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Managing People Archive

The Job Interview Questions Hiring Managers Must Ask

There is one job interview question recruiters and hiring managers must ask. And the answer should be a deal-breaker.

The most important job interview question for any role and level, in every organization: Tell me about a time you received negative feedback.

This is NOT the same question as tell me about a weakness. Or tell me about a time you made a mistake at work. Those are also important job interview questions to ask. But they’re not the most important question.

Let’s assume everyone you interview is age sixteen and older. Unless your candidates live in a cave, never speaking to anyone, it’s not possible to arrive at age 16 without having received negative feedback. The feedback can come from a friend, teacher, or parent. It doesn’t need to be work-related.

The point of the question is to discover whether the candidate is open to feedback. People who are not open to feedback are extraordinarily difficult to work with. They aren’t coachable. Any type of feedback they receive will result in resistance and defensiveness.

Employees who aren’t open to feedback won’t change or improve their behavior, regardless of how effective a manager is. Instead of listening to feedback and taking corrective action, employees who are not open to feedback will tell managers why s/he is wrong.

Everyone you interview has received negative feedback at some point. The question is whether or not candidates were open enough to listen to the feedback. People who aren’t open to feedback won’t be able to answer your question.

If candidates can’t tell you about a time they received negative feedback, ask a follow-up question. Your job as the interviewer is to give candidates every possible opportunity to be successful. If you don’t get the answer you’re looking for, ask the interview question in two different ways, until you’re certain the candidate can’t or won’t answer the question.

If candidates can’t tell you about a time they received negative feedback, ask what their reputation is at their current job or was at a previous job. Candidates probably won’t be able to answer this question either. Most people don’t know their reputation at work.

Even if a candidate doesn’t know with certainty his reputation at work, the answer he provides will give you a sense of how self-aware he is. People who are self-aware are more open to feedback and are easier to coach and manage than people who are not self-aware.

I really do eliminate candidates who demonstrate that they aren’t open to feedback –whether I’m hiring for Candid Culture or for one of my clients. I don’t care how credentialed or experienced the candidate is.


Write Your Own Goals & Take Control of Your Performance Review

Many year-end performance reviews include whatever the manager and direct report can remember happening during the last six to twelve weeks of the year. For the most part, managers and direct reports sit in front of blank performance appraisals and self-appraisal forms and try to remember everything that happened during the year. The result: A vague, incomplete performance review that leaves employees feeling disappointed, if not discounted.

If you were disappointed by your performance review this year, don’t let it happen again next year. Take charge of your career by writing your own goals.

One of the first companies I worked for did the goal process so well, I learned early in my career how powerful well-written goals could be. Each employee set five to seven goals. Experienced employees wrote their own goals and then discussed those goals with their manager. Less experienced employees wrote their goals with their manager. Managers wrote goals for inexperienced employees. The goals were so specific and clear that there could be no debate at the end of the year whether or not the goal had been achieved. It was obvious. Either employees had done what they said they would, or they hadn’t. This made writing performance appraisals very easy. Very little on the appraisal was subjective. And this gave employees a feeling of control over their year and performance.

It’s great if you work for an organization or manager who works with you to write goals. If you don’t, write your own goals and present them to your manager for discussion and approval. Managers will be impressed you took the initiative to write goals and will be thankful for the work it takes off of them.

Goals should be simple and clear. It must be obvious whether you achieved the goal or not. There should be little if any room for debate.
Sample goals are below.

Desired Outcome (goal):

• Improve client feedback – too vague
• Get better-written reviews from clients – better
• 80% of clients respond to surveys and respond with an average rating of 4.5 or above – best

Actions you will take to achieve the goal:

• Ask clients for feedback throughout project — too vague
• Ask clients for feedback weekly – better
• Visit client site weekly. Talk with site manager. Ask for feedback — best

Goal template:

Completed sample goal:

How to approach your manager with written goals:

Try using this language with your manager: “I want to be sure I’m working on the things that are most important to you and the organization. I’ve written some goals for 2020 to ensure I’m focused on the right things. Can we review the goals and I’ll edit them based on your input? And what do you think of using the agreed-upon goals to measure my performance in 2020?”

You have nothing to lose by writing goals and presenting them to your manager. You will gain respect from your manager, clarity of your 2020 priorities, and more control of your year-end-performance review. Give it a try, and let me know how it goes.


Can I Be Candid with You? The Real Definition of Candor.

A few weeks ago, a college student introduced me before I spoke at a conference. I heard him practicing out loud shortly before he was to read my introduction on stage. As he practiced, I heard him struggle with the word candor. Initially, he pronounced it as can-door vs. can-dor. He’d never seen the word and didn’t know what it meant.

The word candor is not being used on a regular basis. Younger people may not know what it means. And, in my experience, people who are familiar with the word often misinterpret candor to mean bad news. Most people expect bad news to come after the question, “Can I be candid with you?”

The definition of candor is, to be honest, truthful and forthright. We at Candid Culture define candor differently. The Candid Culture definition of candor:  Telling people what you need before challenges occur. Anticipating everything that can take a project or relationship off track and talking about potential pitfalls before they happen.

Think about the projects and processes in your office – hiring someone new, sourcing a vendor, training people on new software. The potential breakdowns are predictable. You know the pitfalls that can happen when starting anything new because you’ve experienced them.

What if candor sounded like, “We want this project to be smooth. There are a couple of things that will make our work together go well and a few things that may delay the project and have it cost more than we budgeted. Let’s talk about what needs to happen for things to go smoothly, ways to prevent missed deadlines, and how we’re going to handle breakdowns when they happen.”

Some call a conversation like this setting expectations, others call it planning. In my world, these conversations are called candor –talking about what you need when projects begin, rather than letting the anticipatable train wreck happen.

Candor isn’t bad news. It’s telling people how to win with you vs. making them guess.

Examples of candor at work and at home:

“Here a few of my pet peeves… It would be great if you could avoid them.”

“What will frustrate you?”

“I turn off my cell phone alerts at night, so feel free to text or call me anytime. I’ll respond to all messages in the morning.”

“I respond to text messages mostly quickly, then voicemail, then emails. If you don’t get a reply to an email within two or three days, don’t take it personally. Chances are I haven’t read the message. Feel free to follow up with a text or voicemail.”

“I work best by appointment. Drop by’s are hard because they interrupt my flow. Email or text me if you need something, and I’ll tell you when I can swing by. Does that work for you?”

For the most part, we treat people as we want to be treated. Other people aren’t us. They don’t do things as we do and don’t know what we want. Don’t make people guess how to work with you, what you need, and what you expect. Be candid and tell them! Then ask what the people you work and live with expect from you.

You won’t get what you don’t ask for.


Organizational Culture – Hire and Fire for Fit

When I interviewed for my last job, before starting Candid Culture, the CEO put a mug in front of me with the company’s values on it and asked if I could live by those values at work. He was smart. Hiring someone with the skills to do a job is one thing. Hiring someone who fits into the organizational culture, is another.

Determining if a prospective employee will fit your organizational culture is much harder than determining if someone has the skills to do a job. Often when an employee leaves a job, only to take the same role at another company, they left for fit. They just didn’t feel comfortable. They weren’t a good fit with the organizational culture.

culture fit

You’ve probably heard discussions about employees who deliver results at the expense of relationships. Or about employees who fellow employees really like, but they just can’t do the job.

Leaders of organizations need to decide what’s important:  What people do?  How they do it? Or both. I’m going to assert that both the work employees deliver and how they deliver that work is equally important. I think you should hire and fire for fit.

Work hard to hire people who will fit into your organizational culture. Get rid of people who don’t fit. The impact on your organization’s reputation and on internal and external relationships depends on hiring people who behave consistently with your brand and how you want your organization’s culture to feel.

At Candid Culture, we teach people to have open, candid, trusting relationships at work. Thus we must hire people who are open to feedback and communicate honestly. And we fire people who don’t model those behaviors.

If you want a high service organizational culture, you can’t hire people who don’t care about others or who don’t want customers to feel good about working with you.

Here are a few ways to ensure you hire people who are a good organizational culture fit:

  1. Share your current or desired culture with job candidates early, often, and clearly.
  2. Work to assess how candidates fit the culture. Use practical interviews, job shadowing, and reference checks to assess organizational culture fit.
  3. Talk about the culture when onboarding employees.
  4. Make behaving according to the culture part of your performance appraisal process.
  5. Reward behavior that matches the culture.
  6. Have consequences for not acting according to the culture. A negative feedback conversation is a consequence.
  7. Ensure your leaders and managers live the culture. Get rid of leaders and managers who aren’t a good culture fit. This takes courage.

When people leave an organization, they don’t often take copies of reports they produced or work they created. And if they do, they rarely look at that work. What they do take, remember and find meaning in, are the relationships they built at work. Relationships are dependent on organizational culture.

Determine the organizational culture you want. Talk about regularly. Require people to act according to the culture. Reward the ones who do. Get rid of the ones who don’t. Make working in your organization feel as you want it to feel.


The Employee Performance Appraisal Doesn’t Have to Be the Worst Day of the Year

Most people would rather get a root canal than participate in an annual employee performance appraisal.

The reasons employee performance appraisals are so difficult is simple:

  1. Many managers don’t deliver timely and balanced feedback throughout the year.
  2. Many employees don’t ask for regular feedback.
  3. Too much information is delivered during the annual employee performance appraisal.
  4. And as crazy as it sounds, managers and employees haven’t agreed to give and receive regular and candid feedback.

Employee performance appraisals don’t have to be the worst day of the year.

Here are four steps to ensure employee performance appraisals are useful and positive:

  1. Managers and employees must agree to give and receive balanced, candid feedback. Don’t assume the agreement to speak honestly is implicit, make it explicit.
  2. Managers, be honest and courageous. Don’t rate an employee a five who is really a three. You don’t do anyone any favors. Employees want to know how they’re really doing, no matter how much the feedback may sting.
  3. Managers, focus on three things the employee did well and three things to do more of next year. Any more input is overwhelming.
  4. Managers, schedule a second conversation a week after the employee performance appraisal, so employees can think about and process what you’ve said and discuss further, if necessary.

The key to being able to speak candidly during an employee performance appraisal is as simple as agreeing that you will do so and then being receptive to whatever is said. And don’t make feedback conversations a one-time event. If you do a rigorous workout after not exercising for a long time, you often can’t move the next day. Feedback conversations aren’t any different. They require practice for both the manager and employee to be comfortable.


Say No to the Empathy Sandwich – Giving Effective Feedback

No one likes giving people negative feedback. Giving negative feedback often makes both the feedback deliverer and the recipient feel badly. To make everyone feel better, we dress negative feedback up with pickles and relish, otherwise known as The Empathy Sandwich.

The Empathy Sandwich in action: “You’re doing really great. Now you did almost cost the company $50,000, but in general, things are going great.”  

The Empathy Sandwich is plain wrong, wrong, wrong. It leaves people unclear, wondering if there is a problem. Instead of softening negative feedback with positive platitudes on both ends, tell people you’ll be providing positive and negative feedback as things happen and then separate both types of feedback.

Here’s how you can set the expectation that you’ll be providing balanced feedback:

Giving feedback to people you manage: “As your manager, my job is to help you be successful. As a result, I’ll tell you what I see, as I see it. I’ll give you both positive and upgrade (negative) feedback in a timely way. Because if I don’t, you’ll learn nothing from working with me.”

Paving the way to give feedback to peers and those at a higher level:  “We see each other work and are in a unique position to provide each other with feedback. If you see me do something really great or not so great, I’d like to know. I promise to be receptive.”

Delivering feedback and avoiding The Empathy Sandwich:  When you give feedback separate the positive from the negative. You could say something like, “I want to talk about a few things today. Here are some things that are going well… Now, I also have something to talk with you about that is not going as well… After you deliver the negative feedback, say something like,  “I know there is a tendency to dwell on negative feedback. I want to remind you of the positive things we talked about today.”

People can handle negative feedback. They won’t quit if you’re honest about their performance. They will likely become defensive and get upset for a time. That’s ok! Your job when giving feedback is to be clear, timely and specific. Worry about your delivery. Ensure you have the relationship to deliver the feedback. Don’t worry so much about the response.


Improve Employee Performance – Get What You Want at Work

How many times have you been sitting at your desk wondering, “Why won’t he ___________ ?’ Perplexed, you talk with your buddy at work. The conversation goes something like, “I’ve got this person, and I can’t figure out why he won’t ______________.” Or perhaps you talked directly to the person, but after several conversations, he still hasn’t done what you asked him to do.

employee performance

There are four reasons for a lack of employee performance and why people don’t do what you want them to do:

  1. They don’t know how.
  2. They don’t think they know how.
  3. They can’t.
  4. They don’t want to.

Reason number one for a lack of employee performance, they don’t know-how, is the easiest to solve. People who don’t know how to do something need training, coaching, a mentor, a job aid or some other form of instruction. The hope is that with the right training and exposure, he will be able to do what you’re asking.

Reason number two for a lack of employee performance, they don’t think they know how, can be improved over time with patience and consistent coaching. You aren’t working with clean slates. Most people are recovering from or reacting to a past relationship or situation. If a person worked for a controlling manager who never let him make a decision or worked for someone who invoked punitive consequences for making mistakes, the person will be hesitant to make decisions. Hence why he does drive-bys on you, repeatedly checking in, but never pulling the trigger on anything.

If you work with someone who doesn’t think he knows what to do, but you know that he has the answer, encourage him to trust himself. When he comes to you for validation or approval, ask questions, don’t give answers. Tell the person you trust his judgment and encourage risk-taking. Tell him that you’ll support his decision, even if it proves to be the wrong one. And encourage him to make the decision next time without consulting you. And then keep your word. If he makes the wrong call, you have to have his back and can’t invoke negative consequences.

Reason number three for a lack of employee performance, they can’t, is challenging but clear-cut. People who can’t do a task their brains aren’t wired for will never do that responsibility well, regardless of how much coaching, training, and assistance you provide. If you have repeatedly AND EFFECTIVELY, coached, trained, and provided support, remove that responsibility and give the person something he can do well. If that responsibility is a large part of the job, you have someone in the wrong job. It’s time to make a change.

Reason number four for a lack of employee performance, they don’t want to, is annoying but manageable. There are lots of reasons people don’t do things they don’t want to do. Those reasons include, but aren’t limited to, boredom, lack of buy-in as to why something is important, insufficient time, feeling like a task is beneath them, etc. If you’ve got someone who can but doesn’t want to do something, you can either take the responsibility away, incent him to do it, or give feedback EVERY TIME the task doesn’t get done.

Giving negative feedback isn’t fun for the giver or the receiver. No one wants to hear that he isn’t meeting expectations and most people don’t want to tell him. But the discomfort of receiving negative feedback EVERY TIME the person doesn’t do what he needs to do will create behavior change. He will either begin doing what you ask, quit, or ask for a transfer. Either way, your problem is solved.

The first step in getting people to do what you want them to do is to discover why they’re not doing what you ask. It’s impossible to appropriately manage employee performance if you don’t know why someone isn’t doing what he needs to do. And the person to ask why a responsibility isn’t getting done isn’t you or your buddy, it’s the person not doing the work. So get out of your head, leave your office, and go talk to the person not doing the work.

Here’s how to start an employee performance conversation:

“I’ve noticed you’re not doing ___________. Help me understand what’s happening.” Watch your tone, inquire from a place of genuine curiosity, and identify the reason he isn’t doing what he needs to do. Then you can intervene appropriately and hopefully get what you want.


Be a Best Company – Four Employee Retention Strategies

“My boss is a jerk and my career is going nowhere in this organization, but there’s yoga and a pool table, so I think I’ll stay,” said no employee ever.

Employees enjoy concierge service, free lunch, ping pong, and social events at work, but these perks don’t improve retention or performance. The only perks known to improve employee loyalty and commitment is time off and a flexible schedule.  Everything else is nice to have, but does not impact career decisions.

Organizational leaders and managers have been led down a path of expensive distractions disguised as employee retention strategies. Eliminate the noise and focus on the four things that really matter to employees, and your best people will stay.

This is what’s important to your employees:

  • I trust the leaders who run this organization.
  • My opinion means something.  I am listened to.
  • I feel respected (by my manager) and have good relationships in the organization.
  • My work is challenging and interesting.

So what should you do if you want to be a best place to work? 

Here are Four Employee Retention Strategies Managers Can Take:

1.   Meet one-on-one with employees and have meaningful discussions about his/her performance and career goals.

2.  Ask employees for their opinion and demonstrate that you’ve heard them.

3.  Provide opportunities for employees to do work they enjoy.

4.  Ensure employees who want to advance in your organization are learning and growing.

Read about our Be a Great Place to Work leadership training program that eliminates the noise and teaches the things leaders and managers really need to do to retain the best employees.


Give Feedback by Asking Questions

The people you work with want to do a good job. They want you to think well of them. Yes, even the people you think do little work. Give people the benefit of the doubt. Assume people are doing the best they know how to do. And when you don’t get what you want, make requests.

There are two ways to give feedback. One way is very direct.

Version one:  “You did this thing and here’s why it’s a problem.”

The other way is less direct. Rather than telling the person what went wrong, simply make a request.

Version two: “Will you…” Or, “It would be helpful to get this report on Mondays instead of Wednesday. Are you able to do that?”

It’s very difficult to give feedback directly without the other person feeling judged. Making a request is much more neutral than giving direct feedback, doesn’t evoke as much defensiveness, and achieves the same result. You still get what you want.

When I teach giving feedback, I often give the example of asking a waitstaff in a restaurant for ketchup. Let’s say your waiter comes to your table to ask how your food is and your table doesn’t have any ketchup.

Option one:  Give direct feedback. “Our table doesn’t have any ketchup.”

Option two:  Make a request. “Can we get some ketchup?”

Both methods achieve the desired result. Option one overtly tells the waiter, “You’re not doing your job.” Option two still tells the waiter he isn’t doing his job, but the method is more subtle and thus is less likely to put him on the defensive.

You are always dealing with people’s egos. And when egos get bruised, defenses rise. When defenses rise, it’s hard to have a productive conversation. People stop listening and start defending themselves. Defending oneself is a normal and natural reaction to negative feedback. It’s a survival instinct.

You’re more likely to get what you want from others when they don’t feel attacked and don’t feel the need to defend themselves. Consider simply asking for what you want rather than telling people what they’re doing wrong, and see what happens.

I will admit, asking for what you want in a neutral and non-judgmental way when you’re frustrated is very hard to do. The antidote is to anticipate your needs and ask for what you want at the onset of anything new. And when things go awry, wait until you’re not upset to make a request. If you are critical, apologize and promise to do better next time. It’s all trial and error.


Help an Underperforming Employee Move On

Being in the wrong job feels terrible. It’s not unlike being in the wrong romantic relationship, group of friends, or neighborhood. We feel misplaced. Everything is a struggle. Feeling like we don’t fit and can’t be successful is one of the worst feelings in the world.

The ideal situation is for an underperforming employee to decide to move on. But when this doesn’t happen, managers need to help employees make a change.

The first step in helping an underperforming employee move on to something where s/he can be more successful is to accept that giving negative feedback and managing employee performance is not unkind. When managers have an underperforming employee, they often think it isn’t nice to say something. Managers don’t want to hurt employees’ feelings or deal with their defensive reactions. In fact, when we help someone move on to a job that she will enjoy and where she can excel, we do the employee a favor. We set her free from a difficult situation that she was not able to leave out of her own volition.

I get asked the question “How do I know when it’s time to let an employee go?” a lot.

Here’s what I teach managers in our managing employee performance training programs: There are four reasons employees don’t do what they need to do:

  1.  They don’t know how.
  2. They don’t think they know how.
  3. They don’t want to.
  4. They can’t. Even with coaching and training, they don’t have the ability to do what you’re asking.

Numbers one and two are coachable. With the right training and coaching, employees will likely be able to do what you’re asking them to do.

Numbers three and four are less coachable and are likely not trainable.

When you’re confronted with someone who simply can’t do what you need them to do, it’s time to help the person make a change.

The way you discover whether or not someone can do something is to:

  1. Set clear expectations
  2. Observe performance
  3. Train, coach, and give feedback
  4. Observe performance
  5. Train, coach and give feedback
  6. Observe performance
  7. Train, coach and give feedback

Welcome to management.

After you’ve trained, coached, and given feedback for a period of time, and the person still can’t do what you’re asking her to do, it’s time to make a change.

 Making a change does not mean firing someone. You have options:

  1. Take away responsibilities the person can’t do well and give him other things that he can do well.
  2. Rotate the person to a different job.

Firing someone is always a last resort.

Sometimes we get too attached to job descriptions. The job description outlines a specific responsibility that the person can’t do. So we fire the person versus considering, who else in the organization can do that task? Be open-minded. If you have a person who is engaged, committed, and able to do most of her job, be flexible and creative. Give away parts of the job to someone who can do them well. I’ve also seen employees who were failing thrive in a different job. Organizations that are flexible survive; organizations that are rigid do not.

underperforming employee

Let’s say you’ve stripped away the parts of the job that an underperforming employee can do well, and she still can’t perform effectively. Now it’s time to make a change.

Here are some words to use when having the difficult “it’s time to move on” conversation:

“I really want you on my team and to be successful in our organization. Over the past six months, we’ve had several conversations about the parts of your job that are a struggle. We’ve taken away responsibilities that aren’t a fit for you and have replaced those responsibilities with things that seemed like a better fit. And yet I can see that you are still struggling. I’m very sorry to say that it’s not appropriate for you to continue working here. Today is your last day.” Depending on your organizational culture, can also say, “How do you want to handle this? You can resign or we can let you go. I’ll do whatever feels more comfortable for you.”

This is a difficult conversation that no manager wants to have. Yet I promise you, this conversation feels better to your employee than suffering in a job in which s/he can’t be successful. After you’ve set expectations, observed performance, and coached and given feedback repeatedly, letting someone go is kinder than letting the employee flounder in a job in which he cannot be successful.

underperforming employee

 


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