Category Archives: 03-Planning the work of a team

Systemically identifying what analyses and data will be needed, carefully identifying the essential deliverables, allocating tasks to team members

03-Planning the work of a team, 04-Managing a project team, 99-Applying business intelligence

Career Rocket Fuel in Three Stages

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http://www.fastcocreate.com/3027499/career-rocket-fuel-whether-youre-a-millennial-or-eyeing-retirement-heres-what-you-really-nee?utm_source=facebook

Recently, my boss shared this thoughtful article on career planning. Despite the unwieldy title, “Career Rocket Fuel: Whether You’re A Millennial Or Eyeing Retirement, Here’s What You Really Need To Get Right About Work,” it opened my eyes to a longer view of what constitutes a career.

The key takeaway for me is the thought of pacing. Author Brian Fetherstonhaugh suggests thinking of a career as a three stage process, with each stage spanning roughly 15 years. These days, people don’t stay with one company for their entire career. The article points out that it isn’t necessary to remain in one place if you have the structure to build toward something.

Stage One is a time to acquire valuable skills and experiences that are transportable to all types of work. These are the skills we are working on this summer—problem solving, communication, working with teams, reasoned decision making—not purely technical skills. Another goal in this stage is to build enduring relationships with people on all sides of us. Stage One is a time to figure out what you find interesting and what you could devote future years pursuing.

Stage Two is a time to focus in on the interests and hone the skills discovered in Stage One. It’s a time to elevate those skills to a level that differentiates you from the rest of the field. This is the time to take the skills with which have the most proficiency and become most proficient in your department, company, industry, etc.

Stage Three was the most revolutionary part of this article for me. This is a time to mentor the next generation and pass along the wisdom (hopefully) earned over a nearly full career. Thinking of coworkers in this stage made me realize how much value there is to gain by listening to people near the end of a successful career.

This article concludes with an interesting breakdown of how you might invest your time in each career stage if you wanted to optimize your return in each segment.

04-Managing a project team, feedback, team dynamics, team roles, work plans

The Importance of Trust and How To Build it

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Often in our workplace we think of our success as being dependent upon our skills and ability to perform in a timely manner. I thought the same until I stumbled upon this article and it really changed my frame of mind. Honestly, now that I think about it, before my performance and skills even come into play, it is someone endowing trust upon me to even utilize my skills.

In undergrad I was taught that business is a system of integrated relationships of skilled people that are working to achieve personal and organizational goals. As this article points out, trust is at the center of every relationship.

I, like many of you, am constantly working on a project teams and in some cases, managing a project team. The author of the article Roger Dean Duncan states that “With high trust, teamwork is more of a reality than a hollow buzzword. Innovation is vibrant. Productivity tends to be strong and is typically more sustainable.”

This article begins by discussing what it really means to have trust. Later in the article Duncan begins to have a conversational interview with Barbara Brooks Kimmel, the executive director of Trust Across America. In the conversation Kimmel mentions a model that can be used to facilitate the earning of trust. She calls it the VIP Trust Model™.

Below are the attributes of the model to gain trust:

Vision and Values

Integrity

Promises

See article below for the full conversation on trust and how to use the VIP Trust Model.

http://www.forbes.com/sites/rodgerdeanduncan/2014/07/14/how-do-you-build-trust-in-a-trust-deficient-world/

03-Planning the work of a team, 04-Managing a project team

Making a change

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If I’m being honest – I PROSCRASTINATE!  Thus why I’m just now posting my first blog deliverable.  I’ve somewhat “successfully”  functioned this way for as long as I can remember, but I know that I can do better and I’m trying to rectify my situation.   I realize that my condition adds stress to all the people’s lives who count on me daily to accomplish their tasks and I want to change, but I haven’t – until maybe recently.

A combination of a few recent events in my life have hopefully helped me turn the corner for the better.  First, I need to apologize for my last thirty plus years of waiting till the last moment to start studying for tests (sorry Mom and professors), turning in work projects at the last moment just in time to meet deadlines (sorry boss), and even hitting the snooze button a few too many times each morning (sorry wife!).

A few months ago my wife and I found out that we are expecting our first child, a son, and it thrills us both!  Since then I have often thought about what kind of person he will become and what will he learn from me as he grows up.  I want him to be a polite, motivated, and caring individual who works hard, has great friends, and is able to experience all of the wonderful things our world has to offer.  I also don’t want him to pick up on any of my bad habits and so I am realizing I need to make a change, quickly because he is due in September.

During this time of reflection my sister forwarded me an email with a speech given as the commencement address to the University of Texas graduates by Naval Admiral William McRaven.  You may have already seen or read this speech, but in his address Adm. McRaven speaks about how changing the world is possible and ten lessons that he learned during his distinguished career in the military.  http://www.utexas.edu/news/2014/05/16/admiral-mcraven-commencement-speech/  His first lesson about accomplishing the simple task of making your bed each morning took me back to my days spent in the military.  I realized that waking up with a sense of purpose reminds me every morning to stay focused on my tasks and not to waste time on Facebook, playing solitare, or checking ESPN for random sports stories.  This initial task, at least for the last two weeks, has started my day off right and allowed me to positively tackle the oncoming challenges each day.

We also were assigned the reading “The Brand Called You” in BUS634P. The Brand Called You  This reading reminded me of the importance of how every action that I take impacts the impression that I leave with customers, colleagues, classmates, family, and espically my soon to be child.

I am working to change my current brand and stop proscrastinating for my son most importantly, but I also believe that if I am successful in doing so the benefits will improve my relationships both personally and professionally.  From a work perspective, I anticipate advancing in my career and leading a team of sales people.  My desired brand of punctuality, on time results, and dependability needs to be in place before I can effectively expect to manage others.  While I fail some days, I am striving to change my habits and am making progress.

I don’t know if you have experienced the same doubts or concerns, but if so how did you change your patterns, lessen your daily distractions, and become someone who accomplishes everything on their daily checklist?  Thanks for any help you can provide – from me and my soon to be son!

 

03-Planning the work of a team, 04-Managing a project team, feedback

Poor Managers Are More Costly Than You May Realize

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In this HBR blog, Monique Valcour identifies some of the key success factors in top managers. To sum up her thoughts in one impactful statement, “If you’re not helping people develop, you’re not management material.”

So what does this mean? It means that because candidates value learning and development opportunities above any other aspect of a prospective job, a manager’s role is more critical than ever. Skilled managers attract top candidates, retain and challenge them, and drive performance. Poor managers do just the opposite. The firm not only misses out on potential talent, but it also costs them a lot of money due to employee turnover and subpar productivity.

As most of us have learned, the majority of learning and development (roughly 90%) happens on the job rather than in schooling (not to knock Goizueta!) or formal training programs. An effective manager can benefit you in many ways – from mentoring and challenging you to providing constructive feedback and helping facilitate conversations. In many ways, a mentor is someone you can look up to and model yourself after. Thus, your own management style will, in turn, help to shape the firm’s future leaders.

Below are some characteristics of effective managers:

-Invested in coaching

-Someone you can respect and learn from

-Takes interest in your career development

In conjunction, here are some tips to becoming an effective manager:

1) Be transparent

2) Share detailed information about firm’s ongoing operations

3) Support internal networking

4) Have frequent conversations about career goals and interests rather than just once a year during annual performance review (I have found this to be very helpful in my own relationship with my supervisor)

5) When planning the team’s work, ask employees how they can contribute and what they’d like to get out of the project (this gives them ownership and helps them buy into it more)

6) Establish open lines of communication and provide regular feedback

Having a poor manager/undesirable relationship with a direct supervisor tops the list as the number one reason employees quit their jobs. Therefore, continual teaching and development should be a non-negotiable in every manager’s repertoire.

http://blogs.hbr.org/2014/01/if-youre-not-helping-people-develop-youre-not-management-material/

03-Planning the work of a team, 04-Managing a project team, 07a-Crafting an effective formal presentation, 07c-Telling stories, 99-Applying business intelligence, team dynamics, team roles

Are you a Leader or a Manager?

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I took a class in undergrad about “Servant Leadership” by Robert Greenleaf. I started questioning the difference between a manager and a leader, and have been intrigued by the concept ever since. As I was interviewing for my current position, I was questioned as to what type of leader I would be in the organization.

I pondered, and proceeded to explain the type of manager I would be and the skills that I would bring to the table. I described that I did not feel that someone could place me in the role of “leader”. It was a position that others saw me as based on how they felt about my abilities. They would make the decision to follow, I could not decide that for them.

I stumbled upon this article in the Wall Street Journal regarding this very topic. It discusses the importance of differentiating between a manager and a leader as the concept of the knowledge worker becomes more profound in our society.

“The leader originates, the leader challenges, the leader is an individual, the leader focuses on people.”

Take a look at the article and see how your natural characteristics fall into the spectrum. I believe that leadership is a way of life. It’s a characteristic that exudes from you, both in the professional world and your personal life. Leaders are the people that I select as mentors. The fact that I have placed them in that position in my life re-iterates how I feel about their ability to lead and challenge me.

My father is a mouthy, Italian businessman with salt and pepper hair. He has drowned me in the business world from a very young age. Along the way, I have gathered a few Tony-isms from him about this matter:

“You can promote people and make them managers, but you cannot make them leaders. That trait is who you are. When it comes out, people will know.”

“The person who knows how and why will always have a leg up on the person who only knows how or why.”

He’s a deep fellow.

Decide the type of position you want to hold in the lives of your co-workers, and work towards being looked at in that light. These abilities will alter the way you present, the way you communicate, and the way you analyze situations.

I leave you with one final Tony-ism: “Be cautious not to take too much advice.”

Christine

03-Planning the work of a team, 04-Managing a project team, creativity methods, feedback, team dynamics, team roles, Uncategorized, work plans

Managing Virtual Teams

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We often have to work with people in different cities in my business, and sometimes even different time zones! It can be a huge challenge to coordinate work with people you usually don’t see on a day to day basis.  It seems like more and more companies are moving to teleworking, so I thought it would be good to go over some key tips on managing a virtual team:

1) Organize regular meetings with individuals as well as the team as a whole.

This doesn’t have to be in-person; a phone call or Skype can be just as effective. The main thing is you want to make sure everyone is on the same page. The team needs to feel cohesive and like they are all “in the loop” on what’s happening. We do daily “show calls” with all of our team members in Abu Dhabi, London and here in Atlanta. While this may not be feasible for every team, even a set weekly/monthly phone call can be good to foster communication and a sense of inclusiveness.  A phone meeting is also a good way to address any team problems out in the open.

2) Rotate locations: Try to make sure members spend some time physically with the team in their home base, even if all members can’t all be there at once.

This is a critical part of getting a team to work together effectively. Once you put a face with that voice on the phone, you form a  personal connection with that person. It’s also good to see how people function differently while working in the same room. This gives you the opportunity to confront any workflow or personnel issues. This would also be a good time to help the team bond through a social activity, games, etc.

3) Recognize cultural sensitivity.  Be aware of cultural differences on your team so you can head off any potential issues.

I work with people from a variety of backgrounds and walks of life. It is so important to be aware that people often have very different styles of communication and management.  A good way to head off issues is to make the team aware of the expectations for communication and conflict resolution. For example, a manager could instruct team members to mediate conflict themselves, before rushing to upper management to handle the situation.  Team building exercises and cultural awareness classes could also help.

The biggest takeaway I got from this article is the importance of having good communication!  It’s not easy managing a team flung across different cities or countries. But the team will work a lot more smoothly if everyone is kept in the loop, and any problems are dealt with quickly and transparently.

http://www.forbes.com/sites/iese/2013/06/20/managing-virtual-teams-ten-tips/

03-Planning the work of a team, 04-Managing a project team, feedback, team dynamics

Managing [Remote] Teams

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Remote work is a passion of mine. Since 2007 I’ve worked remotely in multiple jobs and in multiple capacities. Yikes — that’s 7 years of self-discipline, Skype calls, and lunchtime showers.

While I do not have any direct reports, I’m a Senior Project Manager, which means for every one of my 33 projects, I manage a copy writer, designer, data manager, implementation specialist, and client team — none of whom are in the same state as I am, let alone down the hall.

I’m always looking for ways to improve team work, manage better, and communicate clearly. All of these skills need to be at a different level when there’s no face-to-face, but some of them can translate to an office environment.

Jana Rhyu wrote a blog post on LoopUp that hits several familiar points on managing remotely that I’d like to share with you.

1. Hire the right people
Jana gives some tips on what “the right people” are. You can probably guess “autonomous self-starters” lead the list of good remote employees, but did you know that introverts are some of the best remote employees? Extroverts tend to shrivel without that face-to-face and introverts shine.

Our method of hiring the right people includes a company favorite interview, affectionately called the “Why You Don’t Want to Work Here” call. People think that working from home will be a cakewalk, until they get on this call with a random five people from across the various departments of Fire Engine RED. We tell them things like “your home will be your workplace, so some days you might hate your house,” “your friends will not understand/believe you’re working when they have a day off and try to swing by,” “your spouse will try to ask you to do errands because you don’t have a commute,” “you’ll check your email before you eat breakfast and later realize you’re starving and it’s suddenly 2pm,” and “your boss will still give you work because s/he can’t see your full plate.” It’s a relatively fun call, but a sobering one at the same time.

What would you have on your WYDWTWH call?

2. Get the right tools
Tools for telecommuters are tools for everyone. If you don’t have an IM program in your office, you might consider bringing one in. Shoot a message to a colleague when she’s on the phone and get a response, or ping someone on another floor to see if they got your file.

Google Docs is something I can’t live without. Even in an office it just makes sense to have certain documents shared and thus have the newest version accessible (and editable) on the go.

The list in the article is longer and I definitely use every one and a few more. Ask any MP team member of mine who had a long commute spared for a group project.

3. Communicate regularly
The curse of telecommuting isn’t a lack of communication, but rather an over abundance of communication. Christine Shealy wrote about The Communication Loop and I can tell you that with all your team members able to reach you on your IM, your cell, your home phone, your email, Skype, and by text, that loop gets closed! You can be on a client call but you’ll still be expected to respond to an urgent message about another client.

I’m not sure I’d recommend all the regular meetings in the blog post (what’s the point of a bi-weekly call if you already have a weekly meeting?) but regular meetings to go over progress, outstanding items, and potential problems is a must.

Meeting just to meet, however, is a pet peeve of mine. In very busy seasons with dozens of projects going at once, I understand meeting every other day to keep each ball in the air. Still, it’s great practice to cut unnecessary meetings to once a week so as to not negatively impact productivity.

4. Set the tone
“Be willing to get and give feedback” is the most important on this list, followed closely by “be direct”. I’ll let you read through these points and comment below on what’s most important in a remote or office environment.

Link to the original blog post: http://loopup.com/blog/communicating-effectively/managing-remote-teams-top-4-tips/

03-Planning the work of a team, work plans

Breaking Down the Work

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Do you ever find yourself feeling overwhelmed by an upcoming project and don’t even know where to begin? Planning the work of a team, let alone yourself, can be difficult. The planning portion sometimes seems like another project of its own. So what can we do to help manage and streamline this process?

Solution: Create a work plan.

While creating a work plan involves a few extra steps, the planning and organization involved actually makes more efficient use of your time and keeps you on track to the completion of the project. Without a proper work plan, it’s all too easy to lose focus along the way.

In Shelley Frost’s article How to Plan & Organize Work Activities and Maggie McCormick’s How to Create a Work Plan, they each break down the planning process into simple steps to help you stay organized and ensure you meet your deadlines. A summary of these steps is included below:

1) Record your goals and outcomes of the project.

2) Set an end date/deadline.

3) Break down larger tasks into smaller steps and prioritize them.

4) Schedule tasks into a daily and weekly plan. This involves creating a timeline.

5) Make sure you are regularly sending out updates and scheduling meetings to solicit feedback.

All of these steps can be tailored and applied both to a project for a whole team or individual. I’m going to try to implement this in my daily work routine to see how it affects and/or improves my organization and project outcomes. Has anyone else tried something similar and seen results?

http://smallbusiness.chron.com/plan-organize-work-activities-10000.html 

http://smallbusiness.chron.com/create-work-plan-4599.html

 

03-Planning the work of a team, 04-Managing a project team, team dynamics, work plans

Making the Move into a Management Position

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I just read an article that discusses the issue of wanting to transition into a management role, but needing management experience in order to qualify. How do you gain experience if you need experience to get the position. This is a tricky situation that many people face as they try to climb the corporate ladder.

The article suggests some ideas for making yourself more visible at your firm and forming the opinions of your superiors so that they see you as someone with management potential. The author states that your focus should be doing your current job very well. Nobody will consider you for a management position if you cannot perform your current job well. Presumably this is because a management role will have much more responsibilities than your current role as you will now also be responsible for other people.
He then lists 4 steps you should take:
1) Do your homework. He suggests observing managers at your firm and what they do. Another great suggestion that he made was to read books on leadership. These books can give you a great insight into skills that you may need to develop. One book that he suggested that I plan to read is ‘The One Minute Manager’ by Kenneth H. Blanchard and Spencer Johnson.
2) Develop people skills. This may seem as a given, but people skills are truly important to be an effective manager. You need to be able to relate, speak to and influence people. You also need to realize that the same techniques may not work for different people. I think that one good way to enhance your people skills is through group work that you may do at work and school. Pay particular attention to how you handle group dynamics. Pay attention to how you handle situations of disagreement and conflict. These are opportunities for you to learn and grow.
3) Show initiative. Volunteer to do things that may not be specifically required of you. Showing that you are willing to go above and beyond what is required of you puts you in a favorable light with your superiors. Volunteer for planning committees. Again, this shows that you are willing to go above and beyond, but it is also a great opportunity to showcase your planning and people skills. Both of which are very important skills for a manager to possess.
4) Ask. The author suggests asking for a management position if this is what you want. This is something that I find particularly difficult as you do not want to come across as aggressive, especially for a female. However, my career has taught me that you cannot wait for anything to be handed to you. There will be other people willing to stand up and ask for what they want and they will be seen and heard more than the person who quietly sits back, working away. Voicing what I want is out of my comfort zone, but I have some to realize that it is necessary to achieve what you want.
I believe that these simple suggestions could produce a meaningful difference in your career. As someone who wants to move into a management position, these are steps that I can easily implement in my every day work life.

http://management.about.com/cs/begintomanage/a/FirstMgtJob.htm
feedback, team dynamics, team roles, work plans

Effective Leadership & Knowing Your Team

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I’ve been able to work in a small office over the past 5 years, and one of the things I’ve really come to appreciate is the flexibility provided to our employees in terms of their work roles and job descriptions. Oftentimes, we hire someone with the intent they’ll complete a specific job or task in our office but then find their skill-set or personality lends itself better to a completely different role. We’ve had the ability to frequently re-organize and assign people to new areas with their specific strengths in mind, oftentimes leading to an increase of quality work output.

This seems to support the phrase “you should hire for personality and train for skill,” which I’ve heard on occasion. Given my experience, and within reason, this seems to make sense. If your employee fits into the office culture and has the basic intelligence level needed to succeed after a period of training, how can you go wrong? To effectively do this, a manager undoubtedly needs to know their team well. Good leaders need to understand their employee’s strengths and weaknesses, their goals and professional aspirations, as well as how each member interacts with the others.

I’ve copied two excerpts below that highlight these points. You have to know your employees well and then help them assume the role that not only makes them most happy at work, but will ultimately benefit the organization as whole:

2. Know Their Stories – Take time to get to know the people you work with, especially your direct reports. Have coffee or a meal with them. Ask questions to learn about their lives and what’s important to them. Questions unrelated to work might include “so you were born and then what happened?”; “what are your interests outside of work?”; and “where did you grow up?” These questions typically open the door for you to ask follow-up questions. This will give you insights into how the people you work with are wired, including what they value at work and in their lives outside of work.

3. Help People Get Into the “Right Role” – Help your direct reports get into the right role that fits their interests and strengths, and provides the right degree of challenge. If you are not able to get them a role that is a good fit, consider responsibilities or projects you can assign them that fit well with their wiring.

 

What I’m most curious about, is whether the flexibility and real-world practice of these two traits carry over into larger corporations or organizational structures. Do those of you who work in larger environments experience this type of management style and job responsibility flexibility?

See the full article here: http://www.foxbusiness.com/business-leaders/2014/07/10/7-best-practices-to-boost-employee-engagement/