Influencing

Tag Archive for: influencing

The power of SCARF and how to make feedback work better, and feel better

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The question of how to get employees to improve has generated a good deal of opinion and research over the last hundred years. Most of us agree about the importance and benefits of feedback. Yet research suggests that feedback is still not being given often enough and when it is given it is not really doing what it is supposed to do; which is to help us improve. A 2018 Employers Council blog post reported that 65% of employees want more feedback. In 2019, Gallup found that only 26% of employees strongly agree that the feedback they receive helps them do better work. However, another study found that 71% of respondents overall agreed that they find critical feedback helpful and motivating. Once you delve into the topic of feedback, you’ll even find conflicting evidence that feedback in business truly enables learning and change. Talking to participants in our management training programmes supports some of these statistics. We often hear from managers that they want to give more feedback, but they lack the methods to give them confidence when they do it.

Statistics aside, let’s focus on two of the most obvious factors of the feedback conversation: The person giving the feedback, and the person receiving the feedback. When both have the skills, confidence and ability to have a productive feedback conversation then you will have a high chance of success (i.e. change). And the glaringly obvious… if the feedback is positive (“you’re doing a great job, keep it up”)… easiest conversation ever! Having a negative, or critical feedback conversation, while making it a productive conversation is of course where the skills, confidence and ability are most needed…

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Before you continue reading take a moment and ask yourself 3 questions …

  • 1. When you go to work, how often do you receive feedback from management?
  • 2. Do you feel the feedback you get helps you to improve your performance?
  • 3. When you give feedback to others how often does it make a difference?

Why is feedback sometimes not effective?

Because sometimes, when we are given feedback, we feel threatened (or attacked), instead of supported and helped. The keyword there is ‘feel’. When humans ‘feel’, or perceive threat, it invokes a primal response (fight or flight) and we can no longer hear what the rational brain is saying.

 

Minimize danger – Maximize reward

David Rock believes that our response has its roots in the way our brains deal with perceived danger and how we always seek to minimise threats and maximise rewards. He developed it into a model of 5 areas that influence our behaviour, the SCARF model (https://www.youtube.com/watch?v=rh5Egsa-bg4, or scroll to the bottom of this post). As Dr. Rock explains in the video, these five factors have a tremendous impact on our motivation on whether we are in that reward state or that danger state.

  • Status – our relative importance to others
  • Certainty – our ability to predict the future
  • Autonomy – our sense of control over events
  • Relatedness – how safe we feel with others
  • Fairness – how fair we perceive the exchanges between people to be

 

 

Managers who want to influence others, their job is to find just the right levers to move people into that ‘maximize reward’ state. Leaders tend to know all about the carrot and stick. They use money and other external rewards to try to motivate people. Turns out there are often far more powerful rewards and threats going on inside people’s heads that are generating their behavior. So if you want to be the best that you can be at influencing others, you need to better understand what makes people tick.

Dr. David Rock

Status

Your perception of your position in relation to other people is what is meant here. Scientific evidence shows that when you experience a drop in status, your brain responds in the same way as when you experience physical pain. Who hasn’t felt intimidated at least once in their life, when we get feedback from others who are (or we perceive as) senior or more competent than us? The opposite is also true; when we receive praise from people more competent than us, we can find it highly motivating. This is the reward side of the status dimension.

If status is a relevant issue in your feedback conversation, remember that who gives the feedback becomes more important than what the feedback is. Naturally, status also plays a part when giving upwards feedback, or feedback to a client or colleague. When you are giving feedback take a moment to reflect on how your relationship with the person may impact your message.

  • Status is not the same as a formal position in a hierarchy, it is the worth we feel for ourselves and the worth we feel others assign to us
  • Status derives from credibility but also from knowledge and competence, so if you lack credibility with a specific audience you can gain it from demonstrating what you know/can do
  • Language makes a difference; using ‘we’, ‘us’, ‘our’ feels and sounds much more inclusive than ‘I’, ‘me’ and ‘my’ and can help remove status risks
  • Everybody in an organisation needs to know their role is important and valued

Certainty

“The brain is a certainty creating machine, always trying to predict what’s going to happen.” So, when the feedback giver can provide a really clear explanation about what is going to happen and what is expected, it provides much more certainty for the feedback receiver from the outset. Consider your reaction if your manager unexpectedly drops by your desk and says, “Can I have a word with you in my office?” Do your feelings move towards danger, or reward? When we know what to expect, we tend to feel safer. Introducing predictability, structure and goals in conversations can establish certainty and help people feel more open to feedback.

  • Humans perceive uncertainty as a threat. Recognizing this will help prepare a strategy to reduce what is threatening
  • Communication is a key tool to creating certainty, even if you have nothing ‘certain’ to tell people, the act of telling them precisely this will help
  • If there is genuine uncertainty about the future we can fall back on ‘why’ we are doing something; this can introduce purpose and a feeling that ‘we are in this together’ that can mitigate uncertainly about how things may actually turn out
  • You can mitigate the threat of uncertainty even in small conversations by telling the other person what will happen in the conversation – very important in giving feedback
  • People can gain a sense of certainty by being clear about what their role is and what is expected of them

Autonomy

Autonomy is a key part of intrinsic motivation. Micro-management undermines our autonomy by reducing the control we have over our work  …  and negatively impacts our motivation. Research shows that people who feel that they have no control or autonomy have higher stress levels. If feedback is supposed to be developmental, managers need to take the risk to let team members find their own paths to development. In other words, to be more coach/mentor than director.

  • Autonomy is closely linked to certainty – we if can’t predict the future we won’t feel we have any control over it
  • We react negatively when we perceive we don’t have control over events, our environment and our own choices
  • Autonomy requires trust and a feeling of safety around others, so that we can express our true feelings/opinion without fear of reprisal or rejection
  • Autonomy can be given to team members by e.g. empowering individuals by setting the ‘what’ and allowing them to decide the ‘how’
  • The idea of having options, i.e. making choices, is important to a sense of control

Relatedness

In short, relatedness refers to “our common ground”. When we feel comfortable with the people around us we are more likely to open up, express true feelings and reflect on our own behaviours. We relate to different people for all kinds of different reasons. Think about the people you turn to at work when you have a problem or challenge. Then think about the people you would definitely not turn to.

  • Relatedness is a feeling of belonging when we sense that people care about us as individuals
  • People often sense relatedness (or lack of it) via non-verbal communication, e.g. a nod or a smile to recognise you relate to what others are saying/thinking
  • Buddying, mentoring and coaching are all ways to build trusted relationships and make people feel valued
  • There is a need to pay attention to functional teams in organisations to prevent some teams feeling they are not as important as others; this can lead to silo working and disunity

Fairness

Fairness is highly subjective, so we need to work on people’s perceptions of fairness rather than trying to make things ‘equal’ – not everyone is equal, but we can hold people to a common set of standards. Sensing something is unfair immediately triggers a defensive reaction in our minds. The most common perception of unfairness in the workplace is when we see we are being treated differently to others. Managers can reduce this threat by explaining why they want to have conversations with individuals, and by setting common objectives, standards and rules.

  • Team members need to be able to cut each other some slack when individuals are facing special circumstances and perhaps some standards can be flexible – if this happens we need to communicate it is an exception and only temporary
  • Rewards and recognition need to be based on what people have accomplished rather than who they are, in order to avoid accusations of favouritism and bias
  • Transparency in decision making can help mitigate feelings of unfairness by showing that a range of perspectives were considered
  • Helping individuals see things from different perspectives can promote empathy and reduce a sense of discrimination

To wrap up

We hope you’ll consider using the power of SCARF in your next feedback conversation. For more feedback content, these posts might be of interest to you:

 

 

 

The CIA model: Control, Influence, Accept

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The CIA model, discussed in The Critically Reflective Practitioner (2008) is a framework for navigating difficult times or situations. We use this model often in communications and leadership training. Sometimes used as a stress-management tool, the model helps bring focus and clarity on actions to take, and guides us how to minimise the impact of external events at the same time as maximising the impact of our personal power. In this post, we’ll explain the CIA model in more detail, and we’ll explore each part of the model to identify ways to implement it.

CIA Model

Control InfluenceAccept
identify which elements of the situation you can directly controlidentify the elements that you can’t control, but that you can perhaps influenceidentify the things that you can neither control or influence, and learn to live with them

 

Control

“It’s not events that upset us but rather our opinions about them.”

Epictetus

When I’m delivering training on change management or influencing skills, I start by asking participants to identify things in the situation or change process that they directly control. At first, they typically produce quite a small list, but with more thought and prompting their lists get bigger. What always strikes me is how many of the things on their lists relate to self-control rather than control of external things. In a nutshell, most external events are outside our control, but we can control how we react or feel about them and the decisions we make. So, the first lesson of the CIA model is that we control more than we think we do – if we know where to look. Here is a list of some of the things that are inside of our control:

  • our emotions
  • expertise/subject knowledge
  • how we react to situations
  • our reputation
  • personal choices/decisions
  • relationships with other people
  • interpersonal skills

Are you making the most of the control you have over these and other things?

Influence

“It is not that we have a short life to live, but that we waste a lot of it.”

Seneca

Once we have a list of what we do and don’t control, we are ready to move on to use what we control to influence the situation. It is not productive to waste time getting frustrated over things we cannot control; rather we need to focus our energy by leveraging the things we do control to exert some influence. For example, building better relationships is a clear way to influence other people.

Who is your role model? Barrack Obama, your line manager, Batman? Role models exert powerful influence over us because we admire something in them. If you find yourself in a difficult situation, ask – what would my role model do? Thinking in this way can help us see the situation in a new way and use the resources we have to find some personal power.

See the links at the end of this post for resources to develop influencing skills.

Accept

“Begin each day by telling yourself: Today I shall be meeting with interference, ingratitude, insolence, disloyalty, ill-will, and selfishness.”

Marcus Aurelius

There are some things we cannot control or influence. In this case we just need to accept that bad things happen. But this doesn’t need to throw us off track. In fact, these kinds of things have the potential to help us grow enormously, if we can find learning opportunities in them. “What’s the worst that can happen?” is a good question to ask in order to get some perspective on the situation. Looking back at past failures and difficult situations is another great way to realise that things which seem the end of the world are seldom so.

The CIA model itself is a method of accepting what can be controlled, and what cannot, and carving out some influence in order to move forward. This doesn’t mean it’s easy to do, but it will get easier.

Endnote

You will notice that we have quoted 3 philosophers in this post. Epictetus, Seneca and Marcus Aurelius lived in the ancient world and developed a school of philosophy known as Stoicism. The basis of Stoicism is that external events are neither intrinsically good nor bad, so it is only our reaction to them that counts and that’s what we need to work on. If we had started this post describing an ancient school of philosophy, you might not have continued reading. But this 2000-year-old philosophy is the basis for much of today’s thinking and trends on self-help and dealing with adversity, from Mindfulness to Cognitive Behavioural Therapy (CBT) to CIA itself.

We hope you enjoyed reading this post. If you would like to know more about our experience of working with organisations going through change, feel free to contact us.

For more information

For more tips and advice on influencing and dealing with change, see these posts:

Training solutions

 

A practical guide to storytelling in business

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People have always told stories and they are a vital part of our communication. Today, storytelling has become accepted (and sometimes expected) in a professional context. We’ve seen a rapid demand for our practical storytelling in business training solutions. Whereas 8 years ago there was sometimes a need to convince people that a storytelling approach was valid, we rarely get any pushback today. This change in attitudes can be partly attributed to the power of the TED talk format, partly to our push back against death by PowerPoint and people speaking to us in bullets … and mainly because storytelling never went away. When done well, storytelling connects with people in a way no other communication approach can. This post outlines the essentials so you can get started.

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What is a story? And why should I use them?

Every story has …

  • a plot
  • a beginning, middle and end
  • often involves overcoming a problem, challenge, obstacle, dilemma
  • but above all …. a story connects on a human /emotional level

This last point is the key. A story is not a series of events or a case study. It should connect with people and create an emotional reaction.
This connecting makes stories easy to remember. When done well stories bring meaning to information and have the power to move people. Depending on the story and the skill of the storyteller our brains …

  • produce cortisol during the tense moments in a story, which allows us to focus
  • produce oxytocin, that promotes connection and empathy
  • release dopamine which makes us feel more hopeful and optimistic

If you are interested in the science behind these statements, these two HB articles explore the science behind storytelling and what makes storytelling so effective for learning.

This means you can choose to use a story in a wide range of situations. We often use stories when presenting, influencing, teaching, leading or just in day-to-day discussions. Consider using stories when you want to aid memory, celebrate, challenge assumptions, connect, convince, encourage, energize, entertain, explain, impress, inspire, motivate, persuade, reinforce values or beliefs, scare or shock, sell, support, teach or warn.

How do I build a story?

Learning to build a great story is a skill, and it can require practice. If you want to build a story you need to start with your audience. Your first question has to be “What do I want them to feel?”. Sometimes the emotion you arrive at may surprise you. Secondly ask yourself “What do I want them to understand? think? do?”. Then think back over the situations you’ve been part of, or have observed. It is far easier and far better to tell stories that mean something to you and are your stories. You can share other people’s stories but make sure you have the information and the understanding to bring it to life. Again, a story works because it connects on a human /emotional level.

This post goes behind the scenes with 2 of our staff, discussing the challenges some professionals have when building a story and how they approach this in a training environment.

If you are struggling to build a story, then try using the IDEAS approach:

  • Identify the emotion you are trying to create. Then identify what you want your listener to understand and do.
  • Decide which story would best accomplish this and connect with your listener
  • Expand your story. You have the bones, now put the flesh on them.
  • Anticipate their questions and reactions. Now choose to deal with these within your story or intentionally leave this out to provoke discussion once you’ve finished telling the story.
  • See the story as you tell it.

Finally, don’t assume you can just get up and tell it. You need to practice your story, if you want to make it matter.

How do I actually tell my story?

If the story means something to you, you will already have the content and the structure. Make things personal and tell tough stories. If your story is tough and personally matters to you, you will naturally find the pace, the tone and the body language you need to make your story captivating. When you are developing and practising your story, follow these 3 great pieces of advice:

  • Invest time in building it
  • Practice out loud
  • Make it personal to you

When you are delivering the story …

  • see the story as you tell it
  • use outer and inner language. Outer language is what physically happened, while inner language is how the person was feeling thinking. An advanced tip is to avoid eye contact when you are sharing the inner language.
  • use plenty of LOTS (language of the senses). This includes what you saw, heard, smelt, tasted, tough or felt
  • take your time. If your rush your story, you will rob it of its richness. You wouldn’t want to read a story structured into bullet points, would you?

And if you want to get really good …

  • use memory devices e.g. words, phrases or images repeated in different places
  • use a tangible object or image as a starting or closing point
  • when doing dialogues adopt a different voice/body/position for each person
  • consider your space – roam the room or sit on a chair – BUT actively think about it!

What should I not do when telling a story?

Telling a story is NOT the same as making a presentation. A lot of the techniques you’ve learned on presentation seminars are story-killers and using them will rob your story of its emotional content. For example:

  • Don’t put your key message up front
  • Don’t tell them what you’ll tell them, tell them, tell them what you told them
  • Don’t start with the structure, start with the emotion
  • We would also suggest you avoid the phrase “Let me tell you a story”

Storytelling is a learnable skill! It starts with identifying your goal and understanding your audience. You need to know the emotion you are looking for. From there you start hunting for the right story, which you then craft through practice. Don’t rush it, do not “present” it, and have the courage to just tell a story person to person. You’ll be surprised at the impact you can make.

And if you’d like support, whether it be coaching or training then do get in touch. We’d love to help you be even better at storytelling.

Balancing your emotional bank accounts – practical activities for managers and leaders

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In our previous blog we explained what an emotional bank account is and why managers need to care about building them . To quickly recap, an emotional bank account is a metaphor coined by Stephen Covey in his book The Seven Habits of Highly Effective People. It describes the amount of trust that’s been built up in a relationship, and when trust is high, communication is easy and effective. Every time a manager says something supportive, shows respect, helps somebody with a difficult situation, etc., they make a deposit in that person’s emotional bank account.  Every time they criticize, blame, lie, intimidate, etc., they make a withdrawal.  Over time, the effects of these deposits will help transform that relationship. This post goes deeper into how to build your emotional bank accounts.

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How do you build a healthy emotional bank account with your team?

Every manager and team are different, and culture can play a part, but at the end of the day it comes back to our relationships and how we behave. Covey identified six ways to make deposits (or reduce withdrawals):

1) Understand the individual

You need to know what the individual wants and what constitutes a deposit and withdrawal for them.  Whereas one employee might be exhilarated by presenting their project results to the board another may prefer to be in the background and their contribution acknowledged privately.  Ask yourself what drives them? How do they want recognition? What makes their eyes light up?

2) Keeping commitments

We have all broken a promise and let somebody down, and when we do this, we are making a withdrawal.  Keeping commitments is about doing what we say we’ll do, keeping our promises, delivering what we said we’d deliver, being on time, being where we should be, fulfilling our promises. If you consistently keep your commitments, you build healthy emotional bank accounts with people.

3) Clarifying expectations

Each of us have different backgrounds, experiences and expectations. We see the world differently.  Clarifying understanding and expectations is essential if you’d like to minimize misunderstanding and wrong assumptions. By proactively investing time in clarifying expectations and building a  mutual understanding of what you need, don’t need, want, don’t want etc you can minimize the “ I thought that..”, “I’d assumed ..”, “To me it was obvious that …”.  And keep in mind that if you are leading people and teams virtually, then the risk of false assumptions and misunderstanding does increase, and formalizing things with communication charters does help.

4) Attending to the little things

Relationships aren’t only built by big moments but by the little things too. These are the smiles in the corridor, holding the door open, short thank you emails, remembering their daughter has just started school, not heading straight to your office but spending a moment walking through the open office to be seen. Kind words, smiles, courtesies, warmth. Human interest, and taking time when you don’t have to.

5) Showing personal integrity

Relationships are built on trust and integrity. What does integrity mean? The word “integrity” comes from the Latin integritatem, meaning “soundness” or “wholeness.”  Integrity is not situational –  it is a state of mind.  In Covey’s words…

 

 

“ Integrity is conforming reality to our words … keeping promises and fulfilling expectations.”

 

 

What does this look like in practice? Here are 7 musts to start with…
  1. Do the right thing for the right reasons and because it’s the right thing to do – even if it is going to be unpopular with some people.
  2. Face the truth and talk about it. This is the reality principle of “seeing the world as it really is, and not as you wish it is”.
  3. Be upfront in your communication. People want to know where they stand and what is going on. People won’t always like what they hear but they will value the adult-adult relationship.
  4. Know you are sometimes wrong and that you sometimes make mistakes – and admit this.
  5. Take responsibility for what you do and don’t do.
  6. Put the needs of others before your own.
  7. Be loyal to those not present – confront gossiping, complaining and bad mouthing about people who aren’t in the room.

6) Apologizing when we make a withdrawal

we are all human, and we all make mistakes and get things wrong. Know when you’ve made a mistake, admit it and apologize with sincerity. Admitting you’ve made a mistake doesn’t necessarily mean it is acceptable but it’s a start, and can be healing to a relationship.  Avoid the temptation of wanting to discuss why you made it before you discuss and show understanding of the impact it had on others.  And understand that if you are continually making the same type of withdrawal, trust will erode. It’s the smaller things that kill relationships in the long run. Finally, don’t try and lighten withdrawals with banter, humour or a “shit sandwich”– this is rarely appreciated.

To add to the list above , tolerance and forgiveness are also powerful deposits, as is appreciative inquiry and holding back judgment and sweeping statements.

A 10-minute practical activity for managers

  1. Write down the names of 5 team members that are important to your team’s success.
  2. Now look back at your calendar over the last 2 weeks and use this, plus your memory, to find evidence of deposits and withdrawals.  A meeting went poorly and they left frustrated – that’s a withdrawal. They bent your ear and you listened and gave them your attention – a deposit. Build a simple balance sheet (name at the top, left column is deposits, right column is withdrawals.
  3. Now put the paper down / close the document and go and do something.
  4. A few hours later (or even the next day) come back and for each of the 5 team members write down what you believe motivates and drives them?  What gives them energy and what takes it? How do they like to communicate? And what do they see as recognition?
  5. Almost there … now
    1. Look at your evidence of deposit and withdrawals (step 2) and ask yourself hwo you feel about the balance
    2. Look at the types of deposits and withdrawals and ask yourself does this tie in with what they need? Not everyone will see public recognition as a deposit And not everyone will see direct feedback and getting straight to it as a withdrawal. Deposits and withdrawals are personal.
  6. And now the final step. Ask yourself what can you do in the coming month differently?  If possible, plan them into your calendar by finding tangible moments e.g.. You can’t enter “Tuesday 14:00-14:30 listen” but you can set up a meeting to discuss a project and make a conscious effort to listen first.  https://www.targettraining.eu/listening-skills-10-areas-to-improve/ @brenda – was there an ALF download ??
  7. And if you are keen to make more deposits then why not use a regular catch up meeting or a chat over lunch to learn from them more about what is actually important to them, what would increase their trust in you and your relationship , and what you could do more/less of.

More about our leadership and management training solutions

If you are interested in learning more about how we integrate emotional intelligence into our leadership and management training solutions, please contact us.

Why managers should care about their emotional bank accounts

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In our Practical Toolbox for managers training program, we often hear that the time spent on giving feedback is one of the highlights, and implementing DESC frequently makes it onto the manager’s transfer plan. One of the key points they take away is that the success of your feedback/feedforward rests upon your broader relationship with your partner. Put simply, if you have invested in them as a human being then feedback conversations are far more likely to go well.  To look at it from the other side, if you haven’t invested in somebody, if you haven’t built trust, and if you haven’t built a meaningful professional relationship with them … well don’t be surprised when thing go pear-shaped.  If you are managing others, you need your emotional bank account with your staff to be healthy.
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What is an “emotional bank account”?

The term “emotional bank account” appears in Stephen Covey’s The Seven Habits of Highly Effective People. In Covey’s own words:

“An emotional bank account is a metaphor that describes the amount of trust that’s been built up in a relationship.  It’s the feeling of safeness you have with another human being.  When the trust account is high, communication is easy, instant, and effective.”.

Covey made the term popular, but the concept behind the “emotional bank account” is not new.  When we take more than we give from a relationship over the long-term, then we shouldn’t be surprised if the relationship suffers.  This holds true in all our relationships, from those with our partners, kids, friends, colleagues, clients, and suppliers.

The metaphor took off within the business training world because it is immediately understandable. You make deposits, save up money, and when you need that money later, you withdraw it. An emotional bank account is an account of trust instead of money. We all know how a bank account works … plus bank account sounds more business-like which helps a certain time of person accept the idea.

Every time a manager says something supportive, shows respect, invests in somebody as an individual, helps somebody with a difficult situation, makes time for them etc they make a deposit in that person’s emotional bank account.  Over time, the effects of these deposits will help to transform that relationship. And conversely, every time they criticize, blame, defend, ignore, lie, intimidate, threaten, etc they make a withdrawal.

We are all human and there are times when we are making more withdrawals than deposits.  Just like a bank, we can go in the red and then come out of it. The trick is to be in in the healthy green zone over the longer term.

Why should managers care about emotional bank accounts?

It is rare to hear managers dismissing the concept.  Almost all managers we work with in our management and leadership solutions want positive, productive, rewarding, trust-based relationships with their staff and teams. Concepts such as authenticity, credibility and trust are valued by the vast majority of organizations, and books such as “Servant leadership in Action”  and Goffee & Jones’“Why should anyone be led by you?”  and have captured this.

A personal sense of self-worth and respect is important, but meaningful and strong relationships in the workplace also lead directly to tangible results.  As a manager, your success is largely is dependent on your staff. Leaders who build strong and meaningful relationships within and beyond their organization give their business a competitive advantage. Emotional bank accounts are not just about the “soft stuff”. They are about delivering results through performance.

Healthy emotional bank accounts play a role in practically all of a manager’s day-to-day tasks.  When a manager tasks, delegates, motivates, influences, leads meetings, communicates, reviews, resolves conflicts, gives feedback, navigates difficult discussions etc., the relationships impact the success. All of these are moments where a manager can deposit or withdraw, and each of them has a range of potential for success or failure.

To summarize: If a manager cares about their emotional bank accounts they are more likely to succeed in the short, medium and long-term. If a manager doesn’t take care of relationships and withdraws more than they deposit, then they can’t expect to see a highly motivated team delivering outstanding results.

Check your emotional bank accounts – a practical activity for managers

  1. Write down the names of 3+ people that are important to your team’s success. Ideally try and identify a range e.g. team member, manager in another department, customer, supplier etc …
  2. Then ask them if they have time for a meeting to reflect on your working relationship. Make sure they understand that this is truly the reason, that nothing is wrong per se, that there isn’t a second goal to the conversation.
  3. Start the meeting by reiterating that you would like to strengthen the relationship. Ask them to share things that you have done/not done which will/can/would build trust.
  4. Listen and ask exploratory questions to understand. Do not reframe what they say into what you wish they had said. Do not defend. Just listen.
  5. Thank them and let things settle.
  6. Finally, identify specifics and patterns amongst the people you’ve spoken too, and identify next steps.

More about emotional bank accounts

In our next blog post we’ll go deeper into the behaviours related to  “how you build emotional bank accounts” and share another practical exercise.

When bulls collide – why senior managers need to master using influence instead of power

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Over the past year we’ve been working on 3 leadership projects with plant managers across Europe and the US. These projects have involved coaching talented operational managers on the verge of promotion to a more strategic level. For many of these managers this is a surprisingly tough jump. They are now no longer the sole “go-to “decision maker for their teams. Now they need to get the buy-in of their superiors and peers as part of getting their job done. … they need to influence others.
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Moving from a telling to an asking approach when influencing

For managers with a telling or “push” influencing style, this transition creates a particular challenge as they need to move from a “telling” to an “asking” approach when influencing others. Those used to telling others what to do are generally used to quick decisions and immediate actions. Until now they have relied on their “power”… and have been relatively successful so far in their careers!  Their power can come from:

  • organizational authority (“I’m the plant manager” )
  • expert status (“I’ve got 15 years of experience in this area”)
  • information power (“I was involved in this from the very beginning “)
  • or just sheer charisma (“I know you’ll follow me”)

Indeed, quite often the manager is so used to exercising power that they don’t know the difference between power and influencing. Part of our role in the training is to help them see the tangible differences between “I want you to do X and you do it. How you feel about it is secondary.” (power) and  “ I know you’ll do what needs to be done because you want to do it and believe it is the right thing to do.”  (influencing).

When bulls collide and why influencing by power stops being effective

Imagine two bulls colliding and locking horns. When two push-style leaders try to share the same operational space, problems can come up. During training and coaching we’ve heard this expressed as “He doesn’t listen to me”, “She discounts my expertise” and “It’s his way or no way”.  When we’ve dug deeper and asked them how they have tried to influence the others, we often find they are solely relying on a directive or persuasive style of influencing (push styles) – as opposed to a collaborative or visionary style (pull styles).

Why different influencing styles matter

As part of our influencing training we work with clients to help them understand and use different influencing styles. No style is better or worse than another – each has its strengths and weaknesses, and each has its place.  However, as Dale Carnegie so visually described in How to win friends and influence people applying one style to every situation is like “fishing with strawberries” … in other words ineffective and ultimately pointless.  As the managers move to a more strategic role and need to deliver results in cooperation with other senior managers they need to develop different influencing styles. They need to sometimes “ask” and not just “tell” – to “pull” and not just “push”, and to let go of getting things done through their “power” alone. So what to do?

Stop “telling” and start “asking” – 5 practical steps to influence other senior managers

As Marshall Goldsmith coined “What got you here, won’t get you there”. Relying on power alone won’t deliver the commitment needed for individual and organizational success. Senior managers need to master influencing as they climb.

  • Acknowledging that the style and methods you are used to using aren’t working is a first big step. This may feel uncomfortable and sometime this can take far longer than you might expect!
  • Being willing to try something different is the second. A simple tip is to always present more than one good option. If you are trying to influence somebody who is also a directive “push” influencer, keep in mind that (like you) they really dislike being boxed in with only one alternative. One alternative feels like an order. If you hear yourself saying “We have to…” or “Our only real option is…” it means you are probably still relying on your power.
  • Put yourself in their shoes and try to find out what is important to your counterpart and include it in your reasoning. Let the other person know that you are trying to use their frame of reference. If you don’t know their interests and what they value, it is important to find out. Let him know that his success matters to you too. This blog post offers questions to consider as you try to understand your counterpart.
  • Know what you can control, can influence and need to accept [https://www.mindtools.com/pages/article/control-influence-accept.htm]. Expand your influencing zone by developing more influencing tools.
  • And then consider what you are going to say and how you will say it. This blog post on Linking and building to successfully influence others is worth your time.

If you would like to know more about how we have successfully provided influencing training in face-to-face and virtual delivery formats across Europe and beyond then don’t hesitate to contact us.

Resolving conflicts – putting the 3 questions into practice

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Conflict is an inevitable part of any relationship and in a recent post I shared 3 questions to ask yourself when you find yourself in a conflict situation. I appreciate that life isn’t as linear as a blog post and “3 questions” can come across as overly simplistic.  So, based on a personal example, in this post I’d like to share what the questions look like in the real world.

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The background and the situation

I work as a conflict mediator for a major EU institution and recently I was asked to travel to an African country. I was asked to mediate between a governmental body on one side and a large group of individuals from a very poor community on the other side. I’d travelled all the way from Luxembourg and when I arrived I called a meeting with all the individuals from this local community. I wanted to find out what was going on, what was the conflict about and learn much more about the history behind this conflict, the peoples’ interests etc. In other words, I wanted to find out Q1. What was actually going on, right in this moment?

It was Tuesday morning, I’d travelled a long way and was quite tired.  I was not exactly used to living or even being in such an area like this – slums would be the word many westerners would use,  police and army check points with machine guns pointing my way, sitting in a hot taxi, being asked for bribes. Together all of these things were making me nervous. I was definitely on unfamiliar ground and slightly tense … and there was NO-ONE at the meeting. Well, there were two people, but I had expected a hundred plus! My thoughts were “Come on, you were the ones who brought this HUGE conflict to me and my organisation’s attention. You said you wished it solved so we came, and now you are not even here! If this lethargy is typical of the community, how can I be that surprised by the destructive behaviours from the local authorities?!”

I started to get irritated, angry, and I could feel it growing. So I consciously took a deep breath, tried to clear my head and ask myself two questions – Q1 What was going on?  and Q2 How did I feel?

Understanding yourself is the basis for resolving conflicts

The first thing that came to my mind was: “If I return to Europe and we have made no progress at all to try to solve this conflict my reputation and possibly my career will be in danger.”  In other words, I was experiencing fear. The second thing that went through my mind is “I am quite angry. I spent time coming down here, and you are not even here! What sort of respect, or lack of, is that?”

I felt I had answered the first and the second question but knew something was missing. How did I really feel about it? Well, in this moment I did fear for my personal career AND I thought I felt angry because I felt the locals were disrespecting me and my efforts. I asked myself the question again and tried to look more closely into myself.  Angry was how I was acting but when I thought things through more I realised the actual emotion for me, in this situation, was more like disappointment. I wanted to help and had expected more.

BUT, did the above reflections and emotions really give me a picture of what that little ‘meeting conflict’ was about? No, It didn’t!

The role of culture in conflicts

I looked again at what was going on… A meeting had been called. People were late, but then again, it’s Africa! They were running on ‘African time’ and I was running on ‘European time’.  So it wasn’t personal nor was it a sign or rejection towards the mediation. We were just from two different cultures, with different expectations when it comes to time and punctuality. As for the risk of my career. Well, that is a systemic risk. It is always there, but it has nothing to do with the punctuality conflict at hand. I had 2 people out of a 100 for a meeting. That was a conflict, because 2 out of a 100 wouldn’t be able to give me a viable and  complete picture of the conflict, nor could they be seen as representative of the local community which was required for the mediation to be effective. This conflict was however not at all related to a systemic risk back at home. As for the potential behaviour of the local authorities, that also wasn’t related to the conflict going on at this very moment. This was the norm.

My brain seemed to be working again …

Managing your 3 brains so they work together

Simply put our brain is split in three parts, the Neocortex (the reflective and analytical  part and also the newest part), the Limbic System  (the emotional part, experienced through our emotions) and the Brainstem (sometimes called the reptilian part which governs flight or flight instincts). By forcing myself to ask and re-ask the 2 questions (What is it actually going on, right in this moment?, and How do you feel in this moment?) I had effectively de-escalated myself. I had helped my struggling brain to work as a whole and not get stuck in the lower brain parts. I could calm myself down so I could engage effectively in the meeting … when it finally started.

By the way people did actually turn up. After one and a half hours!

That just left me with the last question … How was I going to turn the conflict?

For more information

Target Training has been delivering a range of conflict-related training solutions for the last 15 years. This includes “Handling critical conflict situations” and “Managing conflicts in virtual teams” . We also offer individual and team coaching solutions.

About the author

Preben is a professional mediator and conflict manager. He focuses on human interactions, such as management and leadership, intercultural relationships and interpersonal communication. Until recently he was a welcomed part of Target Training and today works for a major European institution. In his private life he enjoys karate, hiking and climbing.

 

3 questions to ask when you find yourself in a conflict situation

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It’s 11am Monday morning and you are halfway through your weekly team meeting … and you are caught. Two of your key team leaders just started arguing over the same old issues. Over and over again. You get irritated! Now what do you do? What are your personal conflict escalation or de-escalation patterns? Do you explode? e.g. “For once will you two just shut the !*@$ up!!!!”.  That is one way of dealing with it, though not a very constructive one. Will you play peacemaker e.g. “We are all on the same team and we should support each other, don’t you agree?”  As attractive as it sounds, this approach will actually escalate the conflict by trying to hide it away. Or do you push it away e.g. “Deal with that outside after we are finished, I will not tolerate that in here”. This is also not a “solution”, because it will come back and hit you like a boomerang, and next time probably in your back. You are part of the conflict whether you like it or not and this means you need to be part of the solution. Hera are 3 fundamental questions you need to ask yourself …
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 What is it actually going on, right in this moment?

When you find yourself in a conflict situation it is important to ask yourself what is actually happening? What is the “phenomenon”? The search for the phenomenon is hugely important and it is not always easily found. What exactly is happening, right this moment?

  • Is it related to me, to my actions?
  • Is it related to the budget discussions we are having?
  • Is it related to old vendetta or a power battle between the two?

And this brings us to the second question …

How do you feel in this moment?

This question sounds simple enough but can be unexpectedly difficult to truthfully answer when we are in the conflict itself.  Work to get past the surface emotions and go deeper. How do you REALLY feel about what is happening? Answering these 2 questions alone significantly increase your chances of being part of the solution. They will help you solve the conflict constructively (de-escalate the situation); by forcing you to use the reflective part of your brain (the prefrontal cortex).

As much as my ego would love to say the reflective brain part is always dominant, IT AIN’T. For none of us. It is the newest part of the brain, and the least dominant one. There is normally a “highway” of connections between the three brain parts/layers, but the moment we are in conflict, this “highway” narrows down to a one-way lane, and that seriously impairs our conflict handling skills.

Now to return to our situation, the meeting situation with the team leaders, you are now standing there, and you have reflected and calmed your primitive part of the brain. It is time to ask the 3rd question.

What do you want to do?

Let’s say you realise it is actually about one team leader being frustrated by a lack of resources. He is disappointed with the situation (and not angry, though it might appear so). Bear in mind his perception is REAL to him. He feels the other department has got all the resources and all the recognition. He has constructed a story in his mind and is now caught in emotions that are not necessarily related to the situation.

OK, so what do you want to do about it? This is the third question. The third option. One way of deciding what to do, would be to focus on ‘choices of conflict strategy’ (problem-solving, forcing, avoiding, accommodation). Another could be to ask what ‘negotiation strategy’ will you use?

The 3 questions help you and your brain work to its full potential

By solving the first two questions the choice for the third one will become the more rational one, whatever it is you want to do. Whatever you choose to do, bear in mind that if you wish to reach these two individuals, with any message at all, you need to help the parts of their brain start communicating again (reopen their highways). You need to speak in short sentences and help them see what is actually going on (Q1) and how do they really feel at the moment (Q2). However you approach solving the conflict you can now see more clearly and can decide actively, with the conflict quickly analysed and you in control of your mind.

Perhaps you now see a need for the ongoing discussion. Perhaps it is linked to the company strategy and valuable with this conflict addressed. You might choose to give the man the recognition he longs for (‘I am aware that your department has been a lot under pressure’. ‘I am also aware that this has nothing to do with the other department’. ‘Let’s have a separate meeting and talk about it’).

Done SINCERELY, you have solved the problem for the moment. You do need to go back, as promised, and address it, but at least now the managers can hear you, and engage in the meeting at hand.

For more information

Target Training has been delivering a range of conflict-related training solutions for the last 15 years. This includes “Handling critical conflict situations” and “Managing conflicts in virtual teams” . We also offer individual and team coaching solutions.

 

About the author

Preben is a professional mediator and conflict manager. He focuses on human interactions, such as management and leadership, intercultural relationships and interpersonal communication. Until recently he was a welcomed part of Target Training and today works for a major European institution. In his private life he enjoys karate, hiking and climbing.

The power of putting yourself in their shoes when influencing people

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When we run seminars on influencing skills we typically start off by exploring a couple of fundamental questions – one of them being how do people feel about the idea of influencing others and being influenced?  Over the years we’ve had a surprising range of responses including “If I’m the manager why must I influence -people should just do what I say” to “influencing is manipulating” to “I’m open to new ideas and approaches – but our colleagues in the order management department aren’t!”. As a trainer these are always great places to start – opinions are on the table and we can openly discuss them. When we dig deeper these opinions often link into personal experiences of how people have influenced (or not). So how do people influence each other?

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The two influencing styles – pushing and pulling

Broadly speaking there are two approaches to influencing people – to push and to pull. When we “push” we are directive. We know what we want to see happen, where we want to go, what needs to be different etc. And when we “pull” we are looking for a joint agreement, for collaboration, discussion, commitment.  There are different pushing styles and pulling styles, plus strategies, tactics and skills to learn BUT neither approach is inherently wrong. Influencing and manipulating draw on the same skills but with different intents.  They both have pros and cons– and neither approach work without considering other key factors too.

Factors to consider when seeking to influence somebody

When we try to influence somebody it helps to take a step back and reflect on what we know.  What is the environment, the situation, the relationship and most importantly – what do you know about who you are trying to influence? How successful you’ll be always depends upon what you know about the other person. Examples of practical questions to ask yourself when trying to influence somebody include:

  • how do they see things?
  • what is their context?
  • how they communicate?
  • how do they like to be communicated with?
  • how do they take in information and make decisions?
  • what are their experiences – with me, with change, with the theme I’m talking about
  • what turns then on? What turns them off??
  • what do they want to happen, not want to happen and why?
  • what are their hopes and fears?
  • Who else has an influence upon them? and does this influence help or hinder?
  • What is in it for them? their colleagues? Their organization?

First seek to understand the other person – a transcultural truth

The more you understand the person you are seeking to influence the more effectively you can influence them. As dale Carnegie said in How to win friends and influence people “I love strawberries. But whenever I go fishing I bait my hook with worms. This is because fish like worms – not strawberries.”

In English we have expression like put yourself in their shoes, put yourself in their place, see the world through their eyes and walk a mile in their shoes.  And of course the idea of putting yourself in somebody else’s shoes is transcultural!  Germans say eine Meile in seinen Schuhen gehen, Italians mettersi nei miei panni, French se mettre à la place de quelqu’un … All cultures- whether it be Europe, the Americas, Africa or Asia and the Pacific have similar expressions.

Put simply, if you want to influence somebody then seek to understand where they are and who they are.  Start by understanding their situation, use your emotional and social intelligence and then adapt.

And if, like me, you’ve got the song “Walk a mile in my shoes” going around in your head now .. here it is.

 

Linking and building to successfully influence others

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In today’s business world of cross-functional initiatives, matrix structures and virtual teams, the ability to influence others is becoming even more essential if you want to succeed. And no matter what your influencing style is, to effectively influence somebody you need to connect with them. If you’re trying to influence somebody it means that you have differing opinions and ideas. One of the simplest ways to influence somebody is by “linking and building”: Find and focus on the agreement … and then build on this. Most people are open to sharing and discussing their opinions and ideas – and most of us are aware that our ideas are not the only ones valid. What we want is to be taken seriously and feel listened to.  This is where “linking” comes in – if you link your ideas to their ideas it clearly shows you have listened to and understood their thoughts and feelings.  And when you build on somebody’s ideas it means you are validating their contributions.  This builds rapport and relationships WHICH then makes the process of influencing so much easier...
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 5 things to keep in mind

1. Is the link already there?

Do you just need to draw their attention to it? Or will you need to build the link step by step? If so you need to find some common ground – this could be a shared goal, a previous experience or perhaps the two of you are seeing the same current challenges?  Open questions like “Where do you think we need to go?” or “What are your thoughts?” work well here …

2. When you find your “link”, be explicit about what you like / share about their views, opinion, drives etc.

For example. “It’s clear to me that we both want to make sure any changes we make don’t cost people more time” or “What I really like about your approach is that you’re considering the end-user first. I feel the same way”

3. Focus on positives and use positive language.

Most people are very rarely completely wrong, just as you are very rarely completely right.  Understanding this means that it is always possible to approach something by looking for the “right” ideas e.g. “What I like about your suggestion is …” thereby creating a positive spiral and rapport – as opposed to focusing on what you don’t like e.g. “ I can’t imagine this working” thereby creating a downwards negative spiral (source – George Prince – The Practice of Creativity).

4. There are going to be differences.

If there weren’t you wouldn’t be trying to influence each other! But make an effort to delay focusing on differences until some bridges have been built. When you turn to them, link back to the shared elements you’ve found and be explicit about your reasons. “It seems that we agree on the causes of the problem and we have different ideas about what needs doing. Why do you think this is?” Don’t assume the everything is obvious!

5. As you progress do continually clarify.

Use language like “So what you’re saying is …” and “Let me just check I’m understanding you … “. This shows your understanding of their views, ideas and thoughts AND actually ensures you do actually understand. Build your bridge on concrete foundations.

Linking and building is just one of many practical techniques from our influencing seminars that can help you successfully influence others. And it starts with getting all parties to face in the same direction. Please contact if you’d like to know more.

 

What is active listening, how do I develop it and should I be making little noises?

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Listening skills are an integral part of many of our training solutions, e.g.  Influencing, Managing Conflict and Facilitating meetings all include practical components on listening skills. However, we had a rare request from a pharmaceutical client seeking training focusing solely on active listening for their senior managers.  The new board member strongly believed that improving her manager’s listening skills would have a major impact on the quality of relationships and the effectiveness of her team. And she was right … the seminar started and almost immediately, one manager asked me, “Active listening – that’s just when you make little noises, right?”

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What is active listening?

Our tactful answer was “not quite”.  Active listening (as the name suggests) is when you actively and fully concentrate on what is being said, rather than just passively hearing the words.  Communication theory breaks what is being said into two elements – the content and the context. Content is the what – the data, the facts, the information etc. Context refers to everything else that is going on when somebody speaks with you – the relationship, the background, the situation, the emotions etc.  Active listening involves paying close attention to the content being shared AND the contextual components between the listener (the receiver) and the speaker (the sender). Skilled active listeners can hear the what PLUS interest, emotion, concern, energy and other contextual factors from the speaker’s perspective. And they can hear what isn’t being said.

Why invest energy and effort in building your active listening skills?

The benefits of active listening are many.  To start with you’ll hear more … much more. You can enrich your understanding through gathering information and understanding the emotions. You will ask better questions through noticing the speaker’s possible intent, and not only their words. It helps you avoid or diffuse conflicts. Better listening means that solutions and discussion are stronger. Active listening is a building block for open, trusting and accountable relationships.

7 practical tips for active listening

Pay attention

I mean REALLY pay attention to what is being said. Put aside distracting thoughts, try to block out environmental factors (side conversations, people watching etc) and listen holistically.

Know your obstacles to listening

Everyone is guilty of having “inner conversations” when listening – and whether it be judging, dreaming, solving or rehearsing what you want to say these common obstacles get in the way of active listening. Check out this blog post for more information or download the .pdf version here.

Develop countermeasures for your obstacles

Self talk to interrupt your distraction and refocus and internal paraphrasing can help. Basically, this sounds like you telling yourself “Stop it and focus on them not you”

Listen for context

Approach a meeting with listening tasks such as learning the interests of others in the room and listening for the valued being created in the conversation.

Dialogue approach

Listen with a mind to understand what is being said and not judge what is being said.

Listen with your eyes

Listen to what they are saying, how they are saying it, “listen” to their body language and “listen” to their eyes.

Provide feedback

It is incredibly difficult not to filter, assume or judge when we listen. As an active listener your role is just to listen. Reflecting, restating and asking questions are essential – just make sure you are doing this to check you are understanding the content and context and not to discuss, negotiate, argue, influence, correct etc.

So should I be making little noises when I actively listen, or not ?

Of course we also send messages when we listen IF we listen actively and affectively. In western cultures we expect some feedback from our listeners that indicates interest, from non-verbal messages such as nodding, smiles, eye contact and posture to small verbal comments like “uh huh” or “ “I see”. Do keep in mind thought that not every culture listens in the same way – and likewise not every individual listens in the same way.  A lack of “ums” and “aahs” doesn’t always mean somebody is not listening.

To wrap up

Active listening helps you to create an environment that supports deeper, more honest and authentic communication. Whether you are managing people, negotiating, discussing, influencing, problem solving, why wouldn’t you invest the energy and effort in becoming a better listener?

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Book review: How to win friends and influence people

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I’m sure a number of you have either heard of, or read, Dale Carnegie’s book “How to Win Friends and Influence People”.  It has been in circulation since 1936 and there is good reason for that. I know a lot of people say “Ah, that’s too American rah! rah! for me.” or “That is a bunch of self-help nonsense and should only be read by depressed salespeople!”  The fact is that the book is rather “human”. A lot of what is said applies to basic, human interaction and feelings that we all experience each day. That is the main reason this book has been around for so long as it relates to those both inside and outside of the business world.  Sure, there are some points made that are a bit of a stretch, and some that aren’t universally applicable, but once you sift through those there are a lot of great ideas from which business people can benefit.

Some interesting points from the book

There are many other great points in the book that relate to daily business situations. Here are just a few. (In this “Secret to Success” download, there’s a full overview of Dale Carnegie’s 30 principles from “How to Win Friends and Influence People”, and the principles from “How to Stop Worrying and Start Living”.)

Talk in terms of other people’s interests

People love to talk about themselves.  Ask a few questions to get people talking about what they like, attentively listen, and then you will be surprised at how much they like you.  Do a little research on what the other person you are trying to influence likes and show some genuine interest before diving into the business issue.

Don’t criticize

It is easy to immediately tell someone they are wrong when they make a mistake.  This may lead to resentment or possibly hatred towards you.  Next time, take a minute to try to understand where they are coming from and why they see things the way they do.  Don’t point out your colleagues mistakes each time, but ask some questions and allow the person to come to the conclusion that it could be a bit better on their own.

Say a person’s name

Everyone likes to hear their name. Take time to learn people’s names and remember them no matter how “unimportant” they may seem to your immediate needs.  By knowing people’s names and saying hello in your client’s office, it could help you close the big deal as you would be surprised how valuable the opinions of others in a company are.

Smile

I know, you don’t want to walk around smiling all the time because you will feel fake and uncomfortable.  But try it a few more times a day when you normally wouldn’t and see how others respond.  You may be surprised.

Begin in a friendly way

Many times we start a discussion, call, or email with the issue we are trying to solve.  Take some time and make some small talk or say something complimentary before conducting business.  It will take people off the defensive and make it easier to have difficult conversations.  Next time you want to file a complaint or negotiate a lower price, reiterate the positives you have experienced with that company before asking for something.  Many people will be happy to help someone they perceive as being friendly and not aggressive.

Admit if you are wrong quickly

This is hard to do at times, but it goes a long way in getting the other person to see where you are coming from and then softening their stance when it comes to a disagreement.  If you know your boss is angry about a mistake you made, don’t try to come up with excuses but instead come right out and admit the fault and what you should have done.  They will respect you for it and most likely be less hard on you.

 

 

 

5 simple assertiveness strategies (for teddy bears and tortoises)

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We all know the feeling. You come out of a meeting, negotiation or a conflict discussion with a difficult team member, and say to yourself, “If I had only said or done this.” Or “Was I too hard on my report?” For whatever reason, you aren’t asserting yourself and addressing the issue.

What do we mean by assertiveness?

listening skills target trainingBefore going any further we ought to agree and be clear what “being assertive” is. We have all experienced managers, experts who have the ability to set people on the right course, give negative feedback without breaking the relationship, or make a tough point without being offensive or hurtful. They handle substance and people equally well …and that is true assertiveness. These people have good communication skills, are blessed with social and emotional intelligence and have reached the fourth level of “conscious competence”.

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Very quickly, here’s the fourth level, explained in more detail:

Level 4 – unconscious competence*

  • the skill becomes so practised that it enters the unconscious parts of the brain – it becomes ‘second nature’
  • common examples are driving, sports activities, typing, manual dexterity tasks, listening and communicating
  • it becomes possible for certain skills to be performed while doing something else, for example, knitting while reading a book
  • the person might now be able to teach others in the skill concerned, although after some time of being unconsciously competent the person might actually have difficulty in explaining exactly how they do it – the skill has become largely instinctual
  • this arguably gives rise to the need for long-standing unconscious competence to be checked periodically against new standards

*Taken from http://www.businessballs.com/consciouscompetencelearningmodel.htm

But this takes time, experience and maybe innate ability. So what about us mere mortals lower down the food chain who struggle with the substance/people balance?

Assertiveness starts with knowing our rights and responsibilities

In the world of learning and development we understand that being assertive is being aware we have rights and responsibilities. In other words, we have the right to assert our position, but (especially as a manager) we have the responsibility to be fair and to respect our reports and colleagues. This easier said than done. Furthermore it is often those who tend to play the teddy bear (accommodate), or the tortoise (avoid conflict) who need most support and coaching. People who tend to be pushy, or even aggressive (the sharks), normally feel quite good about themselves. So here are 5 strategies for teddy bears and tortoises.

5 communication strategies that work

Scripting

If you have a difficult discussion coming up, then write down your key arguments, how you can best convince the other party. Script how you address the issue, how you formulate what you want, how you word criticism and other sensitive issues. Unless you are very experienced, just relying on intuition and ‘seeing where the moment will take you’ can be costly.

SPIN

When you want something out of the ordinary from a team member or colleague, then script using the SPIN formula: Situation – Problem – Impact (of the problem on the business) – Need. In other words involve the report by briefly describing the context. Involve them and treat them as adults.

Saying no

As a manager you have the right to say no. If you want to say “No”, then say it but give a reason and maybe provide an alternative. If you want to say “Yes”, then say that too. We have all come across people who appear to say “No” on principle. This might be useful in a negotiation, but counterproductive when dealing with staff.

Broken Record

Sometimes your opposite number just refuses to take “no” for an answer. Provided you are 100% clear on your position, then it’s time to play broken record. Like the old-fashioned vinyl LPs with a deep scratch, you simply repeat yourself, NO plus reason, always using the same wording: e.g: “As I said I cannot give you a pay rise, as there is a freeze on salaries.”, then “I understand your position but as I said ……” and so on. Using this strategy takes courage and should be used sparingly and only with difficult people. Even the most obstinate will get your point after three rounds.

Buy Time

People are not stupid. If they want a favour or a concession, they will approach you when you are under pressure, with no time. This can mean you are unprepared and certainly unscripted. So if you are at all unsure about your response, then buy time: “Let me get back to you when I have finished this.” You will come to regret shooting from the hip and start kicking yourself, “Why on earth did I say that?”

Most of us cannot be assertive on command

Our behaviour is determined by our fight, flee or freeze instincts. Assertiveness is a conscious way of thinking and acting. These five simple strategies will help you develop your assertiveness. But, as with nearly everything, it takes practice.

Powerful Communication – The Power of the Purpose Pyramid

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listening skills target trainingThe purpose pyramid is one of the simplest and yet effective communication models for introducing a presentation, opening a meeting or organizing your thoughts that there is. It is so simple, in fact, that no one seems to take credit for it though you will find it in the work of many communications gurus. The four questions in the pyramid aren’t special by themselves, but together they offer a powerful way to connect what you want to do with the goals and needs of your organization, no matter what business you are in or function you perform. Why? + What? + How? + Who? = Alignment. The Purpose Pyramid makes it easy for you to structure your communication – in any situation.

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pyramid

Why?

Why is where you share or remind your team about the deeper meaning and purpose of the organization. This is the reason that energizes you and your colleagues as well as your customers. What’s your why? Your purpose is best when it brings the energy of your team together and they can all see themselves in it. It should also attract internal and external customers to your work.

A band plays music, by definition – but wouldn’t you rather see a band whose purpose is to give you high energy and a memorable musical experience?

At a more nuts and bolts level, you can also apply the why to day-to-day interactions and situations. An example could be to state the purpose (why) of a meeting on the agenda for everyone to see. If there is a question about being on track, the team can refer to the mutually agreed purpose of the team.

What?

What refers to the tasks you and your team need to get done to contribute to making your purpose a reality. At their best these tasks are things you can track and observe easily so all can know when it is accomplished. For example, to have better meetings is not a clear task. Having everyone contribute to the meeting is a clear task. The SMART principle is a great model to use, just remember they should in some way contribute to achieving your purpose.

An example could be to make task identification a two-step process. Instead of automatically identifying who should complete a task at the same time as identifying the task, outline just the tasks first. Going through the how before identifying who will help team members to know what they are committing to.

How?

How is where you turn to your method, approach or process, How will you get your tasks accomplished? For example, sticking with the “better meetings” example, if my task is to have everyone contribute to a meeting, I could tell the team members I expect them to contribute and hope for the best or I could use a polling technique in the meeting to give each attendee the space to speak uninterrupted.

If a task is complex, the “how” could be a process or procedure that helps to complete the task effectively and efficiently. If you have standard operating procedures in place, this is the time to stress their use.

An example could be to identify the resources and process necessary to complete a task before asking who will do it. Leaders get a chance to offer support to the team and may encourage team members to accept a stretch task because they know how they will be supported.

Who?

Who refers to the individual and collective commitments or expectations that match your team to the tasks at hand. In most meetings the who stage tells how well we’ve done the other stages. If team members recognize and connect with their purpose, the necessity of a task and the process and resources to get it done, it’s a lot easier to agree to do them. With the clarity you’ve built earlier, it is easier for you to ask for what you want while committing to do what is necessary to support your team. A great question at the end of a meeting is “what have we agreed to do?” to check agreements without sounding like a task master.

Browse our blog for more tips and tricks

And/or let me know of any other useful communication tools that always work for you. I look forward to hearing from you!

Giving and asking for recommendations

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Giving and asking for recommendations

Have you ever wanted to recommend a person, their services or even a good restaurant to someone else but didn’t know how to do it? Have you ever wanted someone to recommend you to others? Maybe you have a special skill that you’d like others to know about. You might have heard about a position, but need someone to recommend you in order to apply. Perhaps you just want to share some useful information with others and want them to know how much you liked it. All of these situations require us to give or ask for recommendations. Below you’ll find some examples of how to do this.
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Asking for recommendations:

  • Could you put in a good word for me?
  • Could you let others know about this experience?
  • Could you pass this on to others?
  • Would you mind sharing your experience?
  • Would you add me to your contact list?

Giving recommendations:

  • I highly recommend using this product / service.
  • This person is highly trained / very skilled / very professional.
  • We found the information presented very useful.
  • I only have positive things to say about this product / this person / this service.
  • I would be happy to give you their contact information.
  • Please mention my name when you contact them.

Here are some examples:

Employee / colleague asking for a reference:

I am writing to you since we have worked on many projects together. You always seem very pleased with my ideas and the way that I deal with problems that come up, so I would like to ask you to share this information with a potential new supervisor. As you know, I am applying for a position in the [name] department and I need a recommendation from someone who has worked with me. Would you put in a good word for me?

Response to the request:

You are right, I am very satisfied with the work that you have done in the past. I’d be happy to act as a reference for you since I think that the [name] department would also benefit from your skills. If they contact me, I’ll definitely pass your name on as a potential candidate.

Possible reference statement:

I would be happy to recommend [name] for the position you are trying to fill. [He / she] is very highly qualified and has always successfully dealt with the topics we have worked on together in the past. I only have positive things to say about [him/ her]. Please mention my name to them if you decide to shortlist them for an interview.

Try it and tell us about it

Now that you have some ideas about how to ask for and give recommendations, why not try it out by asking a colleague for feedback on a presentation or a project you have recently completed?

Maybe you can do someone a favour by recommending them to others. Or perhaps you want to let us know what you think of the information presented in our blog? Please feel free to use our comments box below.

 

 

Storytelling in Business – Why Not? Part 1

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The power of storytelling in business

Storytelling is again a topic of interest in the business communications world.  Conferences and speakers around the world are praising the power of storytelling and attracting audiences. My question is, why? Humans have told stories since our earliest beginnings. We all tell stories.

“Storytelling comes naturally to humans, but since we live in an unnatural world, we sometimes need a little help doing what we’d naturally do.” ― Dan Harmon

It was part of our survival and development. Stories are all around us, from campfires to multimillion dollar movies, so why do we have to make a case for it in a business environment?

Generally, I think the answer is fear. We are afraid to “lay an egg”, reveal too much of ourselves, show too much emotion or not be taken seriously at work. After all, work is the activity in which most of us invest most of our waking hours so there’s a lot at stake.

This two-part blog post covers five things we learned when preparing a seminar about storytelling in business. Our storytelling seminar gives participants the skills and determination to tell more stories and better stories in the workplace.

5 Lessons about storytelling in business: Lessons 1-3

What does your listener want?

Lesson 1

What attracts audiences to the telling of a story?  It comes down to three things:

  1. emotion
  2. energy
  3. authenticity

Telling bedtime stories to children is a practical example of the standards adults have for stories as well, though many may not say it. Children will demand expressions of the energy of the characters, the emotion of the plot and telling the story “like you mean it”. Adults need these things too to be engaged.

What makes a good story good?

Lesson 2

As Aristotle observed, a good story starts with a character in trouble. The character is one the audience can identify with–not too good to be in trouble and not too bad to deserve the trouble to come.  The story progresses with the development and deepening of the trouble to create a sense of fear in the audience so the resolution of the problems leaves the audience with a sense of relief.
Aristotle referred to the stages as pity, fear, and catharsis. Stories from Greek tragedy to Toy Story follow this model in one way or another.
In the workplace we can tell stories about problems, consequences and solutions to reflect Aristotle’s model.

Crafting stories that fit

Lesson 3

The STAR Model is a basic and effective format for telling stories in a business environment. The model fits the needs of business audiences as it sets the scene, describes the action in it and talks about what happened to resolve the situation. This model is very effective in behavioral interviewing, answering questions about past performance and offering a status update.

Situation – clearly explain the facts and assumptions that make up the context of the action.

Task – detail the task to be completed or the goal to be reached.

Actions taken – describe all relevant actions taken to complete the task.

Results achieved – describe the immediate outputs and eventual outcomes of the actions taken.

Make sure to check our site for part 2 next Wednesday. See how Target Training provides skill development seminars about Storytelling and many other communication skills to increase your effectiveness in the workplace.

Let us know if you have any comments on the first three lessons below.

Giving feedback using the DESC model

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Giving feedback effectively will have a real impact on your business

Everybody understands that performance feedback should be constructive, focused and to the point. Effective feedback can resolve conflicts, overcome problems and improve individual and team morale. It doesn’t really need mentioning that ineffective feedback often accomplishes the opposite. Or that if you are skilled at giving effective feedback, your team will be more motivated, which leads to better performance.

While feedback should focus on behavior, performance feedback is still a personal conversation between people about people. Emotions always play a part in interpersonal communication. Effective feedback is as much about bringing the right message(s) across as it is about how your message is interpreted.

No matter how skilled the feedback giver is, if the receiver isn’t interested in hearing or taking the feedback, nothing will get through.http://www.forbes.com/sites/danschawbel/2014/03/05/douglas-stone-the-importance-of-feedback-in-business-communications/

The more difficult the feedback, the more the giver needs to consider the the emotional impact of the feedback. Giving positive feedback is easy.
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DESC is simple and it works

In our skills-based Leadership training, we use the simple 4-step model DESC for structuring feedback. Participants in our “Practical Toolbox for Managers” seminars often highlight DESC as one of the most valuable tools they are taking away. This model is designed to help you to get your message clear and it can even take the stress out of the feedback conversation for those of us that weren’t born with effective feedback-giving skills.

DESCRIPTION

Give an objective and concrete description of what you have observed using “I” statements.

EFFECT

Explain the effect or impact it had on your business, the team or its members. If the effect was an emotion, name it. Your body language and tone of voice will already be showing your elation or frustration – putting them out in the open can help you move things forward.

SOLUTION

Build the solution through a directive (“What I would like you to do next time is …”) or a participative approach (“What do you think we can do to avoid this next time?”).

CONCLUSION

Build a “contract of commitment”. Check your understanding of what has been agreed, and get commitment for the future.

Further Leadership resources:

Someone Late for Meetings?: 3 Questions to Ask

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When someone is always late

Effective meetings can be tough to manage when everyone is on time.  What about when someone is always late for meetings?  Everyone in an organization knows that lateness can be a problem, but the topic of what to do if someone is consistently late for meetings is rarely discussed. Here, the key word is consistently. Everyone can be late at one time or another, but it’s when someone is predictably, consistently late that problems begin to pile up. Before we get to the questions you should ask your chronically late colleague, let’s take a look at the questions you shouldn’t ask.

3 questions you shouldn’t ask your colleague who is always late for meetings

  1. Is your watch broken?
  2. Did you forget how to tell time?
  3. Where the hell were you?

Time management strategies don’t include learning how to tell time or buying a better watch. Experts in the field agree that if someone is consistently late for meetings, it’s their attitude that’s to blame. Changing time habits in relation to meetings means changing the colleague’s mindset, incentivizing being on time and not punishing colleagues for being on time. Yes, you read that right. Very often, meetings are postponed to wait for late colleagues, effectively punishing those who come on time.

3 questions you should ask your colleague who is always late for meetings

1.  Do you think you have a clearly-defined role in this meeting?

A clear role means having a specifically-defined function in the meeting. Some examples of roles: moderator, organizer, minute-taker, timekeeper and participant. Participant is the generic name for anyone at a meeting, but a participant has responsibilities at the meeting as well and should be held accountable for fulfilling them. Examples of the responsibilities of a meeting participant are: being active in brainstorming sessions, contributing to discussions and helping create the agenda for future meetings.

2.  You’re going to keep the minutes for the next meeting, right?

Keeping and distributing the meeting minutes isn’t exactly the most glamorous or enjoyable task. One way of encouraging participants to come on time might be to give them a small penalty (for example, maybe they have to keep and distribute the minutes for the next meeting, make a small donation to a charity or supply coffee for everyone at the next meeting). Naturally, the penalties should be light-hearted, but the cause should be taken seriously.

3.  Do you have any feedback about the quality of this meeting?

Being on time is important, but lateness can sometimes be a symptom of dissatisfaction with the meeting itself. If your colleague lacks a clear role, feels that their voice isn’t heard in the meeting or finds the meeting pointless, it can lead to carelessness regarding the ground rules your meeting participants agreed on (one of which should definitely be: we start and end on time).

3 benefits of considering these points when someone is consistently late for meetings

  1. You ensure all colleagues have a clearly-defined role in the meeting.
  2. You ensure that chronically late arrivals are punished for their tardiness, not the other way around.
  3. You accept responsibility for the quality of your meeting and give the participants a chance to give feedback. An anonymous feedback form made available on the company intranet might be one way of allowing colleagues to give constructive feedback in a comfortable manner.

As we can see, being late for meetings can be an indication that someone has a broken watch, but it can also be a reflection on the quality of your meeting in general. Taking a moment to reflect on the underlying reasons behind a behavior can be a chance to make sure your meeting is running as efficiently as possible.

Presentation Conclusions: Signal to the End

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Strong start, strong finish

A good presentation conclusion is a very important part of any presentation, and often not given as much attention as it should.  Many people focus on starting strong with a good introduction, and then delivering good content.  There is nothing wrong with this as long as they finish with the same strength with which they started.  Many times I have seen presentations end awkwardly, which can leave a bad taste in the audience’s mouth.  A good presentation conclusion will have an effective summary, recommendation or call to action, and an opportunity to address any open issues through questions.  A part of a presentation conclusion that often gets forgotten is a clear and effective “signal to the end”.  A signal to the end is a one sentence phrase that is designed to show your audience that you are going to start your presentation conclusion.  It should be said right before you get into your summary, and should act as a clear sign to your audience.

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3 reasons to include a signal to the end in your presentation conclusion

  1. Wake up the audience.  Many times the audience loses focus and is daydreaming towards the end of the presentation.  This shows them that things are ending soon, and it is time to pay attention again.
  2. Reset your own focus.  Sometimes it is easy to go so in-depth on topics we know well that we lose focus on what our audience wants to hear.  The signal to the end not only wakes up the audience, but the speaker as well and allows them to deliver a strong presentation conclusion.
  3. Clarify your structure.  Presentations need clear structure so that the audience can focus on key points and follow along.  When you use effective transitional phrases such as a signal to the end, it creates clarity in your structure and helps the audience stay with you.

3 phrases to use as a signal to the end in your presentation conclusion

  1. “This brings me to the end of my presentation.  To summarize my main points,…”
  2. “Well, that is all I have for today.  Let me now summarize what I talked about…. ”
  3. “I have now come to the end of my presentation.  In summary, I spoke about…”

3 results of using a signal to the end in your presentation conclusion

  1. Get your points across a final time.  At the end of a good presentation, you will have mentioned your main points in your introduction, your body, and finally in your conclusion summary.  A good signal to the end focuses the audience’s attention one last time, so that you can mention your main points again as well as your recommendation.  People tend to remember what they hear at the end of a presentation more than at the beginning or middle.
  2. Set yourself up to finish strong.  By clearly defining you are starting your conclusion, it will help you focus and go through the correct steps in your conclusion.  This will leave your audience with a favorable impression of your speech.
  3. Be a better public speaker.  So many people give poorly structured presentations, and especially end their presentations on a low note.  Having a clear structure will help you to look more professional and get the results you want out of your presentation.

Having a strong presentation conclusion will leave your audience with a focused, positive view of your message and a good signal to the end is key to starting it well.  Let us know of any ideas you have in the comment areas below.  Want more on presenting with impact?  Click here.

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Presentation Techniques: Speaking in Threes

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Presentation techniques: tripling

There are hundreds of presentation techniques, and some are more common than others. One example is that people find it easy to remember things in threes, and building on this tendency (known as tripling) is one of the simple presentation techniques that work in all presentations.  You’ve probably already seen or heard people doing it…

“Veni, Vidi, Vici”  – Julius Caesar
“Friends, Romans, Countrymen …” –William Shakespeare
“Government of the people, by the people, for the people” – Abraham Lincoln

Of course you don’t need to be a great public speaker to make this work for you in your business presentations.

3 simple tips on presentation techniques for speaking in threes

1. Use three items that fit together to make an impact

Come back to the same item each time, hammering home the point:
  • We can retain customers by reducing our reaction time.
  • We can retain customers by offering round the clock support.
  • And we can retain customers by delivering spare parts within 48 hours.
  • Three items that act in sequence to reach a desired goal. e.g. “If we reduce our reaction time, offer round the clock support, and commit to delivering spare parts within 48 hours we will retain more customers.”
  • Three key themes that together cover a wide area. e.g. “We need to retain customers, we need to expand into the BRIC countries and we need to acquire smaller local competitors.”

2.  Use rhetorical questions

  • Ask a rhetorical question e.g. “So what is our new customer support strategy?”
  • Offer a simple, even minimalistic, response  e.g. “It’s called One Service.”
  • Then drive this home with three related words or phrases to grab attention, encapsulate or summarize. e.g. “One Service will form networks, it will promote best-practice sharing and most importantly it will make us even more effective.”

3.  Use your voice to leave a lasting impression

  • You can connect the three items by rising or reducing the pitch of your voice for each one.
  • Going up with your voice increases emotion, going down brings a sense of finality and certainty.
  • You may also want to put your most important point last – and then pause before it to make an additional impact.

Give it a go. Using presentation techniques such as speaking in threes will make your key messages simple. It will also make them clear and, above all, it will make them memorable. Let us know what you think in the comments area below.  Also, click here to see how Target Training’s seminar can help even the great presenters get better.