Estimated reading time: likely to be more than 5 minutes
This is the second part of the trilogy Management 2.0 in which we will address skills. Skills that frankly, I believe can be learned around the world though the excellence in execution as with everything in life, will tie in more with our innate qualities and the extent to which we use them.
There is nothing more harmful than working with a disorganised person, especially if he or she is your boss. At the beginning of my career I experienced a number of them but I suppose in time, I developed some sort of intuition to avoid them. The ability to carry out many different tasks to high standard in a short space of time depends completely upon how we organize ourselves.
- Think about what we are going to do before doing it. Evaluate time, tasks and the necessary resources.
- Try to develop just one task each time, jumping from task to task is a recipe for disaster, bad quality and wasted time for example; writing a document whilst having your email open and mobile on. Thus, we go back to Neutron Jack’s (Jack Welch) favourite concept; working in compartmental blocks. .
- Your being well organised will have a positive impact on the work of your team and colleagues.
All of us can be organised if we have the discipline of making a note of things, clichés are of no use – creative people can also be organised, maybe not the best Project managers in the world but without a doubt, they can be organised.
Delegate wisely and with care
Realistically evaluate how long a task will take to complete when you delegate it to somebody, it looks simple it is a lot more important than it seems.
Allow me to explain something pretty awful happening in companies all the time and that illustrates the importance of delegating properly: “Driving a person crazy or to the point of depression at work is the easiest thing in the world to do if you are their boss. Simply assign a task when they have not yet finished (because it is impossible to have done so in that time), complain about how useless they are for not having finished the previous task, complain about them not having finished the second task and then assign a third… and continue the pattern. That person will end up depressed, crazy and burnt out in a short space of time. Well, this happens every day, sometimes out of malice (pure mobbing) and also due to the inability of evaluating the task properly by the superior.
To delegate properly means:
- Evaluate how long you would take with your knowledge and resources and add extra time if the person does not have the same knowledge and resources or if they have never done it before.
- Show them to how to complete the task, monitor progress using guidance, this is called delegating with care, the opposite of throwing out tasks.
Have a sense of urgency
It is nothing more than to respond as quickly as possible to those tasks or problems that really need it. It is one of the least common skills and does not depend on age nor education, it is an attitude acquired very easily when a person has a positive predisposition. The sense of urgency is learned and is passed on to others. I love organizations that have this incorporated into the DNA of their corporate culture. Despite this, it is still complicated. There may be resistance from leaders set in their ways and with poor communicative skills and on the whole, a lack of this skill is found in the more technical areas with little client contact…
A real case: (sadly one of many): How can a manager responsible for a critical bug go home so peacefully dead on-time leaving a client with their production line at a halt?
What is most valued by a company is not the absence of problems, but the speed and dedication with which they are resolved. One of the best people I have seen deal with clients, Michael Kessler said: “I prefer to have some technical problems with a client than none at all, that way the client can evaluate how we good we are when there are problems to resolve and we can gain their trust”. To have a sense of urgency means:
To be willing to prioritize tasks to the maximum when they require immediate resolution, even if it means working all night.
- It is very important properly to identify what is urgent and what is not, there are managers who generate false crisis for whom everything is urgent while there are others for whom only the building being on fire would be an urgent matter.
- If common sense is applied it is easy. Generally, urgent matters are: problems with clients, tasks related to the closing of client deals, critical deadlines and delays and clearly, the resolution of any conflicts.
For this point, I recommend the book: “A Sense of Urgency”.
Possess mental fortitude
The Manager 2.0 is an entrepreneur (internally or externally) and to be so, needs to respond positively to pressure. When I say entrepreneur I make reference to the wider meaning of the term, a departmental leader that has the courage to launch a new product into the market, a public sector employee who backs a new management system that presents advantages to citizens, a doctor investigating a new treatment that could save lives, a manager that offers to take on a complicated project, all of these are entrepreneurs and are who truly make the world go round. Managers 2.0 should have the capacity to take on risks and challenges and they should be able to do so in a positive and peaceful manner. I can guarantee you that this can be learned, if someone had said to me 20 years ago, that I would be an entrepreneur taking on all the risks and pressure I do now, I would have said “No way!”
How can we gain mental fortitude?
- Positive thinking is the best kept secret of leaders around the world. I define myself as a pathological optimist: “Not only do I see the glass half full; at the same time I’m thinking about how to fill the other half”.
- Realism, self confidence, persistence. It is very important to evaluate the milestones one wants to achieve and to have the faith in oneself to get there. Goals should be realistic, it is impossible to run 40 miles without beginning training for running 10 miles. If you are exhausted after running 3 miles the first day (as in my case), do not throw in the towel, continue with your plan temporarily adjusting the milestones, the will run the marathon in 18 months instead of 12.
- Stress control: Key for an entrepreneur, tension must be released and you must sleep well at night without the need for sleeping pills or herbs. Everyone should find their own method: sports, yoga, reading or a combination of these is usually a good method as they all release endorphins. Look for yours without resorting to chemicals.
In the article today the key points to summarize are:
- Be organised, plan, estimate, control progress.
- Delegate knowledgably and with care, evaluating what you have delegated and guiding your delegates.
- Employ a sense of urgency; do not leave things for tomorrow if it is important they are done today.
- Have mental fortitude. Find your way of facing challenges positively and peacefully.
If you do not have them all, do not worry, you can achieve them; draw up your plan to becoming a Manager 2.0.