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02.12.07
Leadership: Take Away Their Excuses
By Wally Bock
Excuses. If you're responsible for the performance of a group, you've heard excuses.
Your job is to get rid of those excuses. With excuses gone, the real slackers stand out from the crowd. Then you can concentrate on rewarding and supporting your producers. You can zero in on the slackers and offer them the choice of repentance and reform or documentation and departure.
There are two kinds of excuses. Some excuses grow out of the way that you assign work. They're really communications problems. And they're your problems because you're the boss. You need to communicate effectively so that your subordinates know what you want done and when.
Excuse: "I didn't know what you wanted."
You think your subordinate understands what you want them to do. But it turns out wrong. What happened? How can you prevent it?
Give clear instructions. That's easy to say, but hard to do.
You'll give better instructions if you give them in more than one way. You can tell people. You can write things down. You can use diagrams or charts. You can act things out or demonstrate.
Check for understanding. Ask your subordinate to tell you or show you what you want them to do. Correct any misunderstandings. Check again.
Then follow up on the job to see how things are being done. Remember that lots of small, early course corrections are easier than later, larger course corrections.
Excuse: "I didn't know it was that important."
You give your subordinate an assignment. It seems that he or she understands what to do. But then they spend their time on other things. You wanted them to do a task right away. They did something else instead.
We're back to communications again. Part of your job as leader is to set priorities for your people. Tell them what tasks are most important.
When you give out an assignment, tell people when you want the job done. Be specific. "Friday at 5 PM" is better than simply "Friday."
If it's a complex task, set milestones. Here's how it might work for a simple report. You might want to see a list of key points for a report done by Friday. The outline should be done by Tuesday. Next Friday the rough draft should be done. And all of that leads up to the final report which is due in two weeks.
Before you're done with assigning the work, check to see that your subordinate understands what is wanted and when. Check to see if they think it's reasonable.
Then follow up on the job to gauge progress. Send reminders if you need to. Review work along the way if that's appropriate.
Communications problems are one thing that can generate excuses. You can improve things by giving better directions, checking for understanding and following up to check on performance.
But sometimes what sounds like an excuse is actually reason for non-performance that doesn't have anything to do with willingness to work. To find out you have to dig deeper.
Excuse/Reason: "I don't know how to do it."
If your subordinate doesn't know how to do a job, you can't hold them accountable for it. So it's important to determine ability as early as possible.
Pay attention to training. If you know that your subordinate should be able to complete a job, but can't, devote some time to preparing him or her.
Continue reading this article.
About the Author:
Wally Bock has been a management consultant
for almost thirty years, specializing exclusively in the field
of http://www.groteconsulting.com/services/performance-
appraisal/index.asp
employee performance appraisal and management. Visit:
http://www.groteconsulting.com/
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