Month: September 2014 Page 3 of 5

Over the past two decades, I have been fortunate to work for major companies, medium-sized firms, and with my own Project Management consulting organization. As a business owner today, I have a clear idea of how I can go under: fail to deliver on the work I promised to my clients. In fact, small business owners must be on their toes all the time because their clients have little patience, and many will make a move to another company even when they fall short just once. In sum, when they do not meet expectations, they essentially fire themselves!

When working in a company, getting the pink slip takes time, unless your mistake is a big one, such as theft or fraudulent acts. For the most part, though, employees can keep their jobs even if they are falling short of expectations. I understand that my comment is general in nature, and the industry will dictate how much rope the employer will allow the employee. For instance, I am certain that a car salesperson will be under the gun when failing to meet the monthly quota.

#1: Do Only What is Expected, and Not Too Well

Too many people take their job descriptions too seriously. If an activity is not explicitly stated as part of their daily requirements, they will not even consider working on it. You will hear excuses such as, “Not for me!” and “Woah! I have enough work of my own!” In some cases, people will even tell you they are not qualified to do the extra work, even when they have no idea what is being asked of them. Interestingly, these individuals are usually mediocre in the work they do, but they know the system well, and will ratchet up their effort a month or so before performance appraisals. In management, this is known as the Recency Effect.

#2: Avoid Training Opportunities, and Complain When Compulsory

You can hear these workers already: “No, not again! This training is a waste of time. I will forget what I learned before I get to my desk!” The fact is that additional training keeps you sharp, and provides you with opportunities to learn more skills. I recommend seeking training and development classes outside of your employment. You can find excellent courses at affordable rates in your area. Before long, you will separate yourself from others, and that effort places you in the top 10% in your company. As the saying goes, Luck is what happens when opportunity meets preparedness.

#3: Tell Others You are Job Hunting, and Hope it Does Not Get Back to Your Boss

Of course, you know this is silly, but it does happen. When you accept a job offer, put 100% effort into the work. The job itself is not a long-term commitment for you, but your work ethic must come to the forefront. Even when hired to do work that you like, you will find aspects that are not exciting. By taking an approach that the work has to get done right, you will develop a positive and proactive attitude. In many cases, it is your “can-do” attitude that will help you advance in your career.

Interestingly, it isn’t that easy to get fired from most jobs. You are likely to receive many chances to get yourself back on track. However, remember that you are not moving forward when trying to correct performance issues, meaning that you are falling behind. My experience is that you will receive more chances to improve from jobs that don’t pay well, and these companies are mostly looking for warm bodies to handle routine work.

Therefore, get yourself on a track on which you are accountable for performance. The pressure is more intense on this playing field, but the rewards are plentiful, and even exponential.

For far too many people, going to work is a painful experience. In fact, getting up on Monday morning to start their week is a traumatic experience. While taking a shower, they are hoping the week flies by so that Friday can get here. They dread the drive to the office knowing that work is waiting for us.

For some people, though, work is an exhilarating experience. They cannot wait until the sun rises again. The problems are viewed as opportunities, and finding a solution for them is a motivator.

Here are three ways you can be happy at work:

#1: Find the career you selected, and not one on which you settled.

Instead of backing into a job, it’s better to work in a career that you chose. I have a friend who works for the city doing mundane work. She is near completing her MBA, but she is still stuck in a dead end job. I asked her why she isn’t posting for work that meets her new qualifications, and she respond by saying, “It takes time. I’ll start here soon.” This is the same excuse she’s used for years.

#2: Make the best of your current situation.

Everyone has had a job they didn’t like. The people were rude, the pay below what they deserved, and the culture was less than professional. Even when the situation is stacked against you, you must look on the bright side.

First … stop complaining. It’s obvious that blaming others for your situation is a non-starter. You can’t expect to make things better by pointing fingers. While hard to admit, your actions (or lack of them) is the reason you are in a rut. You must take a positive approach to your work and exceed expectations. I understand this is tough to do, but essential if you are to get back on track.

#3: Ask for challenging work.

In most organizations, people settle for the status quo. They do enough to stay out of trouble. They feel that no one will appreciate their interest in taking on more responsibilities, so it’s best to stay under the radar.

The top-notch performers, however, seek challenging and meaningful work. This means they will work longer hours, and will be under pressure to deliver. In most cases, the work is outside their comfort zones, which means they need to expand their knowledge and skills. By embracing these opportunities, these men and women soon begin a steady climb upward. Most important, they have more control over their careers.

Being happy at work doesn’t mean that you must be in the perfect position. It does mean, however, that you are moving in the right direction. Getting out in front requires some risk taking, but the payoff is positive. Even if you fall short, you will gain the respect of the leadership team for giving it a try. Remember that those who are at the top of the organization took similar actions.

The important point here is that happiness is a state of mind. By engaging in positive action, you will soon find the work that both challenges and satisfies you.

It’s obvious that workforce recruiting has changed markedly over the past decade. To start, many job seekers now use online services to land the right job. Perhaps more important, the core skills needed today are different from those of the past. While having excellent technology knowledge matters, you must also be a terrific communicator. The ability to share your ideas with peers and the leadership team is a critical success factor.

In my day-to-day work, I’m fortunate to meet many people who are either interviewing for positions or looking to fill vacancies. I make it a habit to chat with these individuals about the hot buttons to push during the interview.

#1: Act normal and be relaxed.

While there is a formality to an interview, you must also make sure to show your human side. Therefore, think of the interview as having a professional conversation. This means you will prepare well, dress right, and provide in-depth responses to questions. However, the interview is also a conversation, meaning that you need to have a relaxed approach. For example, if you have a planned response to a question that might arise during the interview, make sure to rehearse so that the delivery is natural. I recommend using examples because it highlights your work experience and makes the interview more engaging.

#2: Think bigger than the interview question.

The excellent candidates are able to understand the macro-perspective of an interview question. In other words, you must avoid thinking too narrowly.

Let’s take the following question: “Can you tell me how you managed a difficult situation with a co-worker?”

As you know, this is a standard and “loaded” question. Making a mistake with your response can result in halting your progress in the selection process.

Here’s a good response: “There is no doubt that conflict will arise between co-workers. However, I take a positive perspective to situations where we might see things differently. I recall a situation that I can share from working at Crimson Print Shop as an Operations Manager. The Sales Manager came to my office on Monday morning upset because we were unable to meet a big order for a new client. He was right that my team fell short of the requirement, but I explained to him that my team worked through the weekend trying to complete the order. Unfortunately, we overwhelmed one machine, and it broke. I made it clear that the repair company was contacted immediately, and the machine would be back in order by the afternoon. Once he was aware of the extra effort from our department, he smiled, thanked me, and even shook my hand.”

Notice the response to this question includes an example. In addition, the Operations Manager accepted accountability for the problem and implemented a solution. Hiring managers appreciate hearing that you went beyond reporting a problem. Make sure to discuss how you used a contingency plan or workaround to rectify the situation. Finally, the two managers developed a positive working relationship. Today, cross-functional communication is in high demand.

You’re not going to land every job. There are too many variables that are considered. You might lack some of the necessary skills, or your cover letter failed to pique the interest of the screener. However, you need to be persistent. Once you get the interview, be confident, use examples, think big picture, and stay calm.

We’ve all been there. The manager will soon sit with you to review how you performed during the year. Some employees look forward to this evaluation, while others are scared to hear what their directors think about the quality of work they’ve done.

As part of the process, you are asked to self-evaluate. Many employees are hesitant to jot down all they have done well throughout the past 12 months, thinking they will come across as conceited. However, I recommend that you seize this opportunity to be an advocate for yourself.

Documentation Matters

Avoid waiting until the last minute to prepare for your performance appraisal. In my work as part of the university faculty staff, I often have to submit a portfolio of the work I’ve done throughout the year. As a professional, you should do the same. I recommend keeping a list of accomplishments. You should also include those areas in which you came up a bit short. The point here is to avoid being surprised during the meeting with your manager.

What should you record? Start with the work that you were required to do. In other words, look at your job description. As a budget analyst, you likely had many deadlines to meet, such as gathering full-time employee salaries, working with departmental managers to review the run-rate, and making monthly presentations to top management. While this seems like mundane work, the fact is that you are meeting the expectations.

Don’t stop there! In all likelihood, your manager has asked you to do work outside what you were hired to do. For example, you might have participated on projects, or assumed additional duties when an employee was on vacation or on short-term disability. Make sure to highlight work that shows you went beyond expectations.

Have a Strategy for Forced Ranking

During one of my performance evaluation sessions, my manager stated the following: “Jimmie, you have done well this year, and you are a tremendous asset to our company. But, you know how it goes … we have to have some people on top, some in the middle, and some at the bottom.” As it turns out, despite doing well, and because of forced ranking, I ended up in the middle.

I was naïve, and didn’t think I would be at this company for long, so I took an acquiescent attitude. However, knowing that I was likely not considered as top-tier by my manager, I decided to look elsewhere for employment. I learned later that I needed to take a more active role and have a plan for forced ranking.
Where you are ranked has big implications. The higher you are on the list, the bigger your raise, and the more chances you have for promotion. If you are interested in earning the highest ranking, make sure you are aware of the qualifications. In most cases, the overall performance is calculated by a weighted average. For example, 50% for Job Performance, 30% for Job Knowledge, 10% for Professional Development, and 10% for Teamwork.

To be prepared, you must know the variables. I recommend scheduling quarterly meetings with your manager to determine how you are doing in each of the graded categories. It is your responsibility to coordinate the meetings. In most cases, you will be the only person taking this initiative. This proactive approach is essential for you to increase the chances of joining the top-tier in your department, and perhaps even your organization.

The top-notch employees in your organization have something unique about them. They are not necessarily the smartest, but they understand how to generate value. To differentiate yourself from the rest of the pack, you must focus on the activities that improve the bottom line.

You can follow the advice of Chris Matthews of CNBC: “You must get yourself a seat at the table.” In other words, the excellent employees are meaningful participants. They will not sit on the sidelines and hope for the best.

The point here is that failing is easy: just don’t do anything. Of course, doing nothing will get you nowhere. Becoming a top producer for your organization requires that you assume some risks. You can mitigate those risks by taking action. The more you plan, and the more you execute, the sooner your organization will realize its goals.

Here are three personal attributes that are in high-demand by your employer:

#1: Develop a go-getter attitude.

A go-getter attitude doesn’t mean that you’re gung-ho all day long, yelling directives at subordinates. It does mean, however, that you’re willing to accept tough assignments, even though you have more than enough work. You must learn to prioritize your activities, and be prepared to accept new challenges.

Jana: “Ryan, I understand you have so much on your plate, but I have an important assignment that came from the top. We’re looking for a competent program manager to handle the building of the Qatar Embassy. I would like you to head that program.”

Ryan: “Jana, I understand this is an important program for our company. I will meet with my team today to distribute some of my work. Let’s get started with the Qatar Embassy!”

To succeed, you must find a way to accept the work assigned to you by your manager. It’s important that you find a viable solution.

#2: Realize that nothing happens in isolation.

A company has many moving parts. When marketing initiates a campaign, you can expect sales to increase. Therefore, manufacturing will feel the impact. As a big picture person, you must be proactive, and anticipate the work increase. You must avoid a reactive approach because this is synonymous with chaos management, which places too much strain on the organization.

Knowing that marketing is advertising heavily in California, you must include manufacturing as a key stakeholder. Make sure they have the resources and capacity to handle the increase volume.

#3: Develop your ability to solve complex problems.

Most everyone can solve the simple issues that arise. For example, it’s easy to call a vendor to determine the status of an order. However, it’s more difficult to determine why customer orders in Ohio are declining. The complex problems require root cause analysis, interviews with stakeholders, and presentations to top management.

Be prepared to accept the tough assignments, because these provide more value to your organization. Even when you are not 100% ready to do the work, take a chance. You can find a mentor who can guide you along the way. Once you have the experience and confidence, you can tackle even bigger assignments.

When you arrive to work today, think of how you can generate value for your organization. Don’t leave the office until you are certain that the company has taken a step forward because of the work you completed. The step can be small, but progress is made nonetheless. While you will encounter obstacles, you are undeterred, and will focus on the key activities that generate the most value to your employer.

The most important person for you to impress is the individual who conducts your performance appraisal, which means your boss. This doesn’t mean you ignore co-workers, administrative staff, or your customer. Instead, you must be sure to understand the expectations set forth by your boss, and work diligently to accomplish them.

The most successful people in your company prioritize their activities based on the feedback from their managers. Avoid the guessing game. At your earliest convenience, schedule a meeting with your boss, and determine the activities that are most important to your department, and the organization. Once you have that information, you spend the majority of your time doing them well.

Here are three strategies to making a positive impression on your boss:

#1: Use Pareto’s 80/20 Law.

Most people spend their time performing the unimportant activities, which are known as “busy activities.” After the morning coffee, they check email, and respond to those that seem important. Once all the Inbox items show an unread status, most mediocre individuals work on other routine tasks, such as sending meeting invites, and updating a PowerPoint presentation. Before long, the morning is gone, and this routine is repeated in the afternoon.

The above situation describes Pareto’s Law, which states that most people spend 80% of their time on activities yielding just 20% of the results. The most effective approach is identifying the 20% of activities that result in 80% of the benefits, such as customer meetings, adding value to services, and improving quality.

#2: Complete assignments on time and to the specifications.

The most effective employees understand the importance of meeting deadlines. Working into the evening and on weekends is a no-brainer to them when a project must be done. Just as important, though, is the commitment to quality.

Before accepting an assignment, make sure you have the time to commit to it. If it’s a high-priority project, and your boss asks you to participate, accept the challenge. You will need to juggle your time between projects and day-to-day work, but that is the sign of an employee with tremendous promotion potential.

#3: Stop whining.

You will fail to impress your boss by constantly complaining about co-workers, the long hours you work, and anything else under the sun. It’s refreshing to work with employees who are focused on their work, and can balance their activities as projects are assigned. Not everyone can do this, but top-performers have developed the capability and capacity to excel in pressure-filled situations.

At times, it might be necessary to inform your manager how you plan to handle the additional work. “Dan, I’m assuming an important quality assurance role with Project SkyZone, and I wanted to let you know that I asked Martha to assist with a few tasks regarding Project India. I want to keep you in the loop to let you know that all work is covered.”

Impressing your boss is much easier than you think. However, the bottom line is to do your work on time and to the agreed quality standards. Just as important, top-notch employees resist the temptation to criticize, condemn, and complain.

Whether you like it or not, you are ultimately evaluated based on your ability to perform. A manager appreciates an employee who meets the requirements, regardless of the many obstacles that arise. In short, your success is based on performance, and not on why extraordinary events made you fall short of expectations.

I have a colleague who worked for an oil and gas company in Tulsa, and he recently informed me that he quit his job of more than 13 years after hearing that he would be demoted. Interestingly, he would receive a position of less stature, but his pay would remain the same.

Craig and I stayed in contact because of our project management affiliation. I met him at a convention several years ago, and was impressed with his uncanny ability to understand the core functions of project management. When you presented a situation to Craig, he understood the methodology one should follow to resolve the issue. In other words, he could take a step back and consider the different dynamics that could impact the project.

The Situation

Craig is pushing 50 years of age, and he has been in the oil and gas industry for most of his working life. About 20 years ago, he assumed a project management position, and was the go-to person for his company. However, in the past several years, he has been unable to get along with key stakeholders of the organization. The veterans of the company understood that Craig was brash in his approach, and largely ignored him when he was unreasonable.

However, times change and so do the people. In Craig’s organization, new leaders were hired, and many of them were unwilling to put up with an abrasive attitude. While Craig had excellent knowledge, they were uncomfortable assigning him as the Project Lead. The leaders felt that he could turn off potential clients.

Craig Meets with His Manager

On a Wednesday morning, Craig was asked to visit with his manager regarding an “update.” When Craig arrived at the meeting, he could feel the tension in the room. This meeting did not have a work-related feel to it.

“Craig, you’ve been a hard-working employee here for many years, and we value what you bring to the table,” said Lenny (manager).

“However, it appears that your approach sometimes rubs people the wrong way. I would like for you to take an inventory of the feedback I am giving you, and do what you can to make it better. We want you to succeed.”

Craig’s Reaction

Lenny provided Craig a golden opportunity to right the ship. Even if he was only partly in agreement with his manager’s evaluation, there was time to take corrective action. However, this would mean that Craig would have to “eat crow” and admit that he was wrong.

As Craig explained it to me on the phone, “I am not going to give in here. They can go to hell! I’ve been with this company for far too long, and they are wrong! They need to apologize to me!”

Craig sent an email to Lenny informing him that everyone else was wrong about him, and that he was not going to make any changes. That was the bottom line! In fact, Craig noted to Lenny that he was insulted by the discussion.

The Aftermath

Lenny called another meeting with Craig, and informed him that he would no longer work on high-profile company projects. However, Lenny respected the many years of service, and would keep Craig’s salary at the same level. Thus, this was a demotion, but Craig kept the same compensation structure.

Upon learning of this decision from Lenny, Craig submitted his resignation, packed his belongings, and was out the door. That fast!

During our call, Craig mentioned that he was looking for work, and that it was much more difficult to find a position that paid equal to what he was making at his old company. After a few weeks had passed from the resignation, he agreed that overreacting to the situation was wrong, and wished he had handled it in a more productive manner.

You’ve all been in an employment situation that was not right for you. You stick with it because you’re in a comfort zone, even though you despise working there. You might have an employee or two that you get along with, but the job itself is wrong for you.

She Wants to Leave – But Doesn’t
A few days ago, I had a conversation with Debra. She has an MBA and excellent organizational skills. However, she works in a dead-end job, and has done so for more than five years.

DEBRA: Hey, Jimmie … how are you doing?

ME: Like normal! There is so much to do. I try to get ahead on the weekends and evenings, but time flies. I can’t believe we are nearly approaching the middle of the year.

DEBRA: I know! Summer time is right around my corner. I’m not sure how I will keep my kids busy. You know my husband has that crazy travel schedule, and he’s not home much. I need to start planning!

ME: I understand. Summer can be good or bad, depending on how you look at it. By the way, how’s your work at the medical clinic coming along?

DEBRA: You had to ask! You know that I don’t like what I do. I’ve been in the Billing Office for several years. I’m so tired on getting on the phone all day long talking with insurance companies. I can almost do it in my sleep. You know … we aren’t recognized around here. I don’t think they care what I do. My manager tells me that she’s happy with me, but I’m not sure what she’s happy about. There used to be days that I went through the motions. Now, I go through the motions for weeks. It’s scary!

ME: That’s pretty rough! Why don’t you just leave? I’m sure you can find somewhere else to work, right?

DEBRA: You know … I’ve thought about that, but we all have our reasons. While I don’t particularly like this place, I do know it well. I now get four weeks of vacation, and 10 days of sick leave. From what I hear, not many other places offer this much time away. The kids have school events, and they get sick, so that flexibility makes a difference.

ME: I agree. However, you tell me that the work is monotonous. You have an MBA, which means that you probably like challenging work.

DEBRA: I do like challenging work, and it seems like my brain cells are going unused. For what I do right now, there is no thinking involved. You’ll probably laugh, but I do the same work that I did when I started in this department. I was trained over two weeks, and nothing has changed. It’s so redundant. I sometimes get upset that I’m still paying for my MBA even though I’m not using it.

ME: I hope that you finally make the decision to find something that you like. It’s out there, but you’ll have to take a chance.

DATE: I wish they would make it easy on me … and fire me!

Debra is stuck between a rock and a hard place. While she wants a new opportunity, she is unwilling to assume that risk. At this point, her employer is controlling the situation, which is unfortunate for Debra and her career.

Most successful people are high-charging individuals craving even more work. When their plates are full, they add more servings. The fact is that they find it difficult to turn down additional work, even when in a salaried position.

Of course, managers must be cognizant of workload, but given the pressing deadlines faced in today’s companies, nearly everyone must assume additional duties. Generally speaking, this means working evenings and weekends.

I’m the type of person that loves to work, even if it means going beyond the normal workday. At home, I might review my Inbox a couple times before calling it a day, or even make a few phone calls that need to get done. Once this culture of accountability takes hold, it’s tough to let go of it.

However, too much work is a detriment to both you and the organization, and it’s important to know your limits. To do great work, you must stay focused on specific projects and activities. In other words, multitasking can decrease productivity. It’s the concept of starting-and-stopping, which causes inefficiencies.

#1: Know what you can do.

In all likelihood, I’m not going to wire the electricity for a home. For me, changing a light bulb is a stretch, so doing any type of electrical work is the wrong type of work. At your office, you might be assigned to participate on a project involving advanced programming skills. While you have basic coding knowledge, you are not prepared to handle this type of work activity. You must make it clear to your manager that you might not be a good fit, and you can try these comments:

• “Ron, it appears this project calls for JavaScript, and I only know basic HTML. While I can learn some of the coding, it’s probably best to find someone who has direct skills with JavaScript.”
• “Linda, part of this work initiative is to make presentations to government officials. I have limited knowledge of the product, and this might present an issue during the presentations. I recommend we look for someone who has the direct product knowledge, especially since there are regulatory hoops to overcome before this product goes to market.”

#2: Suggest a participant role.

I’m by no means stating that you should avoid accepting challenges. There are times when you must tackle a big project, and even manage an overload. However, the work hours are limited, and pushing yourself too much disrupts the work/personal life balance.

When you’re not able to take the lead on a project or other work initiative, offer to play a participatory role. You can help knockdown budget-related barriers, or you can provide your subject matter expertise when necessary. If you offer to take on this role, it’s imperative that you follow through.

Some think that looking busy means they are getting work done, but a frantic pace fails to guarantee success. You need to have a purpose, and be clear with the requirements. If you have three major projects this year, prioritize them, and pick one to launch.

Keep it simple … measure it … and good things will happen.

As a business owner, it is tough to turn down work. You know that new contracts are the lifeblood of your business. While current clients are an excellent source of revenue, you must avoid standing still. You cannot expect 100% loyalty, especially in a price-conscious marketplace.

At Your Work

When working for others, accepting more work can be an issue. You know that many people are uninterested in doing their share, which means that those who show a higher level of enthusiasm for work assignments can quickly reach the “overload” level.

From my experience, managers appreciate those who step up to the plate and take on more responsibilities. If your manager approaches you about a particular project, it’s probably wise that you figure out a way to integrate it into your schedule.

Here is how that conversation might go …

Steve: Hey, Mindy. How are you doing?

Mindy: I’m doing great, Steve. How can I help you?

Steve: We have a project that reached my desk this morning. From the initial requirements, it appears that we need someone with a strong quality management background. Your Six Sigma background is a good fit.

Mindy: Can you tell me more about it?

Steve: Your role is to help the project manager ensure that all work meets the quality standards. As part of this effort, you will need to participate in the creation of the Quality Management Plan.

Mindy: What exactly is the deliverable?

Steve: I did get ahead of myself a bit. Sorry! We are opening five medical clinics in Minneapolis, and it’s important that we stay on schedule and budget. Of course, meeting quality standards is a top priority.

Mindy: This sounds interesting. Do you have an idea regarding the time commitment?

Steve: My guess is that for the first couple of months, you will need to commit about 10 hours per week. From there, we will need to see how the project goes. You will also need to travel to Minneapolis a few times to work with the local team.

Mindy: I am interested in this challenge, but how will I manage my current work?

Steve: That’s a good question! I will look to see if we can have Robert help you with the end-of-month reporting. From our previous performance appraisal, I remember you telling me this work takes about 5-to-10 hours per week, right?

Mindy: About that much time. I won’t need to train Robert because he did this work while I worked on the Pensacola project. He’s a pro now!

Steve: Right. I understand this is more work for you, but I am confident that you are the right person to join this project. You will also work with Katherine, and you know that she is one of our top project managers. In other words, I think this is an excellent opportunity for your career.

Mindy: Katherine is a terrific project manager, and I’m sure I can learn a ton from her. Let’s do it!

Steve: Great, Mindy! I will have more information for you soon.

Steve made the additional work attractive for Mindy. He also made sure that the person with the right skills was assigned to the project. Because Mindy will take on more work, Steve was open to transferring some of her work to another resource. While this is not always possible, managers should keep the option in mind. The final result is a win-win situation for the organization and Mindy.