Handling Stress in the Office – ACCJ Workshop Wrap-Up

20150205_ACCJ_Stress_Workplace_Wrap-up_pdf

In February 2015, DELTANOMIX volunteered to deliver a workshop on “Handling Stress in the Office” to the American Chamber of Commerce in Japan.

Thank you to all workshop attendees for joining!

DELTANOMIX sincerely hopes that this workshop will help to successfully improve your stress management capabilities and resilience in order to maximize both your wellbeing and professional performance.

To download the Workshop Wrap-Up pdf document, click here or on the image at the top of this post.

Wrap-up pdf document table of content:

  • The impacts of a lasting exposure to stress  (page 4)
  • A simple practical definition of stress  (page 5)
  • Identifying the stress-related hazards  (page 6)
  • Overstressed: how to detect?  (page 7)
  • How to cope?  (pages 8-12)
  • Useful Resources and References  (page 13)

If you are interested in learning about the full workshop content, please contact deltanomix@gmail.com.

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Happy New Year 2015!!!

First of all, a Happy New Year 2015 to all our readers!!!

Looking back at 2014, there is only one figure to share: the Leader Syndrome blog posts have been consulted almost 6,500 times across the full year! The most frequently consulted post award goes to: Leadership and management styles: the “prêt-à-porter” collection and Setting objectives: better than SMART is SMARTER.

Thank you very much for your trust and interest. This is indeed a great testimony to DELTANOMIX’s effort in bringing quality posts addressing specific management and leadership challenges. Hopefully, the Leader Syndrome blog posts have helped all our readers one way or the other in their never-ending quest of becoming true global leaders who can shape a brighter future…

If no new post was released in 2014, it is because DELTANOMIX has focused on enriching the existing (rather long) posts by one-page pdf executive summaries allowing our busy readers to grasp the overall idea in a compressed, effective manner. So far, ten of those summaries have already been produced and are available at the top of their respective posts or also at www.slideshare.net/LeaderSyndrome.

Now looking at this new year ahead, priority will be threefold:

  1. Create the missing one-page pdf executive summaries for the remaining existing posts
  2. Engage in further knowledge and experience sharing through workshops and seminars
  3. Plan for some further added-value posts

Feel free to share any comments or ideas at deltanomix@gmail.com in order to improve further our content.

DELTANOMIX wishes everyone a successful year 2015 and hope that you will keep enjoying our blog posts!

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Leader Checkpoint: 9 simple -but not easy- questions

Leader Checkpoint Business Teams Self

“In strategy it is important to see distant things as if they were close and to take a distanced view of close things.”

 Miyamoto Musashi (宮本 武蔵), famous Japanese swordsman (~1584-1645) in “The Book of Five Rings” (五輪書)

Abstract:

The more businesses urgency increases, the more important it is for business leaders and managers to regularly step back and reflect on the 3 cornerstones supporting the development of an healthy organization: the understanding of the overall business environment and related company directions, the appreciation of the company teams situation and the alignment with one self as part of the management team. Answering the questions from this post is a first step that should help any leader to initiate a deeper thinking exercise when and where required.

Download a one-page executive summary here (PDF or JPEG format): Leader Checkpoint: 9 critical questions

DELTANOMIX LEADERSYNDROME - Leader Checkpoint

Concept:

As leaders and managers, growing a sustainable organization requires to constantly align the company business, the teams in charge of delivering on the company mission and oneself. If only two of these three cornerstones are in sync, disaster is very probably a matter of time…

More concretely, imagine the result for your company, your teams and/or yourself in the following misalignment cases:

  1. Alignment between Business environment and Self but unsynchronized with Team: As a manager, you are fully motivated and aware of what you have to deliver with which support, with a clear understanding of your company priorities under the given business context, but your teams do no longer understand the company strategy and do not follow on the required organizational changes; key staff attrition increases rapidly…
  2. Alignment between Team and Self but unsynchronized with Business environment: Under your leadership, your team has reached a high level of maturity leading to strong performance; you have supported its development leveraging with agility on your management strengths and expertise while continuing improving on your weaknesses and you have built a solid relationship based on trust and respect with your team members. Nonetheless neither you nor your team understand any more what the customers expect and how the company is trying to answer to those new needs…
  3. Alignment between Business environment and Team but unsynchronized with Self: Your company has just identified new trends changing the landscape of your industry and is preparing the necessary organization adjustment; your team gets clearly why a change is needed at that stage but you are already over-loaded and do not know whether you would have the ability to lead an organizational change at this stage while handling in parallel some personal difficulties…

In order to (re)initiate the thinking process on those 3 cornerstones, answer the 9 questions below in the “Practice” section. To some questions, answers may pop instantaneously whereas, to some others, you may stay perplex. In any case, note down your answers; they can be used later as a basis for a deeper study by yourself, with your teams, management or peers. Take the time to run this checkpoint exercise once or twice a year at least (at a time and in a place where you can focus).

Practice:

  • exercise 1: Reflect on your business
    • What makes your organization unique in the value it delivers to its customers?
    • How does your organization anticipate and answer to the forces (re)shaping your ecosystem?
    • As part of the management team, what does your company expect you to achieve to support its mission in both a short-term and long-term perspective?
  • exercise 2: Reflect on your teams
    • If you’d ask each of your staff to explain in 2 minutes what your company position and uniqueness are, as well as what the expectation regarding their individual and team contribution in supporting the company mission is, what would be the result?
    • If you had to rebuild from scratch your organization, which of your current employees would you ask to join, in which role and why?
    • How does the development plan set for your teams and their members match the individual trajectories?
  • exercise 3: Reflect on yourself
    • What are your top 3 personal and professional successes and failures over the past 12 months?
    • What is the “one thing” that you want to achieve personally and professionally over the next 3 months, 1 year, 3 years, 10 years and how?
    • What are the intrinsic or extrinsic conditions that could prevent you from aligning with your company objectives and with your teams?

So What?

From your business universe, your teams, yourself, taking time to grasp the context and to understand the situation at hands is what will allow you to set the relevant action plan to support the development of your organization, teams and self on the long run. Running regularly a simple 9-question self-reflection on your business, teams and self can help you to identify areas to study and discuss in deeper details as a next step.

Last Revision: 2015 March 28

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From a group of individuals to a performing team: navigating the Tuckman’s model

“Coming together is a beginning. Keeping together is progress. Working together is success.”

 Henry Ford, US industrialist and pioneer of the assembly-line production method (1863-1947)

Abstract:

Tuckman’s generic model of group development (proposed in 1965) suggests that, for a team to grow from a group of individuals to a performing team, 4 stages are necessary and inevitable: forming, storming, norming and performing. An ultimate phase (added in 1977), adjourning, closes the team development cycle. Being able to identify the current maturity stage of your teams will help you to deploy the relevant approach and strategies to develop them to the next stage till they reach a maximal performance level.

Concept:

Based on his research into the theory of group dynamics, Bruce Tuckman has proposed a model of group development that asserts that, for a team to grow, to handle and solve issues and to perform optimally, it will go through 4 stages called Forming – Storming – Norming – Performing. Following this last stage of high team maturity, it is very probable that the surrounding environment will bring new challenges requiring to transform the structure in place. The team development cycle will then be closed by an ultimate stage called Adjourning and a new cycle can start in order to build the new team that can tackle those changes.

Obviously, as a leader, it is your responsibility:

  • to understand in which stage your team operates,
  • to design the relevant strategies to develop your team till the Performing stage,
  • to follow-up on the execution of those strategies (including working on the necessary adjustments when and where required).

In the following paragraphs, you will find a description for each stage of the Tuckman’s model and, more importantly, a list of recommendations to help you manage your team within each stage. It is also strongly suggested to couple those recommendations with the use of the PDCA method in order to prevent from getting stuck at a given development stage, thanks to continuous incremental improvement efforts.

  1. Forming stage
    • Description:
      • In this first stage, the team is brought together. At that stage the team is more to be seen as a group of individuals than a real team.
      • Each individual will look at understanding his new environment (role, mission, challenges…) and will spend time getting to know his colleagues, avoiding conflict and building new relationships.
      • Because the relationship between each team members is usually not yet established at this stage (unless some employees were already working together previously), everybody will strive doing his best to achieve the tasks at hands in an independent manner.
    • Recommendations:
      • As a pre-requisite to the team constitution, the manager in charge of building the team must of course be clear on the goals for his team, the role it will play in the overall department mission and/or company strategy. In other words why is the team being built in a first place and what is it expected to achieve?
      • Then, the manager will have to be able to assess the progress of his newly-created team and identify how it performs against the objectives: this requires the definition of relevant metrics and Key Performance Indicators (KPI) that will serve as a dashboard. The manager must keep in mind that KPIs are only a tool to measure the progress; it cannot replace himself as the “pilot” in charge of the team and KPIs cannot be considered as objectives as such but are only a measure of the success in accomplishing the mission.
      • In parallel to a clear mission statement and metrics, the manager must reflect on the values and attitudes that he wants to promote within the team (encompassing but not limited to the corporate values, if existing). Which behaviours will be supported in the team and what are the ones to be banned?
      • On top of the above points, developing a common culture within the team will also require the manager to think about the “language” to use (vocabulary specific to the team / job /product), as well as the supporting practices and structure required to achieve the goals.
      • Ideally, the recruitment of talents for the team should not start before the manager has a precise idea of the above points. Moreover, once the team is formed, establishing a Team Charter summarizing the above points and sharing it with the team members is a possible means to set initial expectations. Running frequent team meetings is also key to set the right direction from the beginning.
      • The Forming stage is also the phase when the manager should spend quality time with each team member to understand who they are, to identify what makes them ticking, to see how they react to various situations and how they start interacting with their colleagues, peers, customers, providers… Getting to know personally each team member will help design appropriate individual objectives and team goals. It will also be of a great support during the Storming phase to adjust the leadership styles depending on the employee.
      • A “leader control” leadership style is usually more appropriate for this discovery stage. It is though important to give space to employees to know each other and to voice their first concerns if any.
  2. Storming stage
    • Description:
      • In a second phase, once the team members have got accustomed to their new manager, colleagues and work, the popping challenges or issues faced by the team will bring competing ideas or views on how to tackle them. In other words, every team member will try to position himself in the team, sometimes creating conflicts or raising divergences on how to handle the various situations at stake (from interaction and team rules definition, to management style expectation or also methods and practices to use by the team).
      • Team members will confront their ideas and opinions, using the relationships they have built in the Forming phase. This confrontation can be painful, especially for conflict-averse people, and even destructive for the team if not handled carefully by the manager in charge.
      • In the same way, this phase may come as a large source of stress for the manager in charge.
      • If not properly handled by the manager, the team may never leave this stage…
    • Recommendations:
      • Although a “Leader control” leadership style is more appropriate in this phase in order to keep things under control, the manager should also encourage the exchange of ideas in a constructive manner, arbitrating objectively each situation and focusing on what is required to be achieved by the team. Prohibited behaviours as defined in the Forming phase must be quickly reprimanded if surging.
      • Respect of the diversity in opinions and tolerance between team members is what will help the manager to get the best suggestions on the way to move forward while supporting the creation of the necessary bound within the team. For that purpose, the manager should focus on creating relevant team objectives that will foster collaboration (goals that require the unique knowledge and expertise of each single team members to be achieved), identifying possible quick wins.
      • In the same way, progress on the individuals objectives should be closely followed up through one-on-one meetings and goals should be adjusted to support both the employee’s personal development and the team’s one.
      • As an example, having the individual team members working as a team on the revision of the Team Charter to improve it based on the first observations is an activity that can help fostering a greater team spirit when well-controlled by the manager. A consultative decision-making style works the best for this type of team member synchronization exercise.
  3. Norming stage
    • Description:
      • If well handled, the result of a constructive Storming phase should naturally bring the team to a state where each team member is clear on their accountabilities, working methods, and way of interacting with each other.
      • The culture of the team has normally been embodied and the team members as well as their managers are fully synchronized, working in the same direction and focusing on delivering on the team objectives.
    • Recommendations:
      • At that stage, the manager of the team should put some more efforts on developing further every single employee through personalized plan.
      • Because the team is more mature, the manager can adopt an “employee control” leadership style, giving more space for the employees to improve the team further by themselves. For that purpose, the decision-making process within the team can progressively move toward a majority vote or consensus approach for organization-related matters.
      • Nonetheless, because the team is perfectly synchronized, the risk is to see the development of an over-consensus attitude aiming at keeping harmony at any price. Therefore, in this phase, the manager must still stimulate healthy debates and exchange of opinions (even if divergent) so that action plans to develop the team further can be created. Without that, the Performing stage may never be reached. Similarly too much uncertainty or poorly controlled conflicts during the Norming phase (for example due to high pressure conditions) may bring the team back in Storming…
  4. Performing stage
    • Description:
      • The team has reached the ultimate stage of maturity (actually very few teams will reach that stage); it can run independently with minimum supervision or input from the manager. Team members are fully competent and know perfectly how to handle routine; they can also tackle unexpected situations falling in the scope of the team responsibility.
      • As an image of a performing team, let’s get a refresh of what is a professional team handling a pit stop in Formula 1.
    • Recommendations:
      • The last duty for the manager in charge of the team will be to prepare for the future… If he is promoted thanks to his success in developing the team up to its highest maturity stage, it is then his responsibility to find the best successor and help the transition. If he stays as the head of the team, he needs to anticipate what may come and disrupt the current equilibrium (new technology, new mission, new product, new business landscape, new management…)
      • In both cases (a new manager or a disruptive context), the team will go through its last stage, adjourning, because the new conditions or environment will call for a revised structure starting again a new team development cycle at the Forming stage…

Practice:

  • exercise 1: Look at the various teams and departments within your company; in which stage of the Tuckman’s model are they now?
  • exercise 2: When you had started in your current role, in which development stage of the Tuckman’s model was your team operating? In which phase is it now? Which actions have you taken to navigate the team from one stage to the other?
  • exercise 3: Considering your current team, which further actions can you take to lead them to the Performing stage? In case your team has already reached the Performing stage, how are you preparing the future?

So What?

By considering the Tuckman’s model that divides the team development cycle in 5 stages: Forming – Storming – Norming – Performing – Adjourning and by identifying in which stage his team operates, the manager in charge can better define the type of strategy that is required to develop his team up to the highest level of maturity, synonym of high performance. While being clear on the objectives, values and KPIs during the norming stage, the manager needs to set the foundation to handle the difficult storming phase. Adapting to each individuals, promoting tolerance and open, constructive exchange of opinions while showing the direction as a leader should then allow the manager to move his team from the storming stage to the norming one. Having then all team members working aligned with the team mission should not prevent the manager to set higher expectations and identify areas of improvement to reach the performing stage. All team members have obviously an active role to play in moving the team to this high maturity stage. Finally, because most businesses and organizations are by nature volatile, subject to external moving conditions as well as internal change factors, the team will very probably need adjustment; it will be adjourned letting place to the creation of a new structure that will start a new cycle at the forming stage…

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One key rule for successful business interactions: be prepared!

Business Meeting Preparation

“By failing to prepare, you are preparing to fail.”

 Benjamin Franklin, author, printer, political theorist, politician, postmaster, scientist, musician, inventor, satirist, civic activist, statesman, and diplomat (1706-1790)

Abstract:

In sport, music, theater or many other disciplines, it is obvious that success strongly depends on the time spent preparing for the event itself. With no surprise, the same rule applies to business. In order to increase your chance of success, an efficient preparation should always include the following four components: Objective setting,  a thorough study of the Context for the expected event, Anticipation of what could go wrong and Rehearsal (OsCAR).

Download a one-page executive summary here (PDF or JPEG format): OsCAR for Successful Business Interactions

DELTANOMIX LEADERSYNDROME - OsCAR Business Interactions

Concept:

Looking at the players selected for the Olympic games or at the members of any well-known philharmonic orchestra, it is with no doubt that those high performers could reach this level of professionalism only through long hours of training, rehearsing and preparation. It is also obvious that their successes and performance are directly linked to the intensity and quality of their preparation work. In the same way, in an always more competitive business environment, becoming a champion requires a similar level of preparation, be it for giving or taking an interview, running a presentation in front of your board and your company shareholders, giving a demo to a strategic customer, negotiating a deal with a prospect, handling a difficult discussion with one of your team members, managing the triggering of your Business Continuity Plan during a crisis  and so on…

But more concretely, what does a preparation exercise bring to the table in the context of business interactions?

Among others, the following internal and external benefits can be identified:

  • synchronizing the understanding of a situation among various staff or teams which will allow to speak from a single voice once facing your external counterparts,
  • sharing/getting knowledge and increasing the subject matter expertise among the employees involved in the preparation meeting which will benefit your audience when running the real meeting,
  • getting exposed to various view points and learning to constructively debate and position within a group focusing on a common goal,
  • increasing the perception of professionalism for your contact when going through the official meeting or event,
  • gaining self-confidence and a feeling of control over the situation to come which will in return allow to decrease your level of stress and anxiety,
  •  bringing a level of comfort with the topic to discuss which will help to free up some cognitive resources to focus your attention on your interlocutor by improving your active listening ability…

What are the main rules for a powerful preparation?

  • Be conscious that running a preparation exercise is time-consuming, especially for key business events with many stakeholders involved. Make sure to book the necessary time in the schedule of all relevant parties long enough in advance, specifying the agenda for the preparation meeting using the OsCAR framework below,
  • The group of staff attending a preparation meeting may be larger than the group expected to join the real event. This mainly depends on the type of knowledge or information required to grasp the context of the event,
  • The recommended framework for a preparation meeting consists in four elements:
    1. Objective setting:
      • What do you want to achieve? (eg: convey a specific message during a presentation, get access to a decision-maker for a deal, understand the true motivation for a candidate to join your company…)
      • How will you specifically measure whether you have reached your goal? (eg: get a clear budget figure from your counterpart during  the meeting, get a specific appointment set as a next step, have your audience being able to summarize your message when asked…)
    2. Context study and understanding:
      • Who is your audience / interlocutor / counterpart? (background, existing relationship, area of expertise, personal interests, history, level of authority, level of influence…)
      • Why are they joining the meeting / presentation and what do they expect from it?
      • In case of meeting with a client or a prospect, what is the company business? What are their objectives?
      • What are the latest news about this company?
      • Who is their main competitors and how do they differentiate?
      • In case of existing relationship with your interlocutors, are they supporter, neutral or detractors? Are they satisfied with the product and related services?
      • What type of relationship do they entertain with the rest of your ecosystem (competition, providers…)?
      • You may add as many questions as necessary to get the best possible picture and understanding of the situation (or of the topic to present)…
    3. Anticipation of what could derail the course of the event:
      • List what could go wrong and review what the action course should be.
      • Which objections could you expect? How to handle those?
      • Review the 5 most realistic what-if scenario and prepare alternatives or answers.
    4. Rehearsal:
      • before starting your rehearsal, clarify the logistics (attendee list on your side, flow of the event, owner of the material preparation, set-up of the meeting room – power? internet? projector? microphone? … -)
      • depending on the type of event (one-on-one meeting, internal team presentation, client meeting, deal negotiation, external roadshow and demo…), you can of course use various methods for rehearsing: from standing alone in front of your mirror, to role-playing with colleagues or to go for a complete dry-run in the exact location of the event…
      • Obviously, the closer you get from the real conditions, the better!

Despite a thorough OsCAR preparation, things rarely go as per plan. Nonetheless, it is exactly because you have prepared with the relevant stakeholders that you will be in a better position to tackle any unexpected challenges. Being prepared will allow you to approach more openly, confidently and creatively those unavoidable surprises.

Practice:

  • exercise 1: Over the past 6 months, select the most important internal and external business interactions you had run and that had ended up successfully.
    • Describe what those two events were about and how it went?
    • How much have you prepared for each of those events?
    • What were the objectives and measure of success?
    • What was your level of stress and confidence when running each event?
    • Which image have you given to your interlocutor? How satisfied are you with it?
    • Could the outcome have been better? Why and how?
    • Could the result have been worse? Why and how?
    • If you had to do it again, what would you do differently in preparing for those events?
  • exercise 2: Over the past 6 months, select the most important internal and external business interactions you had run and that had failed.
    • Describe what those two events were about and how it went?
    • How much have you prepared for each of those events?
    • What were the objectives and measure of success?
    • What was your level of stress and confidence when running each event?
    • Which image have you given to your interlocutor? How satisfied are you with it?
    • Could the outcome have been better? Why and how?
    • Could the result have been worse? Why and how?
    • If you had to do it again, what would you do differently in preparing for those events?
  • exercise 3: Pick from your current to-do list the next key internal and external business interactions you will have to run. Use the OsCAR framework to prepare for those two interactions. Once the events are over, answer the same questions as the two exercises here above and compare the results. What do you conclude? Which actions will you take as a next step?

So What?

The art of running successful business interactions (from internal one-on-one discussions on one side of the spectrum to external strategic executive meetings and presentations on the other side) heavily relies on the science of preparation. While preparing allows you to gather the necessary information to get a clear picture on the situation, boost your knowledge and understanding of the topic at stake, share and discuss your views with the relevant internal stakeholders, it also gives you a better grip on what can be expected or what can go wrong during the course of the real event, thus making you ready to face the unexpected. Efficient preparation meetings can be based on a four-step approach (OsCAR): 1. confirm your goal and related measure of success (Objective setting) 2. study and analyze the situation and the background using all relevant sources and resources (Context) 3. identify the risks, objections or issues that can arise (Anticipation)  4. train through dry-run or role playing once the logistics is confirmed (Rehearsal). Using the OsCAR preparation framework should give you the peace of mind to join confidently any business interactions as well as provide you with the necessary resources to cope with the various challenges arising as your event progresses.

Last Revision: 2015 March 28

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