Successful Supervisor 18 – Avoid Playing Whack-a-Mole

March 19, 2017

Unfortunately, there is a situation in most organizations where the supervisor is served up a never-ending supply of tasks to do and problems to resolve.

Let’s picture a supervisor named Marcie. She comes to work on a typical day with 2-3 problems left over from the previous night. Her calendar is jammed with discussions and meetings to report on the status of problems or work on emergency situations.

Perhaps there is an immediate need to reorganize her group because of an unexpected order or the absence of some key people.

She faces several new problems or crises every day. Sometimes the problems are waiting for her outside her door when she arrives in the morning. There are certain to be several new ones when she looks at her inbox or her manager shows up unexpectedly.

She instinctively knows the organization could run a lot better, but there is simply no time to even work on a long term plan. So, poor Marcie runs herself ragged and just keeps her head out of the water on most days. She goes home exhausted, yells at her kids, and tries to clear out a few more issues online before going to bed.

I call this condition the “Supervisor Whack-A-Mole” syndrome, after the famous carnival game. Every time a mole comes out of one of the holes you whack it down, but there are others emerging all the time. You can never get them all down at the same time, and they keep coming up faster and faster.

The poor supervisor feels totally overworked and cannot begin to think strategically about how to improve her conditions.

This problem is not universal, but it is far too common in most organizations. There is a way out of the maze, but it requires courage and vision. The way out is to invest time creating an improved culture within her team.

Supervisors need to see one of their key roles as creators of culture, not just problem solvers. Developing an environment of higher trust is an investment that pays off many times over the cost. This shift in mindset has numerous advantages.

First, carving out time where the entire team can work on trust issues will result in less friction between people in the future. Since many of the “problems” have to do with people being unable to work together efficiently, this investment pays off in two ways: Employees work better together with fewer problems, and employee satisfaction improves, resulting in greater productivity.

Second, by focusing on teamwork, the supervisor emphasizes that many employees are capable of solving the inevitable daily problems themselves. The supervisor has many willing hands to lighten the load of problem solving in the future.

The employees feel good about having greater responsibility as well. They become empowered and trusted to handle many situations previously delegated upward to the leader.

Third, the tendency toward burnout is greatly reduced when there is time set aside to work on the culture. Getting temporarily out of the “rat race” every once in a while to think about what is happening and do some planning is cathartic.

People have the opportunity to vent and rebuild relationships in a “safe” atmosphere. In some situations this is best handled with the help of an outside expert schooled in conflict resolution.

Of course, the supervisor needs to be creative and fit the development work into times when the pace of production is not at a peak level. This means she needs to consider how to get snips of time that would otherwise be not fully loaded and use them to figure out how to improve relationships among the team.

In the time crunch on every supervisor, many believe it is impossible to invest a few hours every few weeks to work on the culture. They are too busy solving problems and juggling all the balls on a daily basis. However, those supervisors who are able to carve out some time, find the payoff is far greater than the investment. It leads to a stronger, more productive, and more smoothly running organization. It also leads to fewer health problems due to burnout.

 

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763


Successful Supervisor 17 – Leader or Manager

March 12, 2017

In my work, I do a lot with the contrast between leaders and managers. The topic takes on a special meaning for supervisors because the vast majority of time they are called upon to be great managers.

In this article I will contrast the difference between a manager and a leader, then I will make a case that supervisors need to be good leaders as well as managers for at least part of the time.

Here is a set of bullets that help describe the pure Manager’s mindset:

• Managers try to be a stabilizing force
• Make sure all rules are followed
• No waste – process perfection
• Minimize conflict
• Try to make people happy/satisfied
• Would like to be popular/liked
• Clone everyone
• Main tools – budget, MBO, accountability, process control, 6 sigma, lean
• Main objective – accomplish the mission
• Focus is on today

The mindset of a pure leader is very different. Here are some bullets on the Leader’s focus:

• Often a destabilizing force
• Are we following our destiny?
• Are people rising to their potential?
• Not afraid to be unpopular
• Get people out of their comfort zone
• Strives to be respected/trusted
• Always looking for potential – what could we become?
• Main tools – benchmarking, next wave, balance sheet, technology, resources
• Main objective – reach the vision
• Focus is on the future

If my contrasts are correct, the world of the pure leader is a very different place from the world of the pure manager. Supervisors naturally gravitate toward the management mindset because of their role.

Supervisors try to maximize the productivity of existing resources most of the time. They want everyone to show up for work on time. They want everyone to follow the rules, so the process runs exactly how it was designed.

Supervisors sweat the details of making sure everyone gets paid on time and that all workers are properly trained on their function. They also think about bench strength and make sure there is an adequate level of cross training.

Supervisors become the mediators when workers quarrel. They do the reinforcing and coaching of workers so they understand when they are doing well or need to pick up the pace.

Supervisors give the performance feedback and help to set organizational goals. All of these functions are management roles.

Mistake

It would be a mistake for a supervisor to stop at this point, because there is so much more that could be accomplished by the same group of people if some leadership skills were also employed.

Supervisors are not usually tasked with creating a vision for the organization, however they should be driving how the vision applies to the group being supervised.

In other words, the translation of the big picture vision into a vision for the shop floor is incredibly important.

In reality all supervisors take on management roles at certain times and leadership functions at other times. If you picture a scale from one to ten with one being pure manager and ten being pure leader, supervisors will be at three (dealing with a habitual attendance problem) one minute and then bounce all the way over to eight (envisioning a new method of cross training) the next.

It helps to picture this dynamic variety and recognize it when going about daily tasks.

By the nature of her work, a supervisor will spend more time on average doing tasks on the management end of the scale, but there will be ample time to function in the leader role.

Try to pay attention to the roles you play during your average day, and you will be surprised with the variety of tasks you do. It will enrich your job understanding and satisfaction as you do this little visualization exercise.

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763


Successful Supervisor Part 15 – The Meaning of Success

February 26, 2017

Since this series of articles is all about success, I thought one article on the actual topic of success would be in order.

Stop for a minute and think about what success means to you. Think about a highly “successful” person you know. How would you describe what it is that makes him or her successful?

I have been doing this exercise in my leadership classes for over 15 years. Surprisingly, the two conventional methods of determining success are rarely identified by the leadership students.

When I was growing up, success was often described in financial terms. A successful person had a lot of money to throw around and lived in a big house.

Alternatively, we used to think of success in terms of power. The higher you were in the organization and the more people you had reporting to you, the more successful you were.

People in my classes do not focus on money or power when trying to describe success. Instead, they mention things like, being happy, reaching a goal, finding love, family and friends, and other more social manifestations of success.

If they mention money, it is only to have enough to not be in need. I then share with the class that two deceased philosophers taught me an alternate view of success.

Napoleon Hill and Earl Nightingale were early pioneers of leadership research who had a major influence on my understanding of the subject. Napoleon spent his entire adult life pursuing the essence of leadership, and he put his thesis in a book entitled “Think and Grow Rich” as well as several other works both written and audio.

Actually, his first book was a set of eight volumes published in 1928, entitled “The Law of Success.” He later distilled his findings in an audio series titled “The Science of Personal Achievement,” where he enumerated his 17 Universal principles of Success.

The work is still available, and I highly recommend it. Napoleon Hill died in 1970 at the age of 87.

Earl Nightingale was a protégé of Napoleon Hill. He was a US Marine Corporal and was one of only 15 Marines who survived the attack on the USS Arizona at Pearl Harbor.

After the war, he became a radio announcer and studied leadership with Napoleon Hill. Earl is credited with clarifying what he called the strangest secret after reading countless books on philosophy and leadership.

After many years of study, he boiled down the wisdom of the ages into just six words:

“We become what we think about.”

Many philosophers and researchers have come up with a similar conclusion about success. Here is a brief video on the topic that I call “Discovering the Same Vein of Gold.”
Earl also wrote about personal success and recorded an outstanding audio program entitled “Lead the Field.”

Over the years I have practically memorized the entire program. Earl wrote that the single word that governs our happiness all the days and years of our lives is “attitude.”

We have the power to choose how we react to the things that happen to us in life. The quote that stuck with me the most from Earl’s program was a succinct definition of success. He wrote:

“Success is the progressive realization of a worthy goal.”

Earl’s contribution means that “anyone who’s on course toward the fulfillment of a goal is successful now. Success does not lie in the achievement of a goal…it lies in the journey toward the goal.”

The concept hit home to me because it changes everything. Most people go through life not feeling particularly successful because they have not yet reached their goal in life.

Nightingale said exactly the opposite. You are successful as you strive for that which you seek. Actually reaching a goal is simply a milestone: a moment to reflect and celebrate. But to continue being successful, you must quickly move on and strive for another more lofty goal.

Earl used the example of children at Christmas time to illustrate the point. He noted that kids are excited and happy on Christmas Morning as they anticipate and hope for wonderful gifts.

On Christmas afternoon, once all the presents have been opened, one would think the kids would be at their peak of happiness, yet they are often cranky and a little depressed at that time.

The reason is that all the magic and anticipation are gone. Sure there are toys to play with, but the zest is now blunted, even if what they received was more than they expected.

Success is strongest when we are reaching or striving for something. We feel alive and full of energy. Another way to describe the phenomenon is a quote from Cervantes that:

“The road is better than the Inn.”

Success is in the pursuit of a worthy goal. This means that you are successful right now as you are working and struggling to improve your lot in life, as long as you have a goal.

As a supervisor, if you are reading and studying about leadership, you are successful right now. If you are taking courses or otherwise growing in your leadership knowledge, you are a success.

You do not have to wait for someone to put a crown on your head to feel the elation of success; you already possess it as long as you are a lifelong learner or a person who is giving back to others as a goal.

Imagine the happiness that would exist if every supervisor realized this profound wisdom. As a result of reading this article, you now have that wisdom. You are more successful just because you read this article.

Use this knowledge and teach it to others as just another way to cement your own personal success.

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763


Successful Supervisor Part 13 – Emotional Intelligence

February 12, 2017

I believe the skill of Emotional Intelligence is the single most significant discriminator between highly successful supervisors and those who struggle.

While Emotional Intelligence (called EI for short) is of critical importance at all levels of management, it is essential for supervisors who have to juggle the needs of first line employees simultaneously with those of upper level managers.

First we will explore what EI is and why it is critical, and then I will describe the process of how any supervisor can gain higher EI.

While the first recording of the phrase Emotional Intelligence was by Michael Beldoch in 1964, the concept was popularized by Daniel Goleman in his book Emotional Intelligence published in 1995.

Goleman hypothesized four quadrants of Emotional Intelligence as follows:

1. Self Awareness – Ability to recognize your own emotions

2. Self Management – Ability to manage your emotions into helpful behavior

3. Social Awareness – Ability to understand emotions in others

4. Relationship Management – Ability to manage interactions successfully

A more recent book (2009) which I found easier to read was by Travis Bradberry and Jean Greaves entitled Emotional Intelligence 2.0. If you have not been exposed to this book, perhaps my article will whet your appetite to purchase it. I hope so.

The authors start out by giving a single sentence definition of EI. Emotional Intelligence is “your ability to recognize and understand emotions in yourself and others and your ability to use this awareness to manage your behavior and relationships.”

The book contains a link to an online survey that lets you measure your own EI. This is an interesting exercise, but it lacks validity, because people with low EI have blind spots as described by Goleman. You might rate yourself highly in EI when the truth, in the absence of blind spots, is somewhat lower.

Still it is nice to have a number so you can compare current perceptions to a future state after you have made improvements. Just recognize that your score reflects your opinion of your own Emotional Intelligence and that it may or may not be very accurate.

Most of the book consists of potential strategies for improving Emotional Intelligence in any of the four quadrants described above. You get to pick the quadrant to work on and which strategies (about 17 suggestions for each quadrant) you think would work best for you.

The approach is to work on only one quadrant, using three strategies at a time for the most impact. The authors also suggest getting an EI Mentor whom you select.

The idea is to work on your EI for six months and retest for progress, then select a different quadrant and three appropriate strategies for that one.

The most helpful and hopeful part of the book, for me, is where the authors discuss the three main influences on our performance: Intelligence, Personality, and Emotional Intelligence.

The observation is that it is almost impossible to change your IQ (Intelligence) and very difficult to change your Personality, but without too much effort, you can make a huge improvement in your EI.

The improvement opportunity is to train your brain to work slightly differently by creating new neural pathways from the emotional side of the brain to the rational side of the brain.

We are bombarded by stimuli every day. These stimuli enter our brain through the spinal cord and go immediately to the limbic system, which is the emotional (right) side of our brain.

That is why we first have an emotional reaction to any stimulus. The signals normally have to travel to the rational (left) side of the brain for us to have a conscious reaction and decide on the best course of action. To do this, the electrical signal has to navigate through a kind of ribbon in our brain called the Corpus Callosum.

The Corpus Callosum is a flat belt of approximately 300 million axonal fibers in the brain that connects the right and left hemispheres. How easily and quickly the signals can move through the Corpus Callosum determines how effective we will be at controlling our emotions. This is a critical part of the Personal Competency model as described by Goleman.

Now for the good news: whenever we are thinking about, reading about, working on, teaching others, etc. about Emotional Intelligence, what we are doing is training our Corpus Callosum to transfer the signals faster.

This means that working with the concept of EI is an effective way to improve our effectiveness in this critical skill. Let’s take a closer look and share an example of how this training can help prevent a situation called “hijacking” where a person over reacts to a stimulus before thinking about the consequences.

People with low EI, often lash out at others based on the emotional response to a stimulus in a process often called “hijacking.” In this case, the emotional outburst is not tempered by a rational judgment of the consequence of that response.

A good example of a person experiencing hijacked emotions occurred at a basketball game in 2014, as described below.

At a critical moment near the end of a basketball game between Syracuse and Duke, the referee made a call that the Syracuse coach, Jim Boeheim, called “the worst call of the season.”

The score was 58-60 in favor of Duke with only 10 seconds left in the ballgame when a basket by a Syracuse player, C.J. Fair, was waived off for what the official called a charging violation.

Boeheim obviously did not agree with the call, but he totally lost his wits and charged the ref while stripping off his coat and yelling over and over that the call was “Bulls%*#.” He stuck his finger right between the eyes of the official.

As a seasoned coach, Jim would have been well aware of the consequences of his actions before he did them. SU was slapped with a technical foul, Boeheim was ejected from the game, and Duke went on to win the game easily (66 to 60).

Even though Jim knew the consequences of his outburst, he was unable to control his rage and reacted in a way that was not at all helpful to his objectives. That shows low EI, right? Not so fast.

This is a prime example of “hijack behavior,” where the emotional reaction simply overpowers the ability to perform logic. Does this mean Boeheim always has low Emotional Intelligence?

I think not, and if you had him do a self evaluation of his EI, he would probably score pretty high most of the time, even though in that instance in front of thousands of witnesses he displayed amazingly low self control. Reason: In his mind the reaction was justified based on the importance of the game, the nature of the call, and all of the other emotions within him.

If it was not justified to him, he would not have done it. If there was a better course of action, he would have done that rather than throw away any chance to win and look like a raving idiot to thousands of fans.

Jim Boeheim could have benefitted by some prior training in EI, so he would have had a split second to let the emotional reaction be tempered by the consequences of lashing out as he did. To do that, Jim should have practiced the art of moving information across his corpus callosum much faster. If he did, Syracuse might have won the game.

After reading Emotional Intelligence 2.0, my awareness of my own emotions has been heightened dramatically. I can almost feel the ZAP of thoughts going from the emotional side of my brain to the rational side. Oops, there goes one now!

Given that roughly 60% of performance is a function of Emotional Intelligence, we now have an easy, and almost-free, mechanism to improve our interpersonal skills.

I hope you will go out and purchase this little book, particularly if you are a supervisor. For leaders at all levels, EI is the most consistent way to improve performance and be more successful.

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763


Successful Supervisor Part 12 – Your Listening Hat

February 5, 2017

I once had a manager who was highly analytical. He was a whiz with numbers and data, but he had a weakness when it came to fully hearing people when they were talking to him.

I think it was because his brain was capable of thinking at about 10 times the rate that people were able to talk, so there was a lot of available time for him to multitask while he was “listening” to people.

I found it kind of frustrating for a while, but I found a way to vastly improve his ability to absorb what I needed him to hear.

Most of the time, the communication between us was like normal banter, and he could pick up the majority of my messages anyway through observing my body language. I will write about this skill in a future article.

However, sometimes I would have a really important point that I needed him to absorb fully. I would stop talking for a few moments (silence has a way of grabbing a listener’s attention) then I would say, “Now Mark, I need you to put on your ‘Listening Hat’ for the next 30 seconds.” He would nod and give me his full attention while I communicated the important message.

I have studied the quality-of-life surveys of hundreds of companies over the past couple decades. It is part of my contracting process when I do leadership consulting in an organization. Invariably the number one or number two complaint that people in the organization have is poor communication. It is always there near the top of employee concerns.

Of all the communication skills human beings have, we are weakest at listening. The reason is simple; we can process information so much faster than people can talk, so we use the extra processing time to figure out what we are going to say next.

In fact, the majority of our mental capacity while we are ostensibly listening is really focused on getting ready to speak. Therefore, we miss some details that the other person is trying to communicate.

Oh we get the gist of the information and easily make assumptions about the details. These assumptions are sometimes off base, so we get a distorted view of what the communication was all about.

The crime is that we all feel like we have listened well and have absorbed the full detail of what was being sent our way. This is the most significant cause of miscommunication between people, and we are all guilty of doing it.

Probably the best listeners on the planet are people who are mentally or physically challenged so that they are forced to concentrate on what is being said to them to the exclusion of all outside thoughts or distractions. How ironic that people who are severely challenged actually listen better than the rest of us who have our full faculties.

Is there no way out of this conundrum? Thankfully there is. We can all put on an imaginary “Listening Hat” during certain critical conversations, and that practice will allow us to absorb the maximum data when it really counts the most.

The hat is simply a mental image or screening device that allows us to pay “normal listening attention” to most conversations but significantly deepen our listening when it is important. The obvious question is how do we know when it is important?

For a small fraction of the conversations we have in a day, we are dealing with a person who is in a state of high emotion. It may be anything from elation, after he won the lottery, to grief at the loss of his brother. It may be pride at being the first person in the class to solve a complex equation or rage after someone broke into his car.

Whenever the other person is having a peak emotional experience, it is a trigger point to put on your “Listening Hat.” The reason this is important is because you cannot sustain the kind of energy required to listen with maximum intensity all the time.

We know that the human body is capable of performing at amazing levels during an emergency due to the release of adrenaline. That is why a person arriving on the scene of a car that rolled onto a person has the capacity to actually lift the car while others pull out the victim.

Under normal circumstances the hero would never be able to lift a car, yet with enough adrenaline, he was able to do it. If you injected that much adrenalin in his blood stream all day long, he would soon die because the human body is just not capable of surviving that level of stimulation.

Once we know it is time to put on our “Listening Hat,” how do we physically ramp up our ability to listen effectively? We need to go into a much deeper level of listening using three steps as follows:

1. Following or attending the conversation

This means the listener is not multitasking by looking at his cell phone, fiddling with his shoelace, typing a text, or cleaning his nails. Rather he is making good eye contact and showing visible signs of actually hearing the other person. But hearing is not just listening well, so we need to do more.

2. Listening at a deeper level

This means absorbing the information with enough intensity to block out all mental or physical distractions. It means actually thinking about the content and how it fits into the context of the entire message while paying attention to the body language, especially the facial expressions that signal emotions.

In this step you actually visualize every part of the message with enough clarity to perform the third step.

3. Engage in some conversation that indicates your understanding

Think about the content and phrase a question or comment that comes from the heart while showing respect. Here are some ideas of what types of responses might be appropriate depending on the conversation:

o Clarify what the other person wants me to know

o Help me understand the underlying feelings of the other person

o Probe for any potential hidden meanings that may not have been expressed yet

o Make sure we have covered the full breadth of the issue

o Get to the heart of the matter

o Move the conversation forward in a productive way

o Help the person move beyond the venting stage

Doing these three steps will ensure you have listened at a much deeper level than you normally do, and it verifies you understood the other person well enough to verbalize his or her points accurately.

You don’t need to go to this extent of heightened listening all the time, because that level of effort would not be possible in every conversation, but for the few really important conversations, the extra effort pays off in better understanding.

Some precautions or flavoring

There are some precautions when using this technique. Do not be too quick to interject comments or questions of your own. Often if you just pause and listen to the silence for a second or two, the other person will open up more and get deeper into the issues.

If you interrupt the flow too much, it can be annoying to the other person. You can tell if this happens by watching the body language carefully.

Try to avoid just parroting back the information given by the other person. This technique, often called “reflective listening,” can seem phony or clumsy to the other person if overdone and defeat the entire purpose of your deep listening.

Don’t try to assume how a person may be feeling.

The ability to focus on the true message is critical to understanding what people are trying to convey. Supervisors often operate in a noisy area, such as a shop floor, with numerous visual or auditory distractions.

It may be advantageous to get to a less noisy area for serious conversations, but be alert that some people will clam up if brought into an office area. Make sure the other person feels safe in every way when sharing feelings with you.

The whole idea is to fully understand rather than just hear the other person. You cannot possibly build trust with people if you do not understand what they are trying to convey to you.

For supervisors and other leaders, the art of deep listening significantly improves your effectiveness, because you are getting the full message when things are not working correctly.

It takes practice to master listening skills. The more you practice the more second nature it becomes, and your ability to understand others will be significantly enhanced.

The major technique here is to remember to put on your “Listening Hat” when someone in an emotional state wants to talk to you.

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763


Successful Supervisor Part 11 – Learning to See

January 29, 2017

One interesting technique I picked up many years ago while studying and implementing “Lean Manufacturing” is the concept of “learning to see.”

Since most of us are sighted, it seems like a funny concept to discuss, but once your eyes are opened to the data that is before you, the revelation is startling.

For supervisors, the ability to really see what is actually happening is a vital skill that should be cultivated.

The concept was first revealed to me in a 1999 workbook entitled, Learning to See: Value Stream Mapping to Add Value and Eliminate MUDA (MUDA is waste in Japanese) by Mike Rother and John Shook.

The concept was to have a set of rules whereby one could draw a diagram of any process that showed how the materials and value flowed from one part of the process to the others.

Value stream mapping is not rocket science, but the method is pretty technical and has a language all its own, which takes some time to learn. The end result of a value stream map is a cartoon-like diagram of the entire process on one page.

The benefit of a value stream map is that once you go to all the trouble of gathering the data on various aspects of how the process works, you really understand it. All of a sudden you can visualize or see the way things are supposed to work and flow.

That knowledge is invaluable when the process gets off course, because you can quickly identify the root cause of the bottleneck and usually resolve it. You can also redesign parts of the process so there is higher efficiency and lower waste.

One limitation of value stream mapping is that it does not deal with the level of motivation of the people who make the process work. How people interface with the process and with each other turns out to be pivotal considerations.

I like to extrapolate the concept of “learning to see” into the people part of the business. Of course people are not as stable and predictable as things like inventory or shipping, but the notion of a solid feel for how things should be working between people at work is pretty handy.

For a supervisor, as long as everyone is present and doing his or her job correctly, then everything is fine. However, any supervisor will tell you that it takes a rather amazing alignment of conditions for everyone working on the shop floor to be doing the exact right things at the same time.

Imagine the challenge of trying to get an orchestra to operate in perfect sync if there was no conductor marking the time.

The benefit of utilizing lean technology when working with people is that the supervisor can walk out on the shop floor and “see” very quickly what individual needs assistance or coaching. She does not have to wait until the wheels come completely off the process and there is some sort of calamity before taking corrective action.

A good supervisor will instinctively know that the operator over in cell 7 needs some help now. She will notice that the inspector on line 2 is in need of a training refresher. She will identify that the squabble between Alice and Pete is getting in the way of their productivity, causing a bottleneck, and slowing down the entire operation.

The tricky part is teaching the supervisor how to see. To accomplish that, experience and awareness are essential. The more a supervisor knows her people and the potential pressure points in the process, the more she can be alert to the early warning signs of trouble and step in when correction is easy.

Beyond experience, the supervisor needs to develop a kind of sixth sense that allows her to see around corners. It is akin to the concept of Mom having eyes in the back of her head, so she knows to check things out when the kiddies are too quiet.

A really brilliant supervisor can walk out on the production floor and quickly sense the trouble over in the corner operation. As she moves toward the scene, she takes in data through all her senses, and by the time she arrives on the spot she not only has a good idea of the problem but also the root cause and how to fix it.

Here is where the danger comes in. With that kind of instinctive knowledge, she can easily overlook a condition that is different from the normal fault pattern and start correcting the wrong thing or coaching the wrong person.

Tips to consider if you are the supervisor

The antidote is to take the sum total of historical information into account when diagnosing issues, but to keep an open mind to potential new patterns. Listen carefully.

Pause long enough to be certain the symptom you are seeing is real. It is like the situation where the mother whips around to see why things have gone quiet for the last 30 seconds only to see her two children on the floor carefully working on a puzzle together. Nothing is wrong, and no corrective action is required.

Your ability to handle this kind of complexity and have a decent track record of keeping things going is what makes you so incredibly valuable to your organization.

Keep on the move constantly and try to anticipate issues before they become big problems. You need to live and breathe the process on a moment to moment basis and understand it at a level few others do.

If you are a less experienced supervisor or someone new to a particular area, try to see the entire process operating as one flow, and be sure to include people aspects in your analysis. The more you can do that, the more valuable you will be to the operation.

Once you learn how to “see” your operation well, you will be among the elite supervisors, and that is a pretty satisfying feeling not many people experience. Eventually you will know how the entire process works better than anyone else in the organization, and that knowledge makes you one of the most valuable employees in the enterprise.

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763


Successful Supervisor Part 9 – Motivation

January 15, 2017

Many supervisors make some fundamental mistakes in the area of motivation, and it costs them dearly. It seems paradoxical that the actions intended to improve motivation actually have the reverse effect in many cases. This article will untangle the complex ball of string known as motivation and look at why it is so elusive for some supervisors.

The conundrum starts with the way many supervisors use the word in day to day conversation (by the way, everything I am saying about motivation here applies to all management ranks, not just supervisors). The word “motivate” is most often used by supervisors as a verb. “ I need to motivate the team to get this done by Thursday.”

This type of phraseology sounds perfectly natural and, in fact, is the most common form of usage, but it is a huge red flag.

The problem is that when supervisors use “motivate” as a verb, they reveal a thinking process that demonstrates they don’t understand the underlying premise of motivation and how it is created.

Motivate is not something you can “do to” someone else. Motivation is an intrinsically generated phenomenon. It is the role of the leader to generate the kind of culture where the employee chooses to become motivated. The drive to want to do more has to come from inside the employee, not be a lay on from the supervisor.

The best advice is to think of motivation as a result that will naturally occur when people are properly led. For example, if the supervisor has built an environment where people feel respected and trust is high, then the supervisor is already in the area code of high motivation.

On the other hand, if the supervisor has a pattern of telling people what to do, then micromanaging them while they do it, no amount of cajoling or fancy techniques is likely to produce much motivation. It just annoys the employees.

Many supervisors believe that motivation is something that can be bought with favors, bonuses, lax enforcement of rules, or other types of perks for the employees. The truth is that all of these techniques move employees toward lower trust in the end. They may increase satisfaction temporarily, but they will not produce the internal reactions required for higher motivation.

Over 60 years ago, behavioral scientist Frederick Herzberg did a series of experiments designed to uncover what types of things lead to higher motivation in people. He found that material things, which he called “hygiene factors,” often have an impact on employee satisfaction for a brief period, but do little to change the underlying conditions needed to improve motivation.

The secret sauce for motivation lies in things like autonomy, responsibility, recognition, trust, authority, and other intangible ways to demonstrate respect and self worth of employees.

To achieve true and lasting motivation within the work force, supervisors need to continually work on a great culture. Make sure everyone knows the values and goals of the organization.

Have the employees be part of creating the vision for where the organization is going. Continually work on teamwork and care for each other. Those types of things form a culture in which most employees will choose to motivate themselves.

If there is the slightest hint of hypocrisy within the management ranks, where people hear one set of words but observe something else, it will douse the flame of motivation like a bucket of cold water impacts a lit candle.

For example, a favorite value that many organizations espouse is “Our employees are our most important asset.” Well, that sounds really good, but in order to walk the talk, when a business slowdown occurs, the top managers need to sell inventory and buildings rather than furlough workers.

Not many organizations actually act that way, so it is unwise to have a value that is contrary to what the managers actually do.

Hypocrisy is a cancer that will kill most kinds of motivation quickly.

Another common trap that supervisors make is to treat everyone the same way. It sounds sacrilegious to make that statement, but it is literally true. When you treat all employees the same way, you are ignoring that each person has a different set of needs.

The famous basketball coach, John Wooden once said, “The easiest way I can play favorites among my players is to treat every one of them the same way.”

Certainly it is important to enforce rules with an even hand and not favor one person over others, but beyond that, supervisors need to take individual differences into account as they deal with their employees. That means getting to know and respect each one as a person and find out what makes that individual tick.

An example of that occurred early in my career when I was working for a wise manager. One day he pulled me aside and said, “Do you see that inspector over there? We can hardly get him to do anything around here no matter what we do. He is a total slug here at work. But he is a volunteer in the fire house where I am the chief, and the minute he walks into the fire house, he lights up like a Christmas tree.”

The way to get top performance out of each person is to find out what is truly controlling his or her motivation and provide as much of that element as you can. Forget the bonuses, hat days, or t-shirts, etc. and focus on getting to know your people well. Treat them right, and build an environment of trust and respect.

You will see motivation unfold before your eyes. Avoid using the word motivate as a verb, because it is not something you “do to” people; it is something that naturally happens when people are well led.

This is a part in a series of articles on “Successful Supervision.” The entire series can be viewed on http://www.leadergrow.com/articles/supervision or on this blog.

Bob Whipple, MBA, CPLP, is a consultant, trainer, speaker, and author in the areas of leadership and trust. He is the author of four books: 1.The Trust Factor: Advanced Leadership for Professionals (2003), 2. Understanding E-Body Language: Building Trust Online (2006), 3. Leading with Trust is Like Sailing Downwind (2009), and 4. Trust in Transition: Navigating Organizational Change (2014). In addition, he has authored over 500 articles and videos on various topics in leadership and trust. Bob has many years as a senior executive with a Fortune 500 Company and with non-profit organizations. For more information, or to bring Bob in to speak at your next event, contact him at http://www.Leadergrow.com, bwhipple@leadergrow.com or 585.392.7763