Marion's Communication Tips

Hour of Power

Do you know when is your "hour of power"? You might not know when it is, because you don't realize what it is, so let's start there.

(PS: take a peek at my brand new "Hour of Power" webinars: http://www.marionspeaks.com/marions-products/webinars Invest one hour of your time, and I'll give you ways to change how you communicate, boost your work performance and increase the results you get.. Satisfaction guaranteed. Interested?)

"HOUR OF POWER" IS YOUR HIGH ENERGY TIME

The "hour of power" is the time of day when you feel most energetic, most alert, and most on your game. What's yours?

This time is different for everyone. For you, it might be early morning when you hop out of bed and right into action. Or maybe you prefer to ease into your day slowly and you feel more energized as the day wears on. Perhaps you catch your stride in the afternoon, and that's when you're really in the groove. Or maybe you're more an evening person and find yourself in high form in the after-dinner or late hours of the evening.

Still not sure what hour chimes your power? Then do this: think back to the past weeks. If this wasn't a typical week for you, pick the week before. What time of day did you find you were sharpest? When were you most productive, most organized, most roaring to go?

Need some more help to define your hour? Ask yourself this: when you're on holidays or during weekends, what's your natural circadian rhythm? When are you most powered up? When does your energy flow? Figure this out, and you have a key to great communication.

YOUR HOUR OF POWER IS THE TIME TO TACKLE YOUR TOUGHEST COMMUNICATION CHALLENGES

Now that you've defined your "hour of power", you're positioned to use that information strategically. Plan to work on your toughest communication challenges when you have the most energy. It makes imminent sense. It takes brain power to solve any type of problem, including communication ones. You'll be more likely to find the solutions when you're at your sharpest. The options will come to you more readily.

Likewise, it takes energy to demonstrate control. If you're dealing with a contentious issue, doing so when you have the most energy will increase your chances of using cautious restraint, thinking with a clear head and having a positive outcome. Thanks to your hour of power.

Now you know when you are most likely to best handle tough communications. Put the odds in your favor and use the "hour of power" to best help empower you. You've got the power, and now you know where to find and how to use it. Power on!

Comments about this article? Go one and post them on my blog at http://www.marionspeaks.com/_blog/Marions_Communication Tips

Until next time, here's to ...
Better communication, Better business, Better life,
Marion Grobb Finkelstein
COMMUNICATION CATALYST
Keynote Speaker / Corporate Trainer / Author
www.MarionSpeaks.com
Marion@MarionSpeaks.com
www.facebook.com/MarionSpeaks  

© 2011 Marion Grobb Finkelstein
WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE? You can, as long as you include this complete tagline with it: Communication specialist, author, professional speaker Marion Grobb Finkelstein teaches individuals and organizations across Canada and beyond, how to improve morale, confidence and productivity by changing how they communicate. Chat with her at www.facebook.com/MarionSpeaks and sign up for her FREE weekly "Marion's Communication Tips" at www.MarionSpeaks.com

This past weekend, I broke down and bought one of those "Roombas". If you're not familiar with this techno tool, allow me to explain. It's absolute magic for anyone who can't stand housework.  It's a round gadget, about a foot in diametre, that has little wheels and travels around a room automatically vaccumming everything in its path. It's absolutely great. Today, I vaccuummed while I wasn't even home!

As I watched this machine go to work, it was pretty obvious that it knew what it was doing. I soon felt comfortable enough to leave it on its own. A half hour later, the machine beeped that it had completed the room. At that point, I got up, checked the job, cleaned out the machine, then repeated it all over again in another room. Then it struck me and I chuckled at the parallels between this Roomba and how people communicate trust.

Do you manage employees? Supervise volunteers? Delegate to others? Then you know how important trust is. It's the foundation of relationships. Without trust, there is doubt, uncertainty, and untold stress. If you trust people, let them know it. But how? Here's some suggestions:

DELEGATE, DON'T MICRO-MANAGE . All professionals take pride in their work. That's why, whether you delegate or not, you want the end product to be of excellent quality. Sometimes, when we micro-manage, it's because we are coming from a place of fear. The temptation to control every minute detail is immense, because we care. The recipient of this micro-managing reads this behavior as mistrust. In addition, it's discouraging and demotivating to be under the thumb of someone. It allows no room to grow. It's much more productive that you delegate and then, let go.

COMMUNICATE PARAMETRES. If you're working with other people and counting on them to pull their load, make sure you clearlly communicate what you need and when... then leave the "how" up to the people implementing. That doesn't mean they have carte blanche -- it means they can use their creativity and expertise toward common goals.

KEEP ON COMMUNICATING. Build in milestones and checkpoints where you will be advised of the status. If possible, face to face updates are great. They can be formal or informal, depending on the complexity of the project and what you delegated. These milestone touchpoints will assure your comfort level that the task assigned is on track. Trusting someone doesn't mean that you relieve yourself from responsibility. Quite to the contrary. You're still responsible, so staying connected makes sense. Be connected, not crushing.

SUPPORT FROM AFAR. Once you've delegated, let the person know that you're accessible and then, make sure you're available when they need you. Support may come in various forms such as providing training, assuring adequate funding, and being available to provide guidance, approval and decisions. Assuming a hands-off approach doesn't mean abdicating your role as the lead; it means giving enough space for others to do their jobs without being suffocated. The space communicates trust. Being accessible communicates support.

If you want harmonious relationships, trusting -- and communicating that trust -- is essential. Assign the task, then let them go to work and do what they do best. If they "beep" and need your help, check on them and give them the support they need to get them going in the right direction. I'll remember these lessons every time I speak to a client on the subject of delegation ... and every time I use my Roomba. I hope these tips (including the one about the Roomba) help you too.

I'd love to hear your thoughts on how delegating effectively communicates trust. Just post your comments below: 

WHERE ON EARTH IS MARION? In addition to communication coaching and consulting, here's where I'm presenting in the next few months. If you're attending, let me know! Or if I'm coming to your area and your organization is interested in receiving communication training, just drop me a line at Marion@MarionSpeaks.com :   June 8, 2011: OMSSA (Ottawa, Ont) June 15, 2011: Vitalize (Edmonton, Alberta) July 27: IAAP Education Forum and Annual Meeting (Montreal, Quebec)

Until next time, here's to ...
Better communication, Better business, Better life!
Marion Grobb Finkelstein
Keynote Speaker / Corporate Trainer / Author

www.MarionSpeaks.com
Marion@MarionSpeaks.com
www.facebook.com/MarionSpeaks  

© 2011 Marion Grobb Finkelstein
WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE? You can, as long as you include this complete tagline with it: Communications expert, author, professional speaker Marion Grobb Finkelstein teaches individuals and organizations across Canada and beyond, how to improve their businesses and their lives by improving their communications. Chat with her Facebook www.facebook.com/MarionSpeaks  or sign up for her FREE weekly e-newsletter "Marion's Communication Tips" at www.MarionSpeaks.com

I often get emails from people asking some excellent communication-related questions. Many of you are likely wondering the same things, so I'll be responding to these questions from time to time via my "Marion's Communication Tips" enewsletter. If you have a question or communication challenge you'd like to share, drop me a line at Marion@MarionSpeaks.com and you might be featured in a future edition. (PS: I use first names only and always ask permission to use your story first. I also may take a few editing liberties to shorten the text). And now, on to this week's question ...

QUESTION: "Marion, your recent newsletter about (the importance of) response times brought a flood of instances to mind where I was less than prompt getting back to clients. I met with a client the other day -- 10 days after our initial contact. Files just pile up, not to mention having to act as team lead and fill in extra shifts while co-workers were on holiday. I find myself having to make excuses for why I haven't contacted people sooner. I suppose the right thing to do would have been to take a few minutes to let her know I hadn't forgotten about her."
Signed, Overwhelmed in Edmonton  

MARION'S RESPONSE:
Dear Overwhelmed, you are not alone. It seems everyone these days is expected to do more with less. The proverbial "fat" has been cut so severely in some organizations, that the powers that be have succeeded in cutting into muscle. It's difficult to live in an environment of increasing expectations and reduced resources. And this type of workplace defintely puts a strain on how we communicate. Stress always does. So here's some tips:

• MANAGE EXPECTATIONS -- BEGIN WITH YOURS. You can only do what you can do. Even the most organized and productive person has a breaking point. Know what your boundaries are and when you're approaching them, then tell yourself it's OK to admit that you're human. Set challenging and reasonable goals for yourself and allow yourself some breathing and "contingency" room to get things done.
• MANAGE EXPECTATIONS -- THEIRS. Once you know what your timelines and boundaries are, communicate that to the person waiting for your response. They might not like being told that you'll be getting back to them next week instead of tomorrow. They might even be upset and disappointed. Even this is better than them thinking you're responding tomorrow and them getting more angry by the day when you don't respond for a week. As difficult as it may be, explain the reality. No communication at all is a void, and if you don't fill it with information and expectation, the client will fill it with anxiety, anger and disappointment. And those emotions destroy relationships ... and business.
• MEET EXPECTATIONS -- BOTH OF YOURS. Now that you've set the expectations, make sure you meet them. When you say you're going to do something, do it. It's as simple as that. That's how you build credibility and distinguish yourself from the competition. Much better to have a client, colleague, boss or employee dealing with a realistic expectation and you meeting it, than just thinking you're not responding at all. It lowers the stress for both of you.

For the past month or so, I've been shopping for "just the right" couch. I finally found one last week. It was the right colour (well, OK, it's a tad darker than I'd like -- life is full of compromises, right?), the right size (maybe just a smidgen too large, though it still fits), the right price (hey, leather's expensive so a higher price is justifiable, isn't it?) ... and then the delivery date. What?! Eight to ten weeks? Are you kidding me?

At first, I couldn't believe the lengthy waiting period. We have already sold our old couches and are watching TV in the rec room downstairs while our upstairs family room is being renovated. As nostalgic as this "college dorm" look is, I wasn't planning on two and a half months of this. Then the salesman said something that made a lot of sense. He explained, "Most other furniture places will tell you they'll deliver in 6 to 8 weeks, but that's just not so. We tell people 8 to 10 weeks, because that's what it really is. And if you get it early, bonus."

He was absolutely right. Now I know that we'll be a couple months without our furniture and I'm planning on using that time to paint, refinish the floors, and choose accessories. In other words -- he communicated a realistic situation and managed my expectations. I, in turn, am grateful to him for being upfront. You can use this same technique with your clients and work mates. I think this approach sets that furniture company apart from many others. You can position yourself uniquely too, just by being upfront about managing expectations.

When you find yourself overwhelmed and simply unable to respond when you (or they) hoped, let the people know. You deserve to be relieved of undue stress and your client deserves an answer, if only to advise them when you'll respond in full. That's managing expectations, stress, and relationships. Allow yourself some breathing room and keep others up to date. Now, that's worth communicating.

WHERE ON EARTH IS MARION? In addition to communication coaching and consulting, here's where I'm presenting in the next few months. If you're attending, let me know! Or if I'm coming to your area and your organization is interested in receiving communication training, just drop me a line at Marion@MarionSpeaks.com :   June 8, 2011: OMSSA (Ottawa, Ont) June 15, 2011: Vitalize (Edmonton, Alberta) July 27: IAAP Education Forum and Annual Meeting (Montreal, Quebec)

Until next time, here's to ...
Better communication, Better business, Better life!
Marion Grobb Finkelstein
Keynote Speaker / Corporate Trainer / Author

www.MarionSpeaks.com
Marion@MarionSpeaks.com
www.facebook.com/MarionSpeaks  

© 2011 Marion Grobb Finkelstein
WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE? You can, as long as you include this complete tagline with it: Communications expert, author, professional speaker Marion Grobb Finkelstein teaches individuals and organizations across Canada and beyond, how to improve their businesses and their lives by improving their communications. Chat with her Facebook www.facebook.com/MarionSpeaks  or sign up for her FREE weekly e-newsletter "Marion's Communication Tips" at www.MarionSpeaks.com

When I was in university earning my Biz Admin degree, several decades ago (yeeks!), there was lots of speculation by the futurists and scholars about how much "spare time" we all would have in future years. Well, those future years are now here, and boy, did they have that one wrong. We're all busier than ever! And that makes communication even more challenging.

With technology, we're "plugged in" all the time. Expectations of response times have never been so high. We are being pulled in every direction and interrupted constantly with pings from our mobile devices, phone calls, social media and people knocking on our office doors with enquiries. Here's a tip that will serve you and the people you're working with:

COMM TIP: Batch, batch, batch

Batching like tasks together and doing them all at once is a HUGE time-saver. Research suggests that every time we are interrupted, it takes about 15 minutes for us to get our mind back to where we were. This greatly impacts productivity and adds to our stress levels. Batching helps to simplify that.

For the next week, try batching together your return phone calls, your email, your social media. Block off an appropriate amount of time to attack the pile and stay focused. Close your door if you need to. Turn off your email alert if you find it distracting. Stick a sign on your door "please do not disturb, meeting in progress". Resist the temptation to grab the phone or even to glance over and see who's calling. Stay on course.

Yes, there are exceptions to this approach -- and I'm not going to get into them right now. We're talking about creating a new approach to how you group your communication tasks so you have time to both respond AND to communicate proactively. So just for now, no free passes.

Here's another wonderful thing about batching: not only does it save you time and stress -- use it with your clients, colleagues and bosses and you will be saving them time and stress too!

• COMM TIP: Have "batch sessions" with your clients, colleagues and bosses ;o)

 

(PS: Yes, I see the humor in the above point and reference to "batch sessions". It's deliberate because, although communication challenges are no joking matter, maintaining a sense of humor is a strategy to handling stress -- it helps)

Batch together all the little questions you have and ask them all at once in one email, one phone call, or one visit. You will appear super organized and very respectful of other people's time. It's a great technique to earn a reputation of being professional and easy to work with... and (here's the best part) ... it will help YOU too. You can even ask them to do the same.

Making time for communications can be difficult. Using the "batch technique" will lighten your load just a bit and provide some relief. And when your thinking about activities to schedule and batch together, remember to take time to note all the communications you did right. So, what are you waiting for? Batch away!

Until next time, here's to ...
Positive communication,
Productive relationships,
Powerful results!
Marion Grobb Finkelstein
Keynote Speaker / Corporate Trainer / Author
www.MarionSpeaks.com
Marion@MarionSpeaks.com
www.facebook.com/MarionSpeaks  

© 2011 Marion Grobb Finkelstein
WANT TO USE THIS ARTICLE IN YOUR EZINE OR WEB SITE? You can, as long as you include this complete tagline with it: Communications expert, author, professional speaker Marion Grobb Finkelstein teaches individuals and organizations across Canada and beyond, how to improve their businesses and their lives by improving their communications. Chat with her Facebook www.facebook.com/MarionSpeaks  or sign up for her FREE weekly e-newsletter "Marion's Communication Tips" at www.MarionSpeaks.com

 

A friend of mine said something recently that was very insightful and I'd like to share it with you.

 

We'd been chatting and emailing each other about my article on "nayslayers". You may recall it - I was talking about people who are quick to rain on a parade and point out everything wrong with an idea, and slow to suggest something that could actually work instead. He emailed back to me a saying that popped into his head, "Ride the tide or get out of the boat". Thanks Mark, what an excellent suggestion!

 

The essence of the message is this: go along with an idea and row in the same direction as the leader. Trust. Support. Give it a shot. And if you can't do that, then get out of the way of those who want to (get out of the boat).

 

I'm reminded about a story I often tell during my presentations. It's about the geese I often see in our backyard and on the lake. When they fly, it's always in a "V" formation because it's aerodynamic to do so. All of them take turns being the lead goose and the others honk behind him or her -- and they honk loudly, let me tell you!

 

That honking used to somewhat irritate me until one day my sister Joan explained exactly why they do that. She told me that it's to encourage the head goose.

 

So here's the question: when you "honk", what do you say? Do you discourage the leader, the person who's taking the risk and sticking their neck out? Do you say everything you can to bring him or her down? Try to get the others in the flock to turn around and go in a different direction? Or do you shout, "way to go"? What are your communications saying?

 

Or are you remaining silent thinking that this is enough to show support? It's not. Leaders and teammates need to hear encouragement from their team members as much as team members need to hear it from their leaders.

 

Like geese and with time, each of us often gets a turn to lead the group. Sometimes, it's only then that we realize how important those "honks" can be.

 

Make sure that your "honks" are encouraging ones and "ride the tide" at least for a while. If you don't, at the next opportunity that goes swimming by, you just might find that you've missed the boat.  

 

PS:  Marion please offer any comments you may have about this article on www.facebook.com/MarionSpeaks -- looking forward to hearing from you!

 

Until next time,

Better communication, better business, better life,

Marion Grobb Finkelstein

Keynote Speaker / Corporate Trainer / Author

www.MarionSpeaks.com

Marion@MarionSpeaks.com