Team vs. Individual Structure

Below is a simple diagram of the difference between a team based department or organization verses letting the associates drive the structure. I have witness both environments. Team is not a corporate buzzword, it is a key ingredient to successful company growth. Large teams consist of teams within a team.

Team Based	Individual Based
Develop Leaders	Anarchy
Staff Growth	Power Struggles
Member Contributions	High Turnover
Self-sustaining	Stagnant

Why Teams Fail

Lack of Management Support

Wrong member make up

Lack of correct tools to succeed

These elements are tried and true team based analysis and experience. Let me focus on the Team based structure, as the Individual based structure is counter-productive.

Teams can be functional or cross-functional:

• Functional - Specific expertise
• Cross-functional - Project driven areas

The goal of both teams is goal setting, process improvement, trends sharing, and subject matter collaboration. This list is by no means inclusive of all team elements.

The Key Performance Indicator (KPI) is streamlined operations or process efficiencies. Remember the profit equation contains two sides revenue and expenses. Although a department may not be revenue generating, it can add to the bottom line with performance efficiencies by having less overhead costs, i.e. fewer associates required output the current workload, or handling more workload, contributing to the revenue side of the profit equation.

I hope this blog entry will encourage you to recognize the benefits of a team base structure or review your current teams’ structure.

Lifelong Learning

One of my favorite inspirational leaders is Peter Drucker. I first learned about him, during my very first class in college. Decades later, I am still gathering his leadership insights. Peter Drucker lived during multiple wars, economic up and down turns, the industrial and digital age, always staying relevant.

On a recent vacation, I came across this quote from Peter Drucker, "We now accept the fact that learning is a lifelong process of keeping abreast of change. And the most pressing task is to teach people how to learn."

In my career, I had the advantage of working closely with consumer product trainers. I leaned a lot about learning styles. I, myself, am a lifelong learner. This is evident by reinventing my own career, transferring my marketing agency operations to the financial tech industry. In both industries, I mentor Project Managers.

This century requires a lot of soft skills, in addition to the required position hard skill sets, including technical acumen. I believe lifelong learning is required to be relevant, just as Peter Drucker demonstrates.

There are four steps of learning, I have developed, applicable to any type of learning - academic, life, the workplace, seminars, online, anywhere.

• Receive – read or listen, gathering the lesson’s content
• Absorb – processing and understanding the information
• Retain – know the information for the relevant time
• Apply – provide the knowledge/skill where beneficial

The last step may not come immediate. Some lessons provide a foundation for future lessons or teaching others.

Lifelong learning should be in people’s DNA that want to grow and/or succeed. The more you grow, the more value you possess, in any situation.

FOCUS

Are you inundated with communication? Emails, IMs, meetings, and if it still exists, phone calls. On any given day, I receive 30 emails an hour, averaging 1 every two minutes, a meeting every hour, sometimes every half hour and lately every 15 minutes, lastly a constant flow of IMs. I’m exhausted just writing about it. Maybe your day is not as bad, but I bet it can still be filled with over communication.

This blog post compliments my tagline, "People plus Process plus Technology." All three elements must blend to be successful at anything, manager, project management, educator, builder, everything. We must learn to balance them. I put the elements in order of importance, so don’t let today’s communication technology override the most important element - People.

Here are few of my communication rules:

• Emails – all cc’s do not require my response and may not even get read
• IMs – you really need a response now or used for multi-tasking (listening in a meeting, but not participating)
• I may, or may not, answer based on my role above
• Meetings (Skype or live) – require an agenda to determine priority and/or attendance
• Phone – if someone calls me, it is definitely a priority (and a preference)

Roll all these communication rules into one theme – FOCUS

Only a Super Human can satisfy every communication received, during the day.

Now, a message to management – consolidate information.

• Plan to send out your communication once a day, at a regular time would be best,  every morning or end of day even better to cover routine items, like process
• Advise your reports to prioritize their communications
• Assign specific areas of expertise to qualified associate(s) to reduce irrelevant communications to everyone (focus your team)

In the long term, productivity will increase. I promise.

It's All About People

The title of my website displays the convergence of People, Process and Technology, but nothing can occur without people.

Process and technology cannot function separate from people. People write and follow the process. People write and execute code. People communicate with people to achieve a goal. Teams cannot exist without people. Customers are comprised of people, whether internal or external of the organization. People are the key to any successful project. 

People skills should be the highest valued acumen, in any successful organization.

Leadership’s Role in Lateral Conflict

There is always a vertical manager hierarchy in every organization. Some companies this hierarchy is short, others can be quite layered. When it comes to problem solving protocol, there are typically rules to follow. One well known rule is you never leap frog your direct reporting manager. This is proven political and career ending suicide. I want to address a lessor known, or possibly not practiced, management protocol regarding lateral conflict resolution.

When conflict arises between intradepartmental team members, it’s leaderships’ role to resolve it, while retaining the team member’s relationship.

Here are the steps that have worked in my experiences:

1. One or both of the conflicting team members contacts their direct manager and explains the situation
2. The direct manager contacts the non-direct member’s manager
3. The two, or more, managers involved in the situation discuss resolution, independent of the team members (this does not exclude input from the team member)
4. These managers explain the resolution to their direct reports

The benefit from this conflict resolution approach preserves the day-to-day working relationship of the team members.

This protocol can be effective at any level of management. I would hope the higher up the leadership chain the conflict rises, the quicker the solution, based on all the factors contributing to this level’s position. Too often, conflict resolution is restricted to the team member and reporting manager. This eliminates the other parties involved in the conflict and reduces resolution success, at least in the long term.

Overqualified Supplemental

Work/LIfe Balance

You can't help but to have heard this term before. The tech industry is showing both sides of this cultural spectrum, with Netflix offering unlimited maternity time-off for both the mother and father on one side and Amazon pushing their associates to their limits on the other. Work-Live-Play complexes are sprouting up everywhere.

The operative word here is "balance". Managing a company strictly by data eliminates humanity. Too much flexibility and productivity can suffer. Every humans' needs are different. As I have mentioned in a previous blog, management is responsible to learn what motivates their associates. So how do you create the perfect balance, when no two people are the same?

The basic factors:

• Data - In business you must have measurements, financial and productivity
• Competition - I believe that a certain level of competition is healthy among associates, as well as "constructive" conflict. This country was founded on free enterprise and has thrived on competition
• Family or social life outside of work
• Health - Physical, mental and financial

What's the magic formula for work/life balance? I don't think anyone has developed it, nor do I believe it exists. How can it exist, with so many factors? If I took the time to dig very deep, I could probably write a Doctorial treatise on the subject. This would take years of research on a constantly changing target, as society evolves and companies come and go. Not only are no two people the same; no two companies are the same.

The question that needs to be asked, when choosing a company culture, is, "How much does the company own you." You can state what a miserable workplace exists at Amazon, but they were just rated the most valuable retail company over Walmart. That doesn't mean you should work there. As a company, you may decide your most valuable assets, hopefully after your customers, are your associates.

Companies will continue to push associates. Associates will continue to push back. This is how change works.

Does Your Manager Help or Hinder You?

Over the past month, I’ve been contacted by two individuals complaining about their direct supervisor hindering their work. In one case, to the point of seemingly sabotaging them. Let me include, these are high level positions with C-Level managers. During this time period, I have received two articles on workplace antics, that validate this situation is more prevalent than most realize.

Company cultures are rapidly changing, as the economy improves and hiring is on an upswing. Qualified leaders will be required for success.

Here’s a litmus test to answer the headline question:

Traits of a supportive manager.

• Freedom to perform your duties
• Open to new suggestions for improvement
• Communicates on timely matters
• Gives you the tools you need to succeed
• Gives clear direction

Traits of a non-supportive manager (besides the obvious reversal of the above bullets).

• Critical of your performance without some form of validation
• Interferes or overrides your decisions (applicable to your responsibilities)
• Clearly undermines your tasks
• Evasive or aloof

Consulting on this matter is precarious for me. I end up asking more questions regarding the company culture, than directly applying any advice. Here are my thoughts:

• Job descriptions are becoming more defined with technology maturation. Be sure to understand your deliverables. This applies to an interviewee or a current associate.
• Know your net worth to the company. What would happen if you were not there? Be careful in this review, as everyone can be replaced. Be honest in your assessment.
• What is your impact of error on the company?
• Can you detect a company culture shift? Good or bad? Does it give you hope or is it time to move on?
• Is your performance accurately represented in your reviews?
• If you do not have written reviews, start/demand them immediately.
• Can you compare your performance to others in the company? Again, be careful, stick to performance not personalities.

In conclusion, mentors, inside or outside the company, will help you air your thoughts. Stay informed of your industry trends. Read blogs and articles on this subject to stay current, as times change faster than ever.

Start the New Year with Knowledge

In a recent conversation with a couple line associates, it came to my attention that many managers have no experience managing people. I commented about education and thought maybe they don’t teach management in college. The response I received was “they do in business school.”

Personally, I don’t have a business degree, but my very first college class was management. I have been managing people my entire career. One possibility is the proliferation of MBA graduates has caused the mindset you must have this degree to be a manager. Let me tell you here and now, managers exist in all industries! And most don’t have business degrees. Unfortunately, with or without a business degree there are many bad managers. I firmly believe management of people is an innate skill, either you have it or you don’t. People with marginal people skills can be coached. There is no dearth of management training books, seminars, or courses? 

So why are there so many poor managers? There is a plethora of answers and I can not begin to cover them all. Here are just a few I’ve learned while consulting:

• Haphazardly promoted into management, because the associate was good in their previous position (Peter Principle, of course many managers didn’t learn it)
• Education credentials in their expertise, but without people skills
• Sychophants
• Great sales people
• Age discrimination - the company wanted young managers
• Nepotism or favortism

How can this situation improve, as it is detrimental to productivity, company culture health and creates higher associate turnover? 

• Like the 12 step program, the higher level managers must recognize the problem. To do this they must have an open-door policy or mechanism to hear from the lower ranks. The 360 program is a good tool for this.
• Upper level management must be in touch with operations and human resources
• Provide management training and feedback
• Be bold enough to make manager changes
• When hiring, look for management courses, experience or people skills on the résumé
• Recognize people management skills can come from any industry

If you’re a job seeker or looking to grow in your career, look for ways to develop your management skills. I learned many of my techniques from excellent senior managers. I picked what I saw was effective and ineffective ways to motivate people. The most effective tool, I’ve experienced, is a mentor. A mentor does not have to be within your company. Stay in touch with your mentor frequently to review observed and your own people management techniques.

Start the year off with new skills and knowledge.

Work and Fun

A poor company culture can not be solved by the HR department planning and executing a bowling day or an Office Olympics picnic. Creating fun is relative to the associate’s perception of the company, and more importantly, to their job. I’m not stating these actives are not fun, but they can have little influence on associate motivation. The concept is great, as it shows the company, on a global scale, they appreciate and reward those who contribute to their success.

This blog post is about drilling down to the individual associate. I see too many times where upper and middle management are oblivious to their direct reports feelings. Yes, I used the word “feelings”. Associates are human beings and possess emotions. The greatest of these at work is appreciation and appreciation is displayed by recognition and recognition leads to motivation and motivation leads to productivity. You get the picture.

My question to today’s managers, many of whom are young and/or first time managers, is “Are you in touch with your reports feelings about their job?” This leads to further review:

• How do you communicate? If you believe knowledge is power, do you share information or believe you need to use it to protect your own position?
• Do you disseminate timely performance factors, positive or negative?
• How often do you meet with your reports, individually and collectively?
• Do you know their significant other’s name?
• Do you know their birthday, without HR reminding you? Studies show that a person’s birthday is one of their most valued days.
• Are you consistently learning to be a better manager?
• If you manage managers, are you equipping them to improve their people skills?

HR should augment a positive company culture. Managers must be tuned to individual associate motivation, which varies person-to-person. If your feel your job is not fun, then no corporate event will change it.

There are managers out there that should not be managers. Just because you are skilled at your given vocation, doesn’t mean you can manage people with or without these same skill sets. Do management schools still teach the Peter Principle? I have seen managers with only one report. Where this exists in my company structure influence, I eliminate this arrangement. Supervising one person is a poor situation. This creates a conundrum for the manager-associate relationship to either be friends or enemies. A worse case is when it’s a “working” manager scenario. You both have the same function, but one is privileged and only associate animosity can result. Unfortunately, this is more common than you may realize.

One last thought. Corporate sponsored events should take place during the workday. People have their work life and their personal life. Making an evening or weekend event, will impose “force company socialization.” It devalues the company’s goal to show appreciation. People may, and do have, work friends, but let them decide when to socialize outside the workplace. This is not the company’s role.

What are your motivation techniques?

How to Start 2014

Two of my key subject matters are leadership and hiring. The start of the New Year is the best time to review these strategies. Here is a recent article from The Wall Street Journal that hits the nail on the head.

The Most Important Leadership Trait You Shun

This subject matter is one that I stress in my consulting – honesty. Unfortunately, I have experienced too much where this in not a known practice, especially in a competitive work environment. Associates, managers and leaders are frequently to scared to admit, much less hire, someone with more knowledge than their own. These companies survive for some time, but eventually this culture erodes productivity. The result is loss of clients and worse loss of the business.

My experience has also proved companies who embrace this honest culture thrive, just as this article conveys.

This situation is so prevalent, I experienced it on New Year's day. A sycophant style associate sent an email blast stating the work he accomplished to all levels of the organization. His goal, I presume, was to let the world know he was in the office on the Holiday in hopes of recognition and advance his career in the long run. I'm not involved with this company, so I don't know if the culture will accommodate his goals. Experience will prove danger to the company's well being, if they do. I feel sorry for his family that did not get to enjoy New Year's day with him.

If you're in a hiring position, I hope you will admire a candidate that may not know everything and admits it. Today's job descriptions include everything from strategy to execution for one person. Weigh your preferences, by applying percentages to each trait and hire the candidate that has the experience on the higher attributes.

If you're a leader, admit your weaknesses and surround yourself with those whose augment your shortcomings.

Try this honesty practice wherever you are in the company hierarchy. Trust me, honesty is the best policy.

How Do You Define "Above and Beyond?"

Your answer may not be as simple as you may think. I heard four out of five people answer the question with this response, "I will do whatever it takes to complete the project on time."

Sounds like a great answer, doesn't it? One we would most likely say ourselves. But is it the best response? Ponder this just for a moment. Isn't this what we get paid to do? Deliver our projects on time?

How do you perform, or your associates, depending on your position, that seems truly "above and beyond?" In our industry of marketing, branding and advertising, working overtime, "doing what it takes" are common workplace norms. There is nothing exceptional about it.

By now you're waiting for my answer, so here it is: doing something that is not in your job description or an industry expectation. I hate to give examples, because to define it any deeper only limits the answer, but here are some guidelines: doing someone else's job, that is not the same as yours; presenting an observation or recommendation that benefits the company that is outside your position's scope; exemplifying personal latent skill sets applicable to your department or company.

If you're a hiring manager, ask this question and carefully consider the correct response. If you're a job seeker, carefully consider your response. If you're actively employed, start working above and beyond.

Smart Hiring (Somebody Gets It)

This was the title of one of my posts in April 2009, without the parenthetical addition shown today. That blog emphasized the job role (blending) and leadership to build an effective structure and team. I followed up with "Hire the Best", identifying over-qualified candidates as a hiring benefit.

After four years, the world of hiring is finally showing improvements. I have just signed onto a company providing production, process and business expertise. Their selection process involved a panel interview; five candidates and seven company members. I entered the foray at the last minute, due to overcoming the initial over-qualified perception.

Sidebar: 

There are several articles touting the benefits of hiring older people, including Entrepreneur, Huffington Post, Inc. A Forbes article last fall compares young verse old(er) entrepreneur's advantages.

http://www.huffingtonpost.com/2012/10/08/ageism_n_1881619.html

http://www.inc.com/eric-v-holtzclaw/5-ways-older-workers-benefit-a-business.html

http://bostinno.com/2013/02/18/age-discrimination-startups-why-older-employees-deserve-a-chance/#ss__298652_227579_0__ss

http://www.forbes.com/sites/cherylsnappconner/2012/09/03/do-older-or-younger-entrepreneurs-have-the-greater-advantage/

This selection format was new to me, but I liked it. You get a brief brain break to formulate the question's answer, as the other candidates respond, except when you're first on the rotation. This beats the rapid fire questions one-on-one (of course, this style is appropriate, if the position requires quick thinking and response skill sets). You also know the interview ends, when the last person on the panel asks their question.

After the panel interview, the company team immediately meets to select those worthy of returning for individual interviews and a screening test.

Two days later, I received a call to have lunch with the company president. During lunch, we discussed my motives, intentions and deliverables. He offered me the position on the spot, without further steps in the process.

Why this works:

• The playing field was level between candidates
• The playing field was level on the company side
• Time was efficient -  no long hours with individuals or return trips (see "Are You Smart Enough Not to be Stupid, my last blog post)
• The company gave me the opportunity one-on-one with the president to clarify my goals and motives, rather than be dismissed

Most importantly, they recognized the value, abilities and contributions beyond their current needs.

The question today - Where do you stand in your best hiring practices? You might be missing out on the best candidate, using preconceived, or worse, antiquated beliefs.

Are You Smart Enough Not to be Stupid?

Seriously, ponder this question, just don't think it may sound silly.

I spent enough hours with a company to equal a full day's work. They touted a company culture of promoting from within and being listed as one of the Best Companies to Work for. I don't know who comes up with these awards, what criteria is used or who even cares, but here's what I learned after meeting with seven mid-level managers.

1. Two of the seven openly admitted to have been given responsibilities they have no background or skill sets to perform – at all.
2. A different pair of managers conveyed through the conversation, they hated their jobs. Even for an outsider meeting with them, they made me uncomfortable.
3. Five of the managers had the same job title and I can only presume the same responsibilities.
4. The company has a horizontal structure, when most successful companies today have gone vertical. This causes job position redundancies.
5. They shared how the company was reducing workforce and had a travel freeze to contain costs.
6. None of these managers were empowered decision makers, compounding all the previous points.
7. The managers were all women. Before you judge me as a sexist, I mention it only as a statistic. It seemed an odd ratio: 0 men to 7 women. Those who read my blog and/or know me, know I believe a successful structure/organization requires diversity of all types.

Are you smart enough not to be stupid? By these managers own revelation, the company is in trouble, despite being a "Best Company to work for". Their culture and structure doesn't work. I believe the company is clueless to the reality of their own workforce culture, an antiquated organizational structure and resting on their awards and derived maxims, i.e. we only promote from within the company. Pride in any part of human culture is fatal. Replace pride with stupidity and the result is the same.

Author's note: This is a very large national company, with offices in every major and medium-size U.S. city.

Year End Blog

2011 has displayed a very trying year for companies and organizations. High unemployment, Wall Street's obsession with profits and an acrimonious congress has dominated the U.S. business landscape.

From following organizational anthropology and personal experiences, I beg executives, managers and associates (employees) to evaluate your attitude. Yes, I said attitude. Attitude effects all aspects of your life. I end the year, not with pontifications, but self introspective questions. These questions are valid for all organizational levels.

- Do you recognize a connection between people's performance and profits?

- Are your hiring practices inclusionary or exclusionary?

- Do you perform your responsibilities with focus and effort?

- Do you listen?

- Do you discriminate? Think hard about this question.

- Do you have the right people in the right position, doing the right thing?

- Do you accept, deny, encourage or fear change?

- Are you happy? Why or why not?

Lastly, forget 3 or 5 year strategies. What are your goals for the next 3 to 5 months? Repeat: your goals, not the where you work.

You are the difference!

When to Fire Your Client

To keep things balanced on my "When to Fire Your Agency" series, here is the other view of the business. I have had the pleasure of serving on both sides of this industry.

When to Fire Your Client?
Answer: When you lose money on the account.

Explanation if needed:
You should have in place systems to evaluate the profitability of every client.

When To Fire Your Marketing/Advertising Agency Part I

Let's start with the old axiom, "Quality, Price, Time. Pick two."

The first step is to pick all three.

Second define these areas:
    •    Quality - What service are they providing? My primary reason is creative. I tell my agencies, "I buy creative. As long as they are creative, I keep buying." Feel free to replace creative with any term.
    •    Price - Are their rates competitive in your" marketplace. Rates vary by location, size of agency and level of team assigned to your account. Also, rates are only part of the equation. Are they billing reasonable number of hours per project? Rate x Hours = Cost. Rate and hours are directly related.
    •    Time - Is there a schedule at project start? Is it followed? What percent is on-time delivery? Is it their or your fault? You share responsibility in this area. Be honest.

Third, rate these areas. Be analytical. Rate each area on a scale of one to ten and take an average. If you feel one area is more important to you, use a weighted average (if you don't know how to do this, call me).

10	Tell them what a great job their doing!
8-9	Discuss concerns with agency
6-7	Put agency on review
4-5	Start agency shopping
2-3	Fire your agency
0-1	What are you thinking?

This is a simple process, but you can add areas beyond these three. The key is to communicate with your agency and they should be communicating with you. This will be the subject of "When to Fire Your Marketing/Advertising Agency, Part II.

FIRE

Formula for decision making:
F - collect facts
I - use intuition
R - assess risks
E - base on experience

A good executive will assess all four areas.

Communication and Empowerment

When you speak with someone, can you look them in the eye? Are you a "crackberry" head? Are you addicted to power? Can you leave your job for more than two seconds, without being connected?

I love technology and guilty of being a geek (but a creative one) myself, so don't get me wrong about communication tools. The point is iPhones, and the like, are just that, tools.

While eating at a Waffle House, I noticed a nearby young couple sitting across from each other. For those not familiar with this restaurant chain, the place and tables are small. Each person, at this table, was on their respective devices. No verbal or visual communication. You see this scenario at the theater, in church, meetings, in the grocery store, everywhere. What was the point of being together?

Next, can work survive without you for an hour? A day? God forbid, a week? Think about this, a week's vacation. If the answer is no, you haven't done a good job of preparing and empowering your people or you're a candidate for a heart attack, because you're addicted to the power. Or both.

My management philosophy has proved to be valid and I share it with you.

    I do not get upset if a manager makes the wrong decision, as much as if they don't make a decision at all.

Mr. Whitacre, the General Motors' CEO, became upset when highly compensated executives came to him for a decision. I read, he sent them out of his office and told them they were paid to make those decisions. I applaud him. If managers can't make appropriate decisions, in their area of expertise or responsibility,  the wrong people are in these positions.

When I'm not connected via technology, I find myself creatively thinking. When your mind is at rest, great things come to the surface. This is a psychological truth, too deep to cover in a blog. Here's a simple example. When you lay down to sleep (assuming you do sleep), have you noticed your mind remembers things or new ideas pop into your head? If you haven't experienced this feeling, seek help.

Morals to this blog:

• Talk with people. Practice with someone nearby, right now. Look them in the eye. This is called respect.
• Review your management team, empower them as a subject matter expert. This is called respect. If you're a manager, seek empowerment.
• Finally, turn off your device. First for 5 minutes, then 10; work up to a whole day and beyond.

Then, enjoy a nice conversation with someone at the Waffle House.