Author Archive
Most of us wait too long to give feedback. We worry, the conversation will take too long. The recipient will get upset and not want to work with us. Or we’ll get in trouble for giving feedback. So, we wait for the right moment, or performance appraisals, when the conversation becomes unavoidable.
Those of you who have had feedback training with me know you can deliver effective feedback in two minutes. Some of you have practiced giving feedback in 40 seconds.
We all know that exercising for 30-minutes a day is better than exercising once a week for two hours. Recency and frequency works with exercise and feedback. Shorter is better. Rather than waiting for the right time to give feedback, which will never come, create a structure to make feedback quicker, more timely, and as a result, easier.
Feedback is like your car’s GPS; it’s designed to help people achieve goals efficiently. If your GPS waited six weeks or six months to give you feedback, where would you and your car be? Peru?
Next year, do it differently. Create a structure now for 2023. Agree to give feedback weekly for five or ten minutes. Talk about what worked and what didn’t work in the past week. If you can discipline yourself to spend five minutes giving feedback as work is completed, feedback conversation will be more useful, less painful, and easier.
Make a change next year – recency and frequency.
Posted under
Managing People on November 28, 2022 by Shari Harley. Comments
Yoga, wellness programs, and mindfulness will not prevent or eliminate burnout. Burnout is an organizational issue. If you want to prevent and eliminate burnout, focus on your organization, not individuals.
Burnout comes from a lack of role clarity and employees feeling like they can’t be successful at work, either because they consistently have more work than can be done in a regular work week or because they work for a manager who is a perfectionist, and nothing is ever good enough. Employees who constantly feel pressured at work or feel like they’re failing, regardless of the amount or level of work they produce, are susceptible to burnout.
Have you ever gone on vacation, had a relaxing time, and two days after you returned to your regular life, forgot all about that vacation? That’s like burnout. When the yoga class or vacation is over, you go back to your job with unrealistic expectations. Nothing has been solved.
Companies try to make employees’ experience more manageable with programs and perks, but what employees really need is a manager who clarifies roles so everyone knows who does what, helps employees manage their workload, and creates open relationships so employees feel comfortable saying when they’re overwhelmed.
Train your managers to do these three things to prevent and reduce burnout:
- Clarify roles so people know what they’re accountable for and to eliminate redundancy. It’s very frustrating to feel overwhelmed, only to find that someone else on your team or in another department is working on the same project as you.
- Manage workload and set realistic deadlines. If an employee regularly has more to do than can be done in a 40-hour work week, eliminate something – change deadlines, reallocate work, and evaluate if everything being done is necessary. If you can’t eliminate a project, evaluate if it can be scaled back. Is every bell or whistle necessary?
- Create an atmosphere of psychological safety so employees are comfortable asking for help prioritizing work. Most employees suffer in silence until they’re so overwhelmed and exhausted, they quit. Finding employees’ resumes circulating on LinkedIn is predictable and thus preventable.
-
- You can get employees talking by scheduling a short, weekly debrief – 10 minutes – of what’s working and not working.
- Help employees prioritize responsibilities by assigning each priority a letter – A, B, or C – in order of urgency.
- Ensure there are no consequences for sounding the alarm of needing help. Word gets around. If an employee is penalized for asking for help, other employees will learn not to do the same.
Allocate work to allow employees to be successful, focus on the projects that really matter and eliminate the rest, and create an organization in which it’s safe to tell the truth. That will solve burnout.
If you visit family and friends this holiday season. you may receive unsolicited feedback and advice. Sometimes people who care and want what’s best for us, provide input we didn’t ask for.
Unsolicited feedback at best feels like someone is trying to help, at worst it feels like criticism. Underneath the feedback might be the message, “If you were doing this right, I wouldn’t need to give you this advice.” I put unsolicited feedback and advice in the same bucket.
If you find yourself receiving unsolicited advice, you don’t have to smile politely and take it. It’s ok to put an end to feedback and advice.
Simply smile, tell the person you appreciate them caring enough to give you that advice, and say that you’re not looking for advice on that topic at this time. And then smile again. Smiling softens most messages. Say nothing more. Most people will stop talking. What else is there to say?
This method of acknowledging the person talking is respectful and firm. To pull it off, watch your tone. If you can safely add the words, “you dummy” to anything you say, you have a tone issue. Be genuinely appreciative and enforce boundaries. You’re not the 7/11. You don’t have to be open to feedback and others’ input all the time.
If the person continues giving you advice, simply say the same thing again. “Thank you for caring enough about me to share that with me. I really appreciate your concern. And I’m not looking for advice on that at this time.” If the person keeps talking, just say, “I’m going to get a drink.” Then get up and go get a drink.
If stopping unsolicited feedback feels uncomfortable, prevent it. Tell people before you see them, “I don’t want to talk about _____________ (fill in the blank). Please don’t bring it up over Thanksgiving.” You can soften that request any way you like.
Most difficult conversation are preventable. And preventing a difficult conversation is always easier than having one.
Setting boundaries might be feel uncomfortable. But it’s likely not as uncomfortable as having a conversation you don’t want to have and then feeling like you need to avoid someone for the rest of the evening and possibly year. It’s ok to say, “No, thank you. Please pass the pie.”
Hybrid meetings are more complicated and more difficult to run. There are lots of pitfalls. But with advanced planning and preparation, hybrid meetings can be well run and efficient.
Hybrid meetings defined: Some participants are together in-person, other participants attend from different locations.
Some pitfalls of hybrid meetings:
- Can the people attending virtually hear people who are attending in-person, from a conference room?
- Are the people in the conference room ‘talking’ to each other with their eyes while the virtual attendees assume they’re ‘talking’ about them?
- Are people participating equally, regardless of their location (not unique to hybrid meetings)?
- Are people texting each other about their real thoughts versus saying them out loud (also not unique to hybrid meetings)?
- Did the facilitator provide hard copies of documents to in-person attendees and forget to send documents to virtual attendees?
The keys to running effective hybrid meetings – anticipate and practice before the meetings.
Do a dry run of a hybrid meeting before you run one. I run a practice session for all hybrid trainings I facilitate, even with repeat clients and multiple sessions with the same client. It’s not worth leaving anything to chance. Have two people in a conference room and another person attend virtually. Test the sound. Move around the conference room; sit in different locations. Can the virtual attendee see and hear, regardless of where in-person attendees are sitting?
Assess if you need an external camera and microphone. Getting these items set up may feel intimidating at first, but you only need to do it once. Once the technology is set up, it’s ready to use for future meetings.
Most conference rooms – even small ones – will need an external microphone so in-person participants can be heard by virtual participants. Trust me. I’ve learned this the hard way. The microphone in your laptop won’t pick up sufficient sound for virtual attendees to hear in-person attendees. You can buy a microphone for $30 at Best Buy or Amazon.
Plan how you will elicit balanced participation from attendees in all locations. Will you call on people? Consider sharing facilitation of different topics, so people in multiple locations lead different parts of the meeting.
Set expectations for participation when meetings start – using the chat and raise-of-hands feature, microphones on or muted, no distractions, and no messaging fellow participants offline. Don’t assume people know or will follow the guidelines from past meetings. Set expectations at the beginning of every meeting, even recurrent meetings.
When breaking people into groups during hybrid meetings, it’s tempting to put people in groups based on location, putting the in-person people together and the virtual people together. This practice exacerbates proximity bias (a topic for a future blog). While it’s harder to group in-person and virtual attendees together, it is more equitable.
Cameras on or cameras off? Discuss, decide, and tell participants in advance so virtual attendees are prepared.
Talk about the pitfalls of hybrid meetings with all attendees. Tell people to avoid ‘talking’ with their eyes to fellow in-person participants. Avoid having a camera capture the side of your face while you watch a different screen. Use the blur-your-background feature in Zoom if your background is distracting.
The key to leading effective hybrid meetings? Anticipate potential breakdowns. Prepare in advance. Communicate expectations with participants. Debrief meetings after they end. Make necessary changes. Repeat.
It’s not unusual to wait too long to give feedback. Giving feedback often feels awkward and uncomfortable. What happens if the person cries, or gives us the cold shoulder, or worse, quits?
Working virtually over the past few years has exacerbated the waiting. Many managers who were accustomed to giving feedback in person hesitated to have hard conversations over the phone or via video.
Perhaps you waited so long to give feedback, you feel like you can’t.
It’s never too late. You just need to set the expectation that you’re going to give feedback and why.
One of the keys to being (more) comfortable giving feedback is to know that most people genuinely want to know how they’re doing. Working in the dark is frustrating. Not knowing the behaviors that impact us and our opportunities is also frustrating. Working on a project for months only to find out the work we did wasn’t what the other person wanted is ultimately frustrating.
Most people genuinely want feedback. They may struggle to hear feedback, they may get defensive, they may not take responsibility, but it doesn’t mean they don’t want to know.
If you want to give feedback but feel like you waited too long, say so. The conversation could sound like this:
Manager to direct report: “I realized that I haven’t been giving you enough feedback. I’d like to start doing a semi-monthly debrief, not because anything is wrong or has changed. I want you to learn and grow as a result of working with me, and you won’t if I’m not providing regular feedback”
Peer to peer: “I need to talk with you about something and I’ve realized that I’ve waited too long. As a result, I’m feeling awkward and hesitant. Is it ok if I speak freely?”
Talking with someone more senior than yourself: “I want to talk with you about something I’ve been seeing for a while. I should have said something sooner. I’m sorry I didn’t. Can I talk with you about it now?”
It’s ok if you waited too long. It’s ok not to say things perfectly. Authenticity goes a long way. Be real. If you’re nervous, say so. If you’re wondering if it’s ok to speak up, say so. If you waited too long, say so. Relationships are built on trust, and authenticity builds trust. The time to start is now.
Leaders with virtual and hybrid workforces are worried about losing their organization’s culture. Some organizations are calling employees back into the office to retain culture. Others are hosting in-person social events, retreats, and meetings to help employees reconnect and strengthen culture.
Getting together in person is nice but it isn’t always possible. And what happens when everyone goes home? Culture is built on a daily basis.
Organizational culture is an outcome of the decisions we make and how those decisions get made, how we treat people, and how we communicate and work together. If you want to strengthen your organization’s culture, do it every day.
To strengthen your culture, take small regular actions.
Start each meeting helping employees get to know each other better, from a work perspective.
Host town halls at least twice a year.
Host roundtable discussions between senior leaders and a diverse sample of your workforce.
Have leaders and managers leave employees a weekly voicemail. Share a recent success, challenge, or goals. Keep messages short and authentic. Set the tone for the week.
All of these actions can be done virtually or in a hybrid setting.
Give employees opportunities to talk to each other about the things that matter most at work. Do this regularly – at least a few times a year.
You don’t need to spend a lot of money to strengthen and retain your culture. Go small, go cheap – regularly.
When something ‘bad’ happens, my seven-year-old is quick to ask who is at fault, hoping, of course, it’s not him. I’m trying to get him to use the word accountability instead, and to understand that if he has some accountability, he has some control over what happens. If he has no accountability, he has no control. A tough concept for a seven-year-old.
Stuff happens. People won’t give you what you need to complete projects. Things will break. When breakdowns happen, I always ask myself, “What could I have done to prevent this situation?” or “What did I do to help create this situation?”
It may sound odd that I always look at myself when breakdowns occur, even when it’s someone else who didn’t do their job. It’s just easier. When I can identify something I could have done to make a situation go differently, I feel more in control – aka better.
I’m the person who gets off a highway jammed with traffic. The alternative route may end up taking longer, but at least I’m moving. I feel like I’m doing something and thus have more control. Taking responsibility for what happens to you is similar. When you’re accountable for what happens, you can do something to improve your situation. When someone else is accountable, you’re at the mercy of other people and have very little control.
There are, of course, exceptions to the practice that “we’re accountable.” Terrible and unfair acts of violence, crime, and illness happen to people, about which they have no control. But in general, in our day-to-day lives, there is typically something we did to contribute to a bad situation or something we can do to improve it.
Here are four practices for improving difficult situations even when you didn’t create the mess (alone).
- Ask more questions. If you’re not clear as to what someone is expecting from you, ask. Even if their instructions aren’t clear, it is you who will likely be held accountable later.
- Tell people what you think they’re expecting and what you’re planning to do, to ensure everyone’s expectations are aligned. This beats doing weeks’ worth of work, only to discover what you created isn’t what someone else had it mind.
- Ask for specific feedback as projects progress. Don’t wait until the end of a project to find out how you performed.
- Admit when you make a mistake or when you wish you had done something differently. Don’t wait for someone to tell you. Saying, “I’m sorry. How can I make this right with you?” goes a long way.
These are really delegation practices.
I am always asking the questions, “What could I have done differently? What did I do to contribute to this situation, what can I do now to make this situation better?” I encourage you to do the same, even when someone else drops the ball. You can’t control others, but you can control you. And your happiness and success is your responsibility.
I had a colleague at my last job, before I started Candid Culture, who was a peer and a friend. We were at a similar level and would periodically sit in one of our offices, with the door closed, talking about the bad decisions our company’s senior leaders made. One day I realized that these conversations were exhausting to me. They were negative and didn’t make me feel better. In fact, they made me feel worse.
Some people assert that venting is cathartic and makes people feel better. It doesn’t.
I’ll use an analogy I read in one of Deepak Chopra’s books. When you put a plant in the closet and don’t give it light or water, it withers and dies. When you put a plant in the sunlight and water it, it grows. And the same is true for people. What you give attention to gets bigger. What you deprive attention goes away.
Your life is made up of the people you spend time with and what you talk about. What are you talking about?
If you’re complaining, unless you’re planning a conversation to address a challenge or problem, you’re venting. And talking about what frustrates you will only make you more frustrated.
My advice: Do something about the things you can impact and let the other stuff go.
The phrase Quiet Quitting is everywhere since appearing in a Tik-Tok video earlier in the year. Essentially quiet quitting is doing your job – just what is asked – not more and not less. Quiet quitters do good work during work hours, not on weekends and not at night. Quiet quitters don’t volunteer to do work outside the scope of their job, that they’re not paid to do.
Is there anything wrong with doing your assigned job and not more? No. Should you do it? If you want to. Should you use the phrase “quiet quit” at work or even with friends? No.
The definition of quiet quit is widely debated. Does it mean doing you minimal best, clocking it in, coasting, slacking, doing things other than work during work hours? It’s confusing and controversial.
The definition of the word quit is to leave, typically permanently. As a business owner who hires and works hard to retain team members, I don’t want my employees thinking of themselves as quiet quitters. It feels like a mentality – one foot out the door. And while the phrase quiet quit may not mean uncommitted, it has that connotation, so why use it?
If anything has become clear in the last almost-three years, it’s that many people want a different life. Many of us discovered that we enjoy being home, don’t want to commute long distances, travel for work, or miss family and social events because our jobs require it. So, let’s talk about that at work.
Employees – find the words to tell your boss what you need rather than labeling yourself with a controversial and confusing descriptor. Managers, find a way to talk with employees about what they need to be satisfied and stay in a job.
Employees and managers are often uncomfortable talking about the things that matter personally. Employees are often afraid to say what they need, for fear of being sidelined or fired. Managers are often afraid to raise the subject of what employees really need for fear of not being able to meet those needs. So, employees quiet quit and managers quietly hope for the best.
How about doing this instead – managers and employees meet individually, virtually, or in-person, every few weeks. Make a work-life check in a regular part of the conversation. Put the topic on the agenda to normalize the discussion and make talking about how work impacts personal an expected part of the conversation. Then start the discussion with something like, “I want us to be able to talk about how work fits in and supports your desired personal life. I want this job to support the vision you have for your life. I may not always be able to give you want, but I certainly can’t if I don’t know what those needs are.”
The world has changed, we have changed, and our needs have changed. We need to be able to talk about those changes without hesitation, worry, and fear. Instead of quiet quitting, schedule a conversation and open the discussion with something like, “I really enjoy my work here. There are a few things I’m realizing I need. Can we talk about it?”
Every day I’m annoyed that I’m not perfect. I want to be a combination of Mary Poppins, Super Woman, and Kate Middleton, but I’m not. I’m a business owner, working mom, who hasn’t seen the inside of a gym since my son was born, who recommits to better self-care every day, only to break that commitment in eleven different ways by 10:00 am.
Some days are going to be bad. On those bad days, it’s easy to feel like we’re messing things up and that we are indeed a mess. Instead, give yourself a break. The thing to know and remember, in the moment, is that you’re a human being, doing the best you can.
Here is a list of five ways to give yourself a break and as a result, do your best work.
-
- Set realistic deadlines so you’re not constantly running against time, and overestimate how long everything will take to do.
- Before agreeing to a new commitment, ask yourself, “Do I really want to do this?” Try not to commit yourself to things you know, at your core, you don’t want to do. You’ll just resent that commitment when it rolls around and aren’t likely to do your best work.
- Turn off the alerts on your phone and laptop when you’re working. You’ll be more focused and get more work done.
- Take a day off. Your company offers vacation time for a reason. People do better work when they take time to relax and rejuvenate.
- Say “thank you” more and “I’m sorry” less. “Thank you for letting me know” is more empowering than “I’m sorry I missed that.” I’m guilty of apologizing for everything, so much so that one of my employees and I play a game that whoever says she’s sorry first has to throw a dollar in a communal collection pot. Whatever you put attention on will improve.
Some of these things are business focused, some are personal. You bring yourself – your whole self – to work. It’s why you’re good at what you do. People want to work with real people. And real people over commit, make mistakes, and spend too much time on social media at 11:30 pm. Give yourself a break.
