The modern organization increasingly operates on a global platform. Advances in technology and communications simplify and empower the company that seeks to execute in multiple geographies. As a result, it is more common than ever for leaders to have direct reports in varying countries and even continents. Serving team members across time zones, continents and language barriers presents many unique challenges. As I’ve been fortunate enough to work in such an environment several times in my career, I thought it may help others to share what I’ve learned about serving direct reports around the globe. Below are my top tips for leading others in different geographies and cultures:

1. Serve First: Regardless of where your direct reports are located, it should always be your first objective to serve them and the organization you work for. As a leader, you are entrusted to make decisions and provide services afforded your role for the betterment of the organization. When in doubt, simply ask yourself, “how will this action (or inaction) help the organization?”

2. Be Flexible: I’ve sat on conference calls at 3:00 AM, not because I had to, but because it showed my willingness to support the team and our global operating environment. Certainly, regularly recurring 3 AM meetings is not the objective. However, accommodating different time zones and providing multiple options for meeting times, reflects your support of the team members in other locations.

3. Speak the Language: Speaking fluent Portuguese, Italian, French and a variety of dialects in Asia simply is not possible for me. However, I do make it a point to learn and use the more common words in the language of direct reports. Key words, such as “yes”, “no”, “please”, “thank-you” and / or terms specific to your industry reflect the leader’s effort and interest in the team’s local lingo. It also helps to use these words in written communications to broader audiences. Google Translate makes this especially easy. In so doing, you show that while you support the official language of your business, you’re also willing to borrow the best from others – Capisce?

4. Know the Holidays: Wikipedia has a great list of holidays by Country. You do not need to sit down and memorize all the holidays that every employee may celebrate. However, referencing such a calendar of global holidays can help. You should also maintain an open and interested mind. Remember, most countries celebrate more holidays than North America and regional cultures place a great importance on many celebrations. If you don’t know what a particular holiday represents – just ask. This will also reflect your genuine interest in the team and their cultural beliefs.

5. Be Inquisitive: Extending on point #4… whether it is learning the holidays, languages or any other new piece of information, I believe it is even better to ask the team member than to look it up. Having these conversations are a great way to get to know your team on a more personal level. In addition, this practice exposes your willingness to reflect some degree of vulnerability and your attention to continuous learning.

6. Learn the Environment: I’m still working on getting this implemented as a “requirement” with my current employer. However, I believe every manager should visit their direct reports in their working environments, at least once. This means a manager with a new direct report in another country should visit them shortly after the new reporting relationship is established. There are simply too many intangibles for anyone to understand over the phone or video conference. For example, many European cultures get serious work done around coffee station and several cultures place greater value in passion or emotion than others.

7. Know the Law: Ideally, you will have a Human Resources (or “Employee Services”) department to help you with this point. In essence though, you need to know what key variations exist for managers to know about in each region. As you serve the organization, you must know the legal guidelines and regulations set by governments in each region. For example, some regions have unions for different levels and not others. Some countries have strict guidelines on what certain words mean and do not and therefore may establish legal agreements. If you do not know these key variations, seek them out online and / or with your people services support. Once again, Wikipedia’s Labor Laws page is a good starting point.

8. Serve First: Yes, I mentioned this twice – because it is the basis for the rest. Employees located in field offices, remote locations or anywhere other than your headquarters are at a natural disadvantage. As such, they will seek support from you. The greater your emphasis on serving them and the organization, the greater they will respect and appreciate your efforts.

Above all, be genuine. I learned these “tips” because I was truly interested in the global team and their cultures. Therefore, I genuinely wanted to support them. In many cases, such as the language and holidays, my intrigue was the primary motivation. In others, such as learning the laws and maintaining a flexible schedule, I was primarily motivated by pursuing servant leadership principles in supporting our team. While these tips may help, practice only those you are genuinely interested in. That way, your team will perceive your interest and hopefully respond appropriately. Either way, you will ensure your greatest ability to serve and support your team and your organization.

Question: What additional tips do you have for working with teams spread across multiple geographies?

We Forgive Because, Together, We Work

It was my last night in Italy on what was was a particularly draining, transatlantic business trip.  The average day included 12+ hours of working sessions, followed by 2 or 3 hour email marathons.  The trip was immensely successful, but I was drained – physically and emotionally.  I plopped down in a leather chair in front of the fireplace.  It was nice to finally appreciate the comfort our Italian villa bed & breakfast intended.

Soon after I sat down, two fellow business travelers struck up a conversation with me.  The British pair were account representatives for another manufacturing firm and were wrapping up “aggressive negotiations” with one of their partners.  As the dialog progressed, I was struck by how well these two balanced each other.

The more senior gentleman was more reserved and filled the role of the conservative, voice of reason and patience in negotiations.  The younger gentleman was much more tenacious and referred to as occasionally ”unrelenting”.  Throughout the conversation, there were comments from the superior such as, “that’s why I didn’t bring you along on that negotiation – you would have destroyed them!”  Yet the younger gentleman did not mind, responding “of course!  I understood and agree with you – I would not have been a good fit in that trip.”

This trip had been a success for them because, as they confided in their new found friend, “our partner had every right to be angry with us – frankly, we’ve got some issues to work on.  But we were able to leave with what we needed.”  No doubt due, at least in part, to the great balance of these individuals.

Shortly before retiring for the evening, the older gentleman summed it up well:

“I’m not perfect and he’s not perfect.  We both have weaknesses.  However, he forgives bits of me and I forgive bits of him, because together, we work.”

I went to bed pondering that thought and the implications for Servant Leaders.  Serving our organizations includes making the necessary sacrifices to balance our own weaknesses.

As I look back on my greatest success stories, they’ve often been in positions where I had a great partner – someone that balanced me well.  A great partner is not someone who is perfect, but someone that fills your gaps to make both of you, together, better.  It is when we can focus on our strengths and we have someone with strengths in our weaknesses to balance us, that we are most successful.

Question: Who balances you?  Do you forgive bits of that person because, “together you work”?

Note: The conclusion of our 3 part series, this message reflects on the perception and realities between leaders and individual contributors. Part one was “A Day in the Life of Your Staff“. Part two was “A Day in the Life of Your Boss“.

We saw both sides of the story. The individual contributor, Jonathon, working incredibly hard and striving to do the right thing, is misunderstood and feels undervalued. The team leader, Michelle, is looking out for the best interests of her team and the company, but is viewed as a taskmaster, unwilling to contribute the same long hours demanded of her team. The world is full of Jonathons and Michelles. The reality is, many individual contributors and team leaders are more alike than they may realize. This gap in understanding is often the result of insufficient transparency between the two. Below are some suggestions, framed by this business fable, for individual contributors and team leaders to improve transparency.

The Individual Contributor (Jonathon)

1. Provide Timely Updates: When a sudden change occurs that may impact your deadlines, quickly summarize the incident. The timeliness of these updates may be more important than the detail. However, managers also need to understand this practice and have the patience to get the full picture later, when the team members can more effectively provide a full explanation. In so doing, the team leader can quickly respond, if needed, to reset expectations or shift priorities. For example, if there was a quick update from Jonathon before he came into the office, Michelle could have explained that she needed that estimate by noon because there was an external commitment.
2. Understand the Drivers: When asked for a deliverable, especially on short notice, ensure you understand the motivation or driving circumstances. This will enable you to make the right decisions on priorities if something new arises. For example, in this case, Jonathon would have understood the motivation and may have asked Jerry if his production problem could wait until the afternoon, when the estimate was completed.
3. Explain Incidents Completely: After the dust settles, ensure all details are captured with an excellent executive summary. Be careful this message does not come across as whining. Your message should remain fact-based and clarify what you accept responsibility for fixing and / or improving. At the same time, ensure your boss understands why you made the decisions you did. The executive summary is also important. As witnessed in this example, personnel leaders are busy too. Jon’s 8:30 PM email to Michelle was a decent summary, but lacked the supporting detail Michelle could have used to really understand Jon’s many contributions that day.
4. Empathize With Your Boss: Don’t assume you know everything your boss does. In the case where Jon saw Michelle leaving at a decent hour, he was not aware of her 4:00 AM calls or the extent of her time that was focused on personnel concerns – including ensuring his position was not lost. People managers often have a tremendous amount of responsibility and additional tasks above and beyond those transparent to the team.

The Team Leader (Michelle)

1. Empower Your Team to Prioritize: In today’s dynamic workplace environment, priorities change quickly. As the “boss”, you can’t always be there to adjust priorities for your team. Therefore, we must empower our teams by providing them sufficient data to prioritize both effectively and independently. Too often, leaders assume staff will guess the right prioritization if something else critical comes up. In this example, Michelle failed to provide Jon the reasoning for the noon deadline. As a result, Jon did not shift priorities appropriately, in part, from a lack of information.
2. Get the Facts Before Responding: Leaders should not reprimand before they are certain to have all the details. In this case, Michelle’s roll of the eyes and negative feedback about the missed deadline, before she fully understood the situation, was a poor response. Instead of reprimanding on the spot and in public settings, Michelle should have requested Jon send her an explanation on why the deadline was missed and what the two of them (including herself) could do in the future to avoid another incident.
3. Deliver Thorough Feedback: Empowered by all the facts, leaders should provide comprehensive feedback. For example, Michelle was really impressed with Jon’s report – it exemplified why she asked him to do it. However, her message reflected the lack of her full comprehension on surrounding circumstances and her inability to make appropriate time available to respond completely. It’s important to note though, that this feedback can’t be too late, as good feedback is specific and timely. There is a delicate balance that is more art than science.
4. Clarify Commitments: Share your calendar with the team, both formally and informally. There are plenty of technical solutions available, but this requires informal communication as well. For example, if you have regular calls at 4AM, they should know. Not that you need to broadcast it, but if you’re leaving early one day, explain why. If you’re tired during an evening meeting, inform the team it is not because of disinterest in the topic. This is not to suggest that working long hours should be celebrated – working smarter should. However, when demanding times call for more hours from your team, it is important they realize your are doing your part as well.

This is not to suggest there are no bad bosses or poorly performing team members. However, there are plenty of great bosses and individual contributors that are undervalued due to a lack of transparency between the two. To ensure you are not perceived incorrectly and to deliver the most effective and sustainable results, focus on providing and promoting transparency throughout your organization.

Additional questions for reflection:

1. What other tips do you have for improving transparency in teams?
2. Are there other missed opportunities for transparency you see in this business fable?
3. From your own experience, do you feel you are transparent with your own boss or team?

First time managers often realize they underestimated how many additional responsibilities management entails and the efforts supervisors perform behind the scenes. So, before you suggest your boss does not work as hard as you, does not appreciate your contributions, or simply doesn’t “get it”, consider this short parable about one such – admittedly imperfect – manager. It begins with a long, restful evening…

Sleeping In
Michelle awoke to the obnoxious sound of her alarm clock ringing at 2:45 AM. It was 3:45 PM for her Asian colleagues she had visited earlier that month. While there, she learned how frustrating it was for her team members to always conform to U.S. time zones. Michelle believed in supporting her team and began accommodating them by awaking incredibly early for these weekly calls. Ugh, she groaned, rolling out bed, trying not to wake her husband anymore than the alarm clock.

Before she got into the agenda with the team, Michelle was interrupted by Yoko, the team lead in Japan. Yoko explained that one of her team members quit yesterday and another threatened to leave, based on a disagreement with management in a parallel department. Michelle was surprised – these were two rising stars in Asia. Losing one was bad, but losing both could have disastrous results. The meeting agenda was out the window, as Michelle began a deep dive, asking what it would take to make the situation right and if anyone had suggestions. She left the meeting with a list of ideas to review with Human Resources. However, she knew time was of the essence and needed to resolve this before the start of the business day tomorrow in Japan – seven o’clock PM her time.

Unpleasant Surprises
When the conference call ended, Michelle sent a long, thorough email to her HR representative. She would be in meetings most of the morning and had another important dialogue with the VP of Marketing at noon. As a result, she’d only have brief periods to respond to questions. By the time the email was out, she had just enough time to get ready for work and be in the office by 7:30 AM. Her boss called an urgent meeting where she anticipated a discussion on the current financial crisis. Michelle feared the worst expectations would be delivered.

Michelle entered the conference room as the meeting started. The vice president of her division began by getting straight to the point. He laid out the bad news Michelle feared most. The difficult year resulted in drastic requirements for the fourth quarter and the company had to make some serious cuts. Each department would have to reduce head count by at least one employee in the United States. Michelle immediately recalled the advice of one of her mentors who said, “remember, you’re not firing a person, you are firing a family.” Her heart sank as she tried to determine which employee’s family she would let go from her already understaffed team. Before leaving the meeting, she reconfirmed, “Yes, I’m sorry, it must be a U.S.-based employee. Remember team, this is for the greater good”, her boss assured the team as they filed out.

On the way back to her desk, Michelle saw Jonathan coming in late… again. “Great”, she thought to herself, “now Mark, has more ammunition to press for firing Jon”. Mark, one of Michelle’s peers, seemed to have a personal vendetta for Jon. But Michelle knew better. She knew Jonathon was a great performer, in spite of his spotty tardiness and occasional missed deadlines. With the morning’s pressure, Michelle uncharacteristically let a roll of her eyes slip out as she passed Jon in the hall.

Long Breaks
With 15 minutes before her next meeting, Michelle sat in her office to figure out who she was going to layoff. She also emailed the HR department again about the Asia surprise. Unfortunately, it seemed HR could not meet any of the options her team in the region suggested. “Stumped again,” she thought. Feeling it was necessary to speak directly with her HR department head, she walked into his office and presented the facts. “I’ve already lost an excellent team member in Japan last night and I’m about to lose another. At the same time I am being asked to reduce head count in the U.S. – can’t we leverage this situation to minimize the impact to the team?”

Her HR representative leaned back in his chair in deep thought. Michelle took a seat. “Hmmm…” the HR guru pondered. There was a long silence, before he spoke, “The cuts in headcount are ultimately about saving expenses. For a variety of reasons, there must be position elimination associated to your cuts and the budget reduction must be from your U.S. budget.” He paused, as if hesitating on whether to provide the following option. “However, I suppose you could reduce your U.S. budget accordingly and match that with a headcount reduction in another region.” Michelle saw a light at the end of the tunnel, but knew this, in effect, meant doubleing the expense reduction, something she was not certain she could do, but she’d try. Michelle thanked him and began heading out the door when she heard him say, “just remember, we need your decisions before the start of business tomorrow morning.”

As she went in and out of meetings the remainder of the morning, Michelle spent the better part of her time working out a solution. She emailed the draft to HR and her boss just before her noon meeting. She knew it was not bullet proof, but if she could get their alignment, the finer details could be resolved this evening.

Always Blaming Others
Michelle headed down to Jonathon’s office to pick up a report he promised. On the way, she bumped into Mark. “So, you know who you have to let go, don’t you Michelle?” Mark asked without reservation. Mark had been with the company longer and technically had a more senior title. As a result, though he had not earned Michelle’s respect, he felt he had positional authority over her and often made demands of her as though he was her boss.

“Mark, I appreciate your position, but I need to make this decision on my own and I will make it based on the requirements of my team and what we need to be successful” Michelle responded, trying to make as little eye contact as possible. “I’m sorry, but I have to run as I am late for a meeting.”

She needed to only pop her head into the office to see Jonathon furiously typing away in a chat sessions. “Michelle, I’m really sorry, but I don’t have that report for you” Jon’s bad news was just one more in the string of unfortunate news that morning.

“Damn it Jon, I really needed those numbers” recognizing the impact of the morning’s events, Michele tried to control her increasingly short temper. “I’ve got a meeting with our VP of marketing at noon and I promised him I’d have it by then.”"

Jon did not realize Michelle had made a commitment to the business by noon. Before he could explain further, Michelle continued, “I think we have an issue Jon. You need to work on meeting deadlines and your prioritization methods.”

Tired from an early morning support call and feeling a bit defeated, Jon looked down and replied, “I understand and I’ll work on it Michelle.”

“Right, well, that’s all I ask. Thank you. So when can you have the estimate completed?”

“Certainly by the end of the day today, maybe sooner.” Jon promised.

“Alrighty then, I’ll tell him to expect the report on his desk in the morning. Thank you Jon.” Michelle knew it was important to thank him. Jon was a hard worker, he just didn’t always have his priorities right, she felt. So she didn’t like being hard on him, but had to let him know she was unhappy.

No Accountability
Michelle had to explain to the Vice President why she did not have the promised report. She took accountability and explained she should have managed it more closely. However, she assured him it would be ready in the morning. He seemed unhappy, but was comforted to know it would be there in the morning. This was not the impact Michelle wanted to have. She liked ensuring her customers knew they could count on her, and her team, to deliver effectively, but it was the best she could do to promise the report the next morning. After leaving the disappointing lunch meeting, Michelle went back to work on her challenge with HR and her boss for cost reductions. There were several questions in her inbox regarding the proposed solution. Although it would reduce her budget substantially, Michelle was focused on retaining the employees she could. This would take all afternoon.

It was a frantic 5 hours as she responded to question after question, both from her boss and HR. Each answer seemed to bring new questions. Each question required more research, charts and data. However, by 5:30, she received the answer she hoped for – she could use the open position in Japan, balanced with expense savings elsewhere in the U.S. to meet her cost reduction objectives. She was momentarily relieved, before she reflected back on the other employee in Japan that threatened to leave. She still didn’t have an answer for them, HR had left for the day, and she wasn’t sure what she could promise.

Always Leaving Early
Tired, knowing she had another 4:00 AM call the next day and several emails to send out yet that evening, including the message for the estimate she hoped Jonathon was sending later, Michelle decided to go home for dinner before getting back online for the evening.

It was about 8:30 PM when Michelle finally got Jonathon’s report. It was very well done – an example of the quality of work she knew he was capable of. She was tired though, had an early morning ahead of her and still had to write the email to her business customer that requested the estimate. As a result, she sent a short note of gratitude to Jon:

Thanks Jon. Looks great. No questions.

Michelle went to bed with her head racing. What would she propose to her team lead in Japan? How would the VP of Marketing receive the estimate? What would Mark say when he found out she had found a solution that did not require laying anyone off in the U.S.? How would she formally address Jon’s missed deadline. She wondered if she would get any sleep before the 3:45 AM alarm rang again.

NOTE: This deviation from the usual format is part 2 in a 3 part series on the importance of transparency between team members and their leadership. I welcome your comments and feedback on this foray into business parables. Part 1 is titled “A Day in the Life of Your Staff“. Part 3: “Transparency Between Leaders and Their Team” is coming soon.

Turn Whiners Into Winners

For technology executives, the one constant is change. However, as humans, we are by nature, creatures of habit. This could easily explain why so many folks are resistant to change. Change does not, by definition, feel familiar. It’s awkward, different and for many, uncomfortable. But like all things new, we can choose how we respond to change. My experience suggests there are not many folks that respond to change with indifference. Instead, it seems most people fit into one of two categories: Winners or Whiners.

Winners
When I was working on turning around a large back-office technology project, there was one individual who was thrilled to be a part of the “new solution”. Although she had a vested interest in the old way, she looked to the future, realized things were broken and was anxious to be recognized for a successful project. As a result, she often came with a proposal for improvements, new technologies, processes or ideas. She understood the need for change, would lay out the problem in detail, explain why it was a problem and often have two or more recommendations for solving the problem. She was a winner because she embraced the change, identified roadblocks and problems with the old school of thought and proposed solutions based on solid examples.

Whiners
Of course, at the opposite end of the spectrum are individuals that resist change with a defeatist attitude. While the term may seem derogatory, “whiner” underscores where most of the effort is placed by these individuals. Certainly, it is not intentional. I don’t think anyone, regardless of their frustration level, says, “today, I am just going to complain about what’s going on at the office”. Instead, some personnel, when faced with change, spend a lot of effort thinking about the negative side (not unlike their winner counterparts). The problem is, whiners stop there. And why not? It’s easier to stop there and just tell their coworkers about the pain. Where whiners turn into winners is when they make that extra effort, they go that extra mile and do something about the negatives. Instead of simply communicating the problem(s), they become a part of the solution.

Whiners and Winners are in every organization. When you find winners, great, leverage them as examples to the whiners. When you find whiners, remember – they’re not setting out to just complain, they’re just stopping too soon. Ask them what they would do about the problem they mentioned? How would they improve the environment? What process would they use to avoid it from happening again? Then make them a part of the accepted solution. Without commitment and a role in the solution, it will be too easy to revert back to the Whiner.

Whatever you do, do not become a whiner yourself. Anytime you catch yourself complaining – especially in front of your team, be certain you come up with a solution and communicate it to them. This holds true for commiserating as well. Nodding in agreement with complaints without putting the complainer to task at finding a solution, makes you a whiner too. So make sure you’re thinking like a winner and presenting solutions to your problems while putting your team to task, doing the same. Go the extra mile, set the example for your teams and build winners out of the whiners.

I recently had the opportunity to participate in a study by the folks at IBM’s Social Computing Group. I first met a member of their team (Jason Ellis) at Lotusphere 2008. There, I heard how the team used Second Life to create team building exercises. That was exciting, but it also felt a bit like, “just another cool use of virtual worlds”. Still, I volunteered to help them in any future studies – and I am glad I did.

Today, our chosen team met to familiarize ourselves with the environment and try a simple game. The objective was not to begin “team building”, yet, but to get us prepped for these exercises.

Shy of a few brief email exchanges with the coordinator of this event (Katie Bessiere), I had not met any of the team members before (Jason was not in this exercise). However, by the time we were done, I already had people I had never met before, providing me freebies (including a cool IBM T-shirt), suggesting hip places to check out in the world and offering advice on how to improve my SL experience. Within about 20 minutes, people were poking fun of each other (in a kind-hearted manner) and speaking like friends. So, I felt welcomed as a member of the group and registered everyone as friends in SL. Before we ended the event, several members from IBM were sharing knowledge on similar projects in the (admittedly gigantic) organization’s research efforts. It was clear there was something to this concept of virtual worlds for team building and knowledge sharing.

Yet, as I mentioned earlier, we were only supposed to be preparing for the team building exercises yet to come. Perhaps that was the best part of all. None of this “felt” like team building or knowledge sharing. Unlike the “real world” (or “first life” as us hip SL’ers say), where you schedule the day for an off-site, dress in grunge clothes and march off to listen to (often) a stranger talk about how to build your team, we were doing something totally different. Our small group had gathered on relatively short notice, with virtually no extra effort (assuming you are already in SL) and were quickly chatting away, sharing stories and knowledge and yes, even team building.

There’s definitely something to this. I can’t wait to see what happens when we are actually building a team…