What about the unexpected

This morning our electricity went off unexpectedly. Whilst it was off I was quite enjoying finding things that I was keen to do, that didn’t require power. After a couple of hours my “little voice” started interrupting me with thoughts like “How long will it be off?”, “Your cell phone battery is going to go flat.”, “I hope this isn’t one of those big problems that takes days to fix.”
Each time such a thought interrupted I reminded myself there was no point in worrying as it could come back on at anytime. 

And then it did. No warning, just the sounds of printers coming to life again.

Power interruptions are much like our lives. We don’t know when something big and disruptive is going to happen to rock our lives (personal or business). However when it does, as tough as it may be, we do cope: we rearrange our plans; we take on whatever has happened and we work with it. So what’s the point in worrying that something may happen?

And just as we don’t know when “not great” things may come out of the blue we also don’t know when wonderful, exciting, “great” things will appear without warning :-)

 

Let it be easy!

The story of the missing TV

A friend came for supper after we’d moved house. Whilst showing her around I mentioned that I wanted to sell my old TV and get a new small, flat screen one to fit into the bedroom. Shortly afterwards she received an e-flyer advertising a limited special on TVs from a well known store. She forwarded it to me pointing out the one that looked perfect for my needs. The price was excellent, less than half the normal price.

I noted that it was a limited offer and that one could go in store or order online. There are no stores close to me so I went online to see if I could still place an order.  I was thrilled when the order was accepted and I received confirmation of my payment. There had been an option for free delivery if you were prepared to wait a bit, I think it said 5 to 10 days. I opted for that.

Eight days later I emailed asking when delivery could be expected. No reply. The next day I called the online orders help desk but couldn’t get through. In trying to find help I landed up at the Customer Resolution Desk and was assured I’d be hearing from someone by the following morning. 

The following day, a Friday, there was a call around midday from the manager of the closest branch explaining that “the system had been down for two days” but he now had my query and a lady would be calling me to arrange delivery. That evening I received an automated response to my original query giving me a reference number and stating that they are "passionate about customer service". Then nothing.

Late on the Monday I landed up at the Customer Resolution Desk again. After many attempts from them to connect me with someone who would attend to my query I received a call the following evening from the admin lady at the branch who said “We can’t fulfill the order because the stock was finished the day the “clearance” started. We have checked with all the other branches and no one has stock left. We can’t give you a different TV because they cost more than you have paid.”

I explained, “That’s not acceptable. You took the order and my money and I now want a tv set. Please relay this to the branch manager and ask him to call me to tell me what he has sorted out.”

Two days later I was again talking to the Cust Res Dept. but this time I was asking for the name and number or email address of the MD/CEO. The information was given quite willingly all be it that it was for the wrong CEO. What a disconnect when staff don’t know who the “big boss” is.

After going round in circles with the switchboard I eventually emailed my issue to the CEO. I received a very prompt reply from him politely explaining that he was the wrong individual and redirecting my email to the correct CEO. Within one hour of that I had, had a call from the Regional Manager to say that a different TV would be supplied and checking I was okay with that and the admin lady had confirmed the delivery for the next day!

I was very happy with the outcome. The TV is working great. And I received calls from both the admin lady and the Regional Manager to check that it was received in good order.

I am not surprised that the problem got resolved once I escalated it to the top. I am sorry that I had to waste the time of two CEOs to achieve it. 

At the same time the second one is ultimately responsible for that being necessary. My experience exposed some serious flaws in the business, some in the IT systems and some in the people. One sees combinations of these same problems in many companies. 

• Why does the online ordering system allow the processing of orders it can’t fulfill?
• How can a paid up order lie in the system unfulfilled and unnoticed?
• Why does the help desk line not get answered?
• Is the Customer Resolution Desk able to achieve its purpose, add value?  
• Why is the branch manager handing off tricky cases to an admin person?
• Why does the branch manager not appreciate the value of customer service versus the cost price of one item?
• How empowered are the branches?
• Why do the staff not know who the CEO is? Would it make a difference if they did?
• How many other customers are having bad experiences which aren’t reaching the desk of the CEO but are reaching the ear of their friends or the pages of social media?

I don’t expect junior staff to have the authority to resolve all problems. What all staff do need is training to recognise legitimate issues and for them to be able to access appropriate support quickly. Middle managers need to be able to see big picture as well as deal with detail. They need to balance cost and risk, and be able to deal with potential conflict appropriately.

I spoke to many different staff members during the whole episode. Many were average, some had poor interpersonal skills and others stood out. When I wrote to the CEO I had included a compliment for one of the staff in the Cust Res Dept. It was clear that he had the intent to help, he communicated clearly and the first time I called he paid enough attention to hear my surname and find my order himself before I could give him the order number. There is potential which if given the right environment can flourish and make a difference. I hope he will go far in his work life.

Wherever you sit in your organisation are you able to deliver the very best service to your customers? Are your people able to deliver the very best? Are the systems and processes really working? Do they produce value? Is what has been designed on paper actually happening, or working, on the ground?

Where is the missing TV in your department?

No power, yay!

When our lives are upset by big changes we need time to vent, to rail against the unfairness of it. And then we need to move forward.

Loadshedding is one of those big changes that have turned our lives a bit upside down.

We’ve done plenty of moaning about Eskom and the Government that got us into this situation. Yes they stuffed up big time. And yes they haven’t really owned up to that. Things will eventually change because new power stations are coming on line as well as alternate contributors to the grid. All the complaining has possibly contributed to getting Eskom and the Government to take the situation seriously and make some changes. Now it is time to move forward.

Continuing to complain isn’t going to change the situation. Unless you are taking yourself off the grid completely you will be living with load shedding for another couple of years. So let’s stop wasting our energy on the venting phase and get onto moving forward.

There are three main steps for moving forward from any big change:

·         See the humour in it

·         Find the benefits

·         Make adjustments to align to the new reality

With respect to load shedding we have been seeing the humour for awhile. South Africans are generally very quick with that. I’m sure you’ve seen the one, "What did South Africa use before candles? Electricity."

And some companies are finding a way to make it work for them. "Blackouts? We'll introduce you to switched on candidates," apparently appears on a billboard for a recruitment agency.

Last weekend we had two nights in a row with no power from 6pm to 10.30pm. A friend messaged me on Whats App saying she quite enjoyed it as it “forced” her to relax. I asked on my personal FB page what advantages others perceive in being load shed, and someone commented on how beautiful the silence is without electrical background hum.

So with a view to moving ourselves forward what benefits can you find in being load shed? Get imaginative! Who can come up with the longest list?

Looking backwards

We frequently hear that we need to have a vision, that we should look ahead, keep our eye on the goal. But some years ago a wise person told me that we also have to look backwards.

Why look backwards?

Imagine you were sailing from Durban to Mauritius. That takes a few days on a cruise liner. As you leave Durban all you see in front of you is blue ocean. As you look forwards towards your goal of Mauritius it looks as though you are standing still. But if you look back towards Durban it is easy to see how first the harbour and then the Durban coastline gradually becomes smaller and smaller as you move away.

An occasional look backwards is important when the vision is a long distance one, when the goal takes a while to reach.

Many of us find ourselves in the middle of a change process. Perhaps our company is making changes yet again. Or maybe we are going through a transition in our own lives. Sometimes it feels as though we will never get to the end, that we will be in a permanent state of flux. It can be hard to stay motivated when the end looks far away. Looking back to see where we have come from allows a fresh perspective.

Last year I saw a performance of Athol Fugard’s “Master Harold and the Boys”. In this play set in 1950 Port Elizabeth, we see racism and bigotry play out in the interaction between a young boy and his mother’s employees. It reminded me of growing up in South Africa in the 70’s. It contrasted starkly with how I, my friends and my colleagues interact with people of all races nowadays.

As we left the theatre there was a family ahead of us with teenage daughters. I overheard them talking to their father. They were saying it was just a play and no one would have said those things in real life. Their father was trying to explain the realities of apartheid in that South Africa. He could look back and see a change. They only know the ‘new South Africa’.

This year I saw Bailey Snyman’s dance play “Moffie” which highlights the attitude to homosexuals in the SADF of the early 80’s. This coincided with the time most of my friends did their national service. Whilst there is still prejudice in 2012 we now have legal same sex marriages and much of society is more accepting of sexual preference.

And then a couple of weeks ago we went to a screening of “Searching for Sugar Man”, the film about Rodriguez (well worth seeing). As a teenager I remember listening over and over to my sister’s Cold Fact album and singing along to “I wonder”. The film flashes back to Cape Town in the late 70’s, showing its natural beauty, but also the obvious signs of apartheid like the “nie blanke” signs. There are also a few old news clips of protests and an SABC employee shows how the banned tracks on the LP were scratched to prevent them being played.

What all these films or plays had in common was that they made me look backwards. All this looking backwards created some perspective for me on where we are at in South Africa today. We still live in a most imperfect society but many things have changed for the better since the 50’s, 70’s and 80’s.

Occasionally looking backwards allows us to measure how far we have come, it encourages us that we are making progress and it inspires us to keep on moving forwards towards our goal.

In your own life have you been working towards something for quite awhile? Does it feel like you are always striving but perhaps not getting there?

Take a moment, look back, see how far you have come. Recognise your achievement. And then look ahead and move on.

Thoughts and pictures have power

A lot has been said and written about the London Olympics so I wasn’t going to say anything but there are just two wonderful stories from medal winners which I want to quickly share with you. They are fabulous examples of how we influence our own lives with our thoughts and drawings or scribbles.

 

“I want to say that I beat him. I want to go out there and beat the best. To be the best means racing the greatest that’s ever been.” said Chad le Clos prior to the Olympics. (I love his positive language and his focus.) About Phelps he said, "Ever since 2004 when he won six gold medals, he has been an inspiration and role model.” "I have all his major races on my computer, I think I have watched the 100m butterfly Beijing final, when he beat Cavic by 0.01 seconds, a million times. I have it in seven different languages."

Now years ago I was told if you want to be successful pick a person in your field that you admire, and feel what it is like to be them.

Here is what Chad said after he won the gold and beat Phelps, “I felt like him, swimming that last 50 I felt like I was Phelps,” “I always wanted to swim in an Olympic Games and I wanted to be like him.” It seems it worked for him!

And here is a story about the enormous power of putting your dreams and inspirations onto paper:  

The Right Timing

A client in a senior management position recently came to me for a couple of sessions after being over looked for a promotion. Her boss told her that although she was highly qualified and did very good work, she “didn’t make her presence felt” in meetings or workshops, so no one noticed her.

This client made excellent progress over her three sessions. In fact between her initial phone call to me and her first appointment, she had already experimented with speaking up in a meeting. She was so surprised that she could do it and at how well she was received!

After experiencing the fulfilment of being more involved and recognised, she said she wished she had come to see me years ago. I replied, “That may have been good but you also may not have been ready to make the small but necessary changes in yourself. We all grow when the timing is right.”

A couple of days ago a 20 year old, contemplating a choice between continuing their current studies or changing institutions, told me “staying where I am is safe, but I am feeling it is time for another big jump.” A lot of young people are more attuned than we perhaps were. They are ready to take brave leaps if we are supportive or simply get out of their way.

Have you experienced tackling a project where nothing seems to go right, no matter how hard you try? And perhaps you end up leaving it. Sometime later you pick it up and try again – and it all falls into place, almost effortlessly.

There are other times when the little clues tell you to do something but it feels scary and we argue ourselves out of it. If the plant doesn’t flower when the Spring conditions are just right, it may have to wait a full year to have another chance. Keep yourself open and alert to the opportunities and clues that come your way – people you meet, things you read, a word you hear. And when you feel that urge, be brave and go with it.

If we listen to our wisdom, whilst being open to opportunities, everything will happen, when it should – not too soon and not too late.

In a crisis you need that foundation

On the Sunday evening after New Year my husband and I felt like a meal out. I am always looking for new places to try so had a list ready with three close to us. The first was closed for the festive season but we found the second open and buzzing with about half the tables occupied.

After placing our order we realised that the majority of those at the tables were in fact waiting for take away orders. They seemed to be getting quite agitated. My husband had a view into the kitchen and could see the manager, perspiring heavily, trying to get the orders flowing.

As time went on there were more and more complaints which were met with apologies and excuses of being busy. As the wait for food got longer the waiters disappeared, to avoid dealing with the conflict. We eventually received our order, out of the blue, an hour later. The Thai food was lovely but the evening hadn’t been a good one.

By this time things had quietened down, all the take away people had left and the seated diners had been served. The young manager came out from the kitchen and started visiting each of the remaining tables. We could hear the conversations as he got closer to us. He profusely apologised to each one explaining it was busy and he couldn’t be everywhere so had prioritised being in the kitchen.

When he got to us I thanked him for his apology and suggested he needed to find an experienced restaurant manager to help him get on track. I pointed out that in fact the restaurant wasn’t really full when things started to fall apart. Blaming it on a busy night was ignoring the true problem. There simply wasn’t the correct foundation in place to cope with a reasonable amount of business.

The key components of leader-management had not been put into place:
• Implement systems & processes – who does what, where, when and how - roles, responsibilities, skills & procedures
• Develop a strong work culture – we work together for a common purpose even when the going gets tough and without supervision
• Connect effectively with people – we are loyal & supportive, communicate well and are comfortable to use our initiative

Because the manager hadn’t created that foundation, when the “crisis” came he had no team, he was on his own. As an individual he was willing, polite, hard working, responsible. All great qualities. But as a manager he was lost.
Where does the blame lie? Is it the young manager’s fault? I don’t think so. The responsibility lies with the restaurant owner. He or she hired someone with a good attitude but without the necessary skills and experience. Now they need to bring in support to teach him. And after a bit of theory most of that teaching needs to be on the job mentoring – understanding how to translate theory into practise.

Do you have situations like this in your workplace? How can you make it more effective and profitable, and still have fun?

An accident? Or intentional action?

Yesterday I was at a conference all day so only heard about the train "accident" in Blackheath on the radio whilst driving back.
Today I have read a number of articles about it on News24. If they have their information correct the taxi driver overtook a number of cars, drove on the wrong side of the road and ignored the barrier at the crossing.
This isn't an accident! It is reckless behaviour with a very high possibility of endangering self and others - which tragically is exactly what happened.

My children sometimes do something like place their glass on the floor while watching TV and then knock it over. They would often then say "Sorry, it was an accident." My response would be "No it isn't. An accident is bumping the glass when it is in the middle of a table. When you put the glass on the floor you made it highly likely that it would get knocked over by you or someone else."

We are far too quick to speak about things being accidental these days. If a young child walks into the road in front of a car it is an accident (and a lack of responsibility on the part of their caregiver). If an adult walks into the road, it is reckless and asking to get knocked over.

If we have the knowledge or experience to know the negative consequences of an action then we are responsible for those consequences, if we continue to take the action. It is not an accident.

This may sound like semantics but I think that at a deeper level we are constantly reducing personal responsibility by referring to bad consequences, that could have been avoided, as accidents.

Opposite of a Palindrome

PALINDROME (def): A word, line, verse, ... etc., reading the same backward as forward (So ... What is the opposite ?)


Now watch the video

Circles of Influence and Concern

Whilst at high school both my children have been members of group accident insurance schemes. The insurance covers the medical bills in the case of injuries whilst involved in any school activities. My daughter is now going to Tshwane University (TUT) and they don’t seem to have one. I think it would be excellent for all the tertiary institutions to offer these schemes as one cannot join as an individual member. Am I likely to be able to organize this at TUT?

It is fairly unlikely. It is a large organization. Their processing of student applications is already backlogged. It is quite challenging to get to speak to real people. I and my daughter are unknown to them….

Contrast this with the my daughter’s school where I have enjoyed ready access to the principal of her school, the executive head and many other staff members. I am on a first name basis with all of them. And I know how the system works.

At the school my circle of influence was large but at the varsity it is tiny. In both places I am concerned for the education & well being of my daughter and the related costs so the circle of concern remains fairly constant in size.

Circle of concern Circle of influence GAP

When at the school the circle of concern is only a little larger than my influence. At TUT the gap is huge. This is where frustration comes in. In most circumstances our circle of concern is greater that our circle of influence. The bigger the gap, the greater the frustration. If you are high up in a company your influence is generally pretty high. The further down the ladder you are the less your influence. The larger the organization, the higher up you have to be to have influence.

When I worked at middle management level in a 50-employee IT company I could walk into any of the directors’ offices and be heard and often make an impact on their decisions. When I moved to the same level position at SARS with 13000+ employees I could access a few senior managers and one or two executive heads, at a push, with a formal appointment.

I often meet people who are struggling with this – “I want them to do this”, “They should do the following”, “No-one listens to me”.

We are trying to exert influence over others. As a parent of a newborn one has influence almost as great as one’s concern. As the child grows the circle of influence shrinks. But the concern remains almost as great. Our influence over other family, friends or acquaintances may be even less, depending on how much they trust and respect us. The only place where we truly have really great influence is over ourselves.

The concept of these two circles is a Stephen Covey one. Understanding it puts us in a position to do something about it. We can either grow our circle of influence, reduce our circle of concern or accept the gap with less emotion.

In some places we can grow our influence by getting more involved, better known, contributing more. At the school I had that big circle of influence because we’d been there for five years, attended many functions, volunteered to assist at school expos and contributed actively via the parents’ association for the last three years.

We can reduce some of our concern for others by reminding ourselves that they have their own path to walk, their own lessons to learn. My daughter is now 18. Most of what she experiences or gains from her varsity years has to now become her responsibility (even though we are paying for it J). She has to start flying a little way from the nest, strengthening her wings for future long distance flight.

Sometimes we can do nothing to shift the gap from either side. Then we either keep on fighting because we feel so strongly or we can relax, accept it as it is, and save our energies for another situation.

So the next time you find yourself frustrated trying to make something happen, look at your circle of concern, compare it to your circle of influence, see if you can do anything to adjust the gap. And if not, decide whether it is a battle worth fighting or not.