Eight Step Process to Maximize Delegation Effectiveness

One of the great things about being a manager is that you can delegate various types of tasks to other people, instead of having to do them yourself.  This may sound like a rather cavalier statement, but it’s true.  As a manager, to do your job efficiently and effectively, you must delegate various types of tasks to your staff.  If you don’t delegate, you will be overworked and your staff will be underutilized.  In fact, you do a disservice to your staff if you don’t delegate because to inhibits your staff’s ability to learn new things and grow as professionals. Like all management activities, delegation must be done in a thoughtful, ethical, and forward thinking manner.  To that end, consider the following tips when delegating tasks to your staff, contractors, vendors and others. 1. Clearly define what can and cannot be delegated: As a manager, be mindful of what should and should not be delegated. For example, specific tasks may contain proprietary information that should not be shared at your staff’s organizational level.  As a second example, there are tasks that your team members may not be qualified to perform, thus setting them up for failure.  Lastly, don’t just dump unwanted activities onto your staff to get them off your plate.  Your team will eventually figure this out and it will hurt your credibility as their manager. On the positive side, delegation can be a powerful tool to maximize your team’s productivity, enhance their skill set, help them grow professionally, and free [...]

By |2020-09-22T02:06:22+00:00September 1st, 2020|

Creating a Productivity IT Culture

What does productivity mean to you?   To me, it means more time, money and resources to get other things done.  For example, if I have five people working toward the completion of a specified task and can find a way to complete it using only four people, I can have the fifth person working on something else.    Productivity is the art of doing more with the time, money and resources you have at your disposal. Make no mistake, productivity requires change.  If your organization views the ability to change as an important business attribute, then ongoing productivity improvement can be the status quo. If your company is set in its ways, refuses to streamline its processes and shuns innovation, then productivity improvement is not required. Given today’s business environment, a company that does not progress will soon stagger under its own weight and fade away.  That said, if you are working at or own this type of firm, the best way for you to be productive is by updating your resume.  Conversely, an internal productivity culture that continually strives for optimal efficiency gives your organization the opportunity to enhance its market position, maximize its profits, increase its market share and position it for future growth and success. There are six cultural attributes needed to give your organization the ability to accept the small and sometimes large changes that productivity enhancements require. 1. Cultural Awareness: One of the most important business attributes of people leading the productivity charge is cultural awareness.  This is [...]

By |2020-09-22T02:06:33+00:00August 25th, 2020|

5 Ways to Enhance Virtual Project Stakeholder Communication

Project stakeholders are the people who fund, provide workers, provide resources, are affected by the project’s outcome, and/or oversee the project from a legal or compliance perspective.  As a Project Manager, not having an agreement with any or all of your project stakeholders can have disastrous results for your project and potentially for your career. Communicating with and getting agreement from these diverse types of people can be difficult enough when everyone is at the same physical location.  However, when these people are geographically located around the block, around the country, or around the world, getting everyone on the same page becomes even more complex.  Distance can bring a lack of communication, cultural differences, organizational divide, and dramatic time zone differentials.   All this said, no matter where they are, stakeholders are stakeholders and must be dealt with properly for the good of your project and the good of your career. As the Project Manager, there are a number of things that can, and should, be done to help assure your stakeholders are properly aligned. These activities include: Getting to know stakeholders personally Assuring they understand the project’s purpose and importance to the organization The costs and/or benefits of the project to each stakeholder Verifying that each stakeholder knows his/her role The specific resources to be provided The specific timing of them and where the resources are needed Assure that all stakeholders agree on the project’s priority relative to other projects This previous list certainly contains important business strategies and organizational politicking that [...]

By |2020-09-22T02:06:45+00:00August 5th, 2020|

Virtual and Co-Located Team Communication

As the leader of a virtual team, properly interacting with your staff is much more complex and problematic than communicating with a group all working from the same location.   There are, however, many techniques and processes that can be employed to minimize the effect of distance on your ability to effectively communicate with and manage your staff. “Out of sight, out of mind” is one of the most obvious and insidious issues. When people work outside of the office, unless your company’s culture is very accustomed to this, it’s very easy to forget that your remote employees exist.  I don’t mean that this is done in a mean or calculating way.  I simply suggest that if six people are physically planning on meeting in a local conference room, it’s easy to forget to call the seventh person, who will be connecting in via phone. While forgetting to call someone for inclusion in a meeting is somewhat embarrassing, it’s the tip of the iceberg in regard to the issues that can occur. Remote employees may feel isolated and forgotten and leave the company. You may forget to assign them tasks, thus reducing department productivity. Without proper work direction, remote employees, wanting to keep busy, may perform the wrong task or perform the right task the wrong way. One way to minimize the “Out of sight, out of mind” phenomenon is to schedule regular one-on-one meetings with remote team members to assure they are receiving enough of your attention.  Regarding meetings, a quick trick [...]

By |2020-09-22T02:06:54+00:00July 28th, 2020|

Virtual Teams and Your Management Style

Managing people, even when they are all at the same physical location, certainly has its challenges, but when you add distance to the mix, the process of managing a team becomes even more complex.  One of these complexities is the potential need to modify your management style to effectively engage, supervise, instruct, and evaluate team members who work at distant locations, whether it be down the street, across the country, and/or around the world. When managing a virtual team, there are a number of things you should consider related to your management style.  Various leadership techniques that work very well in person are much less effective when attempted with employees at a distance.  The list that follows outlines some of these virtual management challenges: Managing by walking around     This is the management technique of simply walking around the office with the goal of interacting with those on your team, providing guidance where needed, and observing them at work as a way of assessing their work ethic and job effectiveness.  As you may imagine, this technique can be very effective if your team is outside your office door or down the hall, but virtually impossible if your team is at multiple physical locations. Communicating with team only by phone and email This technique can be very effective for your virtual employees.  Phone-based communication is a form of human interaction that can help you build trust, develop a working relationship, and quickly communicate information without the need of crafting detailed emails.  Email is also [...]

By |2020-09-22T02:07:09+00:00July 21st, 2020|

Office Influence: The Key Ingredient for CIOs to Get a Seat at the Strategy Table

Description: Enhancing your influential presence gives you the organizational clout needed to get you a seat at the business strategy table.  Understanding the key influence concepts of influence factors or influence currencies allows you to maximize the value of your clout and status. Blog text: In the 1980s there was a financial services firm named E. F. Hutton.  Their tag line was “When E. F. Hutton talks, people listen.”  I never worked at this firm.  I never invested in or through this firm.  I never knew anyone that worked there.  So why do I remember their tag line from so many years ago?  The reason is that I remember as a young man thinking “Wow, they must be really important if everyone is listening to them.”  Yes, this was just a marketing campaign, but it was also a self-fulfilling prophecy they wanted to achieve. What is your self-fulfilling prophecy?  How do you describe your role within the C-Suite and IT’s role within the organization?  If you describe yourself as the leader of the IT team and IT as an internal support function, then that’s how you and your group will be viewed. When I began my professional career, our technology group was named “Data Processing”.  The reason was that in the earlier days of computing, that’s all business computing could provide, the processing and summary of transaction data.  A decade later, as hardware increased in strength and power, software was able to become more sophisticated.  These advances provided the tools to mathematically [...]

By |2020-09-22T02:07:42+00:00July 17th, 2020|

Understanding Virtual Worker Needs

There has been an enormous amount written about how to manage virtual teams.  In fact, I have previously written on it a few times myself and teach a class for managers on the topic.  This blog post, however, is a little different.  Rather than discussing the management of virtual teams from the manager’s perspective, I’ll be discussing it from the remote worker’s point of view.  The reason for this change in headset is, that as managers, we can better lead those working for us if we understand their needs and issues. Three areas that you should consider, regarding the need of your remotely working employees, are socialization, physical surroundings, and management support. Socialization: By socialization, I’m referring to the ability for virtual employees to be part of a virtual (or occasionally physical) community with their fellow workers. There are number of reasons for this needed socialization.  Some of these reasons are personal and some are professional.  From a personal perspective, most humans are social creatures, as a result, working by yourself, all day every day, can get lonely, cause depression and/or a lack of motivation.  In a regular corporate environment there are coworkers to have lunch with, meetings to attend, and random meetings in the hallway on the way to the restroom and coffee machine.  Working alone at home, none of the human interaction exists.  At best, these virtual workers are connected to others via email, phone and/or video based. From a professional perspective, virtual workers can easily feel out of the loop [...]

By |2020-09-22T02:07:50+00:00July 14th, 2020|

Teaching Life Lessons Will Build Your Management Legacy – Be a ‘Larry’

If you want to truly be remembered by those who work for you, teach life lessons, not just task execution. In 1979 I was a college intern, working as a computer programmer on Human Resource systems at Honeywell Information Systems. During my time there I was trying to learn about business and how to make my mark in the world.   I had a manager named Larry whom I will never forget.  He was my first manager in a true business setting.   He also took the concept of a “college internship” very seriously and felt a responsibility to teach me about more than just my daily tasks.  He also tried to teach me about business and life in general. On the business side, he told me to be ethical and good to people because, after a few years, it would seem that only 250 computer people worked in New England (I’m in Boston) and they just cycle from company to company.  At first glance, this may seem like a meaningless piece of advice, but it was actually incredibly insightful, very true, and extremely valuable to me.  Certainly, there are tens of thousands of computer people in New England, but over the years, you run across the same people again and again. Therefore, good, bad, or indifferent, your reputation precedes you in almost every professional endeavor, particularly if you stay in the same industry and technology throughout your career. On the personal side, Larry asked me “If I wanted to know the trick to [...]

By |2020-08-01T13:25:30+00:00April 25th, 2019|

Willingness to Let Your Staff Fail Drives Growth, Innovation and Change

This may sound a little harsh, but once you understand the meaning behind this statement, I believe that you will see that I’m suggesting a way to help, not hurt, those who work for you. Within certain bounds, giving the members of your team the opportunity to fail provides them with a safety net over which they can feel comfortable taking calculated professional risks and, in turn, help advance the organization and simultaneously grow professionally. By allowing members of your team to fail, I don’t mean losing a major client, hurting their professional reputation, or costing the company a large sum of money that could cost them their employment.  It does, however, allow them to: Define new techniques that improve existing department processes Design new product concepts Make a client presentation with you sitting in the back of the room helping them succeed if needed Try to develop a new skill that’s good for the company and their career Sit for a certification exam that they only have a 50% chance of passing Experiment with new technologies that could create company value if they are successful In essence, you are creating an environment that facilitates experimentation, innovation, teamwork, and the chance to have a real business impact.  By not giving your team this opportunity to fail, you are in essence telling them not to try anything new unless they are 100% sure that it will be 100% successful the first time and if not successful, their promotion, future pay raise, or even their [...]

By |2020-03-17T23:02:29+00:00April 18th, 2019|

Take Advantage of Hidden Team Abilities to Fill Skill Shortages

Do you know all the non-task-oriented skills and abilities of the people on your team?  Does someone in accounting have an undergraduate degree in English?  Is your administrative assistant fluent in French and Spanish? Does your Human Resources Representative fix computers on the weekend for extra money?  Is the new writer just hired into the marketing department also an accomplished artist or photographer? As a manager, these questions and questions like them can dramatically increase your department’s success, if you can find innovative ways to take advantage of these hidden skills. Using an example from above, as the Marketing Manager responsible for the company's website, having someone on your team who is an accomplished amateur photographer may provide the opportunity to save company money. Asking the person on your team to take headshots of the senior executives for the website's "About" page, rather than hiring an expensive external photography agency. As a second example, if you have an English major turned accountant in your midst, this person may be able to help you proofread department presentations before presenting them to customers and/or senior management. Being aware of your team members' hidden skills has a number of advantages for both you and those working for you.  Let's begin with the advantages for your team: Allows employees to illustrate greater value to the company Provides the employees the opportunity for multiple potential career paths Gives employees a way to expand their professional accomplishments Allows employees to enhance their expertise in currently unused skills Increases the [...]

By |2020-03-17T23:02:43+00:00April 11th, 2019|
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