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Business etiquette refers to the set of rules and expectations that employees are encouraged to follow in the workplace. It is the standard of behavior a person must uphold in a professional setting. For young and seasoned professionals alike, knowing the correct business etiquette can be difficult, especially when every work environment is different. How can you improve your business etiquette and stand out for your professionalism in any workplace?

We recently asked our leading executives for their best tips on how to improve business etiquette.

Here are their responses...

Michael Willis, Sports Business Operations Executive

Business etiquette is a set of manners accepted or required in a business setting that promotes a mutually respectful atmosphere and improves communication, which helps an office to remain productive and cohesive.

It's often upheld by custom but should be enforced by the companyâs HR department. HR should set the tone as to what is acceptable and what is not. A written policy should spell out what is good behavior in the office. Also, a mandatory, in-person, seminar-type meeting should focus on office business etiquette.

Improving your business etiquette can have a positive impact on your career.

Remember to use common courtesy and pleasantries such as:

Use please and thank you.
Addressing others such as Mr., Mrs., Miss, and Ms.
Using a pleasant tone.
Maintaining eye contact.
Offering a firm and confident handshake.
Watch your body language.
Dress for success.
Keep the conversation on track.

Violators of business etiquette are considered offensive and should be dealt with swiftly. Depending on the severity of the infraction, a punishment or termination of employment will be determined.

Unprofessional conduct could look like this:

Being under the influence at work.
Misusing company funds.
Engaging in sexual harassment.
Showing a lack of respect for superiors, peers, and subordinates.
Using foul language.
Publicly degrading the organization.
Engaging in divisive gossip.
Violating confidentiality.

Michael Willis has 18+ years of experience working with accounting & sports organizations and has managed P&Ls of $10M - $125M+ with budgets of $3M-$50M+. He worked for the NFL for 22 1/2 years, mainly with the game officials working on the financial/accounting side of the business.

Ana Smith, Leadership Development & Learning Strategist

Professionals in a meeting exhibit good business etiquette

In the fast-paced and interconnected global business landscape, executives play a pivotal role in shaping relationships, making critical decisions, and driving success. To thrive in this environment, it is essential that executives exhibit exemplary global business etiquette. Here are a few of the recommendations specifically tailored for executives which, in my experience, help ensure impactful leadership, successful international collaborations, and relationship building.

1. Cultivate Cultural Intelligence: Executives operating at a global level must possess cultural intelligence to navigate diverse markets and work effectively with international teams. In order to achieve this, some of the key considerations are:

Invest in cross-cultural training: Enroll in programs that provide insights into different cultures, customs, and business practices.
Embrace diversity in your team: Foster an inclusive work environment that encourages diversity of thought and perspective.
Develop strong listening skills: Actively listen and seek to understand different cultural viewpoints, adapting your leadership approach accordingly.

2. Communicate with Clarity and Sensitivity: Effective communication lies at the core of successful global business interactions. As an executive, you must prioritize clear and sensitive communication strategies. Consider the following:

Tailor your message: Adapt your communication style to suit the cultural background of your audience, employing appropriate language and tone.
Be mindful of non-verbal cues: Understand the impact of non-verbal communication, such as body language and gestures, which may vary across cultures.
Leverage technology effectively: Utilize communication tools that bridge geographical gaps and ensure smooth virtual interactions with global stakeholders.

3. Lead by Example in Ethical Conduct: Executives must exemplify strong ethical conduct to build trust and credibility in global business relationships. Upholding high ethical standards ensures sustainable success. I share these practices for your consideration:

Promote a culture of integrity: Embed ethical values within the organizational framework and encourage ethical decision-making at all levels.
Respect local regulations and laws: Familiarize yourself with the legal and regulatory frameworks of the countries you operate in, adhering to them rigorously.
Prioritize transparency: Communicate openly, honestly, and transparently with stakeholders, fostering trust and long-term partnerships.

4. Develop Global Networking and Relationship-Building Skills: Networking and relationship-building are crucial for executives to forge strong partnerships and seize international business opportunities. Here's how you can enhance your networking skills:

Attend global industry events: Participate in conferences, seminars, and trade shows to connect with key influencers and decision-makers from around the world.
Cultivate personal connections: Build authentic relationships by demonstrating genuine interest in others' work and seeking opportunities to collaborate and support one another.
Leverage digital platforms: Utilize social media and professional networking platforms to expand your global network, engage with thought leaders, and stay updated on industry trends.

Ana Smith helps people & organizations achieve their full talent potential by developing and co-creating people strategies and customized solutions, and turning them into impactful outcomes and collaborative relationships, using coaching as the "red thread."

Kathryn Marshburn, Artist & Label Partnerships

Professionals with good business etiquette attend a Zoom meeting

Improving and establishing your business etiquette can sometimes be tough to understand. Depending on what's appropriate depends on the company's culture. Additionally, meeting etiquette rules hold you to a high standard of behaving appropriately and in a way that is also matched by your team and your colleagues.

Maintaining a high standard of professional etiquette in all settings and exuding respect is the essence of amazing leadership. I've been known for a very kind, caring, thoughtful style of management that includes a few details when it comes to business interactions. Today I'd like to focus on Zoom etiquette and email etiquette.

Zoom Etiquette

Like many colleagues during the early days of the pandemic, there were huge adjustments happening to life on Zoom. Now working fully remote with much time behind us, you can now see there are a few things that we learned that will help us establish exceptional executive etiquette:

1. Keep your video on most of the time. It's really nice to see everybody when you're speaking as a team. That helps you to connect and it feels very collaborative. If other people are giving presentations or webinars, it's definitely acceptable to turn off your camera, but otherwise try your very best to look nice and presentable and turn the camera on with the mic off.

2. Be on time. Especially if you are the host, try to get there early as no one else can get started until the host is in place.

3. When in doubt, mute. If you'd like to be a polite Zoomer, try to get used to the mute button. It's easy to mute yourself when you attend the meeting as a guest. It's just simply an amazing professional courtesy.

4. Find the camera. Best practices of effective face-to-face communication still apply on Zoom. For example, eye contact. Even though it's virtual, it's still an effective way to create a feeling of connection. The camera can be located by looking for a small green light at the top of your laptop or your monitor. Remind yourself to look at the green light and not at the pictures on the screen.

5. Prepare your setting. I am a fan of ring lights and proper lighting as it enhances your overall presentation. Most meetings are recorded and it's a good idea to invest in great lighting.

Email Etiquette

It's important for business or personal use to properly initiate a few simple tips to ensure effective and appropriate communication through email, as not all corporate cultures are the same.

I've had the opportunity to work for many modern companies such as EA, Spotify, and others, which each address their business culture differently. From explaining the tone and code of music industry communication styles when dealing with labels, artist teams, or third-party platforms to the usage of certain colors of font and style for types of written text. I've seen style guides for internal usage and company training slides for creative responses to the use of emojis and conservative formal environments that require a basic professional written style.

Here are a few tips for email professionalism:

1. Company Style & Culture: With a little bit of digging, you should be able to locate your company's style guide and/or inner office communication standards. They should outline the formality for which your corporation chooses to execute email communications. This can range from companies that prefer for you to use emojis in the text of the email, to casual use of speaking styles, to making sure that all communication is in one specific font with no variations. Some companies can demand a more strict formality to emails and more formal greetings/closings, etc. You can quickly see how important it is to understand your company's culture and how they prefer to communicate. It's always a good idea to look at previous emails or department emails to see the flow and style of language used for each team.

2. Forwarding Emails: This should be handled with great care and caution. Asking the permission of the sender if you may forward the email is an amazing example of great business etiquette. Posting or forwarding private emails can be a copyright infringement, not to mention downright rude, so you do need to gain permission from the author first. When you are sending emails that may contain emotional content, be careful what is put in writing as sometimes picking up the phone or setting up a Zoom call is a much better option. A good rule of thumb, although somewhat formal, is to remember that emails can always end up in court. So while you're typing them, keep in mind whatever you put in writing could end up in front of a judge. Think of your business email as though it was your business letterhead and you'll never go wrong.

3. Emotionally Charged Emails or Responses: Consider typing up your response and saving it as a draft and reviewing it the next day before you send it. It is never a good idea to appear emotional in emails, and while some soft openings such as "Hiya," "Helloooo," or "Hey" may be ok for casual cultures, it may not be ok for others. When responding to controversial emails, stay conservative and professional.

And finally, type unto others as you would have them type unto you!

Hope these tips are helpful and improve your professional etiquette!

Kathryn Marshburn has spent 12+ years in the music and gaming industries guiding teams on identifying targeted goals with an agile approach resulting in driving revenue and reducing risk.

Lisa Perry, Global Marketing Executive

Professional woman with good business etiquette shakes hands with a business partner

In today's competitive business landscape, mastering proper business etiquette is essential for establishing strong professional relationships, fostering a positive corporate image, and achieving long-term success. Every interaction contributes to your professional presence, from effective communication to respectful conduct. Letâs look at some practical tips and strategies to enhance your business etiquette and ensure you leave a lasting impression in the corporate world.

Cultivate Active Listening Skills: One of the fundamental aspects of business etiquette is active listening. Practice attentive listening by maintaining eye contact, nodding to show engagement, and refraining from interrupting others. Truly hearing and understanding others' perspectives fosters effective communication, promotes collaborative problem-solving, and demonstrates respect. You can build stronger relationships and foster a positive work environment by giving your undivided attention to colleagues, clients, and business partners.

Respect Personal and Cultural Differences: In today's diverse workplaces, it is crucial to be mindful of personal and cultural differences. Treat everyone respectfully and sensitively, regardless of background, beliefs, or values. Avoid making assumptions or judgments based on stereotypes. Familiarize yourself with cultural norms and practices, especially when conducting business internationally. By embracing diversity and practicing inclusivity, you create an environment that values and respects everyone's contributions, fostering creativity and collaboration.

Master Effective Communication: Clear and concise communication is vital for success in any professional setting. Pay attention to your verbal and written communication skills, ensuring your messages are articulate, professional, and easily understood. Tailor your communication style to suit the audience and the medium used: face-to-face conversations, email, or presentations. Practice professional email etiquette by using proper salutations, maintaining a polite tone, and proofreading for grammar and spelling errors. Effective communication helps avoid misunderstandings, builds credibility, and strengthens professional relationships.

Practice Professionalism in Appearance and Behavior: Your appearance and behavior play a significant role in projecting professionalism. Dress appropriately for your industry and work environment, reflecting the desired level of formality. Maintain proper hygiene and grooming standards, ensuring a clean and polished appearance. Be punctual for meetings and appointments, and respect others' time by honoring deadlines. Maintain a positive attitude, remain calm under pressure, and handle conflicts gracefully and professionally. By consistently embodying professionalism, you inspire confidence in others and enhance your reputation.

Show Appreciation and Gratitude: Expressing gratitude and appreciation is a hallmark of excellent business etiquette. Acknowledge and recognize the contributions of colleagues, subordinates, and business partners. Offer sincere compliments, send thank-you notes, or express gratitude in person for their efforts and achievements. Celebrate milestones and successes as a team, fostering a positive and motivated work environment. Demonstrating gratitude strengthens professional relationships and fosters a culture of appreciation.

Improving business etiquette is a continuous journey that can significantly enhance your professional presence and contribute to your success.

Lisa Perry helps companies build leadership brands, driving loyal customers & delivering profitability. She does this through a process that builds brands consumers love. Her goal is to help companies develop, monetize, and grow their brands.

What are your best tips for improving business etiquette? Join the conversation inside Work It Daily's Executive Program.

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Executive Spotlight: How To Improve Business Etiquette

Are job-hopping and career success related to each other? What is the effect of one on the other? How long is too long to stay at a company?

I must admit, the resumes that pass by my desk make me conclude that job-hopping is far too common.

Job-hoppers hop for various reasons. More often than not, they don't know what they are getting into. Sometimes it's because they don't know what they want, and therefore they are not ready for the challenges that lie ahead of them.

In my opinion, changing jobs often affects your career in a negative manner. Consider this: What signals are you sending to your potential employer if you are job-hopping too often?

Here are four effective steps to break your job-hopping habit:

1. Follow The Two-Year Rule

I have a two-year rule I tell my staff and potential employees. The two-year rule is this: You must be willing to mentally commit to spending at least two years in the company before you quit.

The reason? You need to deal with the learning curve. If you're job-hopping too often, you learn nothing substantial. In my opinion, it takes you at least a year to know the ins and outs of the company. Then another year before you can be truly productive in adding value to the company.

To see the true results of your contribution to the company, for me, it takes at least two years. So, if you are prone to changing jobs and career success is on your mind, then it is time to rethink.

2. Learn To Be Stable

Group of loyal employees working together during a team meeting

Many well-established companies have training programs. They are willing to invest in recent college graduates and newbies. However, in order for them to make that decision, they need to look at past track records.

Ask yourself, if you are a manager, who are you more likely to invest training time and money on: someone who's known for job-hopping, or someone who is stable?

Companies are more likely to invest in people who are stable. The reason is simple: they are able to contribute back to the company. Everybody wins. If you are constantly moving from one job to another, you send a signal that you are not ready to commit.

Companies like to invest in people who see their career goals align with their corporate goals. Job-hoppers usually cannot see their career path beyond the next year.

3. Know What You Want

Professional woman thinking about what she wants to achieve in her career

One of the best ways to quit job-hopping is to truly know what you want. Once you know that, you will have a singular focus in the pursuit of your career goals.

Of course, it is understandable that, as a fresh graduate or newbie at work, it is tough to know where you want your career to go. You may be interested in some other industries. If there are other fields that you are interested in, then make a plan to find out about them.

Start with the internet and then ask friends who may know people in those fields. Speak to them. Ask them about the expectations of the company and the position you are interested in. You may not get all the answers, but at least you'll have some idea.

This will decrease the chances of you job-hopping later on.

4. Make Learning A Key Objective

Senior employee trains a new employee to help her grow in her career

If you are new in the workforce and have been job-hopping quite a bit, my advice to you is this: truly find out what you want.

Once you know that, find a company that is willing to train their employees and willing to commit to their employees' careers in the long term. If they have structured training programs, join them. Make learning the relevant skills and knowledge in that industry your key objective.

The skills and knowledge that you learn will contribute to your career success in the long run. It is something that you can bring with you for the rest of your life.

Once you see the benefits of committing to a company that is willing to train you for more than two years, you, hopefully, won't be job-hopping often anymore.

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This article was originally published at an earlier date.

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4 Steps To Break Your Job-Hopping Habit

In every company, there are usually overachievers and underperformers. For underperforming employees, managers need to figure out a way to tell these employees that they're underperforming while also motivating them to work harder and meet their goals.

We recently asked our leading executives for their advice on how to tell an employee they're underperforming.

Here are their responses...

Lisa Perry, Global Marketing Executive

As a marketing executive, one of the most challenging aspects of your role is addressing underperformance within your team. Delivering constructive feedback can be uncomfortable, but it is essential for the growth and success of both the employee and the organization. Throughout my career, Iâve used these seven effective strategies to communicate with an underperforming employee, ensuring a respectful and supportive approach that encourages improvement.

1. Preparation is Key: Before initiating a conversation about underperformance, gathering relevant data and facts to support your assessment is crucial. Review the employee's job description, performance metrics, stakeholder feedback, and specific instances of subpar performance. Identify the areas in which they are falling short and the impact it has on the team and organizational goals. This preparation will help you approach the conversation objectively and ensure that your feedback is specific and constructive.

2. Understand Their Perspective: When addressing underperformance, it's essential to consider the employee's perspective. While you may believe they are not meeting expectations, they may have a different understanding of those expectations. Take the time to listen to their viewpoint and clarify any misalignments between their perception and the role, assignment, or job description. By fostering open communication and understanding, you can bridge the gap in expectations and ensure everyone is on the same page moving forward.

3. Focus on Behavior and Performance: When discussing underperformance, it is crucial to focus on specific behaviors and performance outcomes rather than personal characteristics. Avoid using judgmental language and provide objective feedback supported by evidence. Communicate the expectations that were not met and highlight the impact of their underperformance on the team or organization. Focusing on the actions and results can help the employee understand what they need to improve upon and avoid making it a personal attack.

4. Use the Feedback Sandwich Approach: The feedback sandwich technique starts and ends the conversation with positive and constructive points, with critical feedback sandwiched in between. Begin by acknowledging the employee's strengths, achievements, and valuable contributions. Then, provide constructive feedback, emphasizing the areas where improvement is needed. Finally, conclude the conversation positively, offering support, guidance, and resources to help the employee succeed. This approach helps maintain the employee's motivation and self-esteem while addressing the areas of concern.

5. Collaborative Goal Setting and Action Plan: To facilitate the employee's improvement, involve them in setting goals and developing an action plan. Ask for their input on overcoming their performance challenges and achieving the desired results. This collaborative approach fosters ownership and engagement from the employee. Together, define specific, measurable, achievable, relevant, and time-bound (SMART) goals.

6. Regular Check-Ins and Tracking: Once you have set goals and developed an action plan with the employee, it's important to establish regular check-ins to track their progress. These check-ins are opportunities to review their performance, provide guidance, address any questions or confusion, and offer further clarification. By maintaining ongoing communication and monitoring their progress, you can identify any potential obstacles or challenges early on. These check-ins also allow you to offer support and adjust the action plan if necessary, ensuring that the employee stays on track towards meeting their goals.

7. Documentation for Clarity, Alignment, & Accountability: Maintaining documentation throughout the performance improvement process serves as a means of accountability and a tool for clarity and alignment. Documenting the agreed-upon expectations, action plans, and next steps ensures that you and the employee have a clear record of what was discussed and agreed upon. This documentation helps avoid confusion or miscommunication and provides a reference point for future discussions. By keeping detailed records of conversations, goals, progress, and any adjustments made, you can ensure that both parties are aligned and on the same page, fostering a productive and transparent working relationship.

Remember, effectively addressing employee underperformance aims to inspire improvement and create a culture of continuous growth and development within your team.

Michael Willis, Sports Business Operations Executive

Manager talks to an underperforming employee during a meeting

My first thought is: whatâs the temperature of whatâs happening inside the company now? If the company is in a season of staff reductions, this could be the âperfect stormâ for making the employee a candidate for dismissal.

If this is an employee I see as a valuable part of the team, then as a manager, I need to figure out how to get the employee back on track by investing time and energy into a fix.

Start an investigation.
Whatâs not meeting the standard? I need specifics.
Meet one on one with the employee.
Lead the conversation with the many good things that the employee is doing.
Go into a detailed discussion on the item(s) not meeting the standard.
Plan an action plan to correct the issue.
After a short time, meet again with the employee to see the results of the corrected action.

In closing, managers need to act when the deficiency first occurs. That action could be an observation of the deficiency. Build your plan of action to be a resource to make the employee better.

If the deficiency is a resistance to change or company culture, it might be time to move on from this employee.

The window to fix underperformance might be short in a fast-paced, results-driven environment.

Ana Smith, Talent Architect & Global Learning Strategist

Manager listens to an underperforming employee during a meeting

Addressing employee underperformance can be a very delicate task, but with a structured approach, you can effectively communicate the issue and help the employee sustain improved performance. Here's a step-by-step process for handling this situation:

Preparation and planning:
a. Gather data: Collect objective performance metrics, feedback from colleagues, and any other relevant information to support your evaluation of the employee's underperformance.
b. Define expectations: Clarify the job responsibilities, performance standards, and specific areas where the employee is falling short. Identify the desired level of performance for each area.
Choose an appropriate time and place:
Schedule a private meeting with the employee at a mutually convenient time and select a quiet location where you can have an uninterrupted conversation.
Open the conversation:
a. Start on a positive note: Begin the meeting by acknowledging the employee's strengths and past contributions. This sets a constructive tone and helps the employee feel more receptive to feedback.
b. Express concern: Clearly communicate your concern regarding the employee's current level of performance. Use specific examples and objective data to support your observations.
Seek their perspective:
Give the employee an opportunity to share their perspective on their performance. Ask open-ended questions to encourage them to reflect on the challenges they may be facing or any factors that might be impacting their performance.
Provide clear feedback:
a. Be specific: Clearly communicate the gaps between the expected and actual performance, focusing on behaviors and outcomes. Avoid generalizations or personal attacks.
b. Use the SBI (Situation-Behavior-Impact) model: Describe the specific situation, highlight the observed behavior, and explain the impact of their actions on the team or organization.
c. Active listening: Give the employee a chance to respond to your feedback, allowing them to express their thoughts or concerns. Listen actively and demonstrate empathy.
Collaborative goal setting:
Work together with the employee to develop a plan for improvement. Set specific, measurable, attainable, relevant, and time-bound (SMART) goals that address the areas of underperformance. Ensure the employee understands the expectations and the consequences of not meeting them.
Provide support and resources:
Identify any resources, training, or mentoring opportunities that can assist the employee in developing the necessary skills and knowledge. Offer your assistance in addressing any obstacles they may encounter.
Regular check-ins and feedback:
Schedule regular follow-up meetings to review progress, provide constructive feedback, and offer support. Recognize and acknowledge improvement, reinforcing positive behaviors.
Offer training and development:
Provide opportunities for professional development that target the specific areas where the employee needs improvement. This could include workshops, seminars, online courses, or mentoring programs.
Recognize and reward progress:
Celebrate milestones and achievements along the way. Acknowledge the employee's efforts and progress publicly when appropriate, reinforcing their motivation to sustain improved performance.

Remember, it's important to approach this process with empathy, fairness, and a genuine desire to help the employee succeed. Building a supportive environment and providing ongoing guidance can contribute to the employee's long-term growth and improved performance.

How do you tell an employee they're underperforming? Join the conversation inside Work It Daily's Executive Program.

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Executive Spotlight: How To Tell An Employee …

Knowing the right skills to put on your LinkedIn profile is incredibly important if you want to maximize your reach and improve your chance of getting hired. But many people donât know where to begin. This guide will cover everything you need to know about using skills on LinkedIn to improve your visibility on the […]

The post 101 Best Skills To List On Your LinkedIn Profile appeared first on Career Sherpa.

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101 Best Skills To List On Your …

Why You Shouldn’t Look At Your Notes During A Job Interview

Should you look at your notes during a job interview? A lot of people have different opinions on this. Personally, as a career coach for 20+ years, I don't recommend looking at your notes during a job interview. And this is the simple reason why...

It's Distracting

@j.t.odonnell Replying to @torzamorris Can I look at my notes in a job interview? #interviewprep #interviewhelp #jobinterviewtips #jobsearchtips #interviewtips #interview #interviewquestions â¬ original sound - J.T. O'Donnell

Looking at your notes during a job interview is extremely distracting. For example, if I were giving you advice in person or via video call, but I was either taking notes or looking at my notes while talking to you, how would you feel about our connection? Probably not very good.

I don't think looking at your notes sends the right message when you're trying to have a conversation during a job interview.

Now, you may think that your only other option is to memorize your interview answers. That's not true. In fact, you shouldn't be memorizing at all.

Instead of looking at notes or memorizing your answers, research the most common behavioral interview questions you'll likely be asked in the interview. Write out your answers to them. Read them back to yourself, and do that every day for a little while until you haven't memorized them, but the storyline of them has been committed to memory so that when you're asked a question, your answer comes out naturally.

Now, in addition to that, there's something that I teach at Work It DAILY called the "Experience + Learn = Grow" model. When you write the answers to these behavioral interview questions out, you want to follow a beginning, a middle, and an end. (Storytelling!)

What did you experience?
What did you learn from that experience?
How have you grown from that experience and how are you going to use that on the job?

This is what employers are looking for. You're a service provider. You're a business-of-one. They're trying to understand how you are going to serve their needs, why they should pick you, and why you're going to give them the best return on investment (ROI). This processâresearching common behavioral interview questions, using the "Experience + Learn = Grow" model when writing out your answers in advance, and reading them until you know the stories you want to tellâwill get you to a place of comfort where you'll be able to just look at them and have a conversation.

The hiring manager is a person that you're trying to connect with. This is a potential future co-worker. You are at that interview to make a friend, make a colleague, in a sense. So, you want to connect. And looking at your notes while you're trying to answer their questionsâthis is not connecting.

If you have such bad interview nerves that you feel like you need notes, my advice to you is to learn how to do better interview prep. You not only want to do the prep to ease your interview nerves but to be able to sit there and connect with the person you're talking to.

In the hiring process, it's all about connection! That's why looking at your notes during a job interview will do more harm than good.

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Why You Shouldn’t Look At Your Notes …

Career aspirations are a topic that will come up often during a job interview. But unfortunately, many applicants are not prepared to do this! This guide will help you respond to âWhat are your career aspirations?â in an effective way. Not only will you learn how to answer this question, but youâll also get examples […]

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“What Are Your Career Aspirations?” Answer Tips …

Companies are increasingly relying on project managers to not only manage projects but contribute to their organizational sustainability.

Filling The Leadership Void With Project Managers

Project manager acts as a leader on his team at work

Where are the leaders?

In the past 30 years, the project management profession has evolved from more of an operational function to that of a true business leadership role. This has been brought about by targeted efforts from the Project Management Institute (PMI), but also by those organizations who realized that their non-project-related business processes were not as effective as they thought. This, coupled with a leadership vacuum that continues to plague our society in almost every area, has elevated the importance of project management to fill this void.

One of the key trends affecting companies' ability to recruit, staff, and maintain leaders is the change in organizational design, not to mention the remote work reality. Managing an ever-changing organization is now increasingly dependent on leaders' ability to adapt in an agile way to meet ever-growing client expectations and faster-evolving technologies.

Companies can leverage their multi-disciplinary project managers to not only meet this challenge but also contribute to business strategies, over-arching risk management, and long-term sustainability, whether in a direct project management role or not.

I myself have ping-ponged back and forth between commercial management, general management, and project management roles over my career, successfully utilizing proven project management techniques in each one. This allowed me to develop and grow at arguably a faster pace than I would have without this foundation.

As an expat for more than 20 years, the project management skill set was also quite useful to help my employers navigate the complexities of working and leading teams in such challenging countries as Brazil and Saudi Arabia.

This is why the profession continues to be one of the top transferable skill sets and why project managers are more in demand than ever. According to a recent study, there will be a worldwide shortage of project managers to the tune of roughly six million positions by 2030.

Risk Management Is Essential For Long-Term Sustainability

Risk management, project management concept

It is true that managing risk is a fundamental pillar of project management; however, many companies fall short of exploring risk management techniques as well as applying the risk management process to their business models.

In one instance, the company I worked for applied a simplistic heat map approach to managing risk which relied mainly on biased judgments from those whose inputs were based on historical data and their âgut feeling.â After all, as business leaders, they were paid to use their expertise and relationships to identify their risks and subsequent risk response strategies. They also only involved the project team once the project was awarded by the client.

While this has merit, it is a limited and purely qualitative approach that does not actually evaluate the risks based on their likelihood to manifest, the corresponding consequences, and associated monetary values. It also does not consider the cost to mitigate these risks nor the other types of risk response strategies such as sharing, avoiding, or transferring them. Finally, it does not calculate the residual values of the risks as some cannot be fully eliminated by employing one of these strategies.

On the same project, the company was very surprised that the sum of all of these values was almost double the amount of contingency that had been considered during the proposal phase.

A key value-add for project management is to perform risk reviews as early as possible, even before the commercial or bidding stage of the project so as to detect any potential risks, from proposal to project close-out. Both risks and opportunities need to be captured in all functional areas, as well as with key suppliers and select customers. In this way, the same risk register is used during the complete cycle and then serves as a lessons-learned asset for future business.

Keeping Your Company Focused By Using A WBS

I have worked for a number of companies with varying degrees of maturity in project management yet I am still amazed by those who struggle to define what work is actually required to manage a project. Aside from not adequately listing the tasks, deliverables, and time frames, they also sometimes misalign or intermingle project activities with operational activities. This obviously creates confusion and additional stress for everyone involved.

Project management provides the work breakdown structure technique (or WBS) which covers 100% of the work and deliverables, but in a more manageable way, while also assigning resources and dates so that proper planning can occur. A project manager's real worth is in developing and adapting the WBS to both the project requirements and organizational structure to cover the complete project cycle.

The project managers are also challenged to define clear roles and responsibilities for each task (RACI) so as to align the stakeholders. This will not only drive accountability but also more effective project execution.

While this sounds very easy and straightforward, the process can be a bit challenging when there is organizational misalignment, frequent client scope changes, and project teams scattered across locations, despite the remote team structures and technologies available.

I have seen cases where even those companies with robust ERP systems such as SAP and ORACLE struggled as they depended on the systems to effectively manage and integrate all of the project and operational activities. Without a skilled project manager and effective proper project set-up (WBS), even the best systems will not miraculously manage the projects by themselves.

As such, adaptability and the ability to quickly change courses (agile) are key skills the project manager should have to optimize project performance while maintaining strong leadership and client satisfaction.

A Structured Technique For The Art Of Stakeholder Management

Project manager uses project management software

One area of project management where a project manager really shows his/her value is stakeholder management. It really is an art form that requires not only a structured technique but strong business psychology acumen.

Since the project manager has a complete view of the project, they are in the best position to provide continuous leadership throughout the process so as to effectively align expectations, provide analyses, make more strategic decisions, and contribute to business continuity.

The key to effective stakeholder management is to not only develop a complete list of the key stakeholders but also evaluate the levels of power, influence, and stake that each has in the process. This is where business acumen and, notably, psychology are crucial as reliance on organizational charts alone may not tell the complete story, despite the hierarchy.

I have seen cases where the person at the highest level of an organizational chart had little or no influence at all on the project. The client's technical subject matter expert was actually the one with the true power on the project; by ignoring or understating this fact, the project was blocked on a number of occasions.

Project managers can really add value in the process by becoming involved at the early commercial phases so as to understand the business context, top people involved, as well as the negotiation strategies employed which will be very valuable during identification and processing of Management of Change (MOCs) events.

Networking and interpersonal skills are crucial for a project manager's success as they are usually the single point of contact that most will go to at any given point in time. This can provide invaluable opportunities to gauge real customer satisfaction and identify additional upselling opportunities as well as any potential risks or threats that may impact the project.

The main challenge here is to target the key stakeholders as it is impractical to interface with every single stakeholder on the project. A focused risk and opportunity-based filter would then provide the guidance needed to effectively identify the target groups.

Change Can Be A Good Thing For Project Managers

As the old saying goes, change is a constant. Most project managers are particularly uncomfortable with change as it disrupts the great project plans they developed. This is where a mindset shift can really transform irritating project changes into business opportunities by removing the negative emotion and focusing on the real impacts of the changes.

I worked on a project where a client changed the part number and schedule sequence on a large industrial valve order which was being manufactured by our plant in Italy. The project manager at the plant simply refused to process the change, then arbitrarily issued a 50% processing fee with a six-week schedule impact to dissuade the client from implementing the change, rather than take a level-headed approach to see what other opportunities this could have created for us.

In this case, the change was clear; imagine situations where the change was not even detected by the project team and processed without any charge or schedule adjustment. This happened on another project I worked on where the company did not have a robust WBS nor clear scope to deliver. They preferred catering to the client's needs rather than upsetting them by evaluating the change and determining any impact.

Finally, I worked on a project where the company was extremely well organized and immediately flagged every change, submitting variation order requests to the client. We probably received more than 50 changes on the project and the client became quite irritated at receiving 50 change order requests, rather than grouping the requests together and negotiating fewer amendments.

The MOC process is where a project manager can really shine as it does involve strategic negotiation skills which could impact the long-term relationship with key clients, not to mention operational planning and, frankly, the bottom line.

When involving a project manager during the initial commercial phases, practical MOC language can be introduced to cover how changes will be processed, including agreed time periods and approvals to proceed. The project manager's knowledge of the scope, client, business context, and organizational fit of the project should guide the strategy during execution.

Managing Internal Projects, Process Improvement Initiatives

Everything is a project!

This may seem contradictory to what I mentioned earlier about mixing project and operational activities; but it really means that any specific business endeavor, whether internal or external, can and should be treated as a project, as long as there is a specific deliverable and target date identified.

Many companies have an internal project team or do consider initiatives such as plant expansions, asset pool management, and new office locations as projects that could be managed as projects. This can also be applied to process improvement initiatives which may target all or specific processes and parts of the organization; techniques such as Lean Six Sigma can be quite effective when working directly with the project teams to achieve the desired results.

Personally, I have been involved in a number of internal projects and they have been just as rewarding an experience as client-facing projects. The biggest challenges to internal projects are to ensure that each has a sponsor, a charter is issued, and a dedicated project team is assembled to drive the initiative. Even with these controls in place, accountability always seems to be an issue, mostly due to conflicts with the business, as business continuity cannot suffer as a result of the project. There also may not be a firm budget or hard schedule from which to work, making it difficult to show real progress and evaluate project performance.

In many cases, internal projects are also change management initiatives that require specific skills to successfully implement. Project managers have techniques and actual specific certifications which target organizational transformation and this is a trend that has picked up considerable speed since the COVID-19 pandemic. Forward-thinking organizations will and should rely on the project managers to thus manage these initiatives with these proven techniques while also challenging their top management to be accountable for these results.

Project Managers In The Boardroom

Project manager talks with executives in the boardroom

As our profession continues to gain visibility and acceptance, the boardroom has now opened up for project managers and we have jumped right in to show our value to the organization!

One of the most rewarding aspects of my career has been the opportunity to participate in boardroom discussions regarding medium and long-term business strategies. When companies have asked for my input, I have been more than willing to apply project management techniques as well as my experience to contribute to the strategy.

As project managers, we have a natural tendency to walk people through a detailed process so as to gain buy-in, but also to show our level of competency to a certain degree. As natural communicators and, in an effort to ensure the entire situation is properly explained, we sometimes cannot see the forest from the trees.

At the boardroom level, the challenge is to be analytical and strategic while driving our point home in 2-3 PowerPoint slides (the 3 Cs: crisp, clear, and concise). This requires targeted stakeholder management, but also a deep understanding of the intended business objectives. We need to apply the risk management lens, lessons learned techniques, and, yes, not be afraid to question strategies.

We are quite effective at leading brainstorming workshops as we ensure there is a scope and time element to each one, along with the expected outputs (deliverables). The frustrating part can be the desire to get to the finish line in one or two sessions, whereas some initiatives may require several sessions to complete the roadmap.

The other advantage to the board is that we are an external element, yet part of the same company, so we can provide a more objective assessment of the topic or strategic component. The key here is for the project manager to stay on topic yet include a parking lot for issues to be addressed in a different session.

A recent trend is the creation of the chief project officer role which really ties all of this together, including the PMO, to the rest of the organization and those companies who have pursued this are reaping the full rewards!

Value-add has never been more important for companies and project managers can fill many of the current leadership gaps while also leveraging their interdisciplinary skill sets to drive organizational performance and sustainable change.

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7 Ways Project Managers Add Real Value …

For those blindsided by a layoff or new to job search, you have some new skills to learn. Technically, we now are all faced with learning a new skill, AI. In this week’s summary, I share articles about: These carefully curated articles are written by talented authors! Follow them. NETWORKING Unlocking the Power of Connections: […]

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Summary Sunday: Issue 524

The average full-time employee spends more time at work with co-workers than at home with friends and family. This can make for an unpleasant situation when we have one or more co-workers that we dislike.

It's in everyone's best interest to try to reach some common ground and make the work environment at least tolerable. So, how can you deal with difficult co-workers?

Here are five tips to help you deal with the difficult co-workers in your life:

1. Be The Better Person

If you find that a co-worker is always breaking bad on other employees and has a proclivity for office politics and gossip, try to distance yourself from that person. If you happen to share an office with the scandalmonger, try to only talk about work-related topics that are not personal attacks on other colleagues.

2. Keep A Positive Attitude

Woman smiles at a difficult co-worker at work

No one wants to be around someone who's always negative and in a bad mood, so even if your difficult co-workers try to bring you down, think about the positives in your job.

If you're struggling to see the silver lining, think about what this job allows you to do outside of work. Perhaps your income provides you with a few discretionary dollars that can be spent on a favorite hobby. Or maybe you have a real opportunity to grow your career at this particular company, and dealing with a couple of difficult co-workers is worth it to achieve career success down the road.

3. Ignore The Person

We're at work to do a job, so focus on the tasks that must be accomplished and network with other people at your workplace who aren't quite so difficult to be around.

It's important not to be rude. Just try not to engage in more conversation than you need to.

4. Take Action

Professional man deals with a difficult co-worker during a meeting

Sometimes people don't realize that they are perceived as being negative or a gossip.

In a non-confrontational way, pull the person aside in private and tell them that you're really trying to be positive at work and could use their help. This tactic might be subtle enough to invoke a change in their behavior.

5. Make The Most Of It

Woman tries to handle a difficult co-worker

There's no rule that we have to be best friends with our co-workers. You may find that you work with someone who you just can't grow to like and that's okay.

However, come to the realization that you do need to try to be professional and treat the difficult person with respect and civility. Continue to focus on your work and see if there's something that you can learn from the difficult person, even if it's just the fact that you don't want to ever act like them.

We've all known the pain of dealing with a difficult co-worker. With these tips, we hope you can handle all the difficult co-workers you'll come across in your career in a professional and effective way.

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5 Tips For Dealing With Difficult Co-Workers

As a career success coach, I'm always looking for new and different ways to get across my common sense ideas on life and career success. I found some great career advice in a Denver elementary school a couple of months ago.

I was invited to see the Go For It! Institute's program in action at a school in Denver. The institute teaches kids the value of things like a positive attitude, believing in themselves, positive habits, goal setting, and persistence. Their work is based on ideas created by Judy Zerafa.

Success Tweet: Vision without action is a daydream. No matter how big your plans and dreams, they'll never become reality until you act on them.

Zerafa has created Seven Keys to Success for young students. Check them out below!

1. Have A Positive Attitude

Learn what attitude is, what aspects of your life are controlled or directed by your attitude, how to determine your attitude at any given moment, and what specific strategies make a positive attitude a permanent habit in your life.

2. Believe In Yourself

Man talking to his coworker about achieving career success

Understand the nature of human potential through a simple process of identifying your personal talents and abilities. Develop academic strengths and personal interests to create personal fulfillment and economic opportunities for your future.

3. Build Positive Habits

Professional woman at work builds positive habits for career success

Understand the process of how habits are created. Learn to identify and remove self-defeating habits and create habits that will make all aspects of your life easier and more successful.

4. Make Wise Choices

Professional man receives advice about career success from an older coworker

Learn the dramatic relationship between any current circumstances in your life and the choices that created these circumstances. Develop a personal proactive plan for desired outcomes through conscious, wise choices.

5. Set & Achieve Goals

Woman at work finds career success after achieving her goals

Recognize the difference between a wish and a goal. Make a commitment, plan, take action, and recognize completion.

6. Use Your Creative Imagination

Man uses his creative imagination at work to achieve career success

Extend your physical ability to accelerate problem-solving and goal achievement in all areas of your life.

7. Be Persistent

Happy professional woman at work achieves career success after being persistent

Track progress, develop the focus and determination required to succeed, create an attitude of gratitude as the access to fulfilling your dreams, and link the Seven Keys to Success together in everyday life.

Whatever you do, persist. Keep working toward your goals and dreams, and you will find career success. It's only common sense.

The Go For It! Institute is in business to bring these keys to young people and their parents. But as a career success coach, I think they are important ideas for anyone interested in achieving career success.

The Seven Keys to Success bear a remarkable similarity to the ideas behind one of my four keys for career success: commitment to taking personal responsibility for your life and career success. Since we're at Tweet 40 (of my book, Success Tweets), it makes sense to do a quick overview of my four keys to life and career success.

The "4Cs:" Clarity, Commitment, Confidence, and Competence.

Here they are in a little more detail...

Clarity of purpose and direction
A sincere commitment to taking personal responsibility for your life and career
Unshakable self-confidence
Competence in four key areas:
1. Creating positive personal impact
2. Outstanding performance
3. Dynamic communication
4. Relationship building

Zerafa developed the Seven Keys to Success on which the Go For It! Institute's program is based after interviewing 35 Horatio Alger Award winners. I think this is a brilliantly simple success formula. She is taking her positive message to kids and parents in an attempt at starting the success cycle early in life.

Successful people are self-confident and are committed to taking personal responsibility for their lives and careers. The Go For It! Institute's Seven Keys to Success is all about taking personal responsibility for acting on your plans and dreams.

You will succeed if you have a positive attitude, believe in yourself, build positive habits, make wise choices, set and achieve goals, use your imagination, and persist.

I'm glad I was introduced to the Go For It! Institute and the great work they are doing with kids. I think their message applies to all of us. If you incorporate these seven keys into your life, you'll be well on your way to creating the life and career success you want and deserve.

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The 7 Keys To Career Success

The Importance Of Training (And Reinforcement Learning) For Effective Operations

The organization invested in some expensive technology. Everyone was initially trained, but now it seems like certain groups arenât leveraging the system as well as they could be. Do you have a comprehensive training program?

Continual training is important because it provides employees with the knowledge needed to effectively use the systems. Proper training helps employees understand and stay current with the latest features, functionalities, and best practices of the system. This can lead to increased confidence and productivity to streamline their work. And when employees understand the system, they are more likely to use the system correctly, reducing the risk of mistakes and errors.

Different Training Options

E-learning, online class, education, training concept

Did you know that individuals typically only remember a fraction (as little as 10% after two weeks) of the information from a training session? Everyone is unique and learns differently so offering a variety of training options can make the training program more inclusive. Plus, having multiple options is great for reinforcement learning. Also, individuals may be working remotely, or the organization operates in multiple locations. Some training options you may want to consider are:

1. Instructor-led training â recurring scheduled training sessions in a classroom setting where there is an instructor allowing for direct interaction with the students. These sessions may be in person or virtual.

Have some type of handout for individuals to take notes on.
Itâs critical that the content is relevant (preferably with real-world examples) so that individuals know how to apply what theyâve learned!
Encourage individuals to participate in discussions. Engagement promotes retention!

2. Web-based training â training sessions such as videos that are recorded so that employees can access them at their convenience. This is great for employees who work âoff hoursâ or outside the main office. Some options are:

Purchase a learning management system (LMS) which not only offers the content, but also tracks progress, assessments, and reporting.
Create self-paced interactive courses (with minimal technical skills) using tools like Articulate leveraging PowerPoint slides.
Create custom training videos with tools like Camtasia.

3. Written materials â some employees may prefer to read training materials on their own. This includes user manuals, online help, quick reference cards, or cheat sheets.

4. Train the trainer or SMEs (subject matter experts) within departments who can provide more customized training, especially for new employees.

Benefits Of A Comprehensive Training Program

Ransomware, malware, virus, cybersecurity threat concept

When new employees join the organization, there are many concepts including systems, processes, and policies that they need to become familiar with. A lot of new information is coming at them and they will probably benefit from some ârefresherâ training for reinforced learning. Having training options that accommodate how they learn best can help them ramp up and become more productive faster.

Besides reinforcement learning, other times when employees benefit from training are when there are changes. When employees get promoted or transferred to a new department, theyâll need training to acquire the new knowledge needed to be successful in their new role. Also, most software vendors will produce a major release annually. You want to ensure employees can leverage the new updates which could be compliance or regulatory related.

Cybersecurity threats are still on the rise so make sure you have a rigorous security training program. It may include phishing awareness, social engineering awareness, and the importance of using strong unique passwords.

Create a specific training site on your intranet so the training resources are in one central location and are easily accessible to all employees. Itâs an easy way to make sure everyone has access to the most current versions of the training materials.

When the organization offers a comprehensive training curriculum, it shows that investing in the employeesâ personal development is important. They provide employees with the tools and resources needed to excel in their roles. Employees will appreciate these efforts, which can lead to increased employee morale and motivation.

For more information on investing in a comprehensive training program to maximize the use of your technology, follow me on LinkedIn!

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The Importance Of Training (And Reinforcement Learning) …

5 Fun Work Activities To Bring The Office Together This Summer

When you work in an office, you're used to seeing your co-workers every day. But when was the last time you bonded with them? What team-building activities have there been to strengthen your connection and improve the workplace culture?

If your office hasn't made team-building activities a priority in the workplace, don't worry. With more sunshine and nicer weather, summer is a great time to bond with your co-workers.

Here are five fun summer work activities that will bring your office together:

1. Ice Cream Party

Woman eats ice cream at work during the summer

Everyone loves ice cream! While it may not be the most unique suggestion for a fun workplace activity, an ice cream party doesn't require a lot of planning (or funds) and it's always guaranteed to be a hit.

On a hot day, bring the office together with some sweet treats. Sit outside and soak up the rays while cooling off with a cone. To make sure no one feels left out, take note of any allergies or sensitivities your colleagues may have and offer enough safe options.

The great thing about this fun workplace activity is that it can easily be something you do regularly. Make it a monthly tradition to celebrate your co-workers and all of their hard work!

2. Office Bake-Off

Man gets a plate of food at a work party

One of the best things about summer is the fresh food! Have fun and bond with your co-workers with an office bake-off (or cook-off) using whatever is in season. Whether it's from a local farm stand or a personal garden, this activity will not only make you feel connected to your colleagues but to your whole community.

Want to make it more interesting? Make it a competition! Encourage everyone to bake or cook something, and then have people vote for their favorite dish or dessert. The winner could get a gift card, an extra vacation day, or just plain old bragging rights. You can even set some rules for everyone to followâdepending on how competitive your co-workers are.

Lots of fresh summer food and a fun competition to bring the office together? Sign us up!

3. BBQ And Lawn Activities

Keeping with the food trend, a classic BBQ is the perfect activity to get to know your co-workers better. You could either do this at work or at someone's house and have everyone bring a dish and their favorite lawn games.

If you decide a weekend day is the best time for a summer work party or BBQ, you can also invite family members to join in on the fun. While this type of activity requires more planning and resources than most other summer activities, it's also probably the best way to bond with your co-workers outside of the office.

Think you might want to host a work party this summer? Don't hesitate to send out your invites! Your co-workers won't want to miss out.

4. Photo Contest

Woman on vacation takes a picture of the view

Most people take a vacation during the summer months. So, why not use that as an opportunity to start a photo contest?

Whether it's pictures of animals, family, nature, beautiful cities and landscapes, or adventures, have your co-workers submit a photo or two from their vacations this summer for a chance to win the office photo contest. Winners could receive a monetary prize or (with their permission) have their photo posted somewhere in the office or on the company website.

A fun activity like this lets employees show off their creative side, and it might even compel them to travel more and use up those vacation days they've been hoarding all year.

5. Start A Company-Wide Team Sport

Coworkers start a team sport during the summer

No other activity can help you bond with your co-workers quicker than playing a team sport together. If your company doesn't already have a few sports teams you could join, start one yourself!

Common team sports like softball/baseball, soccer, basketball, and even dodgeball are all great options. Not only will playing a team sport with your co-workers strengthen camaraderie, but physical activity will help everyone stay in shape, which might in turn help job performance and employee health. Depending on how big your company is, you could form different teams for each department and play against each other or battle it out against other teams in your community.

Sound like fun? Grab your sneakers and gym bag and get your team together today! You won't regret it.

Summer is the perfect time to bond with your co-workers over seasonal activities and fun competitions. If your office could use some fun team-building activities to boost morale, try one of the five summer activities above. Your teams will be stronger because of it!

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