blank," the lawyer simply begins filling in that blank with past interactions between the employee and the manager, portrayed solely from the employee's point of view and tilted in the employee's favor.

And because the manager has no documentation and no stated reasons for the firing, it's very hard to counter whatever bias allegations the employee might be claiming.

It's the plaintiff's attorney's job to create the suspicion of discrimination in the minds of jurors. In the courtroom, years after the encounters have occurred, that's not hard for a good lawyer to do if the manager has no documents supporting his or her actions.

And that's why employers are well-advised - even in at-will situations - to not only establish good reasons for firing an employee, but to be sure to create the critical documentation that backs up the decision.

DIGGING DEEPER

Yes, managers can terminate problem employees. In fact, problem employees make it easy, but managers still need to follow some basic rules. For the right way, read the Executive Report: Terminating Without Fear – What Employers Need to Know

Are you stressing out your employees?

Excerpted from the Executive Report: Why Good People Burn Out – and How You Can Stop It

As much as you and your employees don't want to suffer from stress and burnout, you could be the "cause" of the stress. Here are some things to watch out for:

• Setting unrealistic goals. Imposing highly ambitious goals on employees will daunt and discourage, rather than motivate, them. If you have tough goals they must achieve, break them into smaller parts before presenting them.
• Looking at the dark side. If you always look at the downside or harp on what's wrong - and allow others to do it - you can bet employees will become de-motivated and stressed. Instead, mention the bright side of every tough circumstance you and your people face. Encourage employees to suggest changes for things they don't like.
• Us vs. them talk. Managers often don't want employees angry at them, so they unintentionally remove themselves from potential guilt. (For instance, "I fought for your pay raise, but you know HR makes the final decision.") Leaders need to stand behind decisions they've made or have been made regarding their employees.
• Allowing some people to slide. Managers who let poor performers get by or allow bad behavior to continue will derail good employees. Confront those issues until they're fixed or gone.
• Talking more than you listen. Whether you deliver bad news or offer an opposing opinion, your employees will want to vent about it. Let them, because that may be all they need to get over it.
• Jumping to conclusions. One person rarely knows how another person feels, so avoid telling employees how they should react or feel in any situation. Let them react and then talk about solutions.
• Poor listening. Nothing is more irritating than not being heard. Paraphrase, take notes or do anything to show employees you care.
• Reacting to anger or anxiety. This only adds fuel to the fire. Instead, keep an even tone and deal with similar situations uniformly.
• Bad habits. Ask a trusted colleague (or loved one), what habits you have that can get on people's nerves.

DIGGING DEEPER

So, are your employees stressed out? Find out what you can do by reading the Executive Report: Why Good People Burn Out – and How You Can Stop It.

Form I-9: Look out, Immigration is auditing employers

Immigration reform is still on the front burner, says HRmorning.com. Immigration and Customs Enforcement announced its plan to implement a nationwide audit of employer I-9s.

ICE is drawing up Notices of Inspection to review the I-9 records of 652 employers - names not released yet. In some instances, the notices will include subpoenas for records such as:

• quarterly wage reports
• EINs
• business licenses
• correspondence from Social Security Administration regarding no-match letters, and
• payroll data.

Employers whose I-9-related records don't pass muster will then receive Notices of Intent to Fine. ICE officials said the audit is just a "first step," so employers probably can expect more audits and inspections.

DIGGING DEEPER
To find out everything you need to know to ensure compliance with Form I-9, read the Executive Report Complete Guide to the New Form I-9

 

Touting your rising stars

Excerpted from the Executive Report 9 Mistakes New Managers Make Most Often

Whenever there is any question as to who gets credit for an accomplishment, pass the credit to the employees.

Why? It's good for managers to develop a reputation of helping rising stars.

In an essay titled How to Manage Smart People, business consultant Scott Berkun makes an amazingly simple and telling finding:

"A manager who treats his reports as cogs in a wheel is guaranteed to get the performance of a cog in a wheel. But a manager that develops and grows people into new strengths and abilities will always get more out of the team."

Cogs in the wheel are just fine if the task is simple and straightforward, and the wheel never needs greasing or changes direction.

But that's not how most of our businesses really run.

Today's managers are challenged with an array of ever-changing tasks, most of which must be performed under the "do more with less" scenario.

Smart, talented employees make the job easier. And touting their accomplishments to others not only motivates the employee, but enhances the manager's reputation as someone who knows how to develop people.

DIGGING DEEPER
The hardest thing to do in business is manage people. Great managers are worth their weight in gold. So how do we turn new managers in to great managers? For help, take a look at the Executive Report 9 Mistakes New Managers Make Most Often