Pick Up the Phone and Call

In recent posts, I’ve talked about ways to build collaboration, identify expectations for meetings, how to allow for time in your daily calendars to think, and how to discuss challenges and develop solutions human to human. If you are one of my regular readers, you’re developing a good kit of practical business tools and tips to help you grow your business attributes as a leader with the foundation to build a successful team.   

One of your most valuable tools is communication. I find it ironic that one of the reasons people live by their cellphones is to be available anywhere, at anytime to take a call and yet, people tend to do anything possible to avoid picking up the phone.

One of the most important business tips I can give is to “pick up the phone” and call the person or client. 

The trouble with this fast-paced, technology-revolutionized modern world we live in is that we are all trying to find ways to be more efficient and save time, but we are all inundated with communication.  I’d like to suggest that instead of sending so many emails and texts, practice making a phone call (or meeting someone in person).

More and more studies in business reports and journals show that the key to being more efficient in your day-to-day operations is to pick up the phone and call.  With so much electronic noise, no one is taking the time necessary to read through a chain of emails and synthesize what is really being discussed. 

When trying to schedule a meeting, people will spend hours going back and forth to secure a date and time. Why not just pick up the phone to call the person, compare calendars and schedule a time to meet—which generally takes around five minutes?  With that, you have an opportunity to interact in conversation with the person and ask them about their day. (Remember how great that feels, fellow human?)

I listened to an interview recently with a notable doctor of psychology who has spent the last decade researching the rapid growth of depression and anxiety in our culture.  He found that, as humans, our number one necessity is the need for interaction with others. He asked this question:  If you had a problem, how many people in your immediate circle of business colleagues or friends could you talk to? Several years ago, the majority of subjects could easily list three to four people. Today, the overwhelming response was zero among the people in the study!

In a recent team meeting, we were discussing the workflow of a project—schedules and deadlines with the various departments involved—in order to achieve successful completion and implementation.  I asked if all the department leaders and team members had been contacted, via a one-on-one meeting or phone call regarding the final schedule. Immediately, the response I heard was, “Yes, they were included on the email chain, so they should have read the plan.”

I then asked the lead of this project if they had actually contacted the other department leaders to verify that they had read the email and were prepared to implement the schedule for the project.  Silence took over the room, followed by a quiet “No.” No one had had a direct person-to-person meet or talk with leaders from the other departments or their team members!

I suggested that we pick up the phone and call the other department leaders on the spot. Some were able to take our call during our meeting.  We learned that they had looked at the email but were waiting to hear form the leader of another group to discuss the next steps forward to better prepare their schedules to meet the deadlines. 

What a great lesson for everyone. Issue solved. No unnecessary delays or miscommunication.  Direct person-to-person communication can actually save time, improve communications and allow everyone to take ownership of a SUCCESSFUL project.   

Sharing in conversation and truly listening builds a trusted and time-effective, collaborative environment for both one’s internal and external clients. 

·      Pick up the phone and call.

·      Leave a message if they are not there.

·      Make sure your message is specific about why you are calling.

·      Have a purpose for the call and be mindful of their time and schedules.

·      Be genuine in your conversation—talk about other topics beside a work item or deadline.

Take the time to pick up the phone. Too much gets lost in email translations.

Spring ahead, it's about time!

We are about to turn our clocks ahead (on Sunday, March 11th to be exact).

The optimist says, “Finally, longer stretches of sunlight!”

The pessimist says, “We lose an hour of time.”

Everything we do takes time. Yet do we really give ourselves the time to do what we need to do in a given day? Many of us have embraced the mechanics of Outlook calendars to plan our lives. The simplicity of planning our schedules and, oh, those pop-up reminders (!) appear to relieve us from the stress of the day. Yet, they really don’t. 

The myth of electronic calendar tools is that they create efficiency.  Yes, you are expertly planning, but you are not leaving time for the free flow of life – for interaction and collaboration with others. No time is factored in to debrief oneself after a meeting, solve a problem or, most importantly, create a solution.

For the last couple of decades, we have been told that the means of modernization and technology would give us more free time to stop and smell the roses, yet, as I talk to many of my colleagues, it seems that the future we live in now is racing by us at the speed of light – and we are all caught up in it. (Ever wonder why this is an exceptionally bad flu season? Human immunity is outpaced.)  

Electronic calendars control how and when we do things. They are not assisting us in our productivity.

Recently, I worked on a collaborative project with colleagues from different areas of a company. The project had several moving parts. While each of us went around the room sharing our updates and next steps forward for the implementation of the project, there appeared to be a gap of time for completion.  One of the team members asked me how long it would take to meet with the other members of the team who were responsible for implementing the project. I thought for a few moments about his question, and realized I could not answer it with a calculation of minutes or hours.  In today’s work environment, we have become so accustomed to electronic calendars, that we don’t factor in the time to work with others and have discussions.

Many people focus on the completion of their individual tasks, yet do not think to build in the time to interface and collaborate with others to complete a project. Because of this, we rush to meet a last minute deadline.  

Yes, scheduling tools can help you be more productive, but be sure to revisit your calendar often to:

1) Build in time for a break---to think on your own or, collaboratively, with others.

2) Try different planning tools to slow down the chaotic race for completion.

3) Build thoughtful meetings around agendas with a little wiggle room to complete goals.

Great Expectations: How to Build Successful Teams and Projects

Many of us started off this year with a rush of new opportunities, ideas and goals. Yet, in conversations with some of my colleagues, a common theme surfaces: even though we are working at break-neck speed everyday, we still feel like we are deluged with work. Those goals seem to creep further and further into the distance. Interestingly, it’s not because of volume, it’s because of a lack of clarity surrounding expectations. 

Once expectations become clouded, no one is clear on what needs to be accomplished. And, when that happens, you might as well put your project and your team in a vat of quicksand.

I decided to observe how my colleagues were handling their schedules and workloads in concert with their day-to-day operations, on-going technological changes, reorganization and succession planning goals. Many were able to complete a variety of daily assignments, yet just couldn’t get ahead of their workload. Ever.

With the non-stop presence of technology in our day-to-day lives, it is no wonder that we loose sight of the expectations of what it is we are trying to achieve. Over the last decade (and even more so during the last few years), many people are pushing forward on projects with the solitary (and fruitless) purpose of meeting the expectation of completing on time.

Expectations, if not clearly defined at the beginning of a project, can go astray quickly, putting leadership and good teamwork at risk. 

Create a clear path of expectations:

1.  Identify upfront the goals and objectives for the project by asking these questions: 

- Why are we here?

- What we are trying to achieve?

- Who is responsible for what deliverables to meet the overall expectation of the end user (often the client)?

2. Write down the responses with specifics such as: expectations, execution, completion dates, deliverables and next steps forward.

3. Throughout the project, stay focused on the expectations of the project and the roles and responsibilities of each team member in order to successfully complete a collaborative and cohesive project on time.

How to establish expectations: 

1. Make sure the expectations come early and are realistic. 

2. Engage your team early in the planning of expectations and the individual roles and responsibilities of the project. 

Expectations are great:

1. By establishing expectations at the beginning of a project you are able to create accountability markers for your team members. 

2. Clear expectations, early, prevent derailment, confusion and a general lack of communication and unease. 

3. A more collaborative and focused team will emerge with clear communications to develop and complete a successful project. 

4. An ownership environment thrives.

Growing Your Career into a Healthy New Year

Clutter. clutter clutter. Immediately the word conjures mounds of collected, no-longer-useful material goods. Clutter is not always physical. Clutter is a concept that quickly clouds our thinking, too.

At the end of they year, clean out the clutter for new opportunities and new thoughts.  This year, don't just roll into the next one. Take stock of 2017 and step with intention into 2018. 

You spend most of your time in your career, so enjoy it! 

Before entering into the new year, stop and think about how YOU can grow yourself. So much energy is spent dwelling on someone or something else that negatively impacted our own planned steps: "My company didn't do this," or  "They decided it wasn't the right time," etc. Know that whatever you are doing, you are learning. Learn to appreciate the unexpected, like this double iris that bloomed in my garden this winter! A bump in the road, does not set you off course.

It is your responsibility to take care of yourself and know your own value. So, this December, build a strategy for the new year. Give yourself an end-of-the-year invitation to grow. Create a checklist that allows you to put away all the mental clutter from the last 12 months. Take time for a little self-examination, then refresh and refill. 

I find this daily foundation in my life to be extremely helpful: 

1) Listen to new ideas

2) Collaborate with Others 

3) Be Healthy

4) Be Helpful 

5) Be Grateful 

5) Reflect 

Staying healthy and engaging with others in meaningful ways outside of work are key elements of your happiness. And that happiness extends into your performance and, ultimately, determines your success at work. 

How to Help this Thanksgiving

This Thanksgiving, remember what it means to help.

H is for Humor
E is for Esteem
L is for Listen
P is for Praise

Walking and Talking Opens the Doors to New Ideas

In a recent conversation with a colleague about some current challenges at work and changes taking place in our personal lives, I found myself getting up from my desk and starting to pace. As I walked around my office my head began to clear my head and new ideas and solutions unfolded that helped to navigate discussion points more clearly.

By walking away from my desk, the computer, the cellphone (all the distractions and noise), I was able to think more clearly and be present and supportive.

A few days later, I went on a walk to enjoy the fresh spring weather. Before too long, I found my head swirling with new ideas and thoughts for a new project. When I arrived in my office, I transcribed my scribbled notes—which turned out to be the source of a brilliant solution for the project.

Lately, I find myself saying to my colleagues, “Why don’t we take a break for a moment and get some fresh air?”  For some of my scheduled calls, I even encourage the person on the other end of the phone to join me for a walk and talk!

During seasons of comfortable weather it’s nice to get outside, walk around the block. If there is a park close by, take a few minutes and walk through nature and take in the scenery. During the colder inclement seasons, walk around office corridors or lobby areas.

I remember someone once giving a group of colleagues some simple yet great advice: Sitting in front of one’s computer does not grow creative thoughts or solve problems. The best thing you can do is walk around and share in conversation with colleagues and friends.

Talk, yes, talk about things! Talk through your thoughts, challenges and ideas. It is so refreshing to walk, talk and share thoughts. I have solved so many problems and created so many new ideas when walking and talking. Try it and see how you feel!