Having Plan B or is it really Plan F - Increasing productivity by advance planning

Years ago, one of my great life lessons in working in luxury retailing was in working with some sharp cookies in the company. I learned a lot from them about successful business execution. One area that has stuck with me was how they approached strategic planning in the business.

They never were without a second level of planning on how to deal with challenges that constantly arise in retail. While I would be content with the “Carl” A-plan and believe that was enough, they always were thinking the “what-if” the plan A did not work. I saw this of most value when negotiating with vendors. By anticipating what might go wrong, and by being prepared, many of the agreements we signed served our companies well. Yes, as a lifelong optimist, I wanted the new vendor launch or promotion to do well, but if conditions changed and the promotion did not do well, what then.

Later, as Director of Epicure at Neiman Marcus, I launched a major international food event centered on Italian cuisine. The buyers had gone to Italy and bought well. We had everything in place to be a winner. I left on a seven city promotional tour on a clear October Monday in 1987 and in route discovered that the infamous 1987 stock market collapse had just hit. Thankfully we had developed some unused promotional strategies which then became extremely valuable in the relaunch and ended the promotion in a great financial position despite the global issues. One thing I discovered is that customers will often buy gourmet foods in tough times as it is one of the affordable “feel-good” luxuries. Just like moviegoers in the 30’s adored screwball comedies and Busby Berkley musicals because they were “feel-good” luxuries. In times of economic downturn sometimes a good laugh, a good tune or a good gourmet meal can do the most good for a healthy mental outlook.

Just so in our life today. I see in many coaching clients the same reliance on the “one plan “ approach whether for advanced education, career planning or even life itself, not that I am recommending a backup plan for marriage. But rather, by building a strategic way of thinking of how others might respond to the tasks in front of us we bring valuable skills to our work.

What does this have to do with personal productivity???? In my review, can see how effectively our companies could respond to unforeseen issues through productive advance thinking. I have also discovered in business planning as in writing books, as Sam Horn the writing coach once advised me, “No word that you have written is ever wasted”.

Staying Committed During Difficult Times

What comes to mind when you think of commitment? Commitment to a relationship? Commitment to a religious belief? Commitment to heath/wellness? Commitment to a job or organization? When we are committed to something we are dedicated to taking continuous action toward making it succeed.

Tough times challenge our commitments. Relationships are tested when our significant others are nott on their best behavior. Religious beliefs are sometimes tested during catastrophic disasters. When we’re injured, our commitment to exercise sometimes wanes. When organizations face layoffs and resource cutbacks we begin to question our commitment to the company.

That is why it is so critical for leaders to focus on commitment during the current downturn in the economy. Commitment must be renewed and reinforced towards values, results, customers, and employees to improve productivity and organizational health.

“Individual commitment to a group effort -- that is what makes a team work, a company work, a society work, a civilization work.” - Vince Lombardi, Football Coach

· Commitment to Values: People use their values for making decisions and determining how to live their life. Daily stress may move us away from modeling our values such as credibility, honesty, teamwork, excellence, collaboration, empathy, accomplishment, etc. It is time to reflect on our core values and use them every day to demonstrate leadership effectiveness.

· Commitment to Results: Change and stress during challenging times will tend to drain our motivation. We may find our mind wandering and unfocused. It is time to refocus our energy on obtaining results every day. Start by goal setting with your team to point everyone in the same direction. Keep goals uppermost in everyone’s mind by posting them, measuring them, and communicating results.

· Commitment to Customers: Customer’s have less to spend these days. Organizations that value customers and provide value for their hard earned dollars will retain their market share. Show customers you are committed to continuing a relationship even if their spending is reduced to create loyalty for when the economy improves.

· Commitment to Employees: Although listed last, this is one of the most important commitments during tough economic times. Your employees are the key to servicing your customers, if they aren’t treated well it will be difficult for them to treat your customers well. Employees are observing how they are treated during tough times to determine whether they will stay with your organization when job openings increase. If they feel you are committed to them, they will be committed to the organization.

In what area has your commitment been tested lately? Renewing your commitment to values, results, customers and employees will make your organization more productive and healthy during difficult economic times.

The DIAL Method: Do It And Learn

In this information age learning is more important than ever. But learning is not a spectator's sport nor is it a passive, non-thinking activity. Learning can and should be an active, exciting, fun-filled adventure for all ages.

Often times we associate the old "trial and error" method with learning. With this type of thinking there will usually be more error and less enjoyment. Why? Because the supposition is you have to fail repeatedly before you can succeed. I’ve never met anyone who really enjoys failing in order to learn. A new method with a different attitude can open the door to more enjoyment, quicker learning and greater success. It's called the D.I.A.L. Method. D.I.A.L. means Do It And Learn.

The primary thing that keeps people from being an active aggressive learner is fear. Fear binds people, freezing them in their tracks. Fear intimidates its victims causing them to wither and withdraw. The D.I.A.L. Method conquers fear by taking specific positive action directed at the source of the fear. Growth and advancement in life are easier and quicker when we D.I.A.L.

You conquer a fear of public speaking by doing it. The more you practice speaking you'll learn that you can improve each time and become better and more confident after each endeavor. With doing comes competence and competence breeds confidence.

If you fear failure in seeking an education, a better job, or better relationships you should D.I.A.L. You commit yourself with every ounce of strength and all the courage you have and move forward. As you do it you will learn that you can succeed while accomplishing each goal you set for yourself. The more clear and concise your purpose is the greater your success will be as you D.I.A.L. We can gain wisdom and understanding if we take the time to evaluate our progress compared to our purpose.

We can and should be learners for life. Some of the greatest and fastest learning we ever achieve is between the ages of 1-6. Our young minds are open, meek and receptive and we have more of a trusting attitude toward those who are teaching us. We typically have little if any fear so we’re ready to try new things. In trying more and in doing more we learn more. It is also possible to maintain this type of learning attitude even as an adult.

The greatest learning comes from being the greatest doer. As you do something repeatedly you can learn new insights each time. As you do those activities you fear, you learn the power of action in overcoming fear and bringing success.

Adults learn quicker and retain more by doing than by hearing, discussing or just thinking. The D.I.A.L. Method works being founded on principles that work. It has a more positive focus than the “trial and error” method.

Don't try and err. Do it and learn. You will find some obstacles and you will probably make some mistakes along the way. The most important thing is that you will change because you will learn in a simple, proven and powerful way. The D.I.A.L. Method is ‘believing in action’. When it comes to learning, aren’t you glad you use D.I.A.L?

Giving Green for Recognition during Administrative Professionals Week

Green can mean different things in business today, as can reward and recognition. Rewards are a form of recognition and they can be monetary or take the form of gifts. Green can mean money or it can be an ecological or economical contribution. Since April 19-25, 2009 will be Administrative Professionals Week, with the main day for recognition on Wednesday, April 22 (formerly know as Secretary’s Day) consider that April 22 is also Earth Day this year and Arbor Day just happens to fall on the 24th. So why not recognize the special contribution your administrative staff gives you by offering green options or other alternative gift ideas?

For years flowers have been given to secretaries and clerks, which are always appreciated. However flowers may only last the week in which they are given. So the only remembrance maybe the empty vase or container they were in. Consider giving a nice houseplant or plant arrangement instead. This lasts for months as a cheery reminder of the recognition and appreciation on the desk or in the office area of the recipient. Also, plants also help reduce carbon monoxide and other pollutants in the area and refresh oxygen.

If you want to make the recognition more personal (as in the 3 P’s of Rewards and Recognition), you will need to find out what the recipient wants or enjoys doing. For instance, is there something the person needs to make their job easier or more pleasant? This type of reward is for personal productivity and can be a book, specialized office supplies or equipment, or simply a nice desk accessory. To personalize it more, does the person have a hobby? If they like gardening then a plant still works but maybe give a shrub that is flowering for their office now that they could put in their garden after the blooms are gone to enjoy in future years. Do they like to cook or consider their self to be a foodie? If yes, then maybe they would appreciate some gourmet food item or cooking utensil – visit a gourmet shop and ask for green ideas or items that make kitchen chores faster and easier. If the individual’s family or friends outside of work is often spoken of, then consider giving tickets to a group or outdoor activity or maybe a very nice frame they can put a photo in. Another option is to offer them a special daycation they can take off work to enjoy alone or with others. Be sure to keep green in mind when selecting the gifts, green being both cost and good for the environment.

For ideas on what your office staff can do together for Earth Day, see last year’s post Greening the office with the 3 R’s.