Pass on kudos received from boss to team

Published on Wednesday, Sep 10, 2008

Who is a good leader? Evidently, true organisational leadership qualities demand taking more than your share of the blame and less than your share of the credit!This is immortalised in the wise words of the great football coach, Bear Bryant for leadership no matter what kind of team you lead, “There’s just three things I’d ever say: If anything goes bad, I did it. If anything goes semi-good, then we did it. If anything goes real good, then you did it. That’s all it takes to get people to win football games for you!” But in the real world the exact opposite holds true.Think again before dismissing this –

• What do you do when you uncover a critical error or even an employee admits a mistake?

• Wouldn’t you eagerly lap up the credit for a major success or breakthrough?

When something goes wrong

At any given lapse or failure, all hell breaks loose with emotional yelling, useless criticism and blame fixing.

Most self-seeking leaders duck their head and conveniently let others take the fall. In fact, many a successful career has been based largely on such strategies of finger pointing and avoidance.

It is quite tempting to skirt or deflect the blame on scapegoats around or beneath you. But as the manager, you are the captain of the ship and should take the hit for the team. The onus is on you to step up and take full responsibility for any wrong decision, missed deadline, failed project, malfunctioning strategy or any other mishap that occurs.

Instead of stepping aside, be willing to take the heat and point the finger at your own chest for the mistakes. Have the nerve to claim, “I take full responsibility. This is my department.”

Always lead from the front, but do not let the culprit go scot-free either. Detractors argue that standing in front of your people and becoming the regular ‘fall-guy’ leaves the door open for repeating mistakes. So, even while sacrificing for the team, make efforts to understand the true cause underlying the issue, examine and resolve the problem.

A consultant rightly observes, “The top leader should periodically assess the company’s operations, decisions and behaviours, and in doing so, prevent the poor decision or performance from ever occurring.” Deal with the person responsible and caution him not to do it again. Assure him that you will back him up and at the same time inspire him to do things right.

When something good happens

The team is more important than you and your aspirations. Rise above petty selfishness like taking all the glory for yourself and always give credit where it is due. Be more than ready to support heroic efforts and publicly recognise, praise and reward a job well done. Else, your employees will end up feeling unrecognised and used.

Magnanimously share credit and make contributors feel that you couldn’t have achieved any success in your endeavours without them. Also, pass on any kudos you receive from higher levels to the deserving individuals. In other words, give more than your share of credit and take less than your share of praise.

Only with such honesty and humility can you step into the shadows and take pride in your team as they bask in the limelight of ‘their’ success.

As you bring everyone to the table and make them feel an important part of achievements with the proverbial ‘fifteen minutes of fame’, the laurels will automatically come back to you. So, as a manager or leader, take the blame for your employees and you will have just won yourself undying loyalty. Give them due credit for success and you will be surprised at how respected you will be. It will foster a mutually beneficial relationship by motivating people towards superior performance and excellence. With the resultant appreciation, trust and accountability, you can get people to do what you want them to do – they will actually prefer to work for you!

Author Jim Collins sums it up best in his best-selling book, Good to Great as ‘the window and the mirror’. He says, “If you are praised look outside the window and say it is because of them. If you are not praised look into the mirror and say it is my fault. That is what leadership is all about!”

PAYAL CHANANIA

Maximise your tele-talk power for daily business

Published on Wednesday, Sep 03, 2008

Without a thought, we can yak away on the telephone with a friend for hours. But most of us are just as reluctant when it comes to picking up the phone and making a business call!

Yet, how long can you put off the so-called ‘ordeal’. We have to make calls regularly for everything from routine inquiries, fishing for a job or prospecting customers to soliciting important information, closing a sale or dealing with com plaints. When your phone is ringing, it may bring just a cold call or something as crucial as a preliminary screening interview.

Needless to say, the way you handle calls reflects on you. Efficient and effective use can mean the difference between simply speaking and ‘tele-connecting’!

Then again, interesting statistics reveal that people develop a perception about you within the first 30 seconds of a phone conversation and their final opinion of you in the last 30 seconds. It is imperative that we consciously project professionalism when both making and receiving calls.

Maximise power

When on the telephone, we cannot see the caller and he cannot see us. In fact, we are limited to using only 30 percent of our available communication skills, which means we must work even harder to make serious contact, let alone build a positive relationship.

Some tips on how to structure and manage phone calls:

How you begin or answer a call is the verbal equivalent of a handshake. So, ensure that you answer a ringing phone promptly. Identify yourself with your name, designation and company. Like, “HR Department, Ritesh speaking. How may I help you?” Providing an enthusiastic opening will make the recipient feel good about the call. Also, when receiving a call, note the caller’s name and use it often.

Never suspend the normal rules of politeness. Be friendly, helpful and courteous at all times, as your treatment of the caller will determine his impression of you and your company.

Your voice is your weapon on the phone. A warm, welcoming and pleasant tone projects a good image. Practice smiling every time you dial or answer a call; it will be ‘heard’ on the phone! Something as simple as standing up when you speak can create a positive engagement, as you sound glad to make or take the call.

The way you speak over the telephone conveys 85 percent of your message. Check your speed, clarity and pitch. The words you use, the tone and even your body language can convey subliminal signals. Give the phone call your undivided attention. Do not try to multitask by checking emails, sipping coffee or talking to someone else. Mistakes and misunderstandings can arise if you are doing something else at the same time. Let the person on the other side say his piece. Listen attentively to elicit the object of the call or ascertain the problem, without interrupting rudely or speaking over him. You can even take notes if needed.

When it’s your turn, respond appropriately by talking with him, not at him. Offer help, provide useful information, take the message, lead him through a solution or try to find someone who can help him, as the case maybe. Whatever you do, use good questioning techniques to control the call, summarise the important points and agree on subsequent action. Even if the call is a difficult or heated one, stay calm, try to be helpful and never slam the phone down.

It is bad manners to place someone on hold. Even if you have to, first ask permission, explain the reason and let him know how long it will take. If it can take indefinitely, ask if he or you can call back. Graciously end calls with a pleasant ‘goodbye’, ‘thank you’ or a response to the other person’s thanks. And always let him hang up first.

To sum up, be nice, approachable and sincere on all incoming and outgoing phone calls so as to build and maintain trust.

Keep communicating with confidence, diplomacy and professionalism to slowly develop your personal style on the phone. Last but not the least, place importance on the caller, not yourself!

PAYAL CHANANIA

Be careful of what you put online, it is there forever

Published on Wednesday, Sep 03, 2008

You don’t even know it, but a lot of your unsavoury personal information is floating around in cyberspace. A simple click of the mouse can open up the proverbial can of worms for all to see.

So even as you read this, someone somewhere in the world may be reading about your escapades or activities. While most casual surfers do no harm, what about the growing trend among recruiters and employers to scour the Internet to check out both poten tial candidates and existing employees?

You will be surprised at what they can unearth – from unprofessional screen names and boasts to provocative photos from lies about qualifications to badmouthing an employer or sharing confidential information.

And needless to say, companies do rule out candidates and even cancel job offers based on what they find online.

In fact, according to a survey by a leading recruiting firm, 78 percent of executive recruiters routinely use search engines to learn more about candidates and 35 percent have eliminated candidates based on the information they found.

This means that your digital dirt can effectively jeopardise potential employment opportunities and derail an otherwise promising job search even before it starts.

So think about it! Can you afford to miss out on the job of your dreams because of a few careless remarks or salacious content?

It’s high time you check what’s posted about you on the web, because rest assured, others definitely will!

Track your online reputation – Indulge in some narcissistic ego-surfing by googling yourself. Simply typing your full name in quotation marks on a search engine will reveal a list of your digital footprints – everything you have ever done online or others have said about you. If there is some shocking old stuff like unprofessional conduct, radical views or insulting replies that you don’t want others to see or yourself to be associated with, contact the site owner and request for it to be removed/modified. But be prepared as he may just refuse to oblige!

Operation: Sanitise – Flamboyant profiles, reckless hobbies, silly brags or unruly exploits can be your undoing as recruiters check social networking sites as well.

It is advisable to take off questionable material, or at least use privacy settings and comment blocks so that only friends can view your information or post comments. Also, check your profile frequently to ensure that it does not display anything that may make you wince later on!

Clean up your act – Exercise prudence in what you say on your own blog or elsewhere. Steer clear of unnecessary rants or objectionable jokes. Sometimes, a seemingly innocent inquiry on an ‘agony aunt’ column about the effects of a long-forgotten indiscretion, violence or illegal behaviour can inadvertently spell an instantaneous death knell on your job search.

Seed it out – If your best efforts fail to erase your cyber skeletons, try to crowd them out with positive information. There are many smart ways to enhance flattering stuff about yourself and displace/suppress negative listings. As writer, Jared Flesher hints, “Search engines typically rank their results based on the number of sites that link to those pages.

The more links, the higher the search ranking. Make sure the pages you want recruiters to see have more links to them than the pages you’d rather keep hidden.”

For instance, use professional networking sites like Linkedin to showcase your skills, expertise and contacts, as they list high on Google results.

Keep tabs – You can also monitor what others are saying about you (on blogs or web groups) and keep yourself abreast of deliberate attempts to misrepresent or malign your character by setting up alerts (like Google Alerts) for anything posted online that is tied to your name.

As one blogger remarks, “Getting regular reports on what people are saying about things related to me is really useful because a lot of times there are errors. You want to make sure you set the record straight.”

Build a good web presence – An online professional identity is very important and you can actually exploit the Internet to your advantage. Starting a web page, blog or forum is a fresh way to get noticed. Use the platform to display your knowledge, passion and skills with intelligent content. Or, post well thought-out comments on industry blogs and message boards to get your name out there.

In a nutshell, you cannot afford to take any chances in this competitive world. Even an ostensibly harmless email can come back to haunt you. So be careful of what you put online; it will be preserved forever!

PAYAL CHANANIA

Work to be recognised, get promoted

Published on Wednesday, Aug 27, 2008

You have worked hard and want and even merit a promotion. But the hard truth is that we often don’t get what we deserve let alone want!

A promotion rarely, if ever, comes knocking. Its not that you cannot get a better deal, but it will not be handed to you on a platter. Even the most competent employees cannot sit back and wait for an advancement to fall in their lap. So, instead of s imply wallowing in resentment, why not step up and make it happen.

An inside look at how promotions happen in most organisations highlights the efforts it takes for skyrocketing your career in-house. Here’s how to take charge of your career and work at getting yourself promoted:

Rise above the pack - Prepare yourself to make the most of any opportunities that come your way to become a helpful and supportive asset to the organisation. Volunteer for difficult projects, conduct extra research and take up work outside your job description. Try to solve important problems, suggest innovative ideas for company progress or even write constructive articles for company newsletters and industry magazines to enhance your image. Going the extra mile by doing things with more creativity will give you an unique advantage over others.

Get attention – It is not only important to do good work, but also attract favourable attention to the same. So, instead of simply keeping your nose to the grindstone, try to get yourself on the radar of people in a position to help you. Shine the light on your achievements, promote your abilities and advertise your goals. Like Donald Trump observed, “If you don’t tell people about your success, they probably won’t know about it.” But, ensure that you subtly weave your accomplishments in casual conversation without blatantly winging for a promotion.

Further ammunition – If you have already set your sights on a position you desire, gather all possible information about the same. Talk to your acquaintances, HR or conduct further research to find out the qualifications needed, inherent responsibilities and key issues. Then, concentrate on preparing yourself accordingly by developing your skills, knowledge and ability to meet the job demands. Join formal training classes and seminars to stand a better chance.

Else, try to identify ‘transition positions’ that open the door to promising advancements beyond them. This will not only offer significant learning opportunities, but also holds credence as the best person to fill a job is someone who has already performed the job.

A finger on the pulse – It pays to talk to people who have moved up to the level you wish to attain. Analyse what they did in order to succeed. Observe their work methods, attitudes, ethics and behaviour. Learn from their successes and failures. Even building a network of contacts beyond your functional area, rendering favours and allying yourself with a successful/well-regarded mentor will enable you to take advantage of promotional opportunities.

In the line – Very often, the powers-that-matter may be blissfully unaware that you are interested in a better job and want to move up. Get an interview with a decision-maker who can help you locate a more rewarding position. Show that you are serious about career advancement by putting forward the skills, talents, attitude and abilities you have to offer. Give him solid reasons why you are worthy of an appropriate promotion. Make the right impression as you sell yourself – sound positive and calmly talk out that you want to become more valuable, responsible and better paid.

Then again, chances are that the boss may utter a categorical ‘no’. In that case, seek advice on where you fall short and what you need to do to be ready for a promotion. Work on it to be recognised, promoted and earn your worth the next time round!

PAYAL CHANANIA

Craft job ‘advertisements’ that attract!

Published on Wednesday, Aug 27, 2008

Every recruitment strategy aims to attract the best. Unfortunately, the good intentions meander even before the hiring process gets off the ground!

Why do most companies overlook the integral role that job descriptions play in hiring and selection decisions? They churn out poorly written job postings and classifieds without expending a single thought towards the content. This creates a generic, o rdinary and unadventurous portrayal of ‘must have’ qualifications and mundane duties hinting at sheer monotony.

People comb and assess job descriptions with an eagle eye, but such meaningless ritual incantations appeal only to those desperate to be hired.

The sloppy description actually chases away exceptional talent who can whiff mediocrity from a mile. The result is no response or worse - a flood of resumes from unqualified candidates. And that definitely is not anyone’s target segment by a long shot!

Little wonder that most hiring mistakes can be attributed to ineffective job descriptions.

Catching the right eyes

Job advert statements are all about making the crucial first impression. It is definitely essential to state the mandatory qualifications and skills required for the job along with the ensuing attributes and responsibilities.

Yet, leaving it at that makes a job seem quite off-putting. Putting some sizzle in the description will turn heads, and the right ones at that! Consider these tips:

• The job title should be compelling enough to make a job seeker want to read the rest of the posting. For example, try substituting a boring title of ‘Marketing Manager’ with a more fun and exciting one like, ‘Launcher of Nifty Office Products’.

• Listing a few positive aspects like career advancement, benefits and company progress can enliven the dreariest of jobs. All it takes to gear up excitement about a job’s prospects is a few choice phrases like ‘on the brink of greatness’ or ‘become a part of the hottest sales team’ interspersed with the otherwise repetitive tasks and mundane requirements.

• Do not portray the candidate as an interchangeable commodity. Employ descriptive ways to paint an innovative picture of the job responsibilities and depict the prerequisites as positive action items. Use examples instead of long-drawn explanations

• Try to incorporate something new and exciting either through the challenges the company has faced or upcoming projects and their impact. Use the job posting to emphasise job challenges, a cutting edge environment, company vision and how an employee can make a difference.

• Top HR consultant and speaker, Lou Adler says, “The job description shouldn’t be this dull, boring, must have this (qualification). Offer an opportunity, not just a job!” Dump traditional job descriptions that focus on a laundry list of skills and duties in favour of describing the work as an attractive opportunity. Step away from the job history and depict what the job will be in keeping with the organisation’s long-term objectives.

• Omit meaningless fluff like ‘industry leader’ and ‘change the world’ when everyone knows it’s not true. Instead, highlight small, unique aspects of the job and company.

• Identify and respond to job seekers’ motivations and desires. Concentrate on what people actually want and mould the job description to highlight what’s in it for them.

• The job description should not diverge from the actual job in an attempt to sound alluring. Top candidates will steer clear of classifieds where the features and conditions are inconsistent with the job title. Also, sugarcoating a job description to mislead candidates is not only unethical but will make gullible employees leave soon after hiring. Therefore, instead of overselling a non-existent glamour, create attractive and credible job advertisements.

Therefore, well-crafted appealing job advertisements will improve hiring the right candidates.

If you are still not convinced, consider this:

‘Support and maintenance of network operations along with short, team-based development projects to existing products….’

Contrast it with:

‘If you are bored, stop worrying right now! We work together on next generation technology. Nurture your passion for development right here….’

Now think about which one makes you want to apply!

PAYAL CHANANIA

Know your numbers well to rake in profit

Published on Wednesday, Aug 27, 2008

A joke I heard when I was a kid goes, “How can you immediately double your money? Fold it in half and put it back in your pocket!” If only making money was that easy.

Well, everyone from a business owner and CEO to company director dreams of hitting the bull’s eye and finishing the year in profit. But be it a winner of a business idea, a start-up venture or a profitable enterprise, uncertainty clouds the hori zon and things can go awry.

While there are no guarantees and no crystal ball can predict your success, there definitely are steps you can take to keep your operation pointed in the right direction – towards profits.

Is your profit what it should be?

Everyone is in business to make good money, much more than just paying the bills. This calls for proper planning and a complete business plan, not just educated guesses for hitting the targets. It is true that the overwhelming whirl of details and unrelenting pressure on the bottom line can drive you quite crazy.

An uphill climb awaits, you have to follow a disciplined approach without ever losing sight of the ultimate goal, to earn profits.

Be well informed – Every executive or manager should think and act like a business owner. Know your business’ worth and health in and out. Understand how it’s doing and what are the weaknesses that can be improved or corrected. Something as simple as an intelligent day-to-day observation can help you to provide value.

Crunch the numbers – There is no dearth of financial statements and projections that can serve as effective screening tools. Study figures like:

• Costs: Identify fixed and variable expenses and thoroughly check the budget allocations for each. This will unearth costs excesses and help you to control the same.

• Sales records: Apart from cost-consciousness, study projected sales volumes vis-À-vis actual sales patterns.

• Product price: Gain adequate information on your pricing strategy to determine whether you are charging less or more than the worth of the product or service. Analyse the cost per unit and adjust the final mark-up to absorb rising/anticipated expenses while keeping the price on a competitive level.

• Inventory: Generate a proper system of inventory as excessive stocking of raw materials or finished products can needlessly tie up your resources. Again, shortages of the same can negatively impact the bottom line.

• Profit and loss statement: Scrupulously evaluate this important statement to get a handle on each and every revenue and cost area. Study everything from the profit and loss for each of your products and product lines to the profit and loss for your entire operation.

• Break-even analysis: This is another financial tool, which will enable you to decipher the exact point beyond which the business starts to yield profits.

Therefore, look at all possible financial ratios and meaningful forecasts to gain a clear understanding of the business. Sound knowledge coupled with perseverance alone can help you to attain and surpass the targets.

The big picture – Do not restrict yourself to a single month’s sales or profit margin by itself. Put them in the right frame by say, graphing the operating statements, to note significant trends of what has happened and is likely to happen. As a consultant stresses on regular strategic planning with, “Your record of sales, your experience with the markets in which you sell and your general knowledge of the economy should enable you to forecast a sales figure for the next year.” Carefully analysing trends can help you to grasp opportunities as they rise and avoid crisis before they spiral out of control.

Call the shots – Draw on a balanced judgment to make timely decisions and transmit them into effective action accordingly.

Different business circumstances call for an informed tinkering like reducing the number of employees, looking for less expensive sources of manpower, discovering new customers, finding cheaper raw materials or using technology to its full capacity. Success calls for fast and flexible new practices, but only after determining all possible consequences of any course of action.

Control business activities – You have to control the activities of the company, not be controlled by them. It’s your job to overcome bottlenecks and garner a positive culture that motivates people and gets results. Effective HR management calls for designing well-structured jobs, periodically reviewing and aligning them, generating accountability at all levels, providing adequate compensation for quality work and controlling both absenteeism and turnover. Give enough attention to important tasks, but ensure that the business does not depend on you totally either.

In this struggle for professional management, you can also call on experienced entrepreneurs or consultants for expert guidance.

Yet, if your business is still not yielding the kind of profits you expected, do not be disheartened or lose hope. The pace of business demands persistent efforts and planning to be able to maximise the profit potential.

PAYAL CHANANIA