Feedback the Toastmasters method

One of the key skills that we practice as Toastmasters is how to give people feedback on their performance.  Feedback happens at every single meeting, every single week for every single person.

We have a three step method for giving people feedback that is tried and true and builds people up rather than pulling them down.  It goes something like this -

1. Commend.  Start with telling people what they did right.  Focus on the positives of someones performance.  This way you build them up and they are receptive to receive the recommendation that you have for them.
2. Recommend.  Pick a oint or two (at very maximum three) and let the person know some tips on how they could do better next time.
3. Commend again.  Find other postive aspects of the person and build them up.  This way you leave people with a positive feeling and the person will know that the next time they will be treated the same way.

The great thing about this method is that it suits everyone no matter what level or how experienced they are.  So for new people you spend a lot of time looking at the positives and for the negatives you start with the surface issues and then build them up again at the end.

For people who have been in the game a bit longer you can focus more on the finer points of their performance and hone in on specific aspects.

Another great thing is that in a Toastmasters meeting you only ever have 2 to 3 minutes to comment on someones performance.  There is no time to spare and no time to waste your words.  So the feedback giver needs to be succinct in their approach and wise in their approach.

Cheerleaders - supporting the team.

One of the biggest and best things you can do to support and encouraqge your team is to tell others about how good they are.

This is what I call Cheerleading.  By cheerleading I mean that you as a manager and a leader stand on the sidelines and cheer on your team.  You don't jump into the game, you don't take over when things aren't going too well.  But what you do do is yell, scream, cheer and encourage on those people who are in the game.

And while you are cheering on your team you are telling everyone else just how great your team is and how much you think of them, how much you support them and the fact that you think that they are the best team in the whole wide world!

Cheer them on.  Wish them the best and help them achieve their best.  That is what cheerleading is all about.

(Source: flickr.com/photos/arbron)

Performance Appraisal Jargon - Demistyfied

Performance evaluation translations

A keen analyst: Thoroughly confused.

Accepts new job assignments willingly: Never finishes a job.

Active socially: Drinks heavily.

Alert to company developments: An office gossip.

Approaches difficult problems with logic: Finds someone else to do the job.

Average: Not too bright.

Bridge builder: Likes to compromise.

Character above reproach: Still one step ahead of the law.

Charismatic: No interest in any opinion but his own.

Competent: Is still able to get work done if supervisor helps.

Conscientious and careful: Scared.

Consults with co-workers often: Indecisive, confused, and clueless.

Consults with supervisor often: Very annoying.

Delegates responsibility effectively: Passes the buck well.

Demonstrates qualities of leadership: Has a loud voice.

Displays excellent intuitive judgement: Knows when to disappear.

Displays great dexterity and agility: Dodges and evades superiors well.

Enjoys job: Needs more to do.

Excels in sustaining concentration but avoids confrontations: Ignores everyone.

Excels in the effective application of skills: Makes a good cup of coffee.

Exceptionally well qualified: Has committed no major blunders to date.

Expresses self well: Can string two sentences together.

Gets along extremely well with superiors and subordinates alike: A coward.

Happy: Paid too much.

Hard worker: Usually does it the hard way.

Identifies major management problems: Complains a lot.

Indifferent to instruction: Knows more than superiors.

Internationally known: Likes to go to conferences and trade shows in Las Vegas.

Is well informed: Knows all office gossip and where all the skeletons are kept.

Inspires the cooperation of others: Gets everyone else to do the work.

Is unusually loyal: Wanted by no-one else.

Judgement is usually sound: Lucky.

Keen sense of humor: Knows lots of dirty jokes.

Keeps informed on business issues: Subscribes to Playboy and National Enquirer.

Listens well: Has no ideas of his own.

Maintains a high degree of participation: Comes to work on time.

Maintains professional attitude: A snob.

Meticulous in attention to detail: A nitpicker.

Mover and shaker: Favors steamroller tactics without regard for other opinions.

Not a desk person: Did not go to college.

Of great value to the organization: Turns in work on time.

Use all available resources: Takes office supplies home for personal use.

Quick thinking: Offers plausible excuses for errors.

Requires work-value attitudinal readjustment: Lazy and hard-headed.

Should go far: Please.

Slightly below average: Stupid.

Spends extra hours on the job: Miserable home life.

Stern disciplinarian: A real jerk.

Straightforward: Blunt and insensitive.

Strong adherence to principles: Stubborn.

Tactful in dealing with superiors: Knows when to keep mouth shut.

Takes advantage of every opportunity to progress: Buys drinks for superiors.

Takes pride in work: Conceited.

Unlimited potential: Will stick with us until retirement.

Uses resources well: Delegates everything.

Uses time effectively: Clock watcher.

Very creative: Finds 22 reasons to do anything except original work.

Visionary: Cannot handle paperwork or any project that lasts less than a week.

Well organized: Does too much busywork.

Will go far: Relative of management.

Willing to take calculated risks: Doesn’t mind spending someone else’s money.

Zealous attitude: Opinionated.

(From: BasicJokes.com via http://genuineevaluation.com/)

I think, therefore I am.... Managing your self

Here are two quotes from people I have spoken to in the last few days –

“I think I undervalue myself”, “I will only be happy with someone else when I am able to be happy with myself”.

While these two statements are related to different issues the base issue is still the same.  That is being comfortable with yourself and accepting yourself for who you are.  I struggle in this area and I am really critical of both myself and my performance.  I have had to develop methods for dealing with self-negativity and I happily share them with you here.

• Blog.  This is my primary method of keeping sane.  Oprah Winfrey for years promoted the idea of using a journal to record one’s thoughts and developments.  Well this is my journal and record of development.  It just happens to be completely open to the public. 
• Keep a record.  With my training for running I keep a diary of my sessions and track my development across the days, weeks and months.  I do this as well with my job.  In my desk is a folder where I keep important or rewarding documents across a year.  In my folder I have letters of affirmation, performance appraisal reports as well as other prompts.  Such prompts include pictures of famous people who inspire me and scenes from movies that speak to me (The Godfather being one of them).
• Hobbies.  One reason I enjoy running is that I have a challenge before me every day of the week.  On the days that I run I have a clear goal to achieve and on the days I am not running the goal is – NOT to run!

Those are the ‘hard’ systems I use.  I also engage in ‘soft’ systems as well.  One of those is the use of affirmations.  The internal conversations that you have with yourself can either propel you forward or ensure you stay stuck.  One affirmation that I highly recommend is by Zig Ziglar.  Here it is here - 

"I, ......................... am a person with integrity, a great attitude, and specific goals. I have a high energy level, am enthusiastic, and take pride in my appearance and what I do. I have a sense of humor, lots of faith, wisdom, and the vision and courage to use my talents effectively. 

I have character, and am a smart, talented person. My beliefs are strong, and I have a healthy self-image, a passion for what is right, and a solid hope for the future. I am an honest, sincere, and hard-working. I am tough, but fair and sensitive. I am disciplined, motivated, and focused. I am a good listener and am very patient. I am an encourager, a good-finder, and a forgiving person. I am caring, unselfish, and committed to doing the right thing.

I am family oriented, open minded, and an excellent communicator. I am a student, a teacher, and a self starter. I am obedient, loyal, responsible, and dependable. I have a servant's heart, am ambitious and a team player. I am personable, optimistic and organized. I am consistent, considerate, and resourceful.

I am intelligent, competent, persistent and creative. I am health conscious, balanced and clean. I am flexible, punctual and thrifty.

I am an honorable person who is truly grateful for the opportunity life has given me. These are the qualities of the winner I WAS BORN TO BE, and I fully intend to develop these marvelous qualities with which I have been entrusted by God.

Tonight I am going to sleep wonderfully well. I will dream powerful, positive dreams. I will awaken energized and refreshed, and tomorrow's going to be magnificent.

God, my family and my true friends love me no matter what!"

Feel free to change any bits that you don’t consider to be relevant to you.  You could also write your own affirmation that is more specific to you.

Recommended action steps –

1.       Start a journal or blog.

2.       Complete a healthy self assessment of yourself and start researching what development options are available for you to start to progress.

3.       Use affirmations.

4.       Read the book Linchpin by Seth Godin.

Reflections on performance appraisals

The end of the financial year is quickly coming up in us and now is the time to look at employees performance over the past 12 months.  Here are a few thoughts and musings that I have had on the subject -

1. Performance appraisals appraise performance.  It can be easy to confuse the two if you have an employee with whom you don't get along with or who may have ticked you off recently.  Ignore that and stick to tangible results.
2. Setting KPI's is better done in  the following year than in the current.  So much can change in the workplace over Christmas and New Years.  This is especially true in countries where it is the summer season at this time.  many workplaces close down and go on vacation at this time.  So it is a good idea to set performance targets after people have returned to work and you have a better idea of the landscape and upcoming expectations.
3. There are no limits on how many people exceed expectations.  If people are exceeding the performance targets set for them and are consistently doing well then tell them.  Don't place limits on how many people can be the star of the month.  Some people are driven by competition while many others are turned off by it. 
4. Appraise people on the tasks and goals you agreed on at the last meeting.  When reports understand what targets they are being judged on and against then that empowers them better to try and achieve.  Hidden goals or targets demotivate and reduce trust between the manager and the employee.
5. People are individuals.  Set individual goals and performance targets.  There can be team goals and strategies set in place but you still need to remember that people are individuals.  Individuals respond better than teams but teams are better at achieving bigger goals.
6. Reward, praise and motivate.   Great employees deserve to be told what a great job they are doing.  And more than that they need to be rewarded appropriately for the work they have done. 

There is no greater motivator than pure praise and reward.