Effective Leadership: Elevating The Coaching Discussion

Obviously, a big part of our job as leaders within an organization is to manage performance. But limiting our one-on-one discussions to just metrics is a big mistake. We should seek to have "bigger" discussions with our employees - not just interrogate them about their numbers for the week.

Here's a simple tip: Begin to ask your employees more reflective questions. "What's your five-year plan?" or "What do your really enjoy doing?" or "What would your dream job be?". The question is not so important, but the practice is. Drawing you employees out will help you as a leader to know them better and to target areas of development that will address not only those skills needed for their immediate job performance but for their long-term career development as well. And think about this: if I'm an employee with a boss who is genuinely concerned about my long-term development - not just about my current "numbers" - I am much more likely to be loyal to him/her and the company.

Effective Leadership: Maximize Employee Performance by Leveraging Discretionary Effort

Here's a few thoughts on discretionary effort:
Maximize Employee Performance by Leveraging Discretionary Effort

Effective Leadership: Coach to behaviors not metrics

The call center business is very metrics driven. We operate in an environment where everything is measured - hold time, handle time, conversion rates, dropped calls - you name it, we measure it. In fact, I'm pretty sure there's even an Avaya report that will show you the number of times the toilets flush in the employee restrooms. Well maybe I'm exaggerating just a bit but it's not hard to understand how we can sometimes fall in to the trap of managing to metrics instead managing to behaviors.

It is not uncommon at all to walk past a coaching discussion and hear something like this: " Well, your AHT (average handle time) is 540 seconds. Get that down to 480 by next week." Unfortunately, this supervisor thinks he's "helping" his agent be saying this. The reality is this is not helpful at all. If the agent knew how to reduce their AHT to 480 seconds don't you think they'd already be doing that?

A much better approach is to arm the agent with the specific BEHAVIORS that will help them accomplish the goal. Instead of saying "get your handle time down", the effective coach would give the agent specific action items that will result in a lower handle time, for example: follow the required call flow or ask this specific question at a specific time, etc. And this doesn't apply to only AHT discussions. This applies to any aspect of managing performance.

I am not saying that metrics or numbers are not important. On the contrary, in the call center industry, particularly in the call center outsourcing industry, meeting metrics is how we make our money. But their is a huge danger in holding agents accountable to metrics instead of behaviors and here's why: Agents do not control metrics. BUT agents do have complete control over their behaviors. If the right behaviors are happening the metrics will take care of themselves.

An agent feels empowered when he or she leaves the coaching discussion with specific, observable and measurable behaviors to put in to practice vs. feeling demoralized after getting beat up over their "numbers". And here's something to keep in mind: If agents are doing all the "right things" and still not hitting the metrics than we have probably showed them the wrong "right things". Make sure you focus on the "critical few" behaviors that will have the biggest impact on performance.

Remember, managing performance is about changing behavior. It's as simple as that. And you will never change behavior by focusing on a number. You have to focus on the right behaviors and hold your team members accountable to those behaviors.

Effective Leadership: Get Your Kicks on Route 66

My family just completed our annual vacation. This year we took an RV to Oklahoma to visit Laura's parents and then swung over to see the Grand Canyon on our way home. It was a great visit. I wanted to share at least one thought I had while driving home - and trust me, we did alot of driving!

If you've ever driven on I-40, which runs across the southwest US, you'll notice that much of its path parallels Route 66. In fact, every few miles you can exit I-40 and actually drive on "Historic Route 66". Perhaps it's because Route 66 has such an iconic presence in our culture or perhaps I was just spending too much time watching mile markers and cacti roll by, but I kept thinking about this old stretch of pavement. I thought about how times have changed since it was originally built. I thought about how the construction of I-40 forever changed Route 66 and the little towns that had sprung up beside it - many of those towns are now ghost towns. I thought about the men (there were probably a few women too) who built the old highway. In all of these instances I was really thinking about a legacy - I was thinking about what was left behind.

The hundreds or thousands of people that built Route 66 are, for the most part, dead and gone now. Yet there is something left behind - some of it good, some of it bad. There's the romantic aspect of Route 66 that recalls a different, maybe cooler and more care free time, that makes us sing songs and think of old TV shows or grainy home movies from the 50's and 60's. But there is also a legacy of lonely stretches of crumbling asphalt running past abandoned gas stations, hotels and restaurants - a street of broken dreams. I guess the true legacy of Route 66 is in the eye of the beholder.

As leaders, what will our legacy be? Will our life's work be left to crumble and decay after it's replaced by "Interstate 40". Or will we leave something behind that will be of true value for all that follow in our footsteps - something that won't be discarded when the next new thing comes along. Again, as so often is the case with leadership, it comes back to that stewardship question: did I leave people better than I found them?

Effective Leadership: The secret to happiness...

I had the opportunity to attend the ASTD national conference in Washington DC this past week. It was a great experience and I'll try to get a few posts up specific to what I learned. One recurring theme reminded me of a comedian I heard a few years back. His bit went something like this: "Hey, you want to know the secret to happiness? Lower your goals!" He may have meant it as a joke, but there's a nugget of truth in his statement; though I would rephrase it a bit. I wouldn't say to lower your goals but to have fewer goals.

One of the conference sessions I attended featured Ken Blanchard, author of "The One-Minute Manager", who applied this take on the Pareto principle: 20 percent of what a person does accounts for 80 percent of their success. Think about that. Most of our success comes down to just a few key behaviors! This concept lines up with the findings in an awesome book called "Influencer" which says the key to changing behavior is to identify the few "vital behaviors" instead of trying to change a laundry list of behaviors.

In managing the performance of our teams we will likely have much more success focusing on a few rather than many behaviors. It's no different on a personal level - we can't beat ourselves up over a litany of behaviors. Instead, we should focus on those vital behaviors that will have the most impact.

More to come....

Corporate Culture: The Victory Garden

I've started writing a blurb in Center Partners' monthly newsletter, "Off the Hook". Here's this month's column:

Have you ever planted a garden? Just a generation ago everybody had a garden but, unfortunately, it is becoming a lost art. Gardens are a lot of work! It’s not as simple as throwing some seeds in the dirt and hoping they’ll grow. To have a good, healthy garden you’ve got to have the right kind of soil. You’ve got to till the ground. You’ve got to clear rocks, sticks and other debris from your garden plot. You have to fertilize. You have to rake. You have to sow your seeds. You have to weed. You have to water. You have to keep critters (and in my case, kids) out of the garden. Are you getting my point? Good gardens don’t just happen. They require substantial planning and effective execution on the part of the gardener. And even with all the plowing, planting, raking, hoeing and watering, there’s no guarantee that you’ll have a good yield. No wonder gardening is becoming a lost art!

I think gardening is the perfect metaphor for building a healthy corporate culture. A great work environment doesn’t just happen on its own. Just like a garden, building a healthy, vibrant culture at work requires substantial planning and effective execution. It requires effort from every individual at every level of the organization, and we might not see the “fruits (or vegetables!) of our labors” immediately. But one thing is certain: every organization will have a culture. The question is will it be a culture that we have carefully planned, fed and nurtured? Or will it be whatever culture we allow to take root? Any gardener knows that growing a bumper crop of delicious veggies takes a lot of work but growing weeds takes zero effort on our part. It goes deeper than that though, because weeds will actually choke out the good, healthy plants that we want to grow. So the gardener’s job is not just to nurture the good plants but to pluck out the bad ones as well. It’s a constant fight - The never ending battle of man vs. weeds! (Start dramatic theme music here.)

The folks at the executive and director level of Center Partners are actively engaged in conversations about CP’s culture as we speak. You’ll be hearing and seeing more about this in the coming weeks and months. On a personal level, it has been very exciting to observe and participate in some of those conversations. I have been impressed with the insight, imagination and commitment of the people involved in the process. But everyone, not just the executives and directors, have key roles to play in CP’s culture. My kids get sick of me saying this, but we have a fairly common mantra/question in our home: “Am I being part of the problem or part of the solution?” Maybe, in keeping with the whole gardening theme, we could ask ourselves, “Am I nurturing a nice healthy garden or a scraggly weed patch?”

This past fall my family sat down for a dinner we made from things that came only from our garden. We had potatoes, tomatoes, carrots, cucumbers, raspberries and strawberries. Believe it or not, we felt a great sense of satisfaction knowing that we had “grown” all of those yummy fruits and veggies ourselves. Similarly, I think we can all feel proud of the culture we’ve grown and are growing here at Center Partners. We all have a stake in the kind of environment we have here at CP and it’s up to each of us to decide whether we want a Victory Garden or a weed patch. If we choose the Victory Garden then let’s all dig in and get our hands dirty!

Effective Leadership: "Sit right back and you'll hear a tale..."

I've always had a great affinity for Gilligan; I grew up watching reruns of Gilligan's Island every day after school; I can sing the theme song (both versions! If you're a true Gilligan afficienado you know what I'm talking about) word for word; I've even been told I have an uncanny resemblance to Gilligan himself - not sure if I should be proud of that or not. Believe it or not, I learned a few good lessons from "little buddy."

Remember the episode where Gilligan makes a set of wings? In one scene he has his wings on and is flapping madly and actually hovering about ten feet off the ground. He says "Skipper! Skipper! Look at me! I'm flying!." Skipper replies, "You can't fly! It's impossible! Get down from there!" So Gilligan dejectedly crashes to the ground. Gilligan was actually flying until Skipper "shot him down" with what he said.

Here's the moral to that little story: People have a tendancy to live up to their expectations. If you set the bar low - guess what - that's exactly what you get. If you set the bar high - that's exactly what you'll get. This is basically the same theme as my last post. We can "condition" people to perform (or not perform) by what we say (or don't say) to them.

Negative conditioning or negative messages have a way of becoming self-fulfilling prophecies. As an example, look at our current economic situation. For the past 18 months the media has been bombarding us with how bad the economy was. Even though the vast majority of Americans were still doing ok financially, the media (and some politicians') constant drum beat about the economy forced people to actually change their behavior - in a way that just caused more harm to the economy - they spent less money! Don't get me wrong, there are some major issues going on in our economy right now but if you believed what much of the media and politicos are saying we are on the verge of armageddon. The reality is the economy today is bad, but no where near as bad as it was even during the late 70's and early 80's. It goes to show if you say something often enough and loud enough people will begin to believe it and act the part.

Good leaders inspire. Good leaders play on the positive not the negative. Good leaders bring out the best in people - not the worst.

If the Skipper would've been on his game in that episode he would have encouraged Gilligan in his apparent successful attempts at flying. Who knows, maybe they could have flown off the island years sooner? Anything would've been better than the professor's coconut powered distress beacon!

Effective Leadership: Dogs, elephants and snow banks

The area in which I live was pummelled with snow over the past few weeks. Since December 18th we've recieved over 60 inches of snow! Needless to say, that's alot of snow. Most of us lucky homeowners have spent much of the last few days shoveling off our roofs in the hopes of avoiding a collapse. Well all of this roof clearing means nearly all the homes in my neighborhood are encircled by five-foot berms that, after daily thawing and nightly freezing, are now impenetrable, rock-hard mini mountains.

My dog Brandy, a shepherd/husky mix, has discovered that the chank link fence in our back yard which is about 4 1/2 feet tall without snow is now effectively about a foot high. She just scampers up the snow mound and hops right over the fence to freedom. Here's the funny part. Brandy would have never thought of jumping over the fence if the snow mounds had not provided her the opportunity. I've removed all the snow from the part of the fence where she's been escaping but guess what? she can still jump over the 4 1/2 foot fence! She could have been jumping over the fence for the past two years that we've had her but the thought never occurred to her. She WAS conditioned to stay within the confines of the yard. But now she sees that that measley little 4 1/2 foot fence need not keep her from exploring the big wide world! All thanks to the lousy snow!

This reminds me of a little story I've heard about training elephants. (I'm not positive it's true but it's a great analogy so stick with me.) When training baby elephants the trainers will cuff a large chain to the elephant's ankle. The other end of the chain is fastened to a large stake which is pounded deep into the ground. The chain and the stake are so strong that there is no way the baby elephant can escape. The little elephant learns very quickly just how far he can walk until the chain stops him. As the elephant grows he is conditioned to being staked. By the time the elephant is fully grown the trainer no longer has to use a big chain and stake. In fact he can use a flimsy rope barely nailed into the ground - anything to just remind the elephant that they are restrained. That elephant's brain is conditioned to believe he can't "escape" because he's staked - even if that stake is so flimsy he could pull it out with little effort.

Do we as leaders ever negatively "condition" our employees? We probably wouldn't do it intentionally, but I think we probably do it more than we realize. How might we be conditioning our reps? It might sound like this: "Oh, nobody's ever been able to achieve that! Maybe you'd better rethink your goals." Or maybe there are operational or process issues that condition our employees. I remember a former employer of mine would always have a "fire sale" at the end of every quarter. They were always short of hitting their quarterly sales figures so they would offer deep discounts. Both the reps and the customers were conditioned to expect big promos and discounts at the end of each quarter. Why should an agent try to hold top margin when he or she knows the company is going to slash prices at the end of the quarter? Whey should a customer cut a purchase order now when they know they can get a much better price by merely waiting until the end of the quarter?

Think about ways in which your organization might be negatively conditioning its employees and what you can do to help change that trend. Me? I'm going to go find my dog who is roaming the neighborhood at this very moment...

Effective Leadership: 20-60-20 - a win-win-win scenario

In our Coach Me 2 class we spend a little time discussing the 20/60/20 rule. This rule says that on a given team roughly 20 percent of our agents will be superstars, 20 percent will be strugglers and 60 percent will be average performers. So, with which group should the manager spend the most time?

The manager should dedicate the most time to the middle 60 - because that's the majority of his team. Unfortunately, however, many of the managers I've talked with say most of their time (and energy) is spent managing the bottom 20. Wouldn't it be great if there were a way to ensure that our top 20 and middle 60 got the same level of attention as our bottom 20? "But there just isn't time" you might say. Well today is your lucky day!

This is one of the most effective things a leader can do: use your top 20 to help you develop your bottom 20. This is a win-win-win scenario. The first winner is the top 20 agent. He or she feels appreciated and recognized when you say to them "You do a really good job at X. I would like for you to spend some time with (insert bottom 20 agent's name here) and show them some of the things that work well for you. Then report back to me and let me know how it went." Interestingly, one of the key workplace motivators for an employee is being entrusted with additional responsibilities. This scenario fits that bill quite nicely.

The second winner is the bottom 20 agent. They will benefit from getting some one-on-one "coaching" from a successful practioner, and them getting it from another face can't hurt either. And, let's be honest, if we have been in a management role for awhile we may not be as good in the trenches as our top 20 agents are; so tips and tricks coming from these folks might hold a bit more weight than those coming from us.

The third winner is the manager. Obviously, by leveraging our top twenty to work with our bottom 20 we've created much more time for ourselves to work with our middle 20. We could spend alot more space talking about all the cool things that come about from using the 20/60/20 rule but all we really need to know is that it works. Give it a try and see what happens.

Effective Leadership: A Walla Walla winery and the law of the harvest

Last Friday the entire North Idaho L&D team took a field trip to Walla Walla to tour Hence Winery. Even though I don't drink and was not involved in the sampling that the rest of the team enjoyed, I found myself quite fascinated by the whole wine making process. It reminded me of Covey's discussion of the Law of the Harvest.

We learned from the winery owner and our tour guide, Henderson Orchard, that it takes, at minimum, five years from the time the first starts are planted until a winery can actually have wine ready for the market. That's alot of lead time! Imagine all the work and care that must happen during that five years. And there are no short cuts! Owning and operating a winery is a major investment - of time, money, energy and sweat, all in the hopes that after years of hard work it will pay off.

Covey points out that farmers (or winemakers for that matter) can't "cram" for the "final exam" like some of us did in school. Imagine if a farmer kept putting off all the important things that need to be done to have a healthy crop - plowing, raking, seeding, fertilizing, watering, weeding - until the night before harvest time. That would be silly right? Yet do we sometimes try to cut corners when it comes to developing our employees? Effectively leading others is hard work. There's no "cramming" allowed. Perhaps you've heard the banking account analogy? Forging a healthy relationship is like maintaining a healthy bank account. We need to be making more deposits than withdrawals or we will go broke. And a "broke" relationship is not much fun for anyone. (I'll discuss this analogy in more detail in a later post.)

A good relationship with our team (or our spouse or kids) is governed by the Law of the Harvest just as much as the vineyard. Without planning, planting, growing, nurturing, hard work and plenty of patience, neither will be very productive.

Employee Motivation: Maslow and Money...The path of least resistance

What's the most common thing companies use to motivate their employees? Money! Don't get me wrong. We all appreciate money and none of us would turn it down if it were offered to us, but is monetary reward really the best way to motivate people?

I mentioned in my previous post about Maslow's Hierarchy that leveraging higher level needs will yield better results than focusing on lower level needs. Yet money is usually the motivator of choice, particularly in a sales environment.

Remember the five levels in Maslow's Hierarchy? 1.) Physical, 2.) Safety-Security, 3.) Social-Belonging, 4.) Esteem, 5.) Self-Actualization. These build on one another. For example, I would not be highly motivated by social or esteem factors if I don't have enough to eat. The needs in the lower levels need to be met before the higher level motivators kick in. Money is actually a Safety-Security factor, that's only the second level of the hierarchy. "But money is the most important reason people work," you might say. Money is important, but actually it is not the main reason people stay with or decide to leave a job.

Research the Kelly Company conducted found that folks looking for a job cite organizational factors (money, benefits, company reputation) as the primary determinant in whether or not they'll join a company - followed by job factors (duties, schedule, training) and then by leader factors (trustworthiness, coaching, flexibility). However, something very interesting happens once an employee has joined an organization. The list flips. The leader factors become the most important thing to the employee. Would you believe that pay comes in at number five (behind things like coworkers, career opportunities, and schedule) for reasons people leave an organization? The number one reason people leave is their leader. Maybe you've heard this cliche: "People don't leave companies, they leave managers." According to this research, it's true.

So why do we so often default to money as the prime motivator? I think we do it because it's easy. It takes much less effort to throw some extra cash at folks than to actually make a person feel like they're part of a team or build their esteem. Perhaps giving cash away is the path of least resistance? It's true the top three levels of the hierarchy require "heavy lifting". It's hard work to motivate and build people up in the face of everyday job pressures but the payoff is worth it. And a funny thing about focusing on the higher levels - it doesn't really have to "cost" the company anything. I'm not saying we should all do away with money-based incentives. But if we think that's all we need to do to keep our employees motivated, we're missing out.

Employee Motivation: See you at the top....of Maslow's Hierarchy

Any of us who've sat through a psychology 101 class are at least aware of Maslow's Hierarchy of Needs. In 1954 Abraham Maslow mapped out his theory on motivation and it has become one of the standards in explaining what makes us tick. Without dissecting his entire pyramid I want to jump straight to the top - the self actualization level of the hierarchy. What does self-actualization mean? In my view, when a person has reached true self-actualization they feel they are doing what they were put on this earth to do; They are living their potential; They have met the "measure of their creation". Now be honest: How many of us have met or will ever meet this level of satisfaction? If you could choose to do anything in the world you wanted to do would you choose your current job? It's ok if you said "no".

Think about what makes you...you: What are your key talents, interests, strengths, capabilities etc... If you are fortunate enough to have a "job" where you are able to leverage each of these, chances are you will be pretty doggone happy at work. In "First, Break all the Rules", Marcus Buckingham points out that the great managers are those that focus on their employees' strengths and "manage around" their weaknesses. He doesn't mention it by name but isn't he really talking about self actualization? Being able to do what we do best (or being able to use our key talents, interests, strengths and capabilities) on a daily basis is a huge motivator. This approaches that state of Self-Actualization.

There's alot about Maslow's that we could discuss - and we will in the future. But for now, think of opportunities to match projects or tasks that may come up with the individual strengths and interests of your team members. And here's another thought to leave you with in regards to Maslow's: The higher you move up the hierarchy, the more "bang for your buck" you'll get. Focusing on the higher level needs of an individual will yield bigger performance results than the lower level needs. Stay tuned....

Effective Leadership: Do I have to know it all?

Think back to elementary school. Remember your teachers? Their job was to impart their knowledge to you. We were little kids - we didn't know alot back then. So our teachers would do their best to fill our little "skulls full of mush" with the useful information we would need to be successful, productive adults. This model may have worked alright for kids but this is not the most effective approach for adults.

Some leaders think they are supposed to function in this same teacher/pupil mode. ("You just sit there quietly and I'll tell you everything you need to know...") But this approach overlooks a fundamental element in managing adults. And that fundamental element is "adults know stuff." I know - it's pretty profound isn't it? But it's surprising how often we think our job as a coach is to impart all of our wisdom to our agents - the typical "sage on the stage" scenario. That is not what a coach's role is about. Obviously there are skills and tips we can share with our agents but effectively managing performance is more about drawing things out of our agents than putting things in. Plus, we can miss opportunities to leverage skills and experience our agents already have.

In the mid nineties Michael Jordan got this hair-brained idea to retire from basketball and play baseball for awhile (a very short while!). Fortunately, he came to his senses and decided to go back to basketball. Many folks asked him why he was coming back to the NBA. He believed that even after all the things he had accomplished in his basketball career he could still improve in some areas. One of those areas was his free throw shooting. His free throw percentage wasn't bad - but it wasn't all that good. So he made it a point to work with a coach and practice everyday on his free throw shooting. To me, this paints a very interesting little picture. Imagine Michael Jordan, quite possibly the greatest basketball player in history, working with a coach to help him improve his skills in a particular area. Now, if Michael and his "coach" were to play a little one-on-one, you know Michael would smoke him! But that's the whole point - to be an effective coach, we don't have to necessarily be able to "outplay" our agents.

Obviously it helps to be grounded in the fundamentals but effective coaching is more about motivating people than transferring "our" knowledge to them. I'm not recommending you try this, but a truly great coach can improve performance even if he knows absolutely nothing about his employee's actual "job". That's because great coaches focus on people more than process. Now, being an expert on the process might help, but that is not what will have the biggest impact on developing people. The coach/agent relationship is far more important than the coach's depth of process or product knowledge.

If you feel pressure to know more or be smarter than all of your agents - relax! That is not what your agents are expecting from you. Instead, look for ways to build on what your agents already have. Look for ways to fine-tune and tweak what's already there instead of ignoring it. Look for ways to remove obstacles (both internal and external) that might be holding them back. And most importantly, focus on a positive, professional, supportive relationship between you and your team.