5 Tips for Transitioning to a Mobile Workforce Shannon Cassidy bridge between photo

5 Tips for Transitioning to a Mobile Workforce

Virtually commuting to the office is becoming more and more popular. Working remotely has advantages for both employees and employers, but it poses unique challenges for managers. Effectively managing a virtual team requires both traditional management skills as well as an appreciation for long-distance professional relationships. If you’re a manager in a company that’s transitioning from a physical office to a remote setup, here are five tips for managing a mobile workforce.

Set SMART Goals

SMART goals, which are specific, measurable, attainable, relevant and time-oriented, are used in many managing situations (including traditional offices). They’re especially useful in virtual settings, when you aren’t able to physically monitor employees’ work. As your immediate oversight diminishes, the role goals have increases.

As your team transitions to a remote setup, adjust by relying on quantifiable goals more. Focus more on project completion and meeting deadlines, and less on how a project was done.

Insist on a Schedule

One of the primary reasons employees want to work remotely is so they can integrate their professional and personal lives. Having flexibility to arrange professional work around personal interests is a significant benefit, but it also is a potential danger. Some employees struggle to stop working and enjoy their free time, which can lead to burnout. Other employees have the opposite struggle: They procrastinate and have a hard time working, which leads to rushed work and missed deadlines.

As a manager, you have a duty to make sure your employees don’t burn out and meet their deadlines. Insisting on a schedule can help guard against the two risks. Give your employees the freedom to create their own schedule, but insist that they stick to the schedule they create.

Check In Often

Virtual environments aren’t conducive to two-minute conversations that often happen at the water cooler or on the way to the restroom in a traditional office. While most of these conversations revolve around insignificant small talk, they also provide you, as a manager, with an opportunity to address minor issues. Without these short conversations, small issues can balloon over time into major problems.

In order to address small things before they grow to be serious problems, schedule regular check-ins with your employees. You might try:

  • having a weekly team meeting
  • seeing how each employee is doing weekly
  • switching from annual reviews to shorter monthly reviews

Pick Up the Phone

Working remotely is primarily done online, using computers and tablets. Phones can also play an important role in your management strategy, though. Phones let you communicate more efficiently, and they make it easier to express yourself. Whenever a deadline is pressing or a message could be misconstrued, call your employees instead of emailing or texting them.

Remain Professional

When you don’t see your employees every day, it can be easy to forget that they’re your colleagues. While the stereotypical virtual employee might be a young 20-year-old sipping lattes in a local cafe or a stay-at-home parent still in their pajamas, your employees don’t fit this stereotype. They’re the same professionals that worked in your office, and they deserve to be treated professionally. All communication should be sent in a professional tone.

As your company transitions to a virtual office, you’ll face unique management challenges. Use the techniques you’re familiar with, like SMART goals, but adapt your knowledge for the virtual world. In time, you’ll come up with creative solutions, like these tips, that address the challenges you face and help you effectively manage your team remotely.

Source

http://www.hr.virginia.edu/uploads/documents/media/Writing_SMART_Goals.pdf

5 Tips to Keep Meetings on Time and on Task

5 Tips to Keep Meetings on Time and on Task

Only one thing is worse than a long, drawn-out meeting: a long, drawn-out meeting with no structure.  A great leader understands that it is easy for a meeting to slip into a pointless wasteland of opinions and trivial information. That’s why being proactive is vital. Keep meetings on time and on task to show others that you respect their time.

How? Here are five guidelines:

  1. Be sure you need to have a meeting.

    Can you have a quick gathering in the lunchroom with just those people involved for five minutes instead of a sit-down meeting? Can the issue be handled through an email? It is frustrating for anyone to attend a meeting that affects them in no way.

  2. Start on time.

    When a leader says “Let’s wait a few minutes for those who are running late,” it immediately signals disrespect to those who did manage to get to the meeting on time. This can easily encourage everyone to wander in when they can for the next meeting. Watch the clock and start your meeting on time to communicate respect for those who are there. You will also be informing those who are late what they can expect from meetings you run in the future.

  3. Have a purpose that everyone knows.

    Every meeting should have a clear objective. Complete this sentence: Add the end of this meeting I want the team to ______. In order to accomplish this, send a written agenda of the meeting and the objective along with the invite. Your team will be able to come prepared and conserve time. An agenda helps everyone stay focused on the objective. Everything that happens in the meeting then should further that objective.

  4. Use time wisely.

    Move the meeting along based on the agenda. Don’t let people run down rabbit trails. Instead, say, “Let’s discuss that at another time.” If someone is talking too much, ask other people for their opinions. Have someone take notes. Address one issue at a time. Keep your eye on the clock and enforce the meeting’s time limit. End on time. Many companies have back-to-back meetings, so if you go over your time limit, you are messing up someone else’s schedule. At the end of the meeting summarize decisions made and tasks assigned. Leave time for this critical step so that your team knows what steps to take next.

  5. Follow up.

    Using the notes taken, write a summary of the meeting and send it out to everyone. This summary will communicate that the meeting was productive. It will also help everyone to be on the same page as to what happens next. It will help those involved to have a sense of satisfaction about the meeting.

According to a survey of U.S. professionals by Salary.com, meetings ranked as the number one office productivity killer. Proactively fight this statistic by making sure your meetings stay on time and on task.

 

Sources:

https://www.mindtools.com/CommSkll/RunningMeetings.htm

http://www.forbes.com/sites/forbesleadershipforum/2014/02/05/seven-steps-to-running-the-most-effective-meeting-possible/

http://www.huffingtonpost.com/pam-stucky/how-to-run-an-effective-e_b_7674004.html

 

Lead By Leaving: Why Taking a Vacation Could Help Your Office photo Shannon Cassidy

Lead By Leaving: Why Taking a Vacation Could Help Your Office

When was the last time you took a vacation? If you’re like many American business leaders, it’s been awhile since you stepped away from the office. In fact, across all levels, most American employees don’t take many vacations compared to the rest of the world. This isn’t necessarily a good trend, though. If you’re a business leader in the U.S., it’s time to reconsider the role of vacation and begin realizing the importance of relaxation. Here’s why, along with how you can help.

The “No-Vacation Nation”

The Center for Economic Policy Research (CEPR) published a study in May 2013 with a provoking title: “No-Vacation Nation Revisited.” The study looked at legally mandated vacation and holidays in 21 developed countries. If you can’t guess what country had the lowest levels government-required paid time off, pull out your own benefits package.

The United States stood alone among the 21 countries surveyed, as the only one that had no legally mandated paid leave or paid holidays. The next-closest country to the U.S. was Japan, which requires employers to provide 10 days of paid leave each year.

On the other end of the spectrum, Austria provided employees with the most paid time off. Austrians receive 25 days of paid leave and 13 paid holidays annually; overnight workers and employees with more than 25 years of experience are awarded additional time off. While Austria was the most generous, its benefits are not extreme outliers:

  • France requires 30 days of paid vacation and one paid holiday
  • The United Kingdom offers 28 days of paid vacation (but no paid holidays)
  • Portugal provides 22 days of paid vacation and 13 paid holidays

Admittedly, these numbers only include paid time off that employers are legally required to provide. Many companies in the U.S. provide paid vacation, sick days, personal days and holidays. The CEPR’s study found that the average American worker receives 16 paid days off each year. This still ranks the U.S. among the lowest of the developed countries surveyed in paid time off, though.

The Country of Workaholics

The lack of vacation time in the U.S. reflects a culture that praises productivity, and this can be seen in how employees use (or don’t use) their vacation time. Citing an Oxford Economics study, CNBC reports that Americans only use 77 percent of the paid time off that they’re eligible for. CNBC doesn’t detail why employees don’t use all of their vacation time, but it’s not hard to imagine the reasons. Employees are often:

  • concerned that work will pile up while they’re gone
  • already overwhelmed with their workload
  • determined to show dedication to their employer
  • worried about their performance reviews
  • inundated with work-related texts and emails, even when not at the office

In short, employees in the U.S. are workaholics. They value productivity (or at least the illusion of it, even if they aren’t actually getting much done). As Joe Robinson of Work to Live argues, “the only thing that matters is performance and output.” If you doubt this, review when you last took that vacation, and then look at when your employees last used their paid time off.

The Law of Diminishing Returns

The law of diminishing returns, however, dictates that as people work more, the return on their efforts decreases. In other words, forgoing vacations is actually detrimental to productivity. As USA Today explains, vacations have several benefits for employees and employers. They:

  • restore health, which reduces the likelihood that employees will need to call in sick
  • refresh creativity and innovation, giving employees the freedom to approach problems in new ways
  • improve productivity, providing an economic net gain for employers

It may be counterintuitive, but taking vacations is actually good for you, your employees, your company and the U.S.’s economy.

Your Role in The Solution

As a business leader, you have an important role in promoting paid time off among U.S. employers.

First, depending on your role, you may be in a position to provide employees with more paid time off. If so, then argue for additional vacation days, personal days, holidays and sick days.

Second, you owe it to yourself and your company to take time off. If you’re a high-level executive and need to be available, take your phone with you on a trip. If you’re concerned about how taking your allotted time off will impact your review, discuss it with your supervisor and detail how your productivity increased afterwards. (You might save a large project for when you get back.) Whatever it takes, make vacation a priority and find a way to use your time off.

Third, encourage those under you to do the same. Whenever possible, honor requests for time off. It will improve morale and satisfaction, not to mention productivity.

If you haven’t taken a vacation in a long time, schedule one now. It will help you, and it’s an important step towards turning the “no-vacation nation” into a nation of healthy, creative and productive employees.

Make Feedback a Vital Tool for Your Team Members photo Shannon Cassidy

Make Feedback a Vital Tool for Your Team Members

“If your actions inspire others to dream more, learn more, do more and become more, you are a leader.” John Quincy Adams

John Quincy Adams implied that great leaders strive to make each of their team members better at what they do. This does not happen by magical words or project osmosis. It happens through feedback. As such, a great leader spends time learning how to give feedback that is effective. To give feedback well requires specific planning, tactful execution and purposeful follow-up.

Specific Planning

Before the feedback meeting, ask and answer these questions:

What is my intention? While thinking through this, you may discover that you want your employee to feel bad and guilty. If that is your aim, the results of your meeting may be dismissal of the employee or them quitting. Instead, take time to establish exactly what your intention is for your meeting.

What impact do I want to have on my team member? Think about this and again, be specific. Do you want your employee to improve because of this interaction? Or do you want them to feel they were wrong? Your attitude about intentions and impact will influence the way you talk to your employee as well as the result of the meeting.

What exactly am I going to say? Plan your words. Write them down. Have notes with you that back up the points you want to make. If your communication is clear and to the point, your team member will not leave with any misunderstanding of what you expect in the future.

Tactful Execution

During the feedback meeting, make sure you:

Use many more positive comments than negative. You want to encourage your employee to grow and improve. To ensure that result, intentionally use positive statements about their work more than negative. It is impossible to have a fair review of someone’s performance without stating an area for improvement so they know what to focus on in cultivating the right kinds of skills. If those comments are sandwiched between other positive reinforcements, your employee will be more motivated to improve.

Be specific. Don’t speak in generalities. Instead, give specific examples. Refrain from using the words “never” or “always”. Don’t tell someone they are late in turning in assignments. Instead, give a specific instance. The same goes for praise. Don’t tell your team member they are encouraging to the team effort. Give a specific example of when they were encouraging.

Tie Actions to Consequences. Recently, Andrew Parker, director of marketing and communications for Zenger Folkman, gave an excellent example of how to tie actions to consequences during feedback. He writes:

When delivering tough feedback, many folks don’t want to hurt people’s feelings. The best way to do this is to review how their actions led to a specific consequence and not insult their intelligence, competence or otherwise. Case in point: I had a boss tell me one time that because I had failed to review my work with him before sending it on to a client, I provided something substandard and the client was displeased with our work. He never called me dumb, stupid or clueless. He demonstrated how my actions had led to this outcome. Then, he followed up with several kind comments about things I was doing well and that I need to work in this one area to improve. After that, I never had a problem—and I never felt bitter to my boss about that conversation.

Making the connection between actions and consequences can help your employee improve in their job and give you a specific and non-threatening way to convey areas where they need improving.

Purposeful Follow-Up

End your feedback meeting with a plan of action. Ask your employee to come up with ideas for his improvement in a given area. In your plan of action, have your employee do a few specific tasks in a specific amount of time. Following up in this way will ensure that the feedback you gave has not fallen on deaf ears.

Feedback can be a vital tool for you as a leader. Learn how to give it well and inspire your team members to dream, learn, do and become more.

Sources:

http://zengerfolkman.com/5-tips-for-delivering-tough-feedback-in-a-touchy-feely-world/

http://quickbase.intuit.com/blog/2012/06/07/giving-feedback-dont-make-these-10-mistakes/

https://hbr.org/2015/08/how-to-give-tough-feedback-that-helps-people-grow

 

 

 

Creating Your Ideal Week

What is your ideal week? If you’re like most people, it would have something to do with a beach, a book and a drink with a tiny umbrella.

That’s not what we’re talking about.

What is your ideal work week? According to Michael Hyatt at www.michaelhyatt.com an ideal week is the week he would live if he could control 100% of what happens. He claims that you can either live on-purpose, according to a plan you’ve set. Or you can live by accident, reacting to the demands of others.

Mike Anderson (www.mikeyanderson.com) agrees with the discipline of creating an ideal week. He compares it to city zoning:

In any city they want to make sure they have a good mix of commercial, light industrial, high density residential and low density residential. City planners section off the city into zoning areas so that as people want to develop property, they can—but they keep the desired balance. An ideal week should zone off your time so that your calendar can get filled in organically, but still make sure that your life has the right balance of priorities.

Marie Poulin uses the ideal week model consistently for her business and life. By structuring her time, Marie has seen her work thrive naturally simply because she wastes much less time. She also recommends tracking your time. One way is the program Rescue Time found at www.rescuetime.com. Once installed into your computer, it runs in the background and tracks where your time is being spent, even how much time you waste on Facebook.

So how do you create an ideal work week?

  1. List all your essential tasks. Put them on paper so you can look at them face to face. Ask yourself what is most important. Number them by priority. By doing this you are getting your brain to make sure that you find time for the tasks that are most important.
  2. List your goals. Put them on paper, too, so you can see them before you and make a decision to have your ideal week reflect your intentions. Thomas Edison had a goal to create a major invention every six months and a minor invention every ten days. He did not invent on accident. He was an intentional inventor.
  3. List the routines you have. Exercise, shopping for groceries or writing might be a few examples. Do you make time each day to comment on social media sites? Write that down and put a time limit on it.
  4. Having all of this information on paper prepares you for creating your ideal week. Find a calendar or a template that will fit your schedule. Michael Hyatt has a great one he offers at http://michaelhyatt.com/ideal-week.html
  5. Identify themes for each day. This can help immensely in grouping certain activities today so your brain doesn’t have to switch gears so often. For example, Marie Poulin wrote identified the themes of each of her days:Sunday: Rest and plan for weekMonday: MentorshipTuesday: Creation

    Wednesday: Mentorship

    Thursday: Mastermind

    Friday: New business development and content creation

    Saturday: Personal day

    Now, using your themes, label your days or sections of your days.

  6. You are ready to take your lists and schedule your important activities. Use a specific color to help identify them.
  7. Fill in the less-important activities. Shade them a different color.
  8. Tweak your ideal week. It usually takes a few tries before you have it how you want.
  9. Don’t be legalistic. Remember it is a calendar. You are in charge of your life, not it.
  10. Share it with your team. This is a vital step in having an ideal week. If your team knows your schedule, they can help you stay on track with your business’s goals and even your personal ones. Encourage your team members to make an ideal week too, and share it with you.

In the Power of Habit, author Charles Duhigg shares how making an appointment with yourself significantly increases the likelihood that you will do what you intend to do. Vicki Davis writes When you create your ideal week, you are visualizing what it looks like. As you make choices of what you will and won’t do, you’re aligning your week with your goals.

If you take the time to create your ideal work week schedule, those ideal weeks at the beach with a book in one hand and a little drink in the other will be even better, knowing all you have accomplished.

 

Sources:

http://www.coolcatteacher.com/time-management-tips/

http://mariepoulin.com/blog/design-your-ideal-week-increase-productivity/

http://michaelhyatt.com/ideal-week.html

http://mikeyanderson.com/planning-your-ideal-week

www.rescuetime.com