RSS

Category Archives: Management

Become better at delegating (Part 1) – How to improve trust relationship with your employees?

28 Sep

OwnershipI used to be a perfectionist. I always used to think that….. if I do certain things by myself, then it would be much better than others. As I matured in my career and took on more responsibilities, it was becoming difficult. There was one time, when I found myself working over 12 hours a day, and still not be able to finish all the work I had. At that time, I was managing a team of 4-6 people, and still I was unable to delegate my work effectively. It was a complete mess and I thought to myself…….I need some help. Thus, I took few leadership classes and attended few seminars, and implemented few strategies to make my life easier. It had been few years now, and I am again on top of my game. Hence, I would like to share my experience with you through these series of blog posts. I hope it helps you to become better at delegation.

Start trusting your employees…….. I know it sounds silly when I say that. But this is the key part in delegating tasks/work. If you are a ‘Type A’ personality like me, then you would rather do everything by yourself.  And by doing so, you are not only overworking yourself but you are not allowing your employee’s to grow. You can implement following strategies to establish that trust relationship between you and your employees, before you can actually start delegating major tasks to them.

  • One-on-one lunch: Take them out for lunch and talk about their personal lives, their interests and personal establishments. If you take interest in their lives, they would definitely return the favor by helping you out in your work problems.
  • Meet for Golf: Try to find few hobbies which are common between you and your employees. It will help you to socialize with your employees more often, and it will put your employees in a state where they will feel comfortable in coming to you if there is any problem.
  • Provide training: If you don’t trust your employee’s technical abilities to do something, then provide them the needed training. But your task doesn’t end there. In order for you to be comfortable with their technical capabilities, you should develop a system where you can review their work/training on a bi-weekly or monthly basis. This mechanism will give you confidence on your employee’s technical capabilities, so that you can start delegating few challenging tasks to them.
  • Morning rounds: I don’t want you to micro manage your employees, but I want you to go to them every morning and ask…how they are doing. This will serve two purposes. It will convey a message to them that you are there, if they need you. And second……it will give you more face time with them, which will help you strengthen your working relationship.

I hope these tips will prove to be helpful in trusting your employees and becoming better at delegating tasks. If you know any other ways to become better at delegation, then please feel free to comment here. I am always looking for people’s feedback to improve my knowledge. Thanks. – Bhavin Gandhi

 
Leave a comment

Posted by on September 28, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , , , , , ,

Become a better leader by understanding human psychology

07 Sep

HumanPsychologyAs a human being, we are not rational creatures. We assume that beautiful people are smarter and kinder than other people, just based on their looks. Thus, if we can understand these irrational biases then we can sometimes take advantage of these influences in order to improve our leadership style. With my experience, I have created few golden rules, which will help you to take advantage of these biases to become a better leader.

Make friends at work: I have seen many people, who believe that making friends at work is not a good idea. But I think, they are missing out on a big picture. Do you really want to work 40 hours/week at a place where you can’t even have a normal conversation with your coworkers? Making friends at work will make your work life enjoyable. Also, research shows that we are more likely to say yes to people we know and like. Thus, if you can get your coworkers to like you then they are more likely to follow your lead and direction.

Convince others with social examples: Generally, people want to feel that their thoughts and actions are compatible with others and are compliant to social norms. Thus, they normally look for social proof about any concept or a project. As a leader, you can take advantage of this bias by pointing out examples of successful projects that are similar to the project/proposal that you are proposing. Once you get few people leaning towards your direction, it’s difficult for other people to oppose that direction because of the power of social proof.

Ask for help instead of money: Normally, people are conditioned to reciprocate gifts, favors, and considerations. If they don’t reciprocate, they risk being disliked by others, so reciprocation is related to social proof. It also works other way around. If you ask someone for a favor, and if they grant it, they will feel kindlier toward you and will be more likely to say yes to you in the future. Thus, always present your ideas as – ‘idea under construction’ in front of your superiors or stakeholders, and then ask them for help to make it a solid idea. I bet you that people will see the same idea differently, if you went to them asking ‘help’ instead of ‘funding’.

I hope these tips will prove to be helpful in making the best use of human psychology to become a better leader. If you know any other ways to take advantage of human psychology to become a vibrant leader then please feel free to share it with me. I am always looking for people’s feedback to improve my knowledge. Thanks. – Bhavin Gandhi

 
2 Comments

Posted by on September 7, 2011 in 21st Century, Leadership, Management

 

Tags: , , , ,

Make your one-on-one with your Manager work for you

14 Aug

Different companies have different philosophies of Management. No matter which philosophy is followed by your company, your one-on-one meeting/interaction with your Manager will always remain crucial. Like any other meeting, if you are not well prepared for one-on-one interaction with your Manager, then you won’t get much value out of it. Over several years, I was able to make a comprehensive list of things that you must discuss with your Manager in your next one-on-one meeting.

Current work progress and areas of improvement: Sometimes due to a large group of people reporting to one manager, he/she can’t provide attention to everyone. Thus, take this opportunity to inform your manager about your current work progress. Make sure to communicate current status of your project and any issues that you might be facing. And yeah! Don’t forget to publicize your achievements. We are all humans, and we tend to forget things over time. So, make sure to remind your manager about your value in the company.

Talk about your future goals: My primary focus of one-on-one with my employees is to have a two way communication. I want to know, what I can provide to my employees to make their life easier at work and make them more productive. Thus, I always get impressed by those employees, who acknowledge their weaknesses and have a plan to diminish them. This approach might end up helping you. For example: I used to work with a very talented person. He was a team lead, very technical savvy, but slightly shy in her personality. When he talked to his Boss regarding his weakness and proposed few personality development classes for his improvement, his manager agreed to his plan immediately and paid for his entire program. This might happen to you too. Thus, make sure to communicate your goals with your managers.

Talk about your personal life: Most of the people believe that you should not discuss your personal life with your manager. I don’t agree with that. Of course, you don’t want to bore your manager/boss with your personal life problems, but you should not be afraid of talking about your hobbies and personal life achievements. You never know, your boss might like similar things as you do. And maybe you will end up finding something common between you and your manager, which will help you in the future to establish a positive relationship with him.

Provide feedback: This is one of the best opportunity to provide feedback about your co-workers, lead or manager himself. I like to provide positive as well as negative feedback about my coworkers to my manager. If you are not comfortable with negative feedback then its ok. But you should still provide positive feedback about your coworkers. This will not only make them look good, but it will show your manager that you are a team player and you value your coworker’s opinions. And depending on your relationship with your manager, you should also provide feedback for him. This will help you build trust relationship with your manager.

I hope these tips help you in making the best use of your one-on-one meeting with your Manager. If you know any other ways to make your one-on-one meeting more interesting then feel free to share it with me. I am always looking for people’s feedback to improve my knowledge. Thanks. – Bhavin Gandhi

 
Leave a comment

Posted by on August 14, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , , , , , ,

Conduct result-oriented meetings with your Virtual Team

27 Jul

VideoConferenceI hate those video conferences, where people around the world meet in a virtual setting, and at the end of the meeting, the only thing that they can decide is the date for the next meeting. I am sure I am not the only one who has been through these kinds of meetings. Am I right?

In my current position, I manage a diverse team of people from 3 different locations. And I have developed few techniques to conduct effective meetings, which I would like to share with you here.

Know your audience beforehand: The first step is to clearly define the audience that will be attending this meeting. If you are conducting the meeting for the first time, and if you don’t know the background of anyone attending the meeting, then ask around. Try to contact each individual through phone or e-mail to get a better idea of their goals and expectations.

Identify the meeting need: Ideally the meeting originator need to develop an agenda. But I have seen that it doesn’t happen often. Thus, if you don’t know the agenda then your best bet is to as the meeting organizer about the problem that he/she is trying to resolve through this meeting. This will give you an opportunity to prepare yourself before the meeting. And your preparation can be helpful in prioritizing the learning objectives for the next set of meetings.

Create an action plan: Whether it’s running a government or running a company, team works better when there is a shared and visible accountability. I would always suggest you to create an action plan in the meeting, instead of creating it afterwards. By doing this, you are making sure that an action plan is in place before you leave and that action plan is visible to everyone in the team. Thus, there won’t be any situations of miscommunication of the information.

Create support materials: The next to last step of the effective meeting is to determine the materials you will need to supplement the meeting’s outcome so that the learning objectives are achieved. I would recommend following checklist for supporting materials:

  • Create the facilitator notes.
  • Create an action plan with task items, individual’s responsibilities, and deadlines.
  • List of people attending the meeting so that you can send these documents to them.

Continuously monitor progress: The final step is to continually monitor the progress of the meeting and the business need for the meeting. One should make changes based on the successes, or weaknesses, of the meeting. I would recommend creating a shared action plan document, which is visible to the entire team. If you have this set-up, you only need to discuss the status of each individual task during the meeting. And that’s all.

I hope these tips help you in better conducting/attending a virtual team meeting. If you know any other ways to make a virtual team meeting more interesting then feel free to share it with me. I am always looking for people’s feedback to improve my knowledge. Thanks. – Bhavin Gandhi

 
Leave a comment

Posted by on July 27, 2011 in 21st Century, Leadership, Management, Virtual Team

 

Tags: , , , , , ,

Where will you use written communication over in-person communication?

18 Jul

DocumentsI recently opened up my Google+ account like any other tech fanatic. And one of the feature that got my attention was – Google’s Hangout. I have never seen more than 4 users video chatting at the same time without a premium account (whatever service it maybe). Though this hangout feature got my attention, I don’t think that today’s generation of SMSs and Tweets will use this feature extensively. I might be wrong, people might use this technology extensively and we might find a new generation of “Hangouters”. But this is too soon to predict anything. The only thing that I can say with confidence is – why people prefer SMSs, Tweets, and e-mails instead of in-person talk, phone calls, and meetings. Following are few situations, where people would rather prefer written communication over in-person communication.

Language barrier: As a part of my job, I manage various individuals from different locations. One of the team that reports to me is located in China. While they are very intelligent and technically sound, they have one short coming of speaking English properly. They normally understand my pronunciation of English, but I mostly have a hard time in listing their English pronunciation. Even after closely listening, I miss some sentences. Thus, I prefer to talk to them through Live Messenger instead of through a video conference. This gives me the opportunity to understand them better, while this gives them the opportunity to consume the data, translate it into their native language (through Google translator), and respond me back.

Broadcasting: Written communication is also useful during information broadcasting. For example: if I am having my birthday party, I would rather post it on my Tweeter feeds, Facebook or Google+’s feeds instead of calling everyone to come. And why not? I don’t need to repeat the same message to everyone on the phone. And I can also get the count of expected attendees at my party through these event’s page.

Record keeping: With information overload in today’s world, people tend to forget things which you might have mentioned to them few weeks ago. Thus, most of people like me, tends to follow-up through e-mail. According to me, e-mail is the best way to keep records of your conversation. For example: Let’s say, I talk to “Joe” regarding some IT issue over the phone and he tells me that he will get back to me on next Monday. If I wouldn’t have followed-up with an e-mail explaining the problem, I had to explain him the problem again on Monday. If I would have e-mailed him the details then I can just forward that e-mail and ask the status of this issue. He can then look at the information in the e-mail and find the status of the issue without wasting my or his time.

Speed: Sometimes, people just don’t like to talk in-person for smaller talks. For example: Let’s say, I have just talked to my colleague to see if he is interested in coming to a BBQ at my house. And he told me that he will get back to me today, but he forgot to respond. I would rather SMS him to ask his answer instead of calling him. If I call him, I don’t have anything to say because I just talked to him not long ago. But I still want his answer. So, I will just get SMS him to find his answer. This will be much more quicker and time efficient.

People’s availability: This is a really big question in today’s world. 6/10 times, I want to talk to someone, but I can’t find their free time. Thus, I always end up writing them an e-mail or texting them on their mobile. There can be various reasons for this issue, from time zone differences to their prior commitments to work or personal events. But when I use written communication instead of oral communication, they have the time to consume the information and then respond back to me on their free time. In this way, I don’t put someone in a weird situation by calling them during their working hours.

I hope these tips might have given you some pointers about where to use written communication instead of in-person communication. If you know any other situations where written communication will be preferred over in-person communication then do let me know. I am always looking for people’s feedback to improve my knowledge. Thanks. – Bhavin Gandhi

 
Leave a comment

Posted by on July 18, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , , , , , , , ,

New hire’s guide to learn the culture of the company

05 Jul

My team is currently growing. We are hiring few new people at this time. And as we hire new people, I need to make sure that they get appropriate tools and training to come up to speed. Thus, I was creating an on-boarding plan for these new hires. My initial plan only contained specifics of what processes, technologies and tools that they need to learn. I didn’t have any idea about how to train them on our existing culture. And I thought of this blog. Following are few pointers, which might help you in learning the existing culture of your new company.

Policies: The organizational policies and procedures influence the projects that a company undertakes. The organizational procedures will determine how to implement new strategies and if the work environment will be formal or informal. For example: some organizations may allow employees to work anytime from 7.00am to 7.00pm, while other organizations may be very strict about their working hours. To get yourself acquainted with these policies, you should read all the possible policy documents at your disposal. HR department would be your best bet to find more information. Detailed oriented observation of your co-workers can also help you in learning unwritten policies.

Values: The values, beliefs and expectations of an organization have a major impact on the organizational culture. The organization’s strategic decision making choices, preferences, and approach will vary based on its values and beliefs. The criteria for the election of a project are determined by the organizational culture. For example: a competitive, ambitious and assertive organization will select projects with high risks, while a highly rigid and authoritarian origination might not take projects with high risks. Most of these values are derived from your company’s culture or your team’s culture. Your best bet would be observing your manager’s behavior and socialize with your colleague to get more information. Going out on lunch with your coworker can give you many valuable insights.

Management style: The management style of the organization is another factor that affects the organizational culture. Some managers follow a coaching style, while other managers follow a controlling style. After observing the management style of your organization, you can determine if your feedbacks will be valued or not? If the management is going to implement new strategies based on your feedback or not? As a new employee, I would recommend you to adapt to the management style of an organization. And once you properly understand your Manager’s management style, try to provide your feedback in the manner that he/she will understand.

I hope these tips will help you to learn the culture of your new company as soon as possible. Please feel free to comment on my blog, if you have any other suggestions regarding this subject. Thanks. – Bhavin Gandhi

 
3 Comments

Posted by on July 5, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , , , , ,

How to manage cultural change within your organization?

13 Jun

ManagerIn my last blog, I talked about few high-level tips to successfully change your organizational culture. As I help my client to divide this high-level vision of cultural change into smaller parts, I will simultaneously blog about my current experience. My client is a manufacturing company, who manufactures the same equipment from last several years. In order to change the organization’s culture, existing employees need to unlearn the old values, assumptions, and behaviors before they can learn new ways of operations. I have provided following recommendations to manage this cultural change:

Provide training: Change in organizational culture will depend on individual’s behavior changes. Thus, we need to provide extensive training to our employees to make them understand what is expected of them, and how to actually do that using new methodologies, and how they will be rewarded for their new behaviors. For example: provide training of differences in national cultures, provide training of new acquired standards such as ‘six sigma’, etc.

Change organizational structure: If your existing structure doesn’t support your desired organizational culture then you need to change the physical structure of the organization to align it with the desired organizational culture. For example: flatten your organizational structure for quick responsiveness, add few verticals to incorporate new acquired divisions, etc.

Change reward system: Changing reward and recognition is the key aspect of the cultural change. By changing reward system, we can encourage desired behaviors in the organization to achieve the desired organizational culture. For example: provide extra bonuses for peak performer, provide salary raises based on the performance, etc.

Change your documents: In order to change organizational culture, we need to make sure that we document our new mission, vision, values, and processes. This will serve as a new guidelines for existing employees, while it can be also used as a reference for any new hires in the organization. For example: remove your posters of existing vision and replace it with the new vision, update your internal website with this information, change process documents with new guidelines, etc.

I hope, these tips will help you to successfully manage your organizational culture change. Please feel free to comment on my blog, if you have any other suggestions regarding organizational cultural change. Thanks. – Bhavin Gandhi

 
Leave a comment

Posted by on June 13, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , ,

Practical solutions to reduce time barriers between your Virtual Teams

02 Jun

DifferentTimeZonesI have seen various virtual teams that fails to accomplish their mission due to lack of communication. Virtual teams have many challenges like culture differences, language barriers, lack of personal touch, etc. But the ‘time difference’ is one of the most important challenge that a virtual team faces. As a part of my existing job, I manage various individuals from 3 completely different locations. And I have faced similar situations while managing these individuals. Through my experience, I have developed few practical solutions to resolve these challenges, and I would like to share those tips through this blog.

Define rigid working hours: I am neither a micromanager nor I believe in monitoring my people. But sometimes it is very crucial for a team to follow a strict schedule. Asynchronous communication channels like SMS and e-mails will only resolve few issues. But if you are working in a fast paced environment like me (Agile or Scrum approach), then it becomes very difficult to communicate through these asynchronous channels of communications. This approach makes it possible for me to meet with each and every individual at least 2 times a week (through video conference). From past few months, my team in China comes early every 2 days during the week and my team in USA stays late for those 2 days. This arrangement makes it easier to work with these people and it also helped me to increase my team morale.

Establish rules for e-mail communications: In the past, I have been in various situations when I will get an e-mail from my China team at around midnight in my time zone, and I won’t have any opportunity to reply to them until the day after. Thus, if you are working in a virtual team then you should be establishing few rules for your e-mail communications. For example: Tell your remote team in China to notify you regarding any urgent issues/concerns before midnight your time. Obviously, they will not be able to identify all the issues every time before you go to sleep, they might encounter few problems after you go to sleep. In that case, make sure that you always task them with some kind of other work, which is independent from that particular task. This will give them something to work on, before you can actually resolve their problem. This approach had helped me tremendously to increase the productivity of my team.

Make information go public: In most of the cases, people depend on each other for the information. Most of the professionals will take an educated decision in a given situation, if they were provided with the appropriate information. I made most of my information public in such a way that my team can have access to that information all the time. For example: during every meeting, I take meeting notes and prepare a list of action items. I started putting that information to our SharePoint site. This helped my team to have a baseline information and having the right information in their possession. This approach has reduced long chain of e-mails to get the same information that they would have got otherwise.

I hope, these tips will help you to reduce various time and communication related challenges with your virtual teams. Please feel free to comment on my blog, if you have any other suggestions for improving efficiency of your virtual teams. Thanks. – Bhavin Gandhi

 
6 Comments

Posted by on June 2, 2011 in 21st Century, Leadership, Management, Virtual Team

 

Tags: , , , , , , , , , , , , , , , , , ,

3 simple tips to successfully change your organizational culture

25 May

ReinventRecently, I was helping one of my client to develop a new line of product in their product portfolio. With the help of their existing equipments and resources, they could have come out with this new product very easily. In order to create this new product, they required a major shift in their existing culture. Maybe that was the major reason why this initiative hadn’t worked for them.

Organizational culture is formed over years through historical events, employee’s shared values, employee’s shared beliefs, organization’s leadership, etc. Normally, organizational culture grows over time, and most of the times people are comfortable with the existing culture. Thus, we can’t expect an immediate change in the organizational culture. But we can progressively change organizational culture through following steps:

Understand your existing culture: Before any organization can change its culture, it must first understand the existing culture. There are various ways to perform cultural analysis of your organization. Few methods that I use for cultural analysis are: Schein’s rubric and Hofstede’s cultural dimensions. Schein’s rubric can be used for understanding the organizational culture of a smaller company, while Hofstede’s cultural dimensions can be used for understanding the culture of International organizations.

Develop cultural vision: After you are done with understanding your existing organizational culture, you need to develop a cultural vision for your organization. This is a crucial step, as you will be defining the strategic direction for your culture, and making sure that these cultural changes support your overall organizational goals. Envisioning culture artifacts, values and beliefs will help tremendously during this phase. For example: our new culture will have open door policy, tightened ethical standards, etc.

Change organization’s behavior: In this stage, we need to change organization’s behavior to create the desired organizational culture. We might not be able to change behavior of each and every individual, but we can make changes in the organizational structure and leadership to propagate these changes to an individual level. During this phase, we need to get full support from executives, and provide appropriate training to the employees to make this work. Communication is the key element for changing people’s behavior. Thus, we need to provide various channels of feedback and performance metrics, through which we can measure success of these changes. For example: employees feedback sessions, employee satisfaction survey, rate of increase/decrease of productivity, etc.

I hope, these tips will help you to successfully change your organizational culture over time. Please feel free to comment on my blog, if you have any other suggestions regarding organizational cultural change. Thanks. – Bhavin Gandhi

 
3 Comments

Posted by on May 25, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , , , , ,

3 Simple Tips to Effectively Manage Customer Expectations in a Project

15 Apr

Unfortunately, I have been a part of numerous projects, where customers change their expectations in the middle of the project. I am sure that you must have been a part of similar situation during your career. I might not have a perfect solution for this problem. But in this blog, I will provide you with 3 simple tips that will help you minimize any change in your project due to changes in customer expectations.

Identify what your customers don’t need:

In my experience, I have always found a “NOT TO DO” list very helpful. The list of things you will not deliver sets boundaries for your project, and it provides a comprehensive basis for scoping discussions with your users and customers. To define a “NOT TO DO” list, you can ask various questions to your customers, such as: What is of the least value to you? What if we don’t deliver this component? What will be an acceptable project? Trust me, this approach will go a long way in defining the actual scope of your project.

Communicate ONLY realistic expectations:

During my career, I have been a part of numerous projects where expectations were unrealistic. Manager/Client will over promise to their customers/stakeholders to gain their business/trust, and they fail to realize that they will lose their credibility when they can’t stand up to their expectations. Thus, I would suggest you to carefully define the scope of your project. If you suspect any infeasible components in your project, then investigate those issues before promising anything to your customers. If your investigation shows that something expected by your customers is probably impossible, then communicate your findings with them. In this way, you will earn their trust and gain some credibility by involving them into decision making. After all, it is always better for projects to under promise and over deliver than to do the reverse.

Revisit requirements often:

Those days are gone, when we used to have rigid requirements for our projects, which hardly ever changed. Today’s Project Management is a whole new game. Though our project might not change, the external environment will change, which will in turn change the requirements of the project. Thus, I would recommend you to implement a continuous feedback loop in your project management lifecycle, and revisit your requirements often. You can use various mechanisms to do this, such as: ongoing project discussions with your customers; demonstration of prototypes, pilots, mock-ups, and intermediate deliverables; feedback from testing; and other periodic customer interaction.

I hope, these tips will help you to manage changes in your project due to change in customer expectations. Let me know, if you have any other suggestions regarding the same. Thanks. – Bhavin Gandhi

 
Leave a comment

Posted by on April 15, 2011 in 21st Century, Leadership, Management

 

Tags: , , , , , , , ,

← Older posts
Newer posts →