Month: January 2025

How to Make Priority Setting Work: A Follow-Up to Our Ideal Operating Cadence

Welcome back! Today, we’re diving into a crucial follow-up from our Ideal Operating Cadence podcast from February 23rd. In that episode, we outlined the optimal weekly, monthly, and quarterly meeting cadence for small to medium-sized businesses, integrating Key Performance Indicators (KPIs) and ROCs (Rocks of Cadence). If you missed it, I highly recommend checking it out for a comprehensive overview of meeting structures.

This post is all about making Rocks or priority-setting work effectively. It’s one of our most popular topics, rivaling our top podcast on delegation. So, let’s break down why we need Rocks and how to implement them successfully.

Why Do We Need Rocks?

The concept of Rocks comes from Stephen Covey’s Seven Habits of Highly Effective People. He uses a powerful metaphor: imagine a mason jar representing your time. If you fill it with sand first (the daily tasks and minor obligations), there’s no room for the big rocks (your most important priorities). However, if you put the big rocks in first, the sand will fill the spaces around them. This illustrates the importance of prioritizing the most significant tasks to ensure they are accomplished.

In Traction, a book by Gino Wickman, the idea of Rocks is further developed for scaling businesses. For businesses trying to move from $3 million to $10 million or from $40 million to $80 million, focusing on the top priorities is crucial. Rocks help businesses stay accountable and clear on their goals, preventing the overwhelm of too many tasks.

How to Make Rocks Work

1. Specificity and Measurement

A common pitfall with Rocks is their lack of specificity. Vague goals make it hard to track progress or learn from outcomes. Rocks should follow the SMART criteria:

• Specific: Clearly define the goal.
• Measurable: Include a way to measure success.
• Attainable: Ensure the goal is realistic.
• Relevant: Align the goal with broader business objectives.
• Time-bound: Set a deadline.

For example, instead of saying, “Improve cash flow,” specify, “Increase cash flow by collecting an additional $150,000 in revenue by the end of the quarter.”

2. Action Plans with What, Who, and When

Each Rock should have a detailed action plan. Identify:

• What: The specific actions needed.
• Who: The person responsible.
• When: The timeline for each action.

Examples from Different Industries

Let’s look at how different industries can apply Rocks:

Retail:

• Rock: Successfully open a new store by June 2024.
• Lagging Indicator: Achieve $X in sales in the first quarter post-launch.
• Leading Indicator: Secure 500,000 impressions through an email campaign.
• Action Plan: Assign a person to run the campaign, hire the store manager by a specific date, and complete store refurbishment.

Financial Services:

• Rock: Grow the business to meet 2024 revenue goals.
• Lagging Indicator: Hit the second-half revenue target.
• Leading Indicator: Number of deals closed or promotions executed.
• Action Plan: Set up a CRM system, send targeted mailers, and monitor sales funnel metrics.

Continuous Improvement

It’s essential to review and learn from each Rock. Ask questions like:

• Did we achieve our goal?
• What worked well, and what didn’t?
• How can we improve for next time?

By aligning your team around clear, measurable priorities and detailed action plans, you set your business on a path to scale effectively.

Managing Up: A Guide to Better Performance and Job Satisfaction

In today’s fast-paced and demanding work environments, the concept of “managing up” is more relevant than ever. Whether you’re reporting to a board, a CEO, or a demanding boss, mastering this skill can significantly impact your performance, job satisfaction, and overall career trajectory. Let’s dive into how you can effectively manage up and foster a productive relationship with your superiors.

Key Components of Managing Up

Managing up involves several critical elements that, when practiced, can lead to improved workplace dynamics and outcomes. Here are four main points to focus on:

1. Humility

Humility is perhaps the most underestimated yet crucial aspect of managing up. Jim Collins’ study on “Level 5 Leadership” highlights that humility, coupled with fierce resilience, are the top characteristics of successful leaders. Humility in the workplace means having a realistic view of your importance, being open to feedback, and maintaining the freedom from pride or arrogance. This mindset allows for better relationships with superiors and fosters a collaborative environment.

2. Clear Expectations

Establishing and maintaining clear expectations is fundamental. It’s not just the boss’s job to define roles and responsibilities; proactive communication is essential. Ensure that job descriptions are up-to-date, and don’t hesitate to request crucial conversations to clarify expectations. Taking the initiative in setting these parameters shows responsibility and dedication.

3. Deliver on Commitments

Consistently delivering on promises builds trust and credibility. Meeting targets, adhering to budgets, and completing projects on time are powerful ways to demonstrate your reliability. Even in challenging situations, maintaining a track record of achievement can mitigate differences in communication styles and leadership philosophies.

4. Effective Communication

Communication is the backbone of managing up. Building relationships through regular check-ins, casual lunches, or coffee meetings helps establish rapport. Being proactive in requesting one-on-ones and understanding your leader’s goals can significantly enhance your working relationship. Moreover, delivering feedback respectfully and celebrating their successes are vital aspects of effective communication.

Practical Tips for Managing Up

• Be a Servant Leader: Adopt a service-oriented mindset toward your superiors. This doesn’t mean being subservient but rather being willing to support and learn from them.
• Admit Mistakes: Acknowledging your errors demonstrates accountability and builds trust.
• Stay Open and Curious: Regardless of your success, maintain a learner’s attitude. This openness can lead to new opportunities and better relationships.
• Balance Pushback and Compliance: Knowing when to respectfully challenge decisions and when to follow through is key to managing up effectively.
• Set Boundaries: Communicate your limits clearly to ensure mutual understanding and respect.

An Open Letter to Bosses and Board Members

For leaders, understanding the dynamics of managing up from your direct reports’ perspective is equally important. Over-accountability can stifle openness and lead to underperformance. Balancing high accountability with psychological safety creates an environment where employees feel valued and motivated to contribute their best.

Listen to your team, celebrate their wins, and foster relationships through positive recognition. Being approachable and maintaining humility, even at the top, sets the tone for a healthy and productive workplace.

Conclusion

Managing up is not just about making your boss happy; it’s about creating a harmonious and efficient work environment that benefits everyone. By practicing humility, setting clear expectations, delivering on commitments, and communicating effectively, you can enhance your performance and job satisfaction. Stay curious, stay humble, and keep the lines of communication open. These principles will not only help you manage up but also enrich your professional life in the long run.

Effective Delegation: The Leadership Superpower You’re Not Using Enough

Delegation is one of the most underutilized tools in the leadership toolkit. Yet, it holds the power to significantly amplify your time, energy, and success. In this post, we’ll explore why leaders shy away from delegation, the benefits of doing it well, and a practical guide on how to delegate effectively.

Why Don’t Leaders Delegate?

1. Too Busy to Delegate
   Many leaders think, “I’ll delegate once I’ve sorted everything out myself.” But this mindset traps you in a cycle of overwork. The truth? Delegation should start now, not later.
2. “I Can Do It Better and Faster”
   This belief might seem logical, but it’s a long-term barrier to growth. By focusing only on what you can do better and faster, you limit your ability to scale and lead effectively.
3. Failed Attempts at Delegation
   Past experiences with unclear or incomplete delegation can discourage leaders. But as we’ll discuss, effective delegation is a skill that can be learned and refined.
4. Fear of Overwhelming Employees
   While it’s noble to want to protect your team, withholding responsibilities limits their growth. Effective delegation empowers employees and fosters long-term success.
5. Lack of Delegation Skills
   Many leaders simply don’t know how to delegate well. That’s what we aim to change in this post.
6. Budget Constraints
   Running a lean operation can make delegation seem like a luxury. However, hiring support—like an executive assistant—is often a strategic investment that pays off in time and efficiency.
7. Reluctance to Share Credit
   If you’re hesitant to delegate because you want sole recognition, consider Ronald Reagan’s wisdom: “There’s no limit to the amount of good you can accomplish if you don’t care who gets the credit.”
8. “I’m the Leader; I Need to Figure This Out”
   This mindset is a massive drain on time and energy. Effective delegation leverages the strengths of your team, making everyone more successful.

The Benefits of Delegation

1. Increased Productivity
   Delegating tasks allows you to focus on high-impact projects and move your business plan forward.
2. Employee Development
   Delegation helps team members grow in their roles, paving the way for succession planning and leadership development.
3. Focus on Your Strengths
   Delegating tasks outside your zone of genius lets you concentrate on areas where you excel.
4. Improved Time and Stress Management
   Delegation frees up your schedule, reduces overwhelm, and enables better work-life balance.
5. Strengthened Weaknesses
   By delegating tasks to those with complementary skills, you can address gaps in your capabilities.
6. Financial Gains
   Effective delegation drives business growth, leading to increased revenue and profitability.

How to Delegate Effectively

The key to successful delegation lies in clarity and follow-up. Here’s a step-by-step guide:

1. Tell, Show, Try, and Follow-Up

• Tell: Clearly explain the task, the desired outcome, and its importance.
• Show: Model how the task should be done, if applicable.
• Try: Let the employee take on the task, providing support as needed.
• Follow-up: Regularly check in to ensure progress and address challenges.

2. Use a Delegation Framework
   I’ve developed a template called the Transformational Leadership Delegation and Support PDF. It includes the following key elements:
   • Desired Result: Clearly define the outcome you want.
   • Purpose: Explain why the task is important.
   • Ideal Outcome: Describe what success looks like.
   • Success Criteria: Outline specific results and activities for success, including any dos and don’ts.
   • Support Plan: Specify how and when you will provide guidance and feedback.

   To request a free copy of this template, email me at rickh@ci4life.org.

3. Follow-Up Regularly
   Schedule one-on-ones to review delegated tasks, provide feedback, and offer additional support.

Recommended Reading

For further insights, check out Who Not How by Dan Sullivan and Ben Hardy. This book emphasizes the importance of asking, “Who can do this?” instead of “How can I do this?”—a mindset shift that is central to effective delegation.

Final Thoughts

Delegation isn’t just about offloading tasks; it’s about leveraging your team’s strengths to achieve greater success. By mastering the art of delegation, you can reduce stress, increase productivity, and focus on what truly matters. Start today and experience the transformative impact of effective delegation.

As we transition into the new year, many of us are reviewing the past year and setting goals for the months ahead. If you’re like me, you’re focusing on short-term, actionable 90-day goals instead of overwhelming year-long ambitions. Research consistently shows that breaking goals into smaller chunks increases focus, efficiency, and the likelihood of success. Today, I want to dive into a topic that’s critical for professionals: email management.

The Analogy: Your Brain as a Hard Drive

Think of your brain like a computer hard drive. When it becomes cluttered, performance slows, systems crash, and you struggle to install new “programs.” Similarly, when you use your email inbox as your task management system, your brain faces unnecessary stress, reduced concentration, and inefficiency. Just as a well-maintained hard drive runs smoother, a streamlined email management system can help you focus and be more productive.

The Impact of Poor Email Habits

Many professionals receive 50 to 150 emails daily. The natural tendency is to respond quickly, believing this demonstrates leadership and efficiency. However, research, such as Cal Newport’s findings in Deep Work, shows that constant task-switching—like checking emails frequently—is detrimental to focus, sleep, and overall productivity.

Here are some common challenges caused by poor email habits:

·       Stress from an overflowing inbox

·       Difficulty prioritizing tasks

·       Reduced ability to focus on long-term goals

By addressing these habits, you can free up mental bandwidth to concentrate on what truly matters.

The One-Touch Email Rule

One of the most effective techniques for managing your inbox is the “one-touch” rule. This principle encourages you to handle each email only once, using one of these actions:

1.     Delete: If the email is irrelevant, remove it immediately.

2.     Quick Reply: Respond quickly if it takes less than two minutes.

3.     Delegate: Forward it to someone else who can handle the task.

4.     Schedule: If it requires more time, add it to your calendar or task management system.

5.     File: Save important emails in categorized folders for future reference.

Adopting this method prevents emails from piling up and eliminates the inefficiency of revisiting the same messages multiple times.

Time Blocking for Email Management

To maximize efficiency, consider time-blocking specific periods for checking and processing emails. For instance:

·       Dedicate 15-20 minutes in the morning to clear your inbox.

·       Schedule another session at midday or late afternoon.

·       Avoid checking emails outside these windows to stay focused on high-priority tasks.

Knowing you have a plan to handle emails reduces the temptation to constantly check your inbox.

Tools and Resources for Better Email Habits

If you’re ready to transform your approach to email, I recommend the following resources:

·       Getting Things Done: The Art of Stress-Free Productivity by David Allen: A classic guide to organizing tasks and managing workflows.

·       Deep Work by Cal Newport: Insights into achieving deep focus and avoiding distractions.

Additionally, consider using a planner to consolidate your tasks and priorities. I’ve developed a revised planner, based on feedback from over 400 coaching calls, designed to help professionals organize their schedules, prioritize effectively, and achieve goals with less stress.

Weekly Planning: The Key to Long-Term Success

Weekly planning is a game-changer. Set aside time each week to:

·       Review your 90-day goals.

·       Schedule quadrant-two activities (important but not urgent tasks, such as strategic planning or personal development).

·       Align your daily actions with your long-term objectives.

This habit ensures you’re proactively working on what matters most instead of being reactive to emails and meetings.

Closing Thoughts

As you enter the new year, reflect on how you can be more intentional with your time. Improved email management is just one step toward reducing stress and increasing productivity. By implementing the one-touch rule, time-blocking, and weekly planning, you can create a balanced, efficient workflow that supports your professional and personal goals.

Here’s to a year of exceeding your goals with less stress and more focus. Cheers to a productive and fulfilling new year!

Harnessing the Power of Positive Recognition to Drive Change

Positive recognition is a powerful tool for motivating employees and driving organizational change. By highlighting progress and celebrating achievements, leaders can inspire their teams to embrace new initiatives and improve performance. Today, we’ll explore how to use positive recognition effectively to help your employees achieve their goals, along with actionable strategies and real-world examples to apply these principles in your organization.

The Change Curve: Understanding Employee Reactions

When introducing change, such as new processes, technologies, or leadership strategies, employees often fall into three categories along a change bell curve:

1.     20% Enthusiasts: These individuals are excited about the change and see its potential immediately.

2.     60% Observers: This majority is neutral, waiting to see how the change unfolds.

3.     20% Naysayers: These employees resist the change, often voicing skepticism or concerns.

Leaders often focus on the naysayers, trying to win them over. However, a more effective strategy is to start with the enthusiasts. By recognizing and reinforcing their positive behaviors, you can influence the neutral majority and create momentum for the change. Eventually, this approach can either convert or isolate the naysayers, ensuring the change initiative succeeds.

Shine a Light on What You Want

Jack Welch, the renowned CEO of General Electric, once shared his secret to successful change management: “Shine a light on what you want.” This means publicly celebrating the behaviors, processes, and results that align with your vision. Here are some ways to apply this principle:

·       Feature high-performing teams in company newsletters.

·       Acknowledge individual contributions during team meetings.

·       Offer tangible rewards, such as bonuses or gifts, to those who exemplify desired behaviors.

For example, when implementing a new KPI tracking system, recognize employees who adopt the system quickly and effectively. Highlight their contributions in meetings or internal communications, inspiring others to follow suit.

The Power of Specific and Immediate Recognition

Generic praise like “Good job” lacks impact. Instead, make recognition:

·       Specific: Focus on concrete actions or achievements. For instance, “I appreciate how you’ve started tracking your leading indicators on the new performance board.”

·       Immediate: Acknowledge progress as soon as you observe it. This reinforces the desired behavior and encourages repetition.

This approach aligns with how we teach children to walk—celebrating even the smallest steps to motivate continued effort. Similarly, recognizing incremental improvements in the workplace can help employees stay motivated and engaged.

Tangible and Intangible Recognition

Recognition can be both tangible and intangible. Here are some examples:

·       Tangible Rewards: Cash bonuses, gift cards, extra time off, or team lunches.

·       Intangible Rewards: Public praise, one-on-one acknowledgment, opportunities for professional development, or flexible work arrangements.

Different employees value recognition differently. Some may prefer public acknowledgment, while others appreciate private conversations. Tailor your approach to suit individual preferences.

Implementing Positive Recognition in Your Organization

To make positive recognition a part of your leadership strategy, follow these steps:

1.     Identify Desired Behaviors: Determine the actions or results you want to encourage.

2.     Observe and Reinforce: Look for examples of these behaviors and acknowledge them immediately.

3.     Be Intentional: Plan how and when you will provide recognition. For example, during site visits, focus on observing specific improvements or new practices.

4.     Balance Recognition with Radical Candor: Combine positive feedback with honest, constructive criticism to foster growth and accountability.

A Real-World Example: Recognition in Action

At the Five Guys restaurant chain, employees receive daily feedback on metrics like cleanliness, customer service, and operational efficiency. This blend of positive recognition and radical candor helps maintain high standards while motivating staff to excel. For instance, praising an employee for maintaining a spotless dining area reinforces the importance of attention to detail and sets an example for others.

Key Takeaways

·       Focus on Positivity: Start with those embracing change and build momentum from there.

·       Catch People Doing Things Right: Recognize progress, not just outcomes.

·       Shine a Light on Success: Use both tangible and intangible rewards to highlight desired behaviors.

·       Be Specific and Immediate: Personalized, timely recognition is far more effective than generic praise.

·       Plan and Execute: Make positive recognition an intentional part of your leadership strategy.

By leveraging the power of positive recognition, you can drive meaningful change, improve employee morale, and achieve organizational goals with less stress and greater efficiency. Start today by identifying one behavior or initiative you want to reinforce and take action to recognize it. Continuous improvement starts with small steps, celebrated often.

Mid-year or year-end performance reviews often bring up the need for challenging but essential conversations. These “crucial conversations” are pivotal for fostering growth, accountability, and improvement in any high-performance organization. Inspired by Kim Scott’s concept of radical candor, I’ve developed a practical six-step formula to navigate these conversations with both care and accountability.

Here’s how you can approach crucial conversations effectively and drive meaningful change.

Step 1: Start with Empathy

Begin by acknowledging the effort your colleague or employee has been putting in. Recognize their hard work and dedication. This sets a positive and respectful tone for the conversation.

Example:
“Rick, I see how hard you’ve been working recently. You’ve put in long hours, and it’s clear how much you care about delivering for your clients.”

Step 2: Recognize Specific Achievements

Rather than jumping straight into feedback, take a moment to highlight something specific they’ve done well. This adds authenticity and balance to the discussion.

Example:
“I especially appreciate how you’ve gone the extra mile in client care. Your attention to their needs has been outstanding.”

Step 3: Explain Your Motive

Share your why—the reason behind offering feedback. By expressing genuine care and a desire for their success, you build trust and open the door to improvement.

Example:
“I’m sharing this feedback because I want to see you thrive in your career. I care about your growth and believe this can help you take the next step.”

Step 4: Ask for Permission

Before diving into constructive feedback, ask if they’re open to hearing it. This small but significant gesture respects their autonomy and ensures they’re ready to engage.

Example:
“Would you mind if I share some feedback that I think could help you improve?”

Step 5: Deliver the Feedback

Now, it’s time to address the area for improvement. Be clear, concise, and focused. Stay constructive and maintain a tone of support.

Example:
“Rick, I need you to focus on accuracy in your work. While your dedication is clear, slowing down to reduce mistakes will make a big difference in delivering high-quality results.”

Follow this with a discussion. Encourage their input and ensure they understand the feedback.

Step 6: Stay Close

After the conversation, follow up. Recognize their efforts to improve and offer support. This step is crucial for building confidence and ensuring lasting change.

Example:
“When I see you implementing the feedback and making progress, I’ll be sure to acknowledge it. Let’s also check in regularly to see how things are going.”

Why This Approach Works

Jumping straight into critique without empathy, recognition, and a clear motive can leave people feeling defensive or demotivated. By following these six steps, you create a foundation of trust and respect, enabling the individual to embrace feedback and take meaningful action.

Crucial conversations don’t have to be daunting. With the right approach, they can become powerful tools for growth—for both the individual and the organization.

Pro Tip: Consider scheduling these discussions separately from formal performance reviews to ensure they receive the focus they deserve.

Continuous Improvement

Feedback is essential for growth, but how you deliver it makes all the difference. By mastering these six steps, you’ll foster a culture of trust, accountability, and continuous improvement.

Let’s keep striving for better communication and better results—together.

Cheers!

Mastering the Monthly Business Review: A Blueprint for Success

Welcome to the Continuous Improvement for Life blog! This week, I want to delve into a game-changing approach for business leaders: running an effective monthly business review. If done right, this meeting can drive focus, accountability, peer learning, and performance across your team.

Here’s the why behind this process: Monthly business reviews aren’t just about checking the box—they’re designed for peer accountability and learning. By creating an environment where team members present their metrics and action plans to their peers, you’ll enhance preparation, encourage strategic thinking, and foster collaboration.

Now, let’s talk about the how.

What Makes a 10/10 Monthly Business Review?

1. Structure Your KPIs with Clarity
   A stellar presentation should include:
   • One lagging KPI: A result-oriented metric like sales, uptime, or customer satisfaction.
   • Two or three leading KPIs: Predictive and controllable activities such as call volumes or client visits.

Present these KPIs in BATT format:

1. • Baseline: Past performance to compare against.
   • Actual: Current numbers.
   • Trend: Direction over time.
   • Target: Where you’re aiming.

This format eliminates ambiguity and makes progress (or lack thereof) immediately clear.

1. Celebrate Highlights
   Encourage presenters to share wins and positive developments. Whether it’s solving a client problem or receiving team support, this section fosters a culture of recognition and motivation.
2. Plan with Precision
   The most critical part of the presentation is the strategic action plan. This isn’t just about reporting what happened last month—it’s about showing thoughtful intent for the month ahead.
   • Include 5-8 clear objectives with actionable steps: who, what, and when.
   • Show how these actions align with KPIs, especially those underperforming.
3. Encourage Peer Feedback
   After each presentation, allocate two minutes for peers or leaders to share insights, learnings, or recognition. This step reinforces accountability and creates an opportunity for collaborative problem-solving.
4. Conclude with Leadership Insights
   Wrap up the meeting with input from senior leaders. Their 3-5 minutes of feedback can reinforce key behaviors, offer encouragement, and share organizational updates.

Key Tips for Leaders

As the meeting chair, your role is to:

• Keep it positive: Use the opportunity to reinforce desired behaviors and results. Public criticism is counterproductive—save critical coaching for one-on-ones.
• Be concise: Stick to timelines (e.g., 8 minutes per presentation, 2 minutes for feedback).
• Coach effectively: Provide guidance before and after the meeting to ensure presentations are polished and impactful.

Why It’s Worth Perfecting

Dialing in your monthly business review process pays dividends:

• Increased preparation: Team members will prepare all month to present effectively, leading to sharper strategic thinking.
• Time savings: Less micromanaging and fewer follow-ups.
• Enhanced engagement and focus: A well-structured meeting drives alignment and commitment.
• Better results: When your team owns their KPIs and plans, performance follows.

Final Thoughts

A well-executed monthly business review is more than a meeting—it’s a cornerstone of high-performance teams. By focusing on clarity, positivity, and accountability, you’ll transform a routine session into a powerful driver of success.

If you’d like support in implementing or refining this process, let’s connect!