8 Steps to Success In the Workplace

These come from some notes I took from training in a past sales job right out of college.  It was direct marketing and I hated it, but the information I gained proved useful over the various jobs I would hold since.  Some of these are common sense, others require a bit of study to develop, and they are all open to your own interpretations.  They are as follows:

1. Have a great attitude:

Having a positive attitude and great enthusiasm will help you move products, make new clients, and build a bigger network.

2. Be on time:

Time is money, right?  If you are early, you are on time; if you are on time, you are late.  Arriving early allows you time to prepare and relax before a sales presentation, conducting a training session, or just to prepare for your work day.

3. Be prepared:

This means to be prepared mentally and physically.  Be proactive to plan your day and your future.  Make sure you are well rested and fed to have proper energy.

4. Work a full day (8 hours):

Work a full day, or as long as it takes to hit your goals or complete your work.  People notice hard work, just as they notice someone who cuts corners.  Just because your day is almost over, don’t cut short a sales pitch or from completing a project task when you know you could close the deal or finish the work.  A little extra effort can go a long way.

5. Work the territory:

Work your territory correctly by talking to everyone, seeking out any and all opportunities, and making sure you don’t leave any rock unturned.  If you are doing retail sales, understand the local demographics and what people like.  In direct marketing, learn about and connect with the local businesses.  If you work in an office, know your teammates and clients and what their expectations are.

6. Maintain a positive attitude:

Safeguard your attitude.  Remember that each NO you hear in sales brings you closer to a YES.  If you put in training requests at work and are told no, eventually, with persistence, you will get the approval.  If you go through several sales presentations, eventually you will get that yes.  You will go through many rough patches and become frustrated with customers, coworkers, and products.  An old saying goes, “Leave it all on the playing field.”  Never carry around a poor attitude, and definitely don’t wear it on your shoulder.

7. Know your role and purpose:

You should know why you are here and know what you are doing.  You should use the sales field or production environment, depending on your line of work, to your advantage to learn what it is you are doing (role) and why you are doing it (purpose).  Use it as your tool to learn the business, to define your goals, and to work towards those goals.

8. Take control:

Take control of situations, of customers, and of your future.  You alone can dictate your outcome.

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What is the different between crashing and fast tracking a project’s schedule?

Crashing and fast tracking are two techniques used to help get a project back on schedule in the event the schedule begins to slip.  When using either technique, you should know what your critical path is.

Crashing a project means to throw additional resources at the critical path.  If you have one person working on a 10 day task, you might throw one or two more people onto the task to help speed up its completion.  The risk is you may assign additional resources with limited tools to complete the task, keeping you from reaching a high level of efficiency.  With the scenario where you crash the schedule, you may be adding a resource to work 5 days, and only shorten the task completion by 2 days.  It is not the most efficient, but it is a tradeoff that sometimes is worth the risk.

Sometimes I like to think of crashing as what road construction crews seem to think they are doing.  You need to dig a hole but there is only enough room for two people to do it, but there always seems to be ten guys standing around waiting to help not sure of how to fit in.  In an effective scenario, think of when you were a child and had a party when your parents were not home.  You enlist your siblings and friends to help you clean.  You are crashing the activity with more resources to complete it faster.

Fast tracking is when you look at activities on a schedule that are normally done in sequential order and instead try to work on them in parallel.  You may only be able to partially work on them in parallel, but you are trying to save any time that you can.  An example is, you normally don’t create the solution until the design is completed.  When fast tracking, you may start the solution before the full design is completed.  You jump to the next phase before the current phase is completed.  Major risks include increased cost and possible rework later on.

A real-life example of fast tracking are the crazy morning drivers on their way to work that are drinking coffee, shaving, and reading the newspaper at the same time.  I find myself in the kitchen prepping breakfast running the coffee machine, the toaster, and the frying pan to cook some eggs and bacon; all simultaneously to cook my breakfast faster.

So in summary, the main difference is crashing a project involves adding resources to a single activity, and fast tracking involves working on sequential activities in parallel.

References

Marchewka, J. (2009). Information Technology Project Management (3rd Ed). John Wiley & Sons, Hoboken, NJ.

Retrieved from: 
http://articles.techrepublic.com.com/5100-10878_11-6144481.html

Retrieved from: 
http://office.microsoft.com/en-us/project-help/fast-track-tasks-to-shorten-your-project-schedule-HA010036399.aspx

Retrieved from: 
http://office.microsoft.com/en-us/project-help/about-project-crashing-shortening-a-project-schedule-HA010036416.aspx

Retrieved from: 
http://www.brighthub.com/office/project-management/articles/5055.aspx

The Project Environment

What all entails the Project Environment?

The project environment includes the physical space, and also the project culture.  Marchewka describes the environment as:

  • A place to call home: This includes having ample space and a home base for meeting as a team.
  • Technology:  This includes PCs, appropriate software, Internet access, e-mail, and phones.  You also want to assure that your team has the necessary collaboration tools for the team to communicate effectively.
  • Office supplies: Paper, pens, pencils, staplers, and other non-technology items.
  • Culture: Reflects the values and norms of the team.  One way to establish culture is through a team charter.  This should be created early in the project.  The charter will include expectations, roles, and steps for conflict resolution.

The main discussed goal of a project is to get the project completed within scope, cost and schedule; however, the ultimate goal is to make the customer happy.  To get there you must have an effective team that works well together.  The best way to work well together is to have a comfortable team environment.  It is the Project Managers responsibility to establish this environment.  Fostering a healthy team environment helps build team work.  Better team work helps to complete tasks, identify and mitigate risks, and provide motivation to follow the lead of the project manager.

 

References

Marchewka, J. (2009). Information Technology Project Management (3rd Ed). John Wiley & Sons, Hoboken, NJ.

Retrieved from: 
http://www.maxwideman.com/papers/projenviron/intro.htm

Retrieved from: 
http://www.allbestarticles.com/business/customer-service/pmo-support-pmbok-and-the-importance-of-project-management-support.html

Retrieved from: http://edis.ifas.ufl.edu/hr018

If Your Company Was Run By: Guns N’ Roses

Have you ever wondered what it would be like if your company was run by legendary rock band, Guns N’ Roses?  How would the company function?  What would the culture be like?

Culture:

It’s a rock n’ roll band, so of course you would have to expect there to be a wild and loud culture.  At the early onset of the company there might have been a lot of partying and an appetite for destruction, but once the stakes were realized and they fought through the lies everything would become more about the illusion of a business.  There would probably be a lot of parties thrown by employees, but they would have to be squeezed in between the boss’ many oddly timed work sessions that give another illusion of hard work.

Management:

Axl Rose is boss, everyone else works for him.  He may delegate some duties, such as the development and creation of his ideas, and also some supporting functions like who gets lunch, but he assumes total control.  He may be late to a lot of meetings or product releases, or he may not even show up at all, leaving employees and customers baffled alike.

Project Length:

The length of a project is unpredictable due to cost overruns, poor decision making and poor planning.  Some projects may seem easy, but they may take several years to be completed, frustrating their customers.  But no matter how long a project takes to complete, the customers are so intrigued, and also have been overly impressed by earlier products, that they will hang around and wait for it to be delivered.

Talent:

There would be a lot of turnover in the company.  The company would start with a few core guys involved in the creative and management direction.  But, after a while one guy would assume full control of the company, essentially forcing the other founding members out.  A few long time employees would stick by that remaining founding member, but there would be a lot of bad blood left from the former members of the company.

Human Resources would not have a lot of control over talent acquisition.  The boss would control this process only seeking out the best development talent available, sometimes going through several employees until the right fit was found.  The boss takes full advantage of ‘at will’ employment.

Employees would not be developed from within as training is not a high priority.  Axl expects those that are hired to already know what they are doing and to buy into his style of managing.

Methodologies:

The development processes would be very ad hoc.  No one seems to know what is going on except for the boss himself.  It is difficult to identify any specific methodology.  The development of projects would appear to those on the outside to be very chaotic and strung together in a very haphazard manner.

Since Axl brings in the best, he would rely on the talent that already exists with those employees.  The results would prove to be unpredictable.  At times it would seem like employees are not doing anything except telling people that they are about to do something big.

Costs:

Due to poor planning and decision making, as well as high employee turnover and highly talented replacements, costs are very high.   Most of the costs go into the ad hoc development processes, the search for new employees as old ones leave, and the cost of training those new employees on Axl’s methodologies.  A lot of money would be spent on the equipment to perform job tasks, always having the latest and greatest computers and other tech gadgets to try and remain relevant in the public eye.  This would be an area Axl would want to show off.

Conclusion:

While it might be a lot of fun from the start to work for Axl, in the end it may prove to be too frustrating for anyone’s professional goals.  Lasting a year would provide anyone with valuable experience on how not to run a business to their next place of work.  Many former employees would feel left out in the dark and develop a lot of frustration and anger towards Axl.  They might stick together and form other companies they may do fairly well, and they might say things they regret and later change their stories to try and reconcile and rejoin the company.

Force of Habit: How Stephen Strasburg and Tommy John Surgery Relate to Business Leaders

I recently read an article in ESPN the Magazine (04/02/2012) about Washington Nationals Pitcher, Stephen Strasburg, among others who have had Tommy John surgery.  The surgery was required due to a tear in the elbow.  The author, Lindsay Berra, investigated what causes so many injuries and how it has impacted the game of baseball in terms of games lost by injured pitchers as well as the monetary loss of pitchers sitting on the shelf unable to play the game.

Most of us can think of at least one other pitcher, besides Tommy John, who has had the surgery: Kerry Wood, A.J. Burnett, C.J. Wilson, and Christ Carpenter are some recent pitchers mentioned in the article.  It has become so common, and the surgery so successful, that when the injury occurs teams count on those pitchers to return to full strength in about 18 months’ time.  They do not typically worry about how much money they are wasting, and better yet, how they could work to prevent these injuries.

Why do they typically occur?  The two common factors mentioned by Berra are overuse of a pitchers arm, and poor form in their pitching stride.  “To throw a baseball properly, a pitcher must get into the right position at the right time with the right succession of movements, like dominoes falling.”  Greg Maddux is a provided example of someone who utilized technology to prolong their career.  Nolan Ryan even mentions using anything available to improve his motions to prolong his career.  Both pitchers had long, largly injury free, hall of fame worthy careers that lasted into their 40’s.

Lindsay Berra goes on to discuss how there are pitching coaches still stuck in their outdated thoughts of how they coach a pitcher.  In the major leagues the thought is, if it isn’t broken and the pitcher is winning games, don’t fix it.  Berra mentions that some of these coaches seem to refuse to accept technology as a tool for improving a pitchers form.

Technology exists that can record a pitchers motions and a trained specialist can review that motion and provide recommended solutions for the pitcher to correct those unnatural motions.  There are better ways and coaches still refuse to adapt to use them, even though they can save them time and money on the use of a pitcher.

What does this have to do with business?  A lot actually.  This is a perfect example of a common occurrence in the business world.  How many bosses, or even clients, have you worked with whose thought process seems so archaic?  How many projects have you been on that were perceived to be running smoothly with positive results only to see unexpected problems occur that derailed the project?  These are the bosses that refuse to change due to the force of existing habits, the comfort of what they already know.

Risk management can be a major issue often overlooked.  There is not always a proper assessment of potential risks, such as failed technology or unfortunate budget cuts.  Perhaps the risk is the customer demands a change to a project’s requirements but your development organization does not have a process or plan in place for such sudden circumstances.  Maybe there is new technology out there that could help you to do your job much better, but your boss or client does not want to fund new equipment.  Maybe you were unknowingly provided the wrong piece of technology for the job and you later discover, only after the project has run off course, that there was something more suitable that could have prevented the whole disaster.

There are several scenarios I could write about, but the point is that it can be frustrating to work on a project that only after problems occur do you realize there were better options.  Pitchers want to pitch so they won’t stop to question their coach, just as project employees won’t always question their boss’ tactics if things are currently running smoothly.

Baseball, like so many project organizations, could benefit from being more proactive.  The solution to continue with the old school way is only a short term fix.  The end result could potentially end a baseball career or a project.  A proactive and continued effort from the start could save the team or a company millions of dollars, as well as the lost time to injury or project risks.

Pitchers and coaches could use technology to improve the pitchers form, what could a project team do?  Project teams could reexamine the development model they are using; perhaps the old stove pipe model could finally be laid to rest.  This could lead to the use of process improvement efforts where current processes are reviewed and improved along with proper policing to ensure process is followed.

Pitchers who welcomed change, like Greg Maddux and Nolan Ryan (lets mention 42 year old Mariano Rivera and 49 year old Jamie Moyer as well), found ways to remain effective and successful for a long period of time and their names will stand the test of time in the baseball annals.  We could include Tommy John as well for being the namesake of the surgery that prolonged his career.

Managers who are progressive and welcome change, whom are not afraid of failure, and resist the temptation to slip into a comfort zone, are the leaders who will remain relevant for longer periods of time in the always changing world of technology and project development.

Past innovators like Benjamin Franklin, Thomas Edison, John D. Rockefeller, Conrad Hilton, Henry Ford, Ray Kroc, and the late Steve Jobs, to current leaders like Bill Gates, Oprah Winfrey, Richard Branson, Phil Knight, and Jeff Bezos.  They all took risks and accepted change in their culture without knowing the true outcome until it happened.

While they may be outside the scope of what you strive for, if you want to avoid the blow to the elbow and remain relevant, as well as show you can save your project time and money, avoid the comfort zone.  Avoid the force of habit.

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