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More Great Questions to Improve Performance

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In an earlier post – Great Questions for Improving Performance through 121s I offered some questions that have worked well for me in 121s.

Well, here are some more.

  • What could you do which, done really well, would make a real difference to this organisation?
  • What do you need, from me, in order to help you to make your best contribution to the company?
  • What are the things for which I, and the organisation, should hold you accountable?  What should we expect from you?
  • How can we best use your knowledge, skills, passion and interest to help the company develop?
  • Who uses the outputs of your work?  What can you do to make sure that your outputs are well used?

Of course these questions can also work well outside of 121s.  The real point is that only when you start to explore questions like these with each member of your team will you really start to improve communication, teamwork and performance.

And of course the answers to the questions change continually as the business and its environment change – so this needs to be an ongoing and frequent dialogue.

This is the real work of coaching, development and performance management.

Great Questions for Improving Performance through 121s

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I recommend that you divide your 121s into three sections.
The first 10 minutes are for your team member to share what matters to them – but the second 10 minutes are yours.
The art of using this time well is to have some really well chosen and insightful questions.
Some of the questions that I think have been most effective for me are:

  • What else should I know about your work?
  • What would you like to tell me about this organisation?
  • Where do you see opportunities that we do not exploit?
  • Where do you see problems that we have not yet recognised?
  • What would you like to know from me about the organisation?
  • What do I do that you would like me to do more of?
  • What do I do that wastes your time without contributing to your effectiveness?
  • What would you like me to start doing?

Now some of these questions require that you have a pretty strong relationship already, so they are probably not for the very first 121 meetings. Wait until you have developed some rapport and trust.
It is important that you are prepared to listen to the answers and respond effectively.
If you are not prepared to act on the response to a question, or fully explain your reasons for not acting, then it is best not to ask the question.
Remember – this is a 121. It is not the Spanish Inquisition. You will probably not have time for more than 1 or 2 questions – especially if you are also using the 121 to give feedback and to coach (which you should be!). 121s are about regular, frequent conversations that allow you to cover ground over a prolonged period of time. So don’t rush it.

What questions have worked well for you in 121s?

More great questions here.

The Fat Cat, Improving Performance, Office Hours and 121s

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Office Hours

One of the bedrock management processes should be documented, 121 meetings, for 30 minutes every week, structured and planned well in advance with each and every direct report.

These save time and massively improve the quality of both the working and personal relationship as well as providing a platform for coaching, feedback, performance management and accountability.

In this article Paige Arnoff-Fenn learns a similar lesson. First she describes the scenario – a senior manager at work.

“He spends his entire day in meetings, walking between conference rooms or driving to his next appointment. He gets stopped in the hallways or gets messages through his Blackberry from his team to answer questions and make real-time decisions that keep their projects moving forward until he returns to his office after 5 p.m.

He eyeballs his e-mail throughout the day, multitasking in meetings, and checks voice mail during bio breaks, but he’s virtually never in his office during “normal business hours” whatever that even means anymore. There’s no “think time” to reflect and process information today, and we’re being inundated with more data and information than ever before.”

This manager decided to start holding ‘office hours’ for three hours each week.

He sent his team an e-mail to announce his plan and he arrived at his office at the scheduled time on the designated day. To his delight and surprise, members of his team stopped by all afternoon. Employees were thrilled to know they were guaranteed to find him sitting at his desk.

I have no doubt that the volume of e-mail from his team declined significantly. Because his team members perceive that he has power over them and their careers they find reasons to remind him that they are there and that they are doing good work – through his e-mail. If they know that they will get face to face time then this need to be ‘heard’ falls away.

Now I would not recommend a manager to implement ‘office hours’ in the way that this manager did it. I can imagine it being like a doctors waiting room when the office hours start. Or like a shoe shop on a busy day – please take a ticket and wait your turn. The lack of structure and purpose too would drive me mad. But with a little adjustment we would have a great system of 121s and a significant step towards becoming a high performing team would be taken.

If you would like to learn how to use 121s to improve performance in your team then please get in touch or attend one of our training sessions.

PS Take another look at the opening hours sign. Did you think that the Fat Cat was a Free House?

Are They Coachable?

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“Years ago, at the great Bolshoi Ballet, auditions for the troupe were conducted among 8 year old girls. That’s because it took ten years to become great. How did the auditions work? The teachers weren’t looking for the best dancers. They were looking for the dancers who took coaching the best. The rest would come with time.”

This from marketing guru Seth Godin’s blog is well worth a read.

Not that I agree with all of it. For example, challenging the coach’s credentials makes a lot of sense to me. It is a sure fire sign that the coach is advising (if your gonna tell me what I should be doing you had better be an expert) rather than coaching – which is a process that helps the learner to find their own path to improvement. Of course occasionally a coach might go into ‘prescriptive’ mode – but not often.

The quality we should be looking in people who will operate at the highest level is not ‘coachability’ but ‘learnability’. How good are they at learning? How curious are they? How much new stuff will they try? Will they try it for long enough to see if it really works. Will they learn something even if it is not made conveniently packaged in their ‘preferred learning style’?

It is this hunger for performance improvement that really gives the edge.

How do you recruit for it?

How do your management practices nurture it?

How do you model it?

How do you manage those who have lost it?

Lead me, follow me or get out of my way!

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David Greer is deputy CEO of Royal Dutch Shell’s Sakhalin Energy Investment Company. Now this is a business that is navigating tricky waters – and Mr Greer smartly recognised that staff motivation had taken a dip and needed lifting. A familiar problem to most managers.

So Mr Greer (or one of his staff perhaps) scans a copy of ‘Great Speeches from History’ and finds General Patton’s speech to the troops given the morning before the D-day landings. Here is some prose that will surely put the fire back in their bellies. With some careful updating and other contextual adjustments (including delivery via e-mail rather than face to face), a great, if derivative, motivational e-mail is sent to employees. It is soon recognised for what it is, leaked to the media, and Mr Greer’s problem is 10 times worse. Not only has he now got a de-motivated workforce – he has lost credibility into the bargain.
Most of the criticism that Mr Greer has attracted has been about his failure to find his own words.  His decision not to speak authentically – but to borrow from history.
I think this misses the point.
In modern businesses motivation and inspiration cannot come in the form of the occasional missive from the top.  It has to emerge from the day to day interactions of team members and managers who understand that they are doing something worthwhile. Something that matters.  Who respect and trust each other as members of the team.  Who stay in touch with the purpose and meaning of their endeavour.
In the words of Zig Ziglar:

‘People often say that motivation doesn’t last. Well, neither does bathing – that’s why we recommend it daily’.

If Mr Greer had presided over an organisation where every manager talked regularly with their team members about why the work mattered, about the importance of what they were doing, about what they as team members really wanted to achieve – his desperate clarion call from the Executive Suite may not have been necessary at all.