I recently received feedback that I am multitasking too much in meetings. The perception is that I am not engaged enough. This bothers me especially because multitasking during meetings has long been a pet peeve of my own. Therefore, I’m dedicating myself to fixing this. Here’s why:

A good leader serves their organization through active listening and full participation in meetings. To be a good leader, one really must be “in the moment”. Let’s compare and contrast the active listener with the multitasker in a meeting:

Jacob, the Multitasker:

Jacob is a rising star in the organization.  His seniors continue to give him demanding assignments and it seems he’s always juggling 100 tasks.  He enters each meeting, laptop in tow, blackberry out and bluetooth headset on.  He’s often late to the meeting and / or must leave early, because he has conflicting sessions.  As the dialogue progresses, he listens for keywords while he responds to email on the blackberry and, eventually, needs to pull out his laptop .  In the most pressing times, he’s even known to attend two meetings at once – on a teleconference with his bluetooth while attending another in person.

As the dialogue  progresses, it becomes clear to the team that Jacob has not been actively listening because he asks questions that were already answered.  At times, he’ll interject suggestions and comments based on a sentence or two he caught, but it seems disconnected from the broader topic.  The result is often a need for the group to rehash previous conversation and / or clarify the matter at hand for Jacob.  But Jacob does not care, he’s just “too busy” and expects this to be the response from his team and the broader organization – it’s only natural, because we’re all “so busy”.

Michael, the Active Listener:

In contrast to Jacob, Michael makes it a point to arrive on time, typically carrying only a notebook.  He urges the team to begin promptly.  He requests an agenda before each meeting and expects the team to stick to it.  The meeting coordinator often feels “under a spotlight” but knows they have his full attention.  On the very rare occasion when Michael must step out of a meeting and / or respond to messages in the middle of a discussion, the team is surprised and knows something serious must be up, so they pause, rather than repeating dialog following the distraction.

As the meeting progresses, Michael asks detailed questions on each slide and challenges the team’s assumptions.  Minute details they intended to glance over, Michael catches and asks for clarity.  Furthermore, Michael often repeats what he thinks he heard to ensure full comprehension.  Decisions made during meetings include a decision document. If decisions are not made during the meeting, a clear action plan is defined to achieve appropriate decisions.

Which meeting would you rather be in?  Which leader would you rather follow?  Which person is really leading through service?  I may not be as bad as Jacob, but it’s clear I have some work to do on this front.  I hope you will consider this issue for yourself, as well.

Questions: How does multitasking impact your team?

Just what you need – another formality, process or roadblock, right? Wrong! Used in the right manner, a decision document can be informal, help you break through processes and speed up your initiative. So what exactly is a decision document and when and how do you use one to your advantage? Hold on to your britches, we will go through an executive overview of this tool and I’ll provide a template for you at the end.

What is a Decision Document?

A decision document is a tool for capturing the status of a current program, project, initiative or other investment which has come to a fork in the road. Now, an important decision must be made and the team of decision makers needs to be aligned on what options exist, make a selection, document why the option was chosen and by whom, for future reference. Used properly, it is not a CYA solution but a tool for providing clarity, expediting alignment and removing barriers to success. A decision document…

• Aligns key stake holders on current status, a particular issue or challenge and options to consider
• Explains each option, the relevant benefits and risks
• Documents which decision is made, by whom and when
• Provides a record of accountability and drives support by decision makers

When Should a Decision Document Be Used?

There are many scenarios in which a decision document may be useful. Some examples include when the decision to be made is not clear to those who must make the decision. For example, if the project is very detailed or technical in nature but the investment decision goes to a very senior level of leadership not familiar with those details. Another scenario may be in a fast-paced project where the leadership have little time to dig into the details. Furthermore, highly regulated or sensitive environments such as food and drug industries or security matters may benefit from regular use of this tool. Of course, these documents can be useful in highly political or confrontational environments to ensure support and alignment is maintained throughout as well.

What are the Primary Components of a Decision Document?

Each decision document may have its own terminology. However, in essence each document should include the following primary sections:

1. Decision to be Made

In this section, describe the decision that must be made. This should be very clearly stated, but succinct. This is an executive brief of what recipients of the document are being asked to decide.

2. Current Status

This section must include the who, what, when and where of the situation requiring a decision. You should also provide the history of how you came to the issue at hand. While your decision-makers need to understand the background, this requires a careful balance of providing enough history without going into exhaustive and unnecessary details. A good litmus test for content to be included here is to simply ask yourself, “is this information relevant to the decision?” In other words, would knowing the piece of history or current status detail influence the decision maker one way or another? If the answer is yes, then it is relevant enough to be included.

3. Options

Be sure to capture all relevant decisions, with an emphasis on the relevant part. This section is not to list every possible variation anyone could ever dream up. Instead, list genuine options that the decision makers could consider selecting. Depending upon the nature of your particular environment, you may want to include a section of “excluded options”. In this case, you would briefly list options that were quickly ruled out and a short statement of explanation.

For each option, explain the option in detail first. Then, in bullet or similar quick-reference fashion, highlight the positives and negatives (I prefer the position of “Benefits” and “Risks”) of each option.

4. Recommendation

This is the recommendation of the team or individual submitting the decision document for consideration. It should include a reference back to the specific option being recommended (Option #1, 2 or 3…). In addition, the reasoning for this recommendation should be captured. For example, you should explain why the recommended option is better than others. Logic such as lowest overall risk or cost are obvious reasons. Others may include a balance of risk and costs or time sensitivity.

5. Decision

Here, you document the decision the team agreed to. If you’ve done your legwork prior to submission, you may anticipate the chosen option. In this case, you may want to document the chosen option (anticipated) when presenting the document for signatures / approvals.

6. Next Steps

Based on the decision being made, what actions must happen next? This may not be required in all cases, but it is often helpful in ensuring the right actions happen in a timely manner. In addition, key decisions that require documentation like this often stem from a problem and include lessons learned or opportunities to avoid a recurrence. This section may also be useful for capturing this information.

7. Sign Off

If deemed necessary, here the decision-makers physically sign the document. Most of the time though, a simple email confirming approval and alignment is sufficient form the individuals.

Decision Document Example Templates

Below is a sample template of a decision document following the above format. I’ve provided it in Microsoft Word 2003, 2007 and Adobe Acrobat formats:

• Word 2003 (and earlier)
• Word 2007+
• Adobe Acrobat

Question: Have you ever used a decision document? How did it help you and / or your team?

Stop and think about this for a moment: How much information does your organization keep on physical assets, such as office furniture, production equipment or technology assets? Most organizations have fairly advanced tracking systems, primarily for financial purposes, that reflect details such as:

1. Origin of purchase
2. Purchase value
3. Configuration
4. Years in service
5. Physical location
6. Remaining value
7. Other Details…

In short, virtually every detail that can be tracked on non-living assets, generally is tracked. It is documented thoroughly, reviewed frequently and rolled up in reports to leadership. Most importantly, it is generally updated at least on a quarterly basis. Can you say the same about your people?

This is a great point made by the promotional video above (I am not associated with this company, nor have have they paid me to advertise). I found it a great reminder to not only ensure we pursue the right HR processes and policies but that we provide these updates frequently and remain in constant communication with our team on their performance, feedback and opportunities. Many thanks to the great HR professional who introduced me to this video. The next time you’re reviewing asset reports, take it as a reminder to review equally comprehensive updates on your people.

Questions: Which is tracked better at your organization? Do you have tips for ensuring your employees are tracked and provided appropriate opportunities?

I’ve seen passion get a bad rap too often by being mislabeled as “emotion”. You’ve probably experienced it too. It may be in a budget meeting when funding is being debated and someone passionately voices their opinion. Or, it may be during cross-functional staffing assessments when one leader vehemently disagrees with another’s reflection on a person.

Passion

Whenever it occurs, passion reflects an individual’s commitment, strong opinions and dedication to their position. In other words, passion may be described as a person’s unwillingness to maintain their composure. With a particularly strong belief in the matter at hand, passion is often the byproduct of someone deeply engaged in serving their organization. Therefore, I believe passion is a great characteristic to have in your team members.

Emotion

In contrast, emotion often stems from a person’s inability to maintain their composure. This is not necessarily a bad thing, depending upon the circumstances. For example, someone receiving negative feedback in a performance review may reveal their disappointment in tears. In addition, frustration from an inability to effectively influence others often results in anger – too often in public settings. While unfortunate, the former emotional scenario is somewhat understandable and, particularly given the confidential nature, generally acceptable. In contrast, losing one’s temper as a result of their own ineffectiveness is not acceptable. Either way, because emotion is generally perceived as a reflections of one’s inability to control their reactions to given situations, emotion is generally considered negative characteristic.

Call me crazy (or passionate), but I want people on my team that believe deeply in those they serve and therefore may reflect their passion through strong words and actions. Yes, I want people on my team who have the ability to maintain their composure.  However, if someone is passionate enough about their commitment to serving a person or group and therefore not willing to maintain their composure all the time, I’m okay with that. Provided, of course, they know when those right times are.

Question: Have you seen passion confused for emotion? Do you like having passionate people on your team?

Leaders Who Cry Wolf May Leave Their Flock to be Eaten

As the story goes a child shepherd, seeking attention, cries false alarms of “Wolf! Wolf!” on several occasions.  Over time, the townspeople and neighbors learn to ignore his cries and soon, stop responding at all.  As a result, when a wolf really does come and the boy shouts for help again, he’s left to fend for himself.  The wolf eats the flock and, in some versions, even eats the boy.  This tale offers wisdom to us in a business context as well.

Have you ever seen someone jump from fire drill to fire drill because their boss believed every issue was a crisis?  Often, this stems from the culture of the organization and the overreaction is simply passed down the chain of command.  Regardless of their source, constant fire drills may:

1. Burnout employees

2. Reduce creativity and innovation

3. Emphasize expedience over quality

So what can you do in response to unending cries of “crisis”?  Here’s a couple ideas that may help:

1. Clarify Priorities – Ask your boss which “emergency” must be addressed first, calling attention to the potential of multiple emergencies you must address.

2. Define Timelines – Be sure to understand by what date / time each emergency must be addressed and the driver fot that time.  By understanding the driver behind timelines, you’ll be better equipped to juggle priorities as you hear more cries of “wolf”.

3. Gauge Others - If you’re not sure something is really a crisis, observe how others, especially your peers and those of your boss are responding to the matter.  Communicate the response to your boss in this framework (for example, “Jason’s boss has given him a longer timeline – are we aligned to deliver on the same date?”).

Certainly, there are plenty of true emergencies in business.  The trick seems to be learning to distinguish between an actual crisis and exaggerated enthusiasm.  With the right response, hopefully we can avoid losing our sheep when the real wolf comes.

Question: Have you had a boss that cried Wolf?  How do you manage expectations in similar  situations?

Crashing Into a Ditch Teaches A (Leadership) Lesson

At 7:15 AM, I was already well on my way down the hour-long commute.  On that morning I drove “the wife’s car”, because my regular vehicle was in the shop.  It was a classic Midwest winter day, with plenty of lake effect snow, but the region was prepared for the conditions.  As such, the roads were fairly clear. Still, occasional sections looked suspiciously like ice.  As a result, I drove under the speed limit, but still passed a few people who “probably shouldn’t be on the road anyway”.

It was during one of those passes that I felt the back end start to slide out.  After several counter-steering attempts, the fishtailing continued and I realized there was no escaping it.  The car crossed from one shoulder to the other, traversing two lanes and back, before crashing into the median.  Thankfully, with the exception of my ego, there was virtually no damage.

I counted my blessings and pulled up the maps on my iPhone.  The GPS located me precisely.  I called AAA, which had me back on the road in an hour.  A quick inspection by my regular mechanic and I was still in the office by noon.

Making the best of an unfortunate situation, I realized there were several leadership lessons in this experience that were worth sharing:

1. Observe Warning Signs – Remember those people that “probably shouldn’t be on the road”?  Their caution was a warning sign.  They had experiences (or lack thereof) which caused them concern.  Don’t ignore the warning signs in your organization.  Nay sayers may not just be pessimists.

2. Manage Change – I drove a less familiar vehicle.  This should have created more caution, especially in poor weather. When have you treated a new environment in business as “the same old situation”?

3. Balance Risk / Reward - As discussed in Project Tailgaters and Brake Checkers, it’s important to understand the risks and rewards or cost / benefit of each decision.  Here, by passing other cars, I could arrive 15 minutes earlier.  I assessed the road and it seemed clear and safe, but was it worth the risk?

4. Monitor Progress - As I sat in the ditch, covered in snow, I had only a vague idea of my location and was not certain how to guide someone to me for the tow.  If your project goes awry, will you know the quickest route to recovery?

5. Have the Right Tools - Thankfully, I had the right technology tool (GPS) to support a quick recovery. Do you have the right technology to support your needs?

6. Have the Right Team - With a AAA membership, the right people were just a phone call away. I also had a trusted mechanic who fit me into his schedule quickly and provided an assessment I trusted. When you get into trouble at the office, do you have a team to do the same?

7. Learn From Mistakes - Hence this post.  If I end up in a ditch again, after sliding on ice, hopefully I can say I learned from these mistakes and it was something new, that caused the crash this time. Will you learn from mistakes at work?

Question: Now the fun part.  After looking at all the things I did wrong, what other lessons can you take away from my mistakes?  Go easy on my ego though, please.  I’m already doomed to months of jokes at the office for my failure to stay on the road.

I recently spoke to a group of college seniors in IT management about some of the challenges they faced. Like most IT professionals today, they had a depressing view on the economy and their opportunities. There is plenty of press on these challenges we face (for example, see Thomas Wailgum‘s article, “Why the Recession is Marginalizing CIOs“). On the other hand, there is virtually no press surrounding the opportunities now available to CIOs, VPs, Director and other IT leaders. While everyone focuses on the challenges, few recognize the opportunities before us. Everyone seems focused on “delivering more, with less”. However, this focus does not open our eyes to the realization that there may never again, in our careers, be a better time to accomplish key objectives.

What better time to kill low value projects? For example, that project draining resources for months, producing little value, but is allowed to drag on because it is the “pet project” of another CxO. With a constrained budget, something will have to give. Now you can make that case to the rest of the executive committee that either this “pet project” or the plan to narrow your product margins, delivering bottom line results next quarter, will have to be, at least, postponed. Even the CxO in question would find it difficult to oppose shelving the project in lieu of more timely, cost saving initiatives.

What better time for talent management? There are, sadly, many people losing their jobs today. As an IT Servant Leader, one can see few if any positives in this scenario. However, with some companies outsourcing entire divisions, others cutting to the bone and being required to cut even further, there is amazing talent available today that was not there a year ago. Now is the time to bring them onto your team. And what about the great staff that you already have? Employees are very appreciative to have a job today. Now is the time for you to show how much you appreciate them. But, you say, your budget is cut, preventing celebration dinners? No problem – have BYO events. Just set a time and place for the team to meet for drinks or dinner. It doesn’t always take money to make people feel appreciated. Sometimes just having a job and a little extra time from their manager to say “thank you”, especially outside the office, is all someone needs.

What better time to decommission overhead drains? How many servers do you have laying around, running antiquated software, creating heightened security risks and yet rarely seeing the front of a user’s screen? Come on! Now is your time to stop all that. Make the case to your customer they no longer need it. Point out the countless other applications they could use for the same work. Suggest enhancements to more current applications that could be adapted. Do you think there will be a better time than now to make the argument that maintaining these applications is not worth the overhead?

What better time to innovate? Yes, the budget is tight – virtually nonexistent some would say. But innovation does not always require a lot of money. What are the students in the IT program at your local college working on? Would they be open to researching an idea for your department? What about that new team member in your Business Intelligence area – wasn’t she working on a new idea after hours? Leverage that passion already residing within your team by simply supporting their ideas. With most other IT leaders focused on cost control, few are considering this opportunity to innovate. Those that do, are more likely to emerge with the best products, services and people to tackle the challenges when the economy recovers.

Every time I am confronted by another person in the IT field – be it a college student, manager, or CIO, who sings the “poor me” song, I think back to opportunities like these. It reminds me of that great RE/MAX commercial, where people are kicking themselves for not buying now. As IT Leaders, our problem is not “deliver more, with less”. Instead, our opportunity is to “deliver more value, with less waste”. Rarely before and possibly never again in our careers, will the opportunities and support be greater to gain alignment on this goal. Instead of singing “poor me”, why not view this as an opportunity to ensure you’re not kicking yourself later?

The following is reproduced, with permission, from Russ M. Miller, LLIF Chairman and CEO of the Performance Institute (www.performanceinstitute.us):

“The Power of Leadership”

Where have all the leaders gone? We used to have larger-than-life leaders. Public figures such as Franklin Roosevelt, Golda Meir, Mahatma Gandhi, Albert Schweitzer and Martin Luther King who inspired millions with their visions. Henry Ford, Thomas Edison and J.P. Morgan were equally influential in the business arena.

Those leaders and others like them are gone. Today we have fame without accomplishment, form without substance. We elevate people to leadership status not for what they did but because of the way they did it.

We need leaders today more than ever before. People spend millions of dollars attending weekend leadership seminars that promise instant leadership: Follow directions, insert anybody, and out pops a leader.

These “one shot” instant leadership seminars probably produce fewer leaders than those made by accident, circumstance, or self-invention combined. These programs may reveal skills and theorize about leadership evolution, but they cannot teach the character and vision that are the raw materials of leadership.

Your character is a key element in your self-image. Your self-image determines to a large extent the level of success you achieve as a leader. The level of success you achieve as a leader, of course, helps determine the level of success your organization will achieve.

Developing leadership is hard work. It requires time and commitment to form the core habits that make up the foundation of leadership behavior. Top athletes know that it takes time and personal commitment to develop their skills into championship form. The same holds true for top leaders. They also know that it takes time and personal commitment to develop their skills into top leadership form.

Business Week (BW) recently updated one of their hottest pieces from 2005. The article was on the impact of Blogs in the workplace. As a result, the June 2nd edition of BW highlighted the positive and negative impact of this evolution in communication on the workplace.

The metrics painted an interesting picture:

• 25% of U.S. adults online read a blog once a month (Forrester cited)
• IBM’s internal social network, “Beehive“, has 30,000 employees on it
• Twitter estimates 1 Million users now
• Dell’s service on Twitter has brought in $500k+, in new orders, in the last year
• Splogs (Spam Blogs) now account for 90% of all blog postings (though filters catch most)
• Technoratti now indexes 74 Million blogs (but only 5.2 Million are estimated as active)
• Best Buy’s social staff site, “Blue Shirt Nation” has 20,000 participants, most exited staff remain users

BW also had some good insights, both positive and negative, into the growing trends and impact at the workplace:

• “Millions of us are now hanging out on the Internet with customers, befriending rivals, clicking through pictures of our boss at a barbecue or seeing what she is reading at the beach. It’s as if the walls around our companies are vanishing and old org charts are lying on their sides”
• “This can be disturbing for top management who are losing control, at least in the traditional sense.”
• “…companies that don’t adapt are sure to get lots of (the downside)”
• “…we have developed top-down reflexes that are nearly Pavlovian. We have to reprogram ourselves.”
• “(employees) may see what technologies their competitors are putting into alpha tests and get the buzz on new rounds of financing.”
• “Work and leisure, colleague and rival; they all blend on these networks.”
• “…wikis raze traditional hierarchies: An intern can amend the work of a senior engineer.”
• “Managers have to make sure that quieter employees don’t lose out.”

The article sums things up nicely by stating “…the potential for both better and worse is huge, and it’s growing”. So not unlike other developments it is all about how each enterprise manages this evolution of communication. The question is, are you leveraging this evolution in communication for the benefit of your staff, customers and company? Your competitors are probably working on it now.

Whatever happened to those companies that didn’t put up a website anyway? Happy twittering.

I have noticed a disturbing trend, for IT leaders (CIO, CTO, VP and Directors) in the mid-market to focus too much on the big picture and overlook the fundamentals. Sometimes, these executives that must also maintain an eye on the tactical become too absorbed in the crisis-of-the-moment and lose sight of the basics.

I was recently browsing one of the leading websites for IT management content, when there was an error in their application. The resulting screen display was the default error page for the web server (blocked out in the copy below):

Within an hour or so, the site was back up and functioning properly. Still, in that short period of time, the organization likely suffered a small impact to their credibility and provided lots of great information (web server version, database and version, method of connection between the two and application code structures) for would-be hackers. What (black-hat) hacker would not love to bring down and IT management content website?

In this case, it was an organization known for IT content that had (apparently) not yet customized their default website error pages. A simple, 15 minutes or so and the developers could have tailored the site for a more appropriate message.

All that said, it is easy to overlook these concerns. I confess, when I came across this error, the first thing I did was double check my own error page (on www.lichtenwalner.net). It is better now…. click here if you don’t believe me.