Life Management

Tuesday, January 10, 2006

Challenging Conversation

Following a seminar I gave yesterday in which I championed the power of candor in workplace relationships, a senior middle manager gingerly broached a subject that was obviously very sensitive for him.

“How,” he wondered, “can you approach a peer about a matter that you really need to discuss candidly that might put him on the defensive and maybe make the situation worse?”

Wonderful question. Get it every once in a while, but less frequently than what I think is on managers’ minds.

Concede your role in the situation.

You most certainly can hold a constructive, relationship building — not destroying — conversation around sensitive issues. (I will post, next week when I’m back in the office, a fill-in-the-blank outline you can use for planning your challenging conversations.)

Three key elements:

1. Establish a mutual basis for the conversation. E.g., I want us / our departments to work well together. Like you, I want to hit our targets. Your success here is important to me as I know it is very important to you.
2. Concede your role in the situation. E.g., I know that my group is contributing to this situation by… I realize that I should have raised this issue months ago…
3. Ask your colleague for his or her input and suggestions for action. E.g., I’d really like to hear your ideas about how we can make things work better going forward. What do you think we can do to improve this situation?
4. Obtain a commitment for action and confirm it in a brief note of thanks for the conversation.

Challenging conversations go much easier when there is no implied finger-pointing at the other person. Keep a tone of mutuality, fairness and cooperation, and you can tackle very sensitive issues with aplomb.

The keys: preparation and not waiting too long before a situation devolves into one that’s nearly not salvageable.

Power of understanding

A friend recently sent me this thought:

When you plant lettuce, if it does not grow well, you don't blame the lettuce. You look for reasons it is not doing well. It may need more fertilizer, or more water or less sun. You never blame the lettuce.

Yet if we have problems with our friends or our family, we blame the other person. But if we know how to take care of them, they will grow well, like the lettuce. Blaming has no positive effect at all, nor does trying to persuade using reason and argument. That is my experience. No blame, no reasoning, no argument, just understanding.

If you understand, and you show that you understand, you can love and the situation will change.

Imagine taking the sentiment so well expressed by Thich Nhat Hahn (a Vietnamese-born Buddhist monk, in his book Peace in Every Step) and added employee to friends and family.

The solution suggested by Thich Nhat Hahn—understanding as catalyst to change—may strike you as too passive. But bear in mind that understanding has more power to change a situation than persuasion, reason and argument. Those are outward-focused efforts—where you are fixed in one place and then try to inflict change on another by convincing them to see the world as you do (blaming and preaching to the lettuce).

When you understand (what the lettuce needs), you likely will adapt your behavior (watering, fertilizing, moving the lettuce).

Thus, understanding is more powerful than persuading–or threatening or incenting–because when you understand, you change and that affects the system, effecting the larger change. With growth all around.

"If you understand, and you show that you understand, you can love and the situation will change."

Saturday, January 07, 2006

Good Character

http://www.goodcharacter.com/Article_4.html

Thursday, January 05, 2006

Don’t Hesitate to Ask

Don’t Hesitate to Ask
by Diane Smallen-Grob
author of Making It in Corporate America

Inside Career
  • Negotiation
  • Be Accountable
  • Proper Response

  • WomensMedia.com, the site for working women

    “Confidence, like art, never comes from having all the answers;
    it comes from being open to all the questions.”
    —Earl Gray Stevens


    In a competitive environment, you can be sure that at some point someone will hold back on the facts or details you need to know. It’s a power play and an effective one. Or, on the other hand, you may get wrong information. That’s just as bad. If you’re alert, you know when either one of those situations may occur. In that case, verify your information with a more reliable source.

    It may not always seem nice to ask—it may appear imprudent. It may make you feel stupid but not doing so is a sure career holdup. The three most mentioned skills by the successful women I’ve interviewed are: asking, not being afraid to make mistakes, and persevering. How they learned these skills was often as serendipitous as how they found angels or great jobs.

    The women who’ve succeeded are self-confident. They’re easy about their confidence—there’s no arrogance, no self-congratulation. If you don’t have it, get it. If it was not instilled at home, then find it outside. I mean it! Do whatever it takes: meditation, therapy, counseling. From time immemorial boys got more confidence training at school and at home. For some reason, girls weren’t encouraged to have that kind of confidence. So we lost out in later years. If you have confidence, then you can go with your gut. Women have good instincts. All of us who reached any level of success have often looked back and realized that many of our most important decisions were made by gut intuition.

    Typically, it was either a mother or father who instilled that confidence in their daughters. It still is. Almost every single successful woman was brought up believing that she could do whatever she wanted to do. So I always asked the women I interviewed who helped, who showed them the light?

    If your parents didn’t instill that confidence—the belief that you were invincible—it doesn’t mean that you can’t be successful. But it is one more thing to be aware of while you are making your way through the muddle. There’s a lot to assess but if you have all the tools, all the arms, all the knowledge about yourself, it will make your journey that much easier.

    The first step we take towards developing a healthy confidence is to ask. Karen Elliott House, publisher of the Wall St. Journal, learned to ask:
    “I went to Washington in October of 1971 and Sarah McClendon from Texas used to cover the White House, Helen Thomas was there for UPI, and another woman named Fran Lewin had just been promoted for AP. I thought it was wonderful, I’m never going to be the first woman to do anything. All the stories in Ms. Magazine perhaps were just history. I’ll just follow it along. But I realized a few years later that people see women as having jobs and men as having careers. So then you started to realize how lucky [you are] to have these opportunities and if anyone needs anything more, they’ll ask me. Yes, they’ll ask you to do another reporting assignment and then another. But no one is looking at you and thinking you can be more than a reporter. So then I adopted the philosophy if you want something, ask—the worst that can happen is that the answer is no. I just kind of figured that out.”

    Although we can ask, for some reason we are often afraid to and that fear leaves us vulnerable. If we don’t know the answer, we are at a disadvantage in making decisions or taking strategies to a next level. Men ask—or they get someone to ask for them.

    The women who made it to the top are exceptional. They share certain traits that are attributes or perhaps gifts that they have, either instinctively or by selection. They take risks and ask for what they want. On their way up they asked for better assignments, they asked about money and perks, they asked for help when they were not sure. There was no concern about making decisions just to please others. “If more women are going to be in senior positions, they’re going to fail the way men fail. We just have to have a natural acceptance of that,” says Shelly Lazarus, Chairman and CEO of Ogilvy & Mather Worldwide.

    It helps to understand the big picture to ensure that your decisions really fit in the world around you. It doesn’t matter whether that immediate world is a division, a department or the entire company. We don’t exist in a vacuum even though we often feel that we are out there by ourselves. There are people in a position to help, no matter what the issue. There are experts. All the women advised that we seek out people with the expertise. Making decisions in isolation is usually not the best way, although for some people it may be the most comfortable.

    It is not only asking for help but also for jobs or better positions or for a better salary. Few of us ever imagined that we would make a lot of money. That wasn’t our prime motivator. Most of the women I spoke with simply wanted temporary financial independence and an interesting life.

    Sometimes you have to ask for everything. That is hard enough to do. It is also hard to know the questions to ask when it comes to what you want beyond the scope of work, the perks. I marvel how some guys can come into a position and immediately set up their club memberships, board memberships, reimbursable expenses. I have very rarely seen a woman do that easily, although I suspect it is more frequent now.

    We had already been warned by our parents not to ask about salary or vacation until we were offered the job. Good girls didn’t ask—it was impolite. Today the subject often comes up during the first meeting, along with vacation, bonus, and any other perks relevant to the job. The highest ranking female officer at a major company believes we absolutely have to ask if we seek equality. Perhaps not for the entry-level job, but surely for a more senior position or once you have been offered a job:

    When you sit down with your boss, you should be discussing money. Women hate discussing money, they hate discussing compensation. Don’t be uncomfortable when you talk to people about that. I have found across the board that women don’t ask. In the performance evaluation process, the first thing men come in and talk about is what their compensation going to be. Women always have a tendency to say ‘money is not that big issue with me, I’ll just get paid what I deserve and that’s good.’ They are trusting.

    If you have the confidence, you can go with your gut, and you can ask the questions you need to in order to have the information. “Knowledge is power.” But you only get it by asking, seeking, researching. As Shelly Lazarus says, “I think you have to be willing to seize opportunity. I don’t mean that in a negative or political sense, but when someone asks if you can step up to a challenge, the answer should be, yes, I may not know how, but I am going to try.’ I was never afraid to ask anybody for help. You ask because you want to do a good job. In my experience, if you are being asked to do things you don’t know how to do most people will spend a lot of time trying to help you.”


    Diane Smallen-Grob is the author of Making It in Corporate America.

    Diane has more than 20 years of business experience. She was Managing Director at Burson-Marsteller, heading the Latin America technology practice. In addition, she ran a small PR firm and held financial marketing positions with top Wall Street firms. You may contact Diane at her website.

    Get Organised

    Get Organized!
    Organizing Your Year
    By: Sally Allen

    Inside Career
  • Negotiation
  • Be Accountable
  • Proper Response

  • WomensMedia.com, the site for working women


    Here are two dates to remember to help you start the new year right.

    January 15 – Clean Off Your Desk Day

    Have you ever telephoned someone and in the middle of the conversation been interrupted by the distracted plea, “Wait a minute, I need to find something to write on,” followed by the sound of rustling papers? Ah, the din of disorganization. How often does it come from you?

    Use this date as a motivator to clean off your desk. Pick a spot, pick a time and begin.

    1. Surface of your desk. Reserve this area for projects that you are working on daily. Knickknacks belong on shelves away from the desktop.

    2. Inside your desk. Projects that you work on weekly should be kept in the drawers and on the lower shelves of your desk.

    3. Around your desk. Arrange projects that you work on monthly on nearby surfaces or in easy-to-reach file drawers.

    4. Away from your desk. If you must walk across the room to reach a bookcase or filing cabinet, use it for storage.

    One of the first steps in organizing your environment is to get rid of clutter. Survey all that you see.

    Subscriptions: Do you collect them? Do you read them? Do you need them? Can you cancel them?

    Catalogs: How old are they? Are you really going to purchase the item? What immediate benefit comes from saving the catalogs? Can you throw them away?

    Ads/coupons: If you don’t know what it is or haven’t seen it for a while, throw it away. Resist collecting materials that appear to represent “good bargains.”

    Business cards: Is your link to the person on the card a mystery? Can you throw the card away? Don’t pile business cards in a desk drawer or shove them around on the surface of your desk. Dig in, go through your collection and get rid of the cards you won’t use. Then develop a better storage system.

    Paperwork: Can you do it? Can you delay it? Can you delegate it? Can you dump it?

    File it. Label your files clearly using nouns. Choose categories that are simple and easy for you to recognize and retrieve. Never have a “miscellaneous” file. Keep frequently used files close at hand. File daily; don’t let paperwork pile up.

    Remember, do not use your desktop for storage.

    Celebrate Success!

    March 5 – Procrastination Week

    Do you use a snooze alarm? If so, you are starting your day by procrastinating—putting off the moment when you finally throw back the blankets and get up. Neither a good precedent nor a good beginning. Think about it.

    People procrastinate for all sorts of reasons. Why do you? Perhaps you procrastinate when you dislike the project at hand or feel overwhelmed by it. Or maybe you put things off when you can’t figure out where to start. Procrastination is a killer of productivity, efficiency, and success. It takes self-discipline to get over the hurdle and begin a difficult project. Mark this date on your calendar, and use it as a motivator to begin conquering procrastination.

    Pick a dreaded project and schedule a time to begin. Then start at the beginning and go to the end! Take small steps. Be realistic about your ability to focus on the project.

    Break It Down

    Get a piece of paper and do a written dissection of the project. Break the project down into manageable pieces (tasks or combinations of tasks). List the pieces needed to complete the project and then go back and put them in a logical, sequential order.

    Identify your most energetic time of day, and use that time each day to tackle a piece of the project (from the list). While you are doing this, focus on the finished project and how good you’ll feel when it’s done. If you cannot define your most energetic time of day, start early. Plunge in at the same time every day or week. Get that piece done and enjoy the rest of the day.

    Nobody’s Perfect

    Do not seek perfection. The desire for perfection will prevent you from moving forward. Get started and stick with it, even if you hit only 50 percent of your target.

    Make sure that the time you devote to the project is quality time. Eliminate interruptions by taking care of necessary communications ahead of time. Then ignore incoming email and let the phone ring. Stay focused.

    Mark Twain said “If you’ve got to swallow a frog…you don’t want to look at it too long.” Do it now. Do the worst first. Reward yourself!

    WomensMedia.com, the site for working women

    Sally Allen, Professional Organizer
    A Place for Everything, LLC www.sallyallenorganizer.com
    "Organizing for Stress Free Living" at 303-526-5357


    See our other articles for women.