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Is Your Job to Keep Others from Doing Theirs?
April 2, 2013Within any organization, you’ll find two categories of people.
First, you’ll be surrounded by a majority of co-workers who produce results.
Second, you’ll encounter a minority who believe their job is to keep the first group from doing theirs. These people resemble Barney Fife, the bumbling deputy who—when given a badge—overcompensated for his latent insecurities by flaunting his authority.
In the workplace, it’s always frustrating to be around insecure individuals who demonstrate the following characteristics:
- They know how, but not why. They’ve been given tasks to perform, but they cannot connect their work to the organization’s mission.
- They are inflexible and controlling. Too often, they resort to bullying. Their directives are intended to enforce compliance with arbitrary rules. They never ask, “What can I do to help you?”
- They fail to see the big picture. With blinders on, they focus on creating and enforcing rigid policies without considering the ripple effect upon teammates, upon other work processes and ultimately upon the customers we all serve.
Sometimes these villains are created by systemic breakdowns. More often, though, they are self-appointed. At various times, you’ll find them in every profession and in every department, including the following:
- Marketing and Communications. Communicators who believe they must control the message are naive and obsolete. In today’s 2.0 world, our job is not to stifle, censure or muzzle communications, but rather to join and influence conversations.
- Information Technology. Security of data will always be important. Some IT professionals, however, are so uncreative that they overlook what we can do with technology. Instead, they obsess over what they believe the rest of us must NOT do. Carried to an extreme, these IT curmudgeons would probably be happiest if we never turned on our computers, thereby avoiding the evils that lurk in cyberspace.
- Fundraising. In the nonprofit world, donations represent an essential form of revenue. A minority of fundraisers, though, can become so preoccupied with hitting their “sales targets” that they subconsciously believe the organization’s primary mission is to raise money. That mindset prompts them to see the work of others as orbiting around them and their mercenary endeavors.
- Human Resources. Why can’t HR professionals trust their colleagues to make good hiring decisions? I question policy makers who insist that only HR people are qualified to make job offers. In that spirit, why not require that all marriage proposals be made only through lawyers? After all, in both cases we’re dealing with legally-binding human relationships.
- Legal. The best way to work with lawyers is to understand they’re not trained to say, “Yes!” They look for risk and then advise clients using various shades of “No.” I value legal counsel in an advisory role, yet I wonder about a minority of legal experts who appoint themselves to be the final authority in the decision-making process.
- Finance. Money should always be viewed as a means to an end—a currency that helps an organization fulfill its mission. Accountants who fail to connect their work to the company’s mission tend to become enforcers and controllers (pun intended).
An organization’s success requires teamwork among a diverse, collaborative workforce. Only by working with—rather than against—each other will we produce results that will have a meaningful impact upon society.
As I see it, we have two options. We can either produce results, or we can obstruct the progress of those trying to get things done.
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Simple Is Best
March 25, 2013The smartest, most creative people I know are those who can communicate a complex concept in simple, everyday terms. As Albert Einstein said, “If you can’t explain it simply, you don’t understand it well enough.”
Meandering, pompous words are often strung together to mask a person’s ignorance. How refreshing, though, when crisp words are used in succinct sentences to convey the depth of a person’s understanding!
You cannot have clarity without brevity. Practice subtraction. Next time you’re struggling to articulate a difficult message, try tweeting it. I love the discipline of Twitter that requires us to distill ideas into 140 characters or less.
Think about these examples where important ideas are best expressed in a simple way:
- If you’re looking for a job, see if your mom understands what you’re saying in your resume and cover letter. If she doesn’t, odds are a prospective employer won’t either.
- If you’re trying to revitalize your job description, explain to your child what you do for a living. In a simple conversation, can you describe how your job benefits society?
- If you’re a graduate student, explain your research findings to your uncle at a family get-together. If he doesn’t understand what you’re saying, it’s likely others will not.
- If you’re a company spokesperson, can you explain the benefits of a corporate policy to a complete stranger? If you can’t, then don’t try doing so in a TV sound bite.
Always remember that simple and simplistic are not synonyms. Simplistic ideas represent shallow thinking. Simple ideas, on the other hand, have had the dross burned off so that only the pure, essential elements remain.
Simple is best, don’t you think?
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Why I Work Best with Childlike Adults
February 13, 2013The best places I’ve worked have been those where people approached work in a playful, childlike manner.
Unfortunately, I’ve also worked with stuffy, adult-like colleagues who made work a drudgery. They took themselves much too seriously.They mistakenly believed that work, by its very definition, must be onerous. Inevitably, they failed to produce memorable results.
I much prefer being with the creative, fun and productive people who spend their time “working” on meaningful projects. They are the ones who are destined to leave an indelible mark on this world.
They make a difference, in part, because they think and act like children. (Note: being childlike and childish are two very separate characteristics.)
The ideal workplace is populated with people who freely exhibit the following childlike virtues:
- Curious. Children are inquisitive and ask lots of questions. Answers to those questions spawn follow-up questions. The creative journey never ends.
- Creative. They inherently combine existing elements to form new patters. They punch through boredom by making good use of existing resources.
- Candid. A child will often speak the truth that others see but, in their adult-like manner, refuse to acknowledge. Remember, in Hans Christian Andersen’s classic story, it was a child who first pointed out the obvious: the emperor had no clothes.
- Simplistic. In my opinion, nothing kills natural growth and creative development more that complexity and bureaucracy. Simple ideas are usually the most durable.
- Playful. To a child, life is a game, an unfolding adventure of discovery, learning and exploration. The best games require strategy, mental alertness and commitment. Win or lose, a child always knows there are more games to play. The fun continues.
- Flexible. Children haven’t lived long enough to be deeply vested in the status quo. Seldom do they say, “But we’ve always done it this way.”
- Practical. A child always thinks about how something will directly affect him or her personally. They ask questions like, “What is this? What can I do with it? How does it affect me right now?”
I believe we should only hire and promote childlike people.
In fact, childlike people should never be confined just to the workplace. I always want to be surrounded by childlike family and friends whether I’m attending a social event, traveling on vacation or even attending church. Don’t forget that Jesus himself said (paraphrased), “Unless you become like a child, you will never reap life’s great rewards.
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The Impact We Have as Red Cross Communicators
October 4, 2012Each year I challenge myself to write measurable goals for my work as a Red Cross communicator.
I like being held accountable to produce measurable results. Yet I struggle to build metrics that measure the things that really matter. Sometimes we default to measuring process rather than impact because process is often easier to quantify. Albert Einstein once said, “Not everything that can be counted counts, and not everything that counts can be counted.”
The success of the Red Cross depends upon effective communications. I am privileged be part of a national team of Red Cross communicators who believe that our work really matters. My colleagues and I believe that because of our work…
- More money is raised.
- More health and safety programs are sold.
- More blood is donated.
- More volunteers draw deep satisfaction from their engagement with the organization, and they are eager to recommend volunteering at the Red Cross to their friends.
- More partner organizations (both government and non-government) find value and synergy in their relationship with the Red Cross.
- Red Cross services are more available and readily accessible to those needing help.
Results can be measured in a variety of ways. I want my work as a communicator to make a measurable difference in the success of the organization. More importantly, I want to have a meaningful impact in the lives of the people we serve.
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My Mission as a Red Cross Communicator
October 3, 2012Those who know me best know I’m wired to begin any project by asking “Why?”
Before I launch a major initiative, I must first understand the objective. Why am I doing this? What is my mission?
Before I spend time and energy working on specific tasks, I must first understand why the project itself is important. What are we trying to accomplish? What is our purpose?
Before I can effectively lead a communications team, I must first understand why my department exists. What is our mission? What purpose do we communicators serve? What is our raison d’être?
What is our mission?
Seriously, if we don’t have an answer, how we can’t expect others to value our work?
This summer I wrote a mission statement to serve as the cornerstone of our communications plan for the coming year. Here is the mission of the communications department of the Red Cross, Kansas City Region:
Mission of the Communications Department
We share information, tell stories and engage in conversations that inspire people to join the Red Cross in fulfilling its mission.
Mission of the American Red Cross
The American Red Cross prevents and alleviates human suffering in the face of emergencies by mobilizing the power of volunteers and the generosity of donors.
The mission of the Red Cross inspires me to be part of something bigger than myself.
The mission of my communications team focuses me on the important work we do as a Red Cross communicators. Our mission statement helps us to make good choices about how we should spend our time. It guides us as we invest the precious resources entrusted to the communications department.
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Two Guys Giving Birth to a Communications Plan
October 1, 2012During the past 18 months, a national reorganization has dramatically changed everything within the American Red Cross. Though it looks very different than it once did, the organization remains true to its mission and core values.
Those of us who are proud to work as Red Cross communicators have experienced significant shifts in our roles and responsibilities. To help us navigate these changes, my co-worker—Jamie Dierking—and I just completed a communications plan.
The planning process at times felt like giving birth (something I’ve never done), yet it was probably more valuable than the actual document itself. I’m reminded of what General Dwight D. Eisenhower said: “In preparing for battle I have always found that plans are useless, but planning is indispensable.”
Our planning process spanned several weeks, interrupted by deploying to a national disaster, responding to increased inquiries from the local news media and handling our everyday work in communications. Our process consisted of asking ourselves the following questions:
- Where do things currently stand? Following the reorganization, what is our niche? Answering those questions resulted in the creation of the situation analysis portion of the plan.
- Why does our department exist? What real purpose do we serve within the Red Cross? As we articulated those answers, our mission statement came into much better focus.
- What impact do we really have? What difference do we make in the overall success of the organization? Answering those questions helped us form our vision statement.
- What do we actually do? As the dust settles after the national reorganization, what is our role? Also, what do we no longer do that we once did?
- What are our internal strengths and weaknesses? Externally, what opportunities await us, and what threats confront us? Although not included in the final document, four separate SWOT charts were developed for a) the communications department in general and then for our roles in b) media relations, c) disaster public affairs and d) social engagement.
- Having thought through all of this, what are we actually going to do? What do we intend to achieve during the coming year? What is our plan of action for media relations? For disaster public affairs? For social engagement? Within each of these categories we developed specific goals.
We fully understand that our work must focus on creating content and producing results. Because this is a transitional year, however, many of the items contained in the plan focus on process rather than outcomes.
Above all, though, we know that our ultimate goal as communicators is to continue making a significant difference in the success of the Red Cross. We are eager to continue doing that.
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Things I Hope Never to See (Again) in a PowerPoint
July 15, 2012Recently I awoke from a long afternoon nap. Rubbing the sleep from my eyes, I looked around and realized I was in a conference room with other people.
At the other end of the room was a laptop, a projector and a screen. On the screen I saw a sleep-inducing PowerPoint that served as the teleprompter for a presenter who spoke in a monotonous, soothing and hypnotic voice.
Hoping no one noticed my return from a soporific state, I reached for my pen and tried to give the impression I was taking notes. Instead, I found myself making a list of things I hope to never again see in a PowerPoint presentation. Here’s what I came up with:
- More than six words per slide. PowerPoint should be the backdrop against which the “actor” performs. With more than six words on a slide, it’s too easy for a speaker to use it as a teleprompter and read from a prepared script.
- Cheesy images or clip art. Not every slide needs artwork. If in doubt, leave it out. Less is more, and I appreciate simplicity.
- Spreadsheets or tables. Some business people do not realize that PowerPoint and Excel are actually two different Microsoft Office products. For me, a spreadsheet projected onto a screen never works. Never.
- Fancy slide transitions. The purpose of cute transitions is simply to wake up an audience, alerting them that a new (and hopefully more interesting) slide is coming. If the presentation is designed correctly in the first place, elaborate transitions are merely distractions.
- Hyperlinks. Really? If I can’t click on them, don’t show them to me.
- Bullet points. Here’s an idea: take each bullet point and make a separate slide for each. Then move more quickly from slide to slide.
Somewhere right now, someone is preparing a PowerPoint presentation that I must endure in the coming days or weeks. If I could give that person only one bit of advice, it would be this: Please, please read Garr Reynold‘s book Presentation Zen.
The book gives practical advice on reaching an audience through simplicity and storytelling. Now in its second edition, the book is available in both paper and digital formats. I own both, so next time I’m incarcerated by another boring PowerPoint presentation, I can make good use of that time and re-read Presentation Zen on my iPad.
Three Reasons Why I Write News Releases
July 8, 2012In my career as a corporate communicator, I’ve written hundreds of news releases. My reasons for writing those releases fall into three categories:
- I have something newsworthy to share. The only good reason to write a news release is because it contains actual news. That’s so basic that any further explanation would only be condescending to my esteemed communications colleagues.
- I need to recognize a donor or partner. In the nonprofit world, a donation will occasionally carry with it a high expectation for publicity. In such cases, it’s pretty easy to decipher the communicator’s motives for writing a news release. If the headline and first paragraph focus mostly on the donor, you can assume that donor recognition was the primary reason. Granted, many sizable donations have a significant impact in the community. That is inherently newsworthy and therefore deserving of a news release (which would automatically move it to my first category).
- I am too weary to fight internal politics. Entrenched within any organization, you will find someone who believes that his or her “cotton candy” fluff is newsworthy. (Actually, if you’re a communicator, that person will find you.) Perhaps they want recognition during a special month honoring their particular profession. Maybe they just feel good about what they do and want the world to know. Reluctantly, I’ll admit that on rare occasions I’ve taken the path of least resistance and written an insipid press release merely to pacify someone for political reasons.
Three Questions to Ask Up Front
Here are three questions that help me to focus on writing news releases that actually contain news. These are also good questions to ask at the beginning of any communications project.
- Who do we want to communicate with? If we don’t know who we are targeting then we should not be communicating. To speak to all is to speak to none. There is no such thing as the general public.
- Why do we want them to have this information? What do we want the target audience to do with the information we share? Is there a call to action? “Getting the word out” is a means to an end. Raising awareness is a process, not a goal.
- What is the best way to share this information with them? A news release is typically distributed through the traditional media—TV, radio or newspaper. Sometimes, though, social media can be a much more effective way to communicate with a target audience. At other times we might find it most effective to mail a letter, send an email or write a handwritten note. After all, a news release is not the only tool in a communicator’s toolbox.
By definition, a news release contains news. For good reason, it is not called a publicity release. Disseminating news is the only valid reason to write a news release. Doing so for any other reason compromises our integrity and relevance as professional communicators.
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Posted by Duane Hallock