Increasing Customer Service

Regina was proud, “We just got an increase to my annual budget for my customer service team.”

“Oh, really?” I replied.

“Yes. Two years ago, we had a small team and our customer service scores were 1-2 on a 5 point scale. Not good.”

“Okay,” I agreed.

“I spent a lot of time working on how we respond to the various glitches in our product and warranty claims. Turns out, there were five problems we had to deal with most often, so we trained hard on those.”

“And?” I nodded.

“And, our scores improved. I got the green light to hire ten percent more to the team. Last year, we actually won a customer service award, averaging 4.8 on our scores.” Regina was bursting with pride. “And, this year, I got the go-ahead to really ramp up the head count on my team.”

“Regina, did you ever have a conversation with your operations team to talk about the five things that created so much customer service traffic?”

Screwed Up Again

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“They screwed it up again,” Charmagne protested. “Luckily, I managed the risk, so it wasn’t a devastating mistake.”

“Perfect,” I said.

“What do you mean, perfect? You mean perfectly wrong?” she stated flatly.

“I find competent people always in learning mode,” I responded. “To build the competence of the team, you have to keep them in learning mode. Do people learn more by accidentally getting it right? Or inevitably making a mistake? As the manager, this is your perfect opportunity to get your team in learning mode.”

A Position of Power

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“Where do you think your power comes from, as a manager?” I asked.

Angelina thought. “Part of it comes from my position. I get respect from my team, because they know I am their boss. That what I say, is the way things go.”

I nodded, and watched.

She continued, “But, frankly, that’s not the way it happens. Just because I am the boss, sometimes doesn’t mean anything at all. I feel like my mother saying – Because I said so.”

“Why do you think you were promoted to manager? So you could have power over your team?” I pressed.

After a moment, she replied. “I don’t feel like I have that power.”

“But, you do have power. For an incompetent person, that power comes from the outside. That power comes from position. For a competent person, that power comes from the inside. It is an internal discipline that everyone sees.”

Just a Parade

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“Why do they constantly make the wrong decision?” Deidra asked. “We have problems where the solution is counterintuitive. If the team follows the popular trend, they come up with a response that creates more damage than the original problem.”

“Why do you think that is?” I wanted to know.

“I don’t know. Instead of thinking through the problem, they wait and follow behind whoever has status in the group. And, of course, once that person has made a move, contributed the first idea, no one else is willing to question or challenge. Or add alternative solutions, or judge one idea more effective than another. After a while, that popular team member becomes a person of influence. One or two problems down the road and the team becomes incapable of wrestling with the root cause. And, I become the street sweeper in the elephant parade.”

“And?” I glanced sideways.

“And, what?” Deidra was frustrated. “You are looking at me like I’m the problem.”

“I just wanted to know what else?” I smiled. “Who taught them to follow someone else’s lead, instead of thinking for themselves? Who taught them to bring the problem to the street sweeper?”

Shoelaces Untied

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“It’s time for my monthly coaching session,” Manuel explained. “I have some things I need to point out to some of my team.”

“Yes,” I agreed. “Negative feedback is necessary. If my shoes are untied, I need to know so I don’t fall on my face. But tying my shoes do not make me a high performer.”

Manuel looked down at his shoes, to make sure he was not the focus. I continued, “What kind of feedback do you need?”

“Not a lot,” he said. “I have a pretty good idea when I perform well and when I fail.”

“Most competent people do,” I nodded. “You have a good sense when you are in struggle and when you are in flow. You have internal feedback sensitivities. When you are in flow, your body generates endorphins. When you struggle, your stomach doesn’t feel right.”

Manuel smiled. “That’s me. What about my team?”

“Reality always wins,” I replied. “You biggest job is to get in touch with it.** You are about to enter a coaching session with one of your team members. Giving advice, negative feedback, corrective action may get some shoelaces tied, but your biggest impact is getting your team member in touch with their reality. And, your description doesn’t matter. The only thing that matters is their perception, their perception of circumstances, their perception of intention, their perception of performance and their perception of outcome. You only have a marginal impact with advice. You have a larger impact with questions. The best managers are not those who tell people what to do, but those who ask the best questions.”
—
**Shades of Pat Murray

A New Year, A Resolution

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“I have my New Year’s resolutions,” Romo announced.

“Let me see,” I replied, taking the extended piece of paper.

“I limited the list to three,” he said. “Last year, I wrote down six and gave up on all of them within a month. Maybe I can focus a bit harder.”

“First, I commend you for writing these down,” I nodded. “Writing requires thinking. Why do you think last year’s resolutions were abandoned so quickly?”

“I don’t know. When I came up with them, they seemed easy enough to do, but, then life happened and the wheels came off.”

“The problem with resolutions is they seem to be something to do,” I replied. “The way you write them, the way you speak them uses an old voice. If those resolutions were already within the person who wrote them, they would have been accomplished long ago. The change is not with something you do. The change is with who you are. Only a new person can accomplish the things on this list. It is a new year, who is the new you?”

To All, A Good Night

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Originally published Dec 2005.

As Matthew looked across the manufacturing floor, the machines stood silent, the shipping dock was clear. Outside, the service vans were neatly parked in a row. Though he was the solitary figure, Matthew shouted across the empty space.

“Merry Christmas to all, and to all, a good night.”

He reached for the switch and the lights went dark. He slid out the door and locked it behind.
—
We hope you all have a wonderful holiday. Management Blog will return on Monday, January 6, 2025.

Merry Christmas and Happy Holidays. -Tom Foster

Can’t or Won’t

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“My team seems to think there are some problems they face that will never be fixed,” Kari explained. “It’s always, here we go again. Same problem, different customer.”

“Do you think they can’t fix the problem or won’t fix the problem?” I asked.

“Can’t fix or won’t fix, what’s the difference? The problem still ends up on my desk, again,” Kari flatly stated.

“Often, people prefer a problem they can’t fix to a solution they don’t like.” **

Kari thought for a moment. “You’re right. To fix the problem, they have to stop production and figure out what’s going wrong. Instead, they would rather flare a few tempers and call for help.”

“This is where you have to decide if this is a matter of can’t or won’t. Often, someone who won’t solve a problem, or even try to solve the problem, feels like they don’t have the capability to solve the problem. They feel incompetent and give up. Your job, as a manager is not to solve a solveable problem, but to build the competence of the team to solve the problem.”
—
**Shades of Lee Thayer, Competent Organization

Be Prepared

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“My boss tells me I need to have a plan for next year,” Joseph complained. “I don’t know why he thinks it is so important. All the plans we have ever published are out of date within 60 days. Maybe some targets are still in place to mark progress, but the rest of it gets chucked.”

“You are correct,” I replied. “And so is your boss. The plan is just a work product of a process. And, it’s the process that is critical, not the work product.”

“So, we sit down and imagine what things we could tackle, what problems might come up,” he said. “In the course of events, some things come true and some don’t. What’s the point? When they happen, if they happen, we will just deal with it.”

“What if you are not prepared to deal with it?” I nodded. “One characteristic of competence is the ability to constructively imagine into the future, anticipate those opportunities that could be leveraged, identify things that could go wrong, the forces that might work against you. And, be prepared. The competent housepainter carries extra paint brushes. The competent plumber carries extra tools and common supplies, even it’s not on the work order. The competent teacher steps into the classroom with a lesson plan. The competent driver starts out with a full tank of gas, even if the trip is only 100 miles. The competent manager builds a team with capacity and cross training.”

“When I was a kid in the Boy Scouts, our motto was Be Prepared. Do you mean like that?” Joseph asked.

“It is one of the first things I look for in an individual, related to competence.”

Who Owns the Problem

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“Ownership thinking, that’s what I want to focus on,” Joel said. “Too many problems bubble up to my level. I want my team to own the problems that come their way.”

“Explain to me,” I replied, “how problems bubble up to you?”

“Pretty simple,” he started. “The team encounters a problem they can’t solve, so they bring it to me, deposit it on my desk and leave. It’s now on my desk, so I end up owning the problem. I want that to change.”

“Why do you think they can’t solve the problem?”

“You’re right. Sometimes, I think my team is totally incompetent. They can’t solve the problem because they are incompetent.”

“So, is there a connection between competency and owning the problem?” I wanted to know. “Is it possible that if you are not competent, you cannot own the problem?”

Joel thought for a minute. “Are you suggesting a shift in my focus?”

I nodded. “You can focus on who owns the problem, or you can focus on competence, meaning increasing competence. Do you think that team members, competent to solve the problem, hesitate to own the problem?”