Category: Management 101

Management fundamentals

How do you set achievable goals?

We all want to succeed, and we have been told so often that to win you need to set goals for yourself and your team. But many people fail to stay focused, or do not properly define what they are trying to achieve. Whether it is a New Year’s resolution, or a wish list from a team planning day, how many fail to bare fruit?   How do you set achievable goals that help you stay focused? How can you set a level of urgency on a goal, so you actually succeed? There is an art to this, but it is not complicated.

The SMART Goal method

We believe artfully crafted goals should be SMART. That is, contain attributes that are Specific, Measurable, Achievable, Relevant, and Time-bound. This is a well practiced method that really does work.   Like most things, how you start out is just as important as the journey itself. You do not build a house without a plan, and the same is true for goals. So how do you put the art into your SMART goals?

Working SMARTer

First, to make a goal specific it needs to clearly explain what you are trying to achieve. Vague goals go nowhere, so give precise details.   Also make them measurable so you can monitor progress.   If there are no clear numerical ways to measure success think imaginatively how you might monitor outcomes. Of course, goals will fail if they are not actually achievable. That is, do not set yourself up to fail, but also do not be afraid to aim for aspirational results, just keep it realistic.

Now a goal also needs to be relevant to you, or your teams’ mission, or it just diverts time and attention away from what is actually important. Always ask yourself how achieving a goal would contribute to either your own life (for personal goals), or teams success (for work goals). And finally, make them time-bound by including realistic end date.   Not setting this invites procrastination and a lack of urgency, meaning “someday” will become never.

How do you set achievable goals?

Let us explore an example of a poorly defined goal, and how you could reframe them to make them SMART. Say your goal was “To write a novel.” That is pretty vague and lacks any kind of specifics. You might think it is measurable because writing a novel means you have achieved it, but how do you measure progress? What sort of novel? How is it relevant to you? Is it a subject you know much about, or do you first need to learn or study something? When do you want to actually achieve your goal? There are no timeframes, which means goals like this often languish and are rarely achieved.

So, let’s say you wrote your goal down as, “I am going to write my 45,000-word autobiography in the next 12-months.” Now that is a SMART goal that you can focus on and break down into an actionable, achievable plan. “I am going to write my 45,000-word autobiography”, is specific. It precisely explains the goals details. It is measurable, 45,000 words divided up into 12 months = 3750 words a month (minimum). And it is achievable, 3750 words a month does not sound unreasonable. You clearly know the subject material, so it is relevant, being an autobiography.   And finally, it is time-bound with a 12-month deadline.

Putting goals into action

As shown in the above example, writing down goals using the SMART technique allows you to break these down into an actual plan to succeed. Knowing what it is you want to achieve provides the scope, how and who you will need identifies the effort or resources required. What to measure enables you to check progress. The time you set on your goal enables you to work backwards and define the schedule. SMART goals help you think about the steps, priorities, skills and resources, dependencies, and risks. That sounds like good project management!

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September 19, 2021
How to write effective work emails
Do’s and Don’ts of Business Email Writing
Thanks to ever evolving technology, there are numerous types of business communication available. However, learning how to write effective work emails remains a critical skill to have. Email is still the most widely used platform for businesses today.
While many of us write multiple emails a day, how do we know if they are hitting their mark? The subtleties of English grammar combined with the recipient’s interpretation of tone and emphasis often make email communications challenging.
By adopting the following recommendations, not only will you save yourself time writing emails, but you will improve readability and impact. You will also save the time of your recipient, and come across more professionally.

How to write effective work emails
Style, format, and email etiquette play equally important roles in creating the anatomy of professional emails.

1. Lead with a strong, relevant subject line
A strong subject line makes the most important first impression! A recipient will often decide on whether or not to actually open your email, based on its subject line. An attention-grabbing subject line can make your email stand out in a crowded inbox.
> Keep it simple and no-nonsense
> Write the subject line last after completing the email
> Do not exceed 6-8 words and use actionable words where possible (Some smartphones display only 35-44 characters of the subject line)
> It should be relevant to the contents, and a call to action – e.g. “Decision needed: Options for XYZ”
> Avoid using all caps

2. Start with a suitable greeting
Keep the greeting formal and short, and in line with the wording commonly used in your organisation. If you are on first name terms with the individual, use it! If more formality is the norm, then use the correct titles.
e.g.
Dear Mr. Brown
Dear Ms. Hill
Hi Derek,
If you are unsure of the gender, use their name, for example: Hello Alex,

3. Stay focused
Keep personal matters to a minimum (nothing beyond a line or two at most) and get to the point. If you know the recipients well, it is good to start with a friendly opening line to set the tone, such as “I hope this email finds you well”.
Time is crucial, so consider keeping the email concise and specific. Reduce rambling and unnecessary waffle that can dilute the purpose. In general, keep your emails to less than 200 words; it should require no more than 30-40 seconds to read. Refrain from using wordy phrases and lengthy sentences.

4. Organise the content
For longer emails, begin with an opening paragraph that summarises the contents in the email. If you must have a second paragraph for more detail, give it a sub-heading. As far as possible, number the points and present the information from most important to least important.
The ideal email format should consist of a greeting, followed by a short opening paragraph that dives directly into the main content and finally, a suitable closing line. If you have multiple points or options to make, use bullet points or numbering so that the reader can quickly find them.
e.g.
[Greeting]
[Short opening paragraph, 2-3 sentences]
[Content or options, using bullet points if necessary]
[Closing line or call to action]
[Sign-off]

5. Use professional language
Work emails are an excellent opportunity to present yourself as someone personable and respectful. Keep the language friendly and courteous but avoid becoming too casual and informal.
It is best to avoid:
> Slang or exclamation marks
> Cursive fonts that are difficult to read (Arial 11 pt or 12 pt are a good font of choice for work emails)
>Abbreviations, acronyms and text shorthand
> Using too many distracting bold fonts or colours
> Emojis; use these with care. If you know the person well and it is an informal communication a smiley face in the opening or closing line may be useful for setting the tone. However, never use them in a formal email setting.

Sign-off appropriately
You have now communicated your contents. The closing line leaves the last impression and will determine how your recipient will respond or if the recipient will respond at all (especially in the case of prospective customers).
You can use:
Regards
Kind regards
Yours sincerely
Warm wishes
Best wishes
Please sign off with your full name (even if you have exchanged several emails with the individual). You can also consider adding your contact information like your direct phone number and email address/alternate email addresses.

Common email mistakes
Let’s discuss some of the most common errors people tend to make while crafting business emails. Although some of these errors may seem trivial, they can ruin the overall impression and take away the impact.
> The language becomes too informal.
> Addressing the email with ‘To Whom It May Concern’ (using this phrase implies that you haven’t done your preparation. If you are unaware of the name, use phrases like ‘Dear Hiring Manager’ or ‘To the Consumer Affairs Department’).
> Being inattentive to your tone and language. Please keep in mind that you cannot communicate body language or eye contact through an email; your words have to communicate what you mean.
> Sending off the email without checking it for typos and mistakes. Even a single spelling error can spoil the impression.

Is Email the right channel?
At times, you may need to take a deep breath, dial, and speak directly to the other person instead of writing an email. While email communication is efficient and quick, it lacks the subtle nuances of voice tone, facial expressions and body language.
An audio or video call may be preferable to an email when it comes to:
> Making an apology to a customer, colleague, team member or supplier. Apologies are more effective when made over the phone as emails can sound impersonal.
> Explaining something complicated: It pays to have a real-time conversation that covers multiple points.
> Discussing something personal: Picking up the phone and making a call makes the other person feel prioritised. Email may not be sure for discussion of sensitive topics.

Final thoughts
Emails are a core tool for professional communication, but it’s important to adopt the right structure, format and business email etiquette at all times. Despite advances in technology, learning how to write effective work emails remains a critical skill to have. But avoid over communicating with email. Keep messages clear and brief, lead by a strong subject line. But remember, you might find that a discussion or explanation over the phone would be more effective for the topic, rather than sending an email in the first place.

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October 13, 2020
How to run an effective meeting

Did you know that there are more than 50 million meetings held daily all around the world? There is a good chance you are reading this on your way to or from a meeting! Do you find most meetings are dull or simply a waste of time? For organisations, unproductive meetings result in unresolved problems and lost productivity. The lost opportunity costs surely run in the billions, if not trillions. How to run an effective meeting seems to be becoming a lost art.
And what of the hit to staff morale? Employees feel overwhelmed by the sheer number of meetings that they are obliged to attend. Meetings were once considered as a powerful coordination tool for success. But nowadays most of us regard them as a necessary evil. And usually a waste of time. It’s time we all asked ourselves, “how do I run an effective meeting?”

First, what are the signs of an ineffective meeting?
Too many teams have meetings for the sake of having a meeting. The following are red flags indicating a meeting is likely to be a waste of time:

1. There is no meeting agenda
A big warning sign of a potentially unproductive meeting is the absence of an agenda. Read out the agenda at the start. Empower participants advise if things veer off track.
Therefore, the first step on how to run an effective meeting is the agenda. Well-structured agendas are the best foundation. Here is a few ABC’s of how to create a winning agenda:
a) Agenda – needs to have bullet pointed items and include sources of supporting information (or links to the relevant documents).
b) Be clear – Explain the purpose of each item on the agenda. For example, is the item for discussion, informational, or to decide something? Also be clear on the starting on time and place.
c) Control items – when important but unrelated topics come up for discussion, add them to a “parking lot”. This ensures they aren’t lost, but don’t create a meeting inside a meeting. These should be covered off separately, offline to this meeting. Any items that need further analysis are ‘parked’ there. This helps you keep to the allocated meeting times and duration.
d) Discuss relevant topics – Only discuss topics that are relevant to the participants present. Unrelated topics result in either disengagement, or wasted time.
2. Participants are disengaged or distracted
Quit the gadgets! If attendees are texting, emailing, or having their own side-conversations during meetings this needs to be stopped. As the leader, lay some ground rules before the meeting begins. For example, you can request team members to put phones in silent mode, or take urgent calls by excusing themselves first.
Spot a yawn? Try and make the meeting more interesting. Involve everyone, avoid lengthy monologues, and engage in fun team building activities. Allocate tasks evenly, rather than to a few individuals.
3. There are no meeting minutes or follow-ups
Meeting minutes are the summary of events that occurred during the meeting. These should include what was agreed. To keep the current meeting on track, read out the minutes of the last meeting, or get agreement that the last minutes captured were correct before you begin.
Minutes should include the venue, date and time, list of participants, topics discussed, and decisions made. These are circulated after the meeting to all attendees. Once the meeting is over, the summary of actions or follow-ups activities required. The meeting minutes are an important way to review progress and identify unresolved issues. They needs to be concise and to the point. Follow-up actions also need to include who is responsible (action owners) and when the activity is due.
4. Lack of Preparedness
How to run an effective meeting comes down to good preparation. When you send out the agenda, advise how each person should prepare. For example, if you need a report from someone as evidence for a meeting decision, let them know. Ask participants to advise you of any problems a few days before the meeting. Make sure you give them enough time to prepare. You need to be well prepared yourself.
5. Long-winded discussions without clear decisions
Meetings often involve lengthy discussions about the items without producing any clear outcome. Such meetings typically finish late, with people complaining about the waste of time. Complex topics like strategy discussions, are often unstructured and involve numerous points of view. These need to be run like decision-making exercises, with a clear objective.
So, how do you run effective, decision-making meetings?
> Stick to the agenda and discourage people from discussing “off track” topics.
> Allocate enough time so everyone can have their say. Allow no more than a few minutes each for closing remarks from participants.
> Insist on a decision before breaking up, unless there are pressing concerns that need to be resolved first.

6. Imbalance between passive and dominate participants
Dominant team members often monopolise meetings. This leads to other participants feeling bored, impatient, or frustrated. As the leader, make sure you politely move the discussion along, and allow everyone to contribute their inputs. Address passive (quiet) participants by name and encourage them to voice their opinion through direct questions.
As the leader make sure you are not the one dominating and doing all the talking! This will cause your team to clam up if they think you have already made up your mind. This will cause you to lose valuable inputs and insights from your team.
[Non-verbal cues are an important way to identify individuals who are open or closed to discussions. See our related article on body language for more information.]
Once the meeting is over, monitor that the team moves on with follow-up actions and decisions. This where the minutes come in useful, so everyone knows what is expected of them and things don’t get lost. Remember to circulate it soon after the meeting ends (typically within a day or two).

7. Wrong meeting participants
Only the people who need to be there, should be invited. It may sound pretty basic, but this is often overlooked. The other benefit of having a clear agenda is that it should be obvious who needs to attend. You can make non-essential people ‘optional attendees’ if there is information being covered that they may be of interested. But you can also cover this off by simply including them on the meeting minutes circulation.

Finally…
The art of how to run an effective meeting may have been lost by some, but you can rediscover it! A well-structured, well-planned and well-executed meeting is powerful thing. They promote new ideas, encourage feedback, strengthens relationships, resolves problems, and helps the organisation make timely and important decisions. Now that is the sort of meeting I don’t mind going to. How about you?
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October 5, 2020