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Customer service Engagement Training & Development

A Manager’s Guide on How to Cope When Team Efforts are Taken For Granted

I had an interesting discussion with a colleague who manages an internal service department for a medium-sized organization. She’s a supportive manager whose team takes pride in providing quality service to internal clients. However, she finds it a challenge to keep her employees at the top of their game when some internal clients are unappreciative of their efforts. Part of her dilemma is rooted in an organizational culture where administrative support is taken for granted.

She and her team acknowledge the situation and focus on how to work effectively within – and despite – the culture. She also encourages employees to rise to the challenge of working with unappreciative clients. Yet there are still occasions when team members find it hard to muster enthusiasm to serve such clients.

You can’t fake it and other important tips
How does she continue to motivate her team? She knows she can’t fake her own engagement, so she starts by staying positive. She also focuses on how she can best support her team and internal clients with the following actions:

  • Keep the “big picture” front and center by reminding employees how they support the department’s mission and contribute to the organization’s mission in the process.
  • Engage employees in sharing what works to keep them motivated, such as providing peer support and finding the humor in their experiences and ways to safely blow off steam. This is done regularly in staff meetings and when difficult situations arise.
  • Share and reinforce client service success stories with the manager’s boss as well as with the team itself.
  • Acknowledge those clients who are appreciative of staff efforts, while also diplomatically standing up for employees dealing with difficult clients.
  • Maintain a positive culture within the department that values both clients AND team members.
  • Continue to acknowledge and recognize employee efforts with little gifts, food, and ongoing professional development.

Just as importantly, she models and reinforces what Chip Bell describes in his new book, Kaleidoscope:

“We are what we serve to others. It is our signature that sums us up each time a customer is on the receiving end of our efforts. And your customers remember how you served long after they have forgotten what you served! How can you deliver service in a fashion that says, ‘This is me, and it is my very best gift to you?'”

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Customer service Engagement Marketing

Are You Guilty of Treating Your Customers Like Chopped Liver?

The phrase “What am I, chopped liver?” is uttered when a person is made to feel that he or she is not special. It’s exactly how some customers feel as a result of neglect by companies.

I’m seeing this scenario play out in a membership-based company that’s constantly offering special discount pricing to acquire new customers while ignoring their current ones. Those in the latter group are questioning their customer loyalty given management’s attention on attracting new business while little investment is made to improve member services and facilities. Some customers are paying fees higher than those offered to prospective customers. However, they can get a few extra months of free membership IF they help bring in new customers.

Churn, churn churn
With little confidence in the company to take care of current customers, turnover continues … as does the search for new customers. The company may not realize it, but turnover would be much greater if it weren’t for customer inertia – whether their customers are locked into annual contracts or unable to find suitable alternatives. The reality is unhappy customers who stay don’t bring in additional business.

Heavily promoting to attract new customers at the expense of taking care of existing customers is the perfect recipe for making customers feel like chopped liver. It’s also a strategy that leads to continued high turnover and brand damage. Customer churn isn’t the only issue here – employee turnover is also evident.

But it doesn’t have to be this way. Here are four steps companies can take so their customers and employees don’t feel like chopped liver.

  • Take the time to proactively engage with and listen to your current customers and respond appropriately. Consider formal customer satisfaction surveys, customer roundtables, or lost customer analysis. The latter can be as simple as asking why a customer left, although it’s better to learn of customers’ frustrations before they leave.
  • Communicate with customers. If improvements in member services and/or facilities are in the works, let them know about it. If not, let them know why and when they can expect a future fix. The absence of such transparency leads customers to speculate about the company’s health.
  • Also take time to proactively engage with and listen to your employees, and respond appropriately. Seek their input on signs of customer frustration.
  • Communicate with employees and equip them to be customer-focused. Ensure they know what’s happening so they can address customer questions and concerns. Provide with them with training to provide top-notch customer service, and in the event of a problem, equip them to deal with customer complaints and recovery.

NOT for customers only
Engagement and retention efforts shouldn’t be limited to customers — if your employees don’t feel valued, neither will your customers.

How does your company make its customers and employees feel?

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Engagement

How Will You Honor Your Employees on Recognition Day?

Recognizing and affirming employee value is critical to creating and sustaining employee engagement. And while workplace recognition should be a no-brainer, Gallup research found otherwise. According to Gallup practice manager Annamarie Mann and researcher Nate Dvorak, ” … only one in three U.S. workers strongly agree that they received recognition or praise for doing good work in the past seven days. At any given company, it’s not uncommon for employees to feel that their best efforts are routinely ignored. Further, employees who do not feel adequately recognized are twice as likely to say they’ll quit in the next year.”

For managers who need an extra push when it comes to recognition, get ready for national Recognition Day, Friday, March 3, 2017. This special holiday is observed annually on the first Friday in March that 1) serves as be a springboard for those starting to get serious about the importance of recognition, and 2) enables those who value recognition to do something extra for their employees.

Effective recognition is authentic and genuine — it doesn’t work if it’s forced. If you’re serious about recognizing your employees, have fun with it and know that it doesn’t have to be expensive or time consuming. Your can find many great ideas here to celebrate Recognition Day and throughout the year:

Creative Ideas Abound as Recognition Day 2017 Approaches

51 Employee Appreciation Day Ideas That Won’t Break The Bank

Validation isn’t a once-and-done effort. Everyone needs to know that our work matters … that we matter.  How will you recognize your employees this Recognition day to let them know that they matter?

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Engagement

What to Look for When Replacing a Manager

A colleague expressed frustration about a corporate search that took nearly a year to replace a department head. It takes time to bring in the right person, and urgency takes a back seat to finding the right fit.

The challenge, however, is getting through the process as employees cope with the “temporary” void feeling uncertain and even anxious about their manager’s replacement. Change can be scary given the unknown of the newcomer’s personality and agenda, particularly if the new manager comes from outside the organization.

That’s why it’s important to remember the words spoken by the wise knight in Indiana Jones’ The Last Crusade: “choose wisely.”

If you’re in a position to select a manager’s replacement, consider the type of engaging manager recommended by thought leader and academic Henry Mintzberg in his classic article “Managing Quietly.” He describes managers who:

  • Inspire rather than empower their people by creating a culture with “conditions that foster openness and release energy” so that “empowerment is taken for granted.”
  • Care for their organizations by spending more time “preventing problems than fixing them, because they know enough to know when and how to intervene.”
  • Infuse change so that it “seeps in slowly, steadily, profoundly” instead of dramatically so “everyone takes responsibility for making sure that serious changes take hold.”

For executives, search committees, and HR staff tasked with filling managers’ positions, you don’t want it said that you “chose poorly.”

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Customer service Engagement Marketing

How to (Gently) End a Customer Relationship

good-bye blue-1477872_960_720When I asked other business professionals when it’s best to lose a customer or client, the reasons boiled down to the customer’s lack of respect and not being fully committed to the working relationship. Examples cited included:

  • difficult interactions with or mistreating customer-contact employees
  • being unresponsive and uncooperative
  • paying late or not at all.

The question then is how do you actually end such a business relationship in these situations? The best advice on “how to fire a customer” comes from customer-loyalty consultant and best-selling author, Chip R. Bell:

“Firing a customer is a bit like disarming a bomb; ‘very carefully’ is the operative term. The goals is to subdue animosity without scattering aftermath. Sometimes customers are so incensed at losing a favorite punching bag — even though it’s actually you who’s ‘lost’ them — they can move quickly from anger to vindictiveness, seeking opportunities to punish, not just put down. You can limit your chance of such backlash by handling firings in cool-headed but still sensitive ways.”

When terminating a business relationship based on the first two examples — when the customer has become abusive or difficult to deal with — Bell cautions against taking an angry, defensive, or otherwise emotional approach to avoid fueling the customer’s anger at ending the relationship.

” … a rational explanation for why a continued relationship will harm your business—how harsh treatment of service reps impairs productivity, or how a difficult relationship steals time from other deserving customers—should be your modus operandi here. The goal is to give the customer a signal that he or she is unwelcome if the unwanted behavior persists.  ‘Ms. Jones, I must ask you to leave. The morale of our associates is critically important to their well-being and to the well-being of our organization. While we are by no means perfect, our employees must not be repeatedly subjected to actions that demean them as people.’

Bell also advises a rational approach when the issue is based on the bottom line, such as the client not paying.

“[Emphasize] how a continued relationship will negatively affect the business, not on how a parting of ways will make your long-suffering staff feel like it’s just won the lottery.  ‘Mr. Jones, we’ve greatly appreciated your business for the last year. We have elected to apply our limited resources in a new direction and will not be soliciting your business in the near future. Should you want to continue our relationship it will likely need to be at a (higher price, greater volume, faster cycle time, lower cost, etc.).’

Granted, none of this is easy in a competitive and challenging marketplace. But it is essential to stand up for your employees and organizational principles. As Bell explains:

” … courageously ending relationships with customers who continually turn the blowtorch on the front line, or who over time siphon more funds from the bottom line than they return, sends a message about what you stand for as an organization.”

[Note: above excerpts cited with permission from Chip Bell’s book, “Wired and Dangerous,” co-authored with John R. Patterson.]

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Engagement

Employee Engagement: When the Employee Just Doesn’t Feel It

Why is it that even in companies with a positive, engaged culture, there’s no guarantee all employees will be fully engaged?

The answer has to do with who’s ultimately responsible for employee engagement – a responsibility shared by employees and their employers.

  • Employers are responsible for creating and maintaining an engaging workplace where employees want to and are enabled do their best work.
  • Employees are equally responsible for their own engagement in that they need to show up on the job ready, willing, and able to do their best work.

So what happens when an employee doesn’t feel engaged in an engaging culture?

Barbara Berger, Career Wellness Partners
Barbara Berger, Career Wellness Partners

That’s what I asked Barbara Berger, hiring manager and certified career coach with Career Wellness Partners. Her mission is to expand the (often neglected) employee side of the employee engagement conversation by challenging individuals to take responsibility for their own motivation and career evolution. She has experience working with people in all stages of their careers: students, early professionals, mid-career job changes, and second acts.

According to Barbara, four primary situational factors contribute to employees no longer feeling engaged:

  • Poor job fit or career choice
  • Feeling they’ve outgrown their position within the company
  • Personal issues or life events, such as health or family crises, divorce, elder care responsibilities, etc.
  • Work is good, company is good, boss is intolerable.

QSM: What do you suggest to employees dealing with one or more of these situations?

Barbara: Speaking generally, regardless of the factor, an employee needs three things to return to engagement (or find engagement in the first place).

  1. Awareness – This means doing the self-assessment work to get to the root cause of the disconnect. This is the inward-facing, honest evaluation that begins to bring clarity to the situation. A hard look at strengths, skills, values, and interests, etc.
  2. Commitment – A commitment to doing whatever it takes to get back on the road to a connection with their career. It’s really a commitment to themselves that they won’t tolerate this level of disengagement and a promise to do their fair share of the work required to get it back on track.
  3. Action – Taking meaningful steps to create opportunities for change. Just thinking and complaining about the situation keeps employees in victim mode and on the sidelines rather than actively finding ways to inspire engagement for themselves.

QSM: In your experience, what else is involved in helping employees re-engage?

Barbara:  Each situational factor that impacts individual engagement brings its own considerations that are unique to the individual and his or her particular circumstances. When working with clients who fall into one of the above categories, there are things to take into consideration like:

  • The stage of career the employee is in
  • The level of commitment by the current company to fostering an atmosphere of engagement
  • The comfort level of having career development discussions with the boss (usually directly proportional to the company’s commitment cited above)
  • And, of course, the employee’s personal financial situation if considering making significant changes based on feeling disengaged.

It is when an employee is feeling disengaged that it can be most beneficial to take part in engagement opportunities the company provides. Even though it takes more energy at these times, I encourage disengaged clients to use everything available to create a spark of interest and create an atmosphere where transformational events can occur.

QSM: To learn more, please check out the Career Wellness Partners blogThank you, Barbara!

 

 

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Engagement

The Psychological Recession & Generational Engagement: Interview with Dr. Judith Bardwick

I don’t remember when I started reading (and frequently quoting) posts by Judith M. Bardwick, Ph.D., but I was hooked on her insight into employee and organizational development. A highly respected writer, consultant, and speaker, she is known for combining “cutting-edge psychological research with practical business applications to optimize organizational performance.”

I recently reached out to Dr. Bardwick and am honored to feature her here.

QSM: You wrote about the “psychological recession” nearly ten years ago to describe the work environment in your groundbreaking book, One Foot Out the Door: How to Combat the Psychological Recession That’s Alienating Employees and Hurting American BusinessWhat is the Psychological Recession, and why does it still matter? 

Judy: The Psychological Recession is a bleak feeling of vulnerability to bad forces that are too large for an individual to control or manage.  It can be triggered by individual events, i.e., losing your job, or huge events like the periodic recessions our economy falls into.  A Psychological Recession lasts much longer than the economic one because being/feeling depressed leads to greater feelings of being powerless and hapless.

A perfect example would be the endless reference to the Great Depression (and now the Great Recession) over several generations.  My grandparents raised it as a lesson for their children to be economically prudent and I was taught the same lesson by their children, who were my parents.  As a result, I pay bills quickly, never borrow money, and am never in debt.

One Foot Out the Door by Dr. Judy BardwickThe Psychological Recession matters a hell of a lot because the economy grows as a result of OPTIMISM and TRUST.  There is little or no trust of government or business in the face of a Psychological Recession and, equally powerful, there is PESSIMISM AND THEREFORE ECONOMIC CAUTION which means little or no investing because investing depends on being able to see the future in a positive light.

At the present time we have very large, very vulnerable groups of people including, especially, the long-term jobless or under-employed, recent college grads, uneducated low wage populations, and scariest of all, the previously successful middle class.

These phenomena were clearest first in developed economies and now include emerging economies.  At the present time, you can see the effects of expecting future blows and endless vulnerability world-wide in the general low levels of investment and the destructive growth of caution-creating bureaucratic regulations.

We need the bottle to be seen as half-FULL for nations to return to GDP growth levels of 3.5-4.00.

QSM: You’ve written extensively about optimizing organizational performance, advocating “the well being of employees has to be perceived not as a cost — but rather as an investment with a large pay-off.” Given little improvement in national studies on employee engagement, why are we making such little progress in increasing employee engagement? Also, what do you think is most important for the next generation of managers to know about building a workplace culture with employees based on trust, respect, and commitment?

Judy: I don’t see enough direct data to be certain of the answer but my sense of it is no employees are perceived as individuals and individuals want and need to be respected, included, and valued.

It’s my belief that most HR people and many executives define FAIRNESS as treating everyone identically.  When everyone gets the same benefits, same forms of recognition, same incentives … none of it has any value.  If someone believes they are making very significant contributions to the business of the business, and others make some contributions and some contribute nothing, and the organization does not differentiate between them, the result is resentment and anger followed by apathy.

You will notice that the actions are decided and directed by the employer with basically little or no input from the employee.  This is no way to make friends.

What people most want changes over a period of a decade or two depending on large part on the economy and the size of opportunity.  It was absolutely logical that the Great Generation, which experienced the Depression and WWII, greatest wish was for economic security, and the great companies gave employees security for life if they were loyal and stayed with the organization.  The next generation, the older boomers, took security for granted and most wanted opportunities to succeed, become autonomous and find meaning in their work.  Younger boomers looked for a balanced life as many parents were educated and women began to enter the professional labor force.

Following the Great Recession security reappears as hugely valuable.  There’s no surprise there.

There are other important motives at different times:  Before the Great Recession the Millennials wanted their coworkers to be their equals; they wanted their lifestyle to reflect their basic values so many businesses moved from an urban environment to a suburban or rural one.  They put flexibility high on their list because both parents were employed and their kids needed to be driven to school and other activities …

How do you know what’s most important to an INDIVIDUAL who also happens to be a member of a generation?  The fundamental answer you ask is, “What would make your life more satisfying or easier that we could help you with?”  That requires a trusting relationship between the questioner and the employee.

The question is open-ended. It provides no guidance or limit.  How could an organization handle an unlimited number of answers?  The answer is, if you think ABSTRACTLY, the number of things people most value will range from 1-3 in or following harder economic times and 3-6 when the economy is good and creating opportunities.  The vast majority of what people want most will fall into a limited number of categories.  Any organization can handle 6 kinds of categories.  And if someone asks for something impossible, say that and encourage an alternative.  And, the question might be posed every year or two because the answer can change.

For example, autonomy is highly desired when times are good.  What might that include?  How about having freedom about the time when you come to work and when you leave; having freedom to decide where you work or what you are working on; having time to create and initiate new projects; having freedom about the team you join or the members you invite to join the team you’re building.

Chapter 8 in my book, One Foot Out the Door, discusses CUSTOMIZATION at length.  But the take-home of this answer is while “WE” characterizes great teams and families, it is also necessary to recognize that there’s also always an “I” that needs to be recognized.  Customization is all about responding to “I”.  If an organization, or a family, or a group does that, Engagement and Commitment will soar.

QSM: As a business professional and academic, what do you think should be taught in schools – and in life – to prepare young people to be engaged and productive members in the workplace?

Judy:  I’ve been married twice.  My second husband was “a Mustang” in the military.  That means he started out as an 18 year old high school graduate who entered the Coast Guard as a black shoe sailor and rose to become a Captain (next rank is Admiral).  When we married he still had some of his high school books and I was amazed by their content.  He and the other students in his small, rural high school were required to think, comprehend, abstract, and write and talk at the college level.  And, in addition to the academic learning, they also mastered cooking and sewing, building and gardening, ethics and behavior.  When they graduated from high school they were ready to become responsible and independent adults.

What a difference a generation or two makes!

Young people today are generally vastly more skilled in using technology than their parents.  In that sense they’re sophisticated.  But personal development, taking on responsibility, being independent and inter-dependent is hit or miss.  They are very aware of what’s in and politically acceptable but they run in groups.  Real independence is as rare as divergent thinking.

Too many of our children and adolescents are much too coddled by parents and teachers.  They have too little freedom to explore and take risks and start developing confidence and resilience.  “Good” and “Bad” have lost their ethical power for behavioral guidance and have become too judgmental in this solely relative world of explanations and excuses.  “Selfies” are prized photographs because narcissism is endemic.  High School and College kids know nothing of America’s founding and its historic values.  Civics, Government, History and Geography are not addressed adequately or at all in many schools.  In general, there’s too little discipline imposed, much less self-developed, and there’s too much ignorance and lack of appreciation of what came before them.

In short, there’s not much perspective as a result of most contemporary education.

Most of what I’m talking about in terms of personal development is taught in places like Montessori schools and to some extent in charter schools.  But to a harrowing extent none of this is taught in most schools partly because the focus has shifted to national test scores.  While we certainly need all of our children to be able readers, writers and users of math, we also need them to grow up.  Much of that process now depends on parental models of behavior and rising expectations by parents of growing maturity, insight, autonomy, responsibility and empathy on the part of their children.

My brother and I grew up in a tiny village of 3 or 4 square blocks in New York City.  Most of the parents were immigrants, all of whom valued education as one of their highest priorities.  I don’t remember our parents helping us with our homework or supervising our play.  There were known rules and we pretty much obeyed them, and we certainly worked hard at meeting our parent’s unspoken expectations of behavior and achievement.  I don’t think we gave any of it much thought in the sense that our friend’s parents had the same rules and high expectations.  And in our little village, everyone knew everything about everyone.

Without the support of institutions like schools, churches, and neighborhoods where many people know each other and each other’s children, optimizing your child’s academic and personal development is an enormous burden on parents. Changing the circumstances of academic and personal learning will require a major shift in cultural values and priorities.  Unfortunately, but frequently, that kind of huge change needs things to get worse before there is any way they can get better.

QSM: Thank you, Judy!

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Engagement

The Market’s Impact on Employee Engagement

How does the economy affect the practice of employee engagement?

In times of low unemployment when there is strong competition for qualified people to fill positions, organizations scramble to find and keep good employees. Strategic recruitment and retention take center stage in a tight labor market. In this situation, the case for employee engagement is a no-brainer.

In times of high unemployment when there are fewer positions available, it’s employees who scramble to find and keep jobs. Instead of being viewed as marketable talent (“What will it take to get you to work for us?”), employees are viewed as expendable commodities (“You’re lucky to have a job, so we don’t care about keeping you happy.”). This is when engagement is viewed as an unnecessary expense.

Investment in workplace engagement, unfortunately, varies based on the economy.

“In boom cycles, leaders tend to have a healthy focus on what needs to be done to continue to drive profitable growth. But as soon as the bubble bursts, they turn to an unhealthy focus on results, which decreases employee commitment [and] discretionary effort, and negatively impacts productivity, and overall market performance.” Dr. Clark Perry

We don’t need no stinkin’ engagement … or do we?

Market fluctuations should not be an excuse to abandon employee engagement efforts. For example, consider the impact that high unemployment has on consumer spending — when fewer people are working, they spend less. As a result, companies need to work harder to compete for customers. Employees who find themselves treated as expendable are unlikely to go out of their way to best serve current and prospective customers. It’s the reason I remind executives and business owners that the way your employees feel is the way your customers will feel. And if your employees don’t feel valued, neither will your customers!

It’s also why employee engagement is a smart strategy regardless of the market situation.

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Engagement

Favorite Quotes on Why Employee Engagement is Still a Challenge

“Employers, challenged by globalization, low productivity, wage pressure and talent shortages are not investing in people as they once did. They have gone from a traditional role of being builders of talent to consumers of work.” Jonas PrisingHuman Age 2.0: Future Forces at Work

” … true employee engagement rests on building better leadership and approach to people. It’s not about picnics and awards.”  Deb Lavoy

“Why is demonstrating real respect and value for your employees so difficult? Maybe because it isn’t in the DNA of financially-focused CEOs and/or it’s not high in the list of outcome metrics for which they’re held accountable.” Bill McEwen

‘” … employees choose to engage when a company connects with them as human beings and not as resources.” Paul Hebert

“Enlightened employers know that committed and engaged employees are the critical resource for continuous innovation, effectiveness and productivity. They know that the people doing the actual work often know more than the people in the executive suite about what’s needed in order to succeed. Respect for employee flows from respect for their contributions.” Dr. Judith M. Bardwick

“The result of continually undermining employees’ efforts, particularly when they’re performing according to company standards, is increased employee frustration and disengagement.” Sybil F. Stershic

“People work just hard enough to not get fired, and companies pay employees just enough that they don’t quit.” Paul Kiewiet

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Engagement Training & Development

What’s the Matter with Management? It’s Not What You Think

Actually, the question should be “What’s the matter with managing?” as I’m hearing from more colleagues who tell me they still love their work, but they dislike the managing people part.

I shared my concern about this with Mary Theresa Taglang (MT), who has a background in HR and is now the Director of Lehigh University’s Master of Science in Management program. We talked about what MT called “the seismic economic shift that began with outsourcing and hit its zenith in 2008 when the economy soured and many experienced managers were let go and replaced with younger, cheaper and inexperienced managers focusing only on the bottom line.”

We also discussed:

  • the decline and continued lack of corporate America’s investment in management development that’s still considered “soft-skills” training
  • technology that allows for more communication and task efficiency that also results in unrealistic demands of being available to work 24/7
  • mixed generations who multi-task and communicate differently
  • the ongoing stress of changing priorities, budget challenges, and internal politics
  • the resulting frustration of experienced managers who are tired of it all and not yet able to retire.

We could spend hours lamenting what’s the matter with managing these days, but my concern is the message we’re sending to young professionals. How do we keep from discouraging prospective managers? Based on her overall career experience, MT was both candid and realistic in her response: “Suck it up or go out on your own. That’s the only way to be in control of your own destiny.”

Yes, people interested in management roles need go in with their eyes wide open. In addition, what else can be done to better prepare people for the workplace – in both managerial and non-managerial roles? Your thoughts, please.