Searching for the fountain of productivity

Quicker, better, cheaper and Now! ... And other client expectations
Right after the search for youth comes the search for methods of improving productivity. Ever since the Pharaohs considered how to build the pyramids more quickly and with less labor to feed, management has been on a search for improved work pace. Delicious film productions like Cecil B. De Mille’s The Ten Commandments in which a captive people labor in the scorching sun beneath the whips of pharaoh’s overseers began to lay the foundations for today’s notions of productivity. Never have people suffered so gloriously than in the hands of Mr. De Mille.

Today, with our workforce quest of better, quicker, cheaper, we are reduced to taking the best two out of three. So how did the mid-level managers of the pyramid days manage their teams? And achieve such great productivity?

Harvard Magazine dug deep into the stories of the pyramids and the Great Sphinx. These stone miracles rise inexplicably from the desert at Giza, relics of a vanished culture. They dwarf the approaching sprawl of modern Cairo, a city of 16 million. The largest pyramid was until early in the twentieth century the biggest building on the planet. To raise it, laborers moved into position six and a half million tons of stone—some in blocks as large as nine tons—with nothing but wood and rope.

During the last 4,500 years, the pyramids have drawn every kind of admiration and interest, ranging in ancient times from religious worship to grave robbery, and, in the modern era, from New-Age claims for healing “pyramid power” to pseudoscientific searches by “fantastic archaeologists” seeking hidden chambers or signs of alien visitations to Earth.

As feats of engineering or testaments to the decades-long labor of tens of thousands, they have awed even the most sober observers. The question of who labored to build them, and why, has long been part of their fascination. Rooted firmly in the popular imagination is the idea that the pyramids were built by slaves serving a merciless pharaoh. This notion of a vast slave class in Egypt originated in Judeo-Christian tradition and has been popularized by Hollywood. But graffiti from inside the Giza monuments themselves have long suggested something very different. He has found the city of the pyramid builders. They were not slaves. And they were very productive.

What was needed then and needed now is the business leadership that leads productivity. When teams feel connected and inspired by their leaders, they respond with higher productivity, more attention to quality and a sense of purpose. Without that leadership, things fall flat. Errors pop up frequently, absenteeism becomes rampant and turnover is an issue.

Recently, in a discussion of hospital effectiveness and wellness, I suggested that instead of searching for state data on rates of recovery, potential patients should see if they could find the rate of turnover in their care teams. If the nursing staff is composed primarily of day workers from a contract care service, I would be wary of their care. This is nothing negative about their own abilities, but nurses who do not know their teammates, the doctors or how things work, struggle to do their best.

If the pyramid builders were around today, the leadership lessons they might share would be about using talents where they are best applied, building teams with shared goals and visions, and respecting their workers. That is what Harvard Magazine discovered when they went beyond the surface and found out how the pyramids were really built.

Tis the Season to Donate and Recycle Kindness

During the Thanksgiving, Hanukkah, Christmas, Boxing Day, Kwanza, New Years and other holidays, we tend to think more of others than ourselves. This is when our true humanity and caring is best displayed. This is a season when people give most to charitable organizations. Below are some ideas to consider for your personal giving or thoughts your company may want to consider if doing a charitable drive.

Donate technology like computers and phones. Read Techsoup’s Tips for donating or recycling computers then see Computers with Causes donation program. You may also want to find out how to give your old cell phones to nonprofits for emergency use or to donate them to soldiers. Besides phones, you can donate other items to soldiers as well.

We think often of children and feeding the needy during this time too. You may desire to make a difference in a young person’s life by giving toys, promoting literacy, or sponsoring a child. You could provide better education or perhaps food for a child or a family. Check out The Hunger Site to offer food support on a worldwide basis. Or plan to help out at home by finding out what your local community or church Food Bank needs are. Consider donating time as well as goods or money. Many shelters need people to serve food on the holidays or pass out items to the needy, and other organization need people to make deliveries.

Many of us buy new clothes or get haircuts to look our best at holiday parties and company gatherings. When adding to your closet, consider cleaning it out too. You can donate fashions and long hair after a haircut to worthy causes too. See these Charity Guides for ideas on donating clothes or eyeglasses.

If you have other links for charitable organizations that you feel are relevant to the giving season or any time of the year, please add them to the comments so others can learn about them too.

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Keep Focused on the Goal


There is a really funny commercial out now where a man learns of his work schedule mostly involving calling, texting and sending pictures on his phone to family members with the exception of one business meeting at 4pm… he cancels the four o’clock meeting. We laugh but then think, how much of my work day is focused on non-related business activities? What are we accomplishing that will ensure our success and the health of our organization? Times are tough right now; people are worried about the economy, stock prices, and layoffs. It is so easy to get distracted during normal times, but difficult times weigh heavy on our mind and take up time that could be spent more productively. Think of a sports team… if the season is going well, no players are injured, no players are misbehaving and getting negative press, it becomes much easier to focus on just winning the game. The team stays focused on the goal instead of worrying about other distractions. In business, all the players (employees) must try to avoid distractions and keep focused on the goals of the organization. Here are a few ideas:

  • Time Log – Do you know where you are spending your time everyday? An effective time management technique is to pick several days and create a time log. A time log is a list of everything you do by the hour. People who complete a time log project are amazed at where they spend their time. The gap between what you think you are doing and what you actually are doing may be very large. Analyze your time log for interruptions, activities that you can delegate, and time wasting activities.
  • Re-examine Objectives: You and your manager probably established goals and objectives at the beginning of the year. Those priorities may have changed with the new economic conditions facing your organization. You may be spending valuable time on activities that are no longer relevant to your company’s success. For example, your favorite project may have to be postponed until next year so you have the time to focus on what is important right now. It is a good idea to update your objectives by adding a column for what you now believe should be your new priorities.
  • Discuss Expectations - Set a meeting with your manager about your priorities and get clarification and agreement on your new plans. I’ve seen many people get frustrated with how hard they are working without recognition, only to later learn they were working on the wrong things! Getting clarification on your priorities is the first step to accomplishing the most meaningful goals of your organization. If you are a manager, your next step would be to clarify expectations for everyone on your team. You and the rest of your team can now keep focused on the goal.

We have a choice, focus on the negative news of the day and take up time worrying or keep focused on the goal and take steps every day that will take you closer to success.

Staying Optimistic in Troubling Times – RICH Application

In my previous post related to emotions and performance, I indicated I would next give you a technique you could use for application to stay optimistic. So now let’s translate Seligman’s ABCDE psychological principles from that post to leading your business through rough waters. To do so, facilitate your team through a conversation using our RICH process to analyze your situation and leverage your talents and resources.

R is for Realistic - Do a gut check and use the ABCDE method to explore the emotions you have experienced. See things as they really are and realistically appraise how your reactions have influenced the team.

  • How have we each been reacting to the current crisis?
  • How have those emotional reactions colored your thinking and influenced your attitude, and your decisions?
  • How has it affected your performance?
  • How has it affected our teamwork?

I is for Intelligent – Now analyze your current business standing and the risks associated with the current economic crisis.

  • In what ways is our business truly at risk?
  • What is the basis for this assessment? (fact-based)
  • What might this mean for our organization in the next two years?
  • What are ways to sustain our organization and reduce vulnerability? (Note: Beware of too much cost-cutting, reducing the organization’s power needed to move through this period effectively. Keep your most important resources, and those people who support your success. Keep in mind that this cycle will likely be turning around by 2010.)

C is for Creative – Now moving from the logical side of the brain which deals with the facts and solutions, over to the creative side. This is where your greatest leverage is for getting out ahead of the competition. Brainstorm with your team for out-of-the-box ways to impact your business. Remember, Warren Buffet uses down-turns to find new opportunities.

  • What are some possible opportunities now that did not exist before?
  • How can we balance our conserving efforts with expansive thinking? (Note: Conserving refers to protection mode, whereas expansive refers to stretching out and beyond)
  • How do we want to emerge from this crisis?
  • What would a position of strength look like?
  • What outside perspective would support us?

H is for Hone – To hone is to sharpen up, polish, improve, perfect and prepare. I heard a colleague say recently, “Well, if we can’t spend as much money this year on new training initiatives as we did last year, then let’s spend our time improving the programs we already have.” That is a great example of Optimism – which, when you come right down to it, is the ability, in a negative situation, to intentionally focus and take action on what you can do to make a positive impact.

  • What are areas of our business that we can work on improving?
  • What personal and professional strengths could we each develop during this time?
  • Which of these ideas would most support our vision for the future?

Use the above process to facilitate your team through a session of analyzing your situation and leveraging your talents and resources. Let us know how it worked for you and share any special twist you may have added to the conversation for your specific type of team.

Attitude is Everything!

A client asked me if I could work with an employee who was having difficulty handling her telephone responsibilities. “What appears to be the problem?” I asked. “She seems to be having trouble handling certain types of calls and becomes frustrated and almost hostile towards some callers.”

After more discussion I agreed to spend time coaching her. The first time we met it was easy to see that this wasn’t going to be a simple skill assessment and development issue. There were much deeper problems, specifically attitude issues that were at the root of her challenges.

Over a period of several coaching sessions we were able to see an obvious improvement. Fundamental to her success was the change in attitude that was made on her part. When that happened, everything else followed.

As part of the American workforce you are being expected to handle more responsibility, more quickly and with greater productivity than ever before. The pressures on you and your fellow employees are mounting and the pace of change and growth for most companies is staggering.

How will you handle these issues and pressures and still continue to maximize your growth? The foundation for survival and personal growth is based in attitudes. Now the question is HOW or WHERE do you learn to develop the right attitudes for success?

Today in America there are over 30,000 schools that will teach you how to do everything from cutting and curling hair to developing software applications. However, there is not a single school that will teach you HOW to be better than mediocre unless you have the right mental attitude.

In today’s educational systems 90% of our learning focus is directed at acquiring facts and figures with only 10% of our education aimed at our “feelings” or attitudes. Even that 10% is somewhat misleading because much of it is aimed at athletics and their related activities.

A Harvard University study revealed that 85% of the reasons for success, accomplishments and promotions were because of our attitudes and only 15% because of our technical expertise based on facts. This means we are spending 90% of our educational time and dollars developing that part of us which is responsible for 15% of our success. We spend 10% of our time and finances working to develop that part of us which accounts for 85% of our success.

William James, the father of American psychology, stated that the most important discovery of our times is that we can alter our lives by changing our attitudes. If that is true (and millions have testified to its validity) then perhaps it’s time we examine how we are training and developing the workforce of America.

Perhaps we need to look at the big picture to see that it is more than skills and knowledge that is important. It’s time for us to really examine what makes for success and how we develop attitudes that make the difference.

What is the right size for a team?

Team research done by some experts in the past said the best team size is between five and seven members, with three being the least you can call a team and up to twelve as the maximum number of members. Other experts say the right number of members for a team is closer to six (6), which could just mean they used the average of 5 and 7. Most of the successful teams I’ve worked with fit the 5-7 criteria for membership. The only problem I see with 6 is that an odd number is often desirable if voting ends up being required to make a decision where consensus is not possible or a deadline is looming soon as odd numbers provide for a tie-breaker vote.

After saying 5-7, I want to note that I was once on a cross-functional project team for system change management that had about 15 members too. Once that larger team agreed to a structured meeting management approach (which I termed RARA in my book for Roles, Agenda, Records, and Actions) using a trained facilitator as a role model recommending various methods for idea generation, problem-solving, and decision making that team worked very well in their time together and even reduced their required meeting time. Many members of this cross-functional team were team leaders for process sub-teams which contained members from functional areas in order to efficiently get research and work done outside meetings. Having a model in the larger team helped them better lead their sub-team meetings as well.

So I’m not so much into the number as what is the right size to get the team job done. Before deciding what size the team should be and who might be the best members, decide what type of team is needed. If the team is to be a working team, meaning they do assignments, coordination, and/or implementation of a plan rather than design, then this is typically better done with small teams. Larger teams are better if their needs to be communication across different functions or departments and where diversity of ideas, different perspectives, along with sharing of a lot of information is desired. Large teams work well for idea generation, design, or change creation teams.

Also look at how the team should be governed. Will it be self-directed and therefore in charge of most of the responsibility for team success? Or will it be managed by a team leader, project manager, or another level of management? After these decisions are made, look at what the requirements will be for team membership and what additional responsibilities the team leader, manager, or sponsor may have in order to help the team succeed.

Staying Optimistic in Troubling Times – Emotions and Performance

It’s difficult to avoid all the negative news right now – the economy, nasty politics, international threats, organizational failures, and many disappointments with our business and government’s leadership. I know of no one not touched in some way by all this.

During times of such stress and uncertainty, it is more important than ever to manage your emotions, your attitude and your focus. It is too easy to get caught up in the cultural drift of fear-based thinking and speaking. If you do, you risk becoming less effective and your business will be in even greater danger.

Tom Peters, during the 1980’s recession, said, “Sales people make 25% less phone calls during an economic downturn.” It was the sales person’s emotional reaction to the economic news which led to less activity and therefore lowers sales. The sales reduction was not caused by the recession itself.

We cannot control the outside market condition, but we can control our own ability to be proactive, as Dr. Stephen Covey, famed author of The Seven Habits of Highly Effective People, taught us. With this in mind, our focus this month is on the emotional intelligence competency that fuels one’s ability to be proactive, and that is Optimism, the ability to look at the brighter side of life and to maintain a positive attitude, even in the face of adversity. Optimism assumes a measure of hope in one’s approach to life. It is a positive approach to daily living.

Psychologist Martin Seligman, in his classic book, Learned Optimism, offers a useful look at how our negative thoughts feed our emotions in a stressful situation. Using the acronym ABC:

A is for Adversity – trouble hits.

B is for Belief – you start explaining to yourself why this is happening – this tends to be negative, and often inaccurate. For many of us, when something bad happens, our pessimistic explanatory style tends to pick the worst possible reason for our worry. Our inner voice tells us that we are a failure and we’ll always be a failure. Psychologists call it “awful-izing,” an over-reaction that puts you in an emotional spin.

C is for Consequence – you are impacted by these negative beliefs and you feel stressed, anxious, scared, hopeless, and depressed. As your emotional response system kicks in, you are not able to think clearly or realistically and you are immobilized. Buying into these beliefs leaves you vulnerable to the ups and downs of life, and ill-equipped to generate powerful responses to inevitable leadership challenges. Developing your ability to be optimistic is a way to stay centered and in control.

Caution: many people are naturally predisposed to optimism, and as in any strength, it can be over-used. This can lead to less than proactive behavior when a leader ignores danger and is too “Polly-Anna,” or out of touch, only to be blind-sided, exposed and unprepared. Optimism must be balanced with another Emotional Intelligence competency, called, Reality Testing. Reality Testing is the ability to assess the correspondence between what is experienced and what objectively exists. In simple terms, it is the ability to accurately “size up” the immediate situation, without taking it personally.

You can use the ABC method to see things as they really are. Then you are ready to fight back, adding D and E.

D is for Disputation - all beliefs are subject to question. When we dispute our assumptions, often formed in childhood, we usually find they are unfounded. Challenge your own automatic and habitual beliefs and look for alternative explanations.

E is for Energization - you observe and nurture the energy that arises naturally when you throw out your negative assumptions and start to follow a new course.

Check my next post for an application idea for staying optimistic.