Turn Around Three Times Before Lying Down

“So, when things get tough, in your new role as a manager, the face of your old boss appears.” I repeated, confirming what Nathan had described. Nathan nodded, so I continued.

“Management skills are often passed down that way, for better or worse. Experience teaches, our parents teach, old bosses teach. It’s just that sometimes the lessons learned are not the right lessons. A dog teaches a boy fidelity, perseverance and to turn around three times before lying down. (Credit to humorist Robert Benchley).

“So, what are the right lessons?” Nathan inquired.

“Well, we have the example of your worst boss. So, who was your best boss?”

Nathan had to think for quite a bit. I could see he was struggling. “Yes, I remember. I don’t know why I didn’t think of him. Mr. Johnston, that was his name.”

“And what were the qualities that made him such a good boss?”

“It’s funny, he never yelled, he never got upset, he was always calm. If I made a mistake, he helped me correct it. When I was about to do something stupid, he would stop me and make me think it over.”

“So, here is where we start,” I said. “We start by replacing your worst boss with Mr. Johnston. When you are faced with a management issue, and you begin to hear your worst boss in your mind, I want you to turn your head and think about Mr. Johnston watching you.”

Nathan smiled and nodded. “You mean, I need to kind of fake myself out.”

“Not at all. You already fake yourself out when you listen to your worst boss. I want you to listen to Mr. Johnston.” -TF

Who Has Your Ear?

My mood was upbeat, but this conversation with Nathan was not lifting his spirits. His team was not on a mutiny, but they weren’t paying much attention to him.

“So, you have had a bit of difficulty getting out of the gate with your team. As you think about yourself, as a manager, who comes to mind, from your past? Who is that person sitting on your shoulder, whispering in your ear, giving you advice?”

Nathan looked stunned. “That’s weird,” he said. “As I go through my day, I have this silent conversation in my head with an old boss of mine. Whenever I have a decision to make, he pops into my head. It’s like he is watching me and I still have to do it his way. That was years ago, but he still influences me.”

“Was he a good boss?” I asked.

“No, everybody hated him. That is why it’s so weird. I think he was the worst boss I ever had and I am acting just like he did.”

“So, why do you think he has such an influence on you, today?”

“I don’t know,” Nathan said slowly.

“Would you like to be a different manager than your old boss?”

Finally, Nathan smiled. “Yes, absolutely,” he replied.

“Well, that is where we start.” -TF

Managing Change

“So, how long could they keep that up?” I repeated. “As long as nothing changed, how long could your team simply repeat what they did the day before?”

“Well, forever,” Nathan exclaimed. “But things do change.”

“Bingo!” I said. “Things do change and that is what management is all about. Customers change, technology changes, raw materials change, processes change, even our people change. Management is all about change. Change is your guarantee of a never-ending employment opportunity as a manager.”

I smiled, but Nathan didn’t appreciate my jovial attitude.

“I think I am tuned in with that. So, why am I having so much trouble with my team. They don’t listen to anything I have to say.” Nathan’s head swirled as if his thoughts were making him dizzy and he was trying to stabilize.

“Here is the problem,” I replied, waiting until Nathan’s eyes were settled. “Everyone talks about managing change, as if it is the prime directive. We manage this and we manage that. Here is the clue. People don’t want to be managed. People want to be led. Oh, there is still plenty to manage, processes, systems and technology. But try to manage people and it will be a bit like herding cats.” -TF

What’s a Manager Really For?

“You’re a new manager, here. How many days on the job?” I started.

Nathan didn’t have to think on this one. “Six weeks,” he said.

“So, tell me. What do you think a manager does?”

Nathan took his time on this response, now less sure what he should say instead of what he really thought. “Keep people in line. Tell people what to do. Make sure things don’t get out of hand. You know, keep control.”

“Nathan, we have been in here for fifteen minutes. Right now, your team is working productively without you. Do you think they are getting out of line without you?”

“Well, no, but it has only been fifteen minutes,” Nathan replied, clearly uncomfortable.

“And what if I kept you in here the rest of the day? How would they know what to do?”

“Well, I guess pretty much, they would do more of the same thing they did the day before.”

“Yes, they would. And how long could they keep that up, and what does the company really need a manager for?” -TF

The Long Road

“Where did you learn that?” I asked. Nathan, a new manager, had been sidelined by his team.

“I don’t know. I was giving orders for the day and a couple of the guys wandered off and before you know it, I was in the room by myself.”

“What do you think happened?” I continued.

“Well, Troy had been on my case since I was first made manager. Seems he thought he was in line for the job. But the company picked me.”

“So, now, what do you think your challenge is?”

Nathan was quiet, then finally spoke, “Somehow, I have to get them to trust me.”

“Nathan, it’s a long road, to get your team to trust you, even if they have known you for a long time. Where do you think you will start?”

Nathan was still quiet. I poked my head out the door. His team hadn’t abandoned him. They were all at their workstations, doing their work, but it didn’t seem like Nathan was having his way.

“Nathan, I think your team will work okay for the rest of the day. The schedules that were posted yesterday haven’t changed that much. Let’s take a hike down to the coffee shop and talk about a new strategy. It’s tough being the new boss.” -TF

Most Powerful Tool

Emily was already in the conference room when I arrived.

“So, what’s the purpose for delegation?” I asked.

“That’s easy,” Emily replied. “To save me time. I have a lot of stuff going on.”

“And if you are able to effectively delegate, what does the team member get out of it?”

Emily looked puzzled. “Well, I guess.” She stopped. “I guess, maybe, that they learn something new.”

“Good, learning is good. What else?” I probed.

“Well, new. Something new would be more interesting. Maybe learn a new skill. Maybe a sense of accomplishment, pride?”

“Good. Now tell me, Emily, do any of those things have anything to do with time?”

“Well, no.”

“So, what do they have to do with?”

Emily was tracing the conversation. “Learning, interest, new skill, accomplishment, pride. Sounds like learning and development,” she finally concluded.

“So one purpose for delegation is to save you time. Delegation is your most powerful time management tool, and it is also your most powerful learning and development tool.” -TF

If It Is Important Enough

“I told them. I followed up with them. I reminded them. And they still didn’t do it,” Emily complained.

“So, these assignments, these delegations, where did the meetings take place?” I asked.

“What meetings?”

“The meetings, where you explained what you expected, you know, the parameters of the delegation?”

“Well, we didn’t have a meeting. I am really busy. I make these assignments on the fly, in the hallway, on the floor. I have a lot of things that I have to juggle,” Emily replied.

Emily was right. Even now, we were having this conversation in a large workspace next to some equipment that was making an awful racket.

“Emily, I know this is important to you and it is important to me, too. Is there a better place we can have this conversation? A place that is a little quieter?”

“Yeah, no one’s ever in the conference room. But I really don’t have time. Can’t we just talk about it here, now?”

“Emily, this is important. If it is important enough, we have to create the time and we have to create a proper place to talk about it. Meet me in the conference room tomorrow morning fifteen minutes before shift. We don’t need a lot of time, but we need the right kind of time.” -TF

If You Can Find It

From the Ask Tom Mailbag:

Question:
You seem to make a big deal between a Job Description and a Performance Contract. Other than the name, what’s the difference?

Response:
Most job descriptions simply list the tasks and activities related to the job. It is important to know what to do in your job. But it is also important to know how well something should be done and when something should be done.

It is only when we specifically describe the results, that people clearly understand the expectations of the job.

So, how do we know when we have clearly stated the results. I use the Q-tip criteria. QQT. Quantity, Quality over Time. When I state the results in terms of a specific Quantity of something at a given Quality standard over a specific period of Time, there is a great likelihood that the expectation is clear.

Look at your own Job Description (if you can find it) and see if it describes Results. -TF

Squirming Out of Accountability

“A Performance Contract?” asked Ron. We had been talking about Miguel, a newly promoted manager.

“Yes, a Performance Contract,” I replied. “Miguel may have had a job description when he started here as a supervisor, but now that he has been promoted, you haven’t clearly stated his new expectations. Part of his being overwhelmed is that he doesn’t know exactly what is expected.”

“But I am sure we have a job description written, somewhere, for his position,” Ron explained, trying to cover.

“Yes, but here is the difference. A job description is a document that describes what you would like Miguel to do. It’s a one-way street. A Performance Contract is a document that you have to sit down and hammer out. It is an agreement that requires commitment from both sides.

“People will always squirm out of general accountabilities based on a job description. It is much more difficult to squirm out of clear expectations spelled out in a Performance Contract.” -TF

The Performance Contract

“He is in a bit over his head,” Ron explained. “Miguel has been with the company for three years, now. He was promoted to manager about six weeks ago. I just don’t know if he is cut out for the job.”

“What does his behavior tell you?” I asked.

“It’s funny. All of a sudden, he has become defensive about things. When he misses a deadline, and he has missed a few lately, instead of owning up, taking responsibility, he gets angry, blaming this or that. Because he gets angry, people around him back away and let him off the hook.”

“What do you think would improve his feeling of being overwhelmed with his new job?”

Ron had to think on this one. Finally, he shook his head, not sure, “He just needs to get organized.”

“And how do you organize yourself in a new job?”

“I don’t know,” started Ron. “Something to help you remember all the things you are responsible for?”

“And what do you call that?” I pressed. “You have one. At some point, your boss sat down with you and hammered one out.”

“You mean, my job description?” Ron stopped. “Come to think of it, Miguel has been working for the past six weeks without one.”

“Okay, now I want you to change the name of Miguel’s job description. From now on, I want you to call it a Performance Contract. Before we meet again, I want you to sit down with Miguel and hammer out his Performance Contract.” -TF