Communication

May 3, 2010

In today’s business climate, public organizations are putting more emphasis on employee performance. In a climate of restructuring and downsizing, top performers are prized. And, with fewer employees on the payroll, managers are realizing they need to give extra attention to managing the performance of those who remain.

Clear expectations and outcomes, regular feedback, and praise and recognition are all no-cost tools that must be employed if an organization expects to thrive and prosper in this time of few resources. In fact, Bersin and Associates recently released a study that reveals that performance management is now at the top of organization’s priority lists. Forty-two percent of organizations have consistent, enterprise-wide practices for performance management. Another 29 percent have a process that is used by most groups throughout the organization. However, that leaves up to 30 percent of organizations with inconsistent or informal performance management practices.

This is troubling because the research also shows that organizations with defined performance management practices have experienced less downsizing, lower turnover among high performers, and, in for-profit organizations, twice the revenue per employee as organizations with informal or inconsistent practices.

The moral of the story is that if you are looking to do more with less (more productivity with fewer employees) it makes sense to look first to your organization’s performance management practices. Are the expectations for employee performance clear? Is feedback and coaching offered on a regular basis? Do employees clearly understand how their contributions add value to the enterprise? Are managers and supervisors confidently guiding the performance of each individual?

A few tweaks, a renewed focus, or a little training might be all that your organization needs to reap the benefits of a strong performance culture. What is your performance management system doing for your organization? 


April 13, 2010

According to The Gallup Organization there are 22 million disengaged employees that cost the American economy up to $350 billion per year in lost productivity, including absence, illness, and other problems that result when workers feel unappreciated. Ninety percent of voluntary resignations are due in part or initiated because the employee feels under appreciated by their manager. I'm betting public sector employees are feeling more disengaged than ever, considering the current economic environment.

In these challenging economic times, we need to look for ways to let employees know that they are valued more than ever. Here are ten no-cost ideas to try:

  1. Invite an employee to join you. You can convey your value for a team member by inviting them to join you at important client meetings or higher level team meetings. By exposing them to a new group and new discussions, the employee gains a new perspective and you have a chance to show them off to others.
  2. Spend some time together. Good old fashioned dialogue can go a long way when the conversation is with a boss who is busy. Once a week take 15 minutes to chat with an employee you haven't spent much time with lately. Ask open ended questions and show your interest. Use their name. Your attention is worth gold.
  3. Start a Red Plate routine. Find a plate (or basket or bucket) and fill it with something yummy. This could be homemade cookies, candy, or healthier treats. At a staff meeting, give the plate to the one person who had a great week. Tell them publicly why you appreciate what they did. Tell them that their job is to watch their peers over the next week and be prepared to present the plate, refilled of course, to a teammate who excelled that week. The plate will continue to be passed from team member to team member and the recognition becomes the responsibility of the group and not just the responsibility of the manager. You can substitute the red plate for a stuffed animal, a fun trophy, or other item of interest. One group that I work with uses a very unattractive statue of John Wayne--but it means so much to win the little guy!
  4. Duh...say thanks. In a recent survey sixty-three percent of employees ranked "a pat on the back" as a meaningful incentive. Saying thank you and meaning it is easy to do and can earn extensive goodwill. Call the employee to your office and just say thanks for a specific thing they've done. Nothing else should be the topic of the conversation.
  5. Post a Note. Write a quick thank you on a Post-It or other informal piece of paper and leave it on the employee's chair or on their desk. Be sure to write it in your own handwriting and be specific about what the employee did to receive your recognition.
  6. It's in the Name. When an employee creates a new form, process, approach, or other creative idea, name it after them. At staff meetings, in emails, and casual discussion, refer to the innovation as "Steve's form," "Judy's process," or "Jenna's tool."
  7. You're a Lifesaver. When an employee does something that really makes a difference for you or for the team, give them a pack of LifeSavers candies. Make sure you combine the gesture with a note or comment about what the employee did to save your life and why it's important to you.
  8. Ring the Bell. When a team member does something of note or when a customer expresses thanks for someone's work, ring a bell for the whole team to hear. Follow the ring with a quick announcement to the team about the person's accomplishment.
  9. Ask Them. Meet with each employee individually and tell them that they are a valuable part of the team. Ask them what they would like to do in the course of their work that would be new, different, enriching, and/or exciting. Then, do what is possible to give the employee an opportunity to pursue this interest.
  10. Listen. We all need to know that what we have to say is important to someone. Each day, focus your attention on an employee conversation with the sole purpose of just listening to what they have to say. Enter the conversation with curiosity about how they view the world and how that viewpoint can enrich the team.

Recognition doesn't have to be costly and it can go a long way to establishing a culture that is supportive, innovative, and productive.

What are you doing to engage and motivate employees in these difficult times? I'd love to hear!


November 19, 2009

There is a natural tendency to avoid asking questions when you are uncertain as to what the answers will be. As a result, managers often avoid asking questions. Instead, they just tell the employees the answers they really want to hear. It may seem like you are giving up control when you ask an open-ended question that engages the employee. But, it doesn't have to be a scary proposition. One way to encourage dialogue while still guiding the direction of the conversation is to use sideboards to frame the question.

Frame the question with sideboards.

Sideboards are the parameters that frame an issue. They are the "givens." Sideboards are the assumptions you have already made that are non-negotiable. In most situations, there is background information that must be considered before a conversation can progress. Those are the sideboards. Usually there are limitations (time, money, resources, etc.) that must be noted when you are exploring options. Those are the sideboards.

The challenge is to state the sideboards clearly before asking a question that involves the employee in finding the solution. Here are some examples of sideboards in action:

Given our current budget situation...which of our projects is the highest priority?

Assuming we will meet our end of the year objectives, what additional tasks should we pursue?

Knowing that our relationship with this client is tenuous, what options do we have for satisfying this order?

Given the restrictions placed upon us in the regulations, what alternatives should be considered?

As a manager, you can establish parameters that will help employees find workable, effective, and successful solutions to issues and challenges. Considering the challenges public sector agencies are facing today, it is critical that we define the parameters of the issue before asking for input.  Think about the sideboards.


February 27, 2009

It's almost a waste of keystrokes to say these are uncertain times. We hear it everyday. No matter what level of government you serve in, you've probably experienced economic ups and downs lately and your employees are probably asking or at least wondering:

  • Is my job safe?
  • Is the agency financially sound?
  • What does the future hold?

In these scary times of budget cuts and layoffs, employees look to you, the Human Resources representative, for the critical information they crave. The reality is that you may not know the answers to their questions. Still, your responses send strong emotional signals about your ability to lead under pressure. Before you quickly attempt to respond to those answerless questions remember:

  • We're all human and humans naturally have fears. Don't be surprised or take it personally if you are met with tears, anger, or other strong emotions. Everyone reacts in their own way during times of uncertainty.
  • Tell them all you know. Hiding details or facts from employees rarely benefits anyone. And, employees eventually find out the full truth (often from the media). If you haven't been 100% up front with the details from the beginning, your lack of transparency will work against you in the future. Guaranteed.
  • Admit that you don't know. In this environment no one knows all the facts or all the possible outcomes. The best thing you can do is to admit what you don't know and let them know when you expect to have more information.
  • Create a centralized "place" for keeping employee up-to-date. We know that employee communications is a central part of our role in human resources. Still, in these times, it's even more critical to have a central place (website, hotline, Facebook page, whatever) where employees can find the most current information. A centralized spot for information also cuts down on the potential for rumors and gossip.
  • Redefine your expectations for performance. Today we are faced with an opportunity to redefine performance expectations for each job. Employees need to know what will differentiate them from others. This is the perfect time to talk about superior performance and how to achieve it. Employees need to know what it is and your organization needs it now more than ever.

Finally, approach these conversations (and these difficult times) as an opportunity to focus on your own personal growth. It's not going to be easy. You can choose to muddle through in a reactionary way or you can choose to learn new ways to be efficient, develop new skills, and develop the confidence you'll need to successfully navigate these tough times. Choose to grow.