Coaching to Success

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Prioritising

Let’s be clear about how to communicate…

Clear communication can be the bane of working days if not carried out correctly. In this day and age we have so many means to communicate but all too often we find haste makes waste. So as to avoid making fundamental mistakes in getting your message across, consider the following tips to help you get the most out of your communications…

In times gone by, a letter dropping on our doormat used to be received with emotional attachment. It may be good news or bad but either way, someone had spent time to write to you. It would be read front to back and maybe re-read with the inevitable answer being drafted and posted.

Today’s supersonic highway of communication means we can send a message to Australia and the receiver will have it within milliseconds. Speed now takes over from accuracy or content and the content is what makes the message clear.

Do you find yourself receiving information or talking to people finding that it is unclear what they are trying to communicate? And what of yourself, are you finding the speed of life means your message is sometimes rushed. This being followed by elements of frustration as the recipient does not appear to grasp what you wish to relay.

It may not always be that they do not comprehend what is being said. It may simply be that we are not explaining ourselves clearly. With that in mind, here are our tips towards formulating your message(s):

Communicate clearly:

  • Make it clear, well-structured, polite and easy to understand (use straightforward terminology)
  • Two ears and one mouth, use in that order! Listen to what is being said and paraphrase your understanding
  • Utilise all channels insuring the message has been distributed accordingly (Verbal, Email, Message, Telephone, Presentation, Meetings)

Timely and Accurate:

  • Remove any ambiguity, accuracy is paramount
  • Emphasise levels of importance or urgency. Remove any doubt or misunderstanding
  • Keep concise but containing the correct level of detail
  • Consider the most effective time to deliver the communication
  • Assess when best to repeat/update

Approachability:

  • Openly share information
  • Be open to questions, ideas and approach
  • Allow others to express their views and show a genuine interest
  • Change manner and terminology of delivery if recipient doesn’t initially grasp it (speaking slower or louder doesn’t work – it is often the delivery that doesn’t resonate rather than information not being understood)

Negativity:

  • Refrain from use of inappropriate language, beratement or tone
  • Use positive affirmations over negative ones
  • Actively listen to what others have to say without dismissing before they begin
  • Do not portray yourself as too busy or unapproachable
  • Desist from over embellishing or dramatizing negative facts
  • Avoid giving bad news inappropriately (e.g. using email, social media or text to give negative feedback to an individual)

The key is to keep your message clear, simple, informative, timely and without any prejudice.

Having no clear guidance, people read into what is in front of them in their own way. It depends on their mood, what mind set they are in. Without clarity, ambiguity takes control and that can lead people down a dark path that may not have even been considered.

We help organisations and individuals such as yourself to insure the message being delivered remains focused with a positive outcome. Start the first step by contacting Neil on 07761 187238 or email neil@coachingtosuccess.co.uk where you’ll be assured a warm welcome to discuss how we can help. You’ll get a better understanding of Neil too by watching our interview video at https://youtu.be/RvCwOL4hPco

Decision making made easy…

Things used to be quite simple when it came to decision making. Take purchasing cars for example, how much money do I have? New or second hand? What make, usually a small selection of manufactures. Finally what model?

In the 1970s the top ten cars were Ford Cortina, Ford Escort, Morris Marina, Mini, Vauxhall Viva, Austin Allegro (All-agro as my wife calls them having had one as a first car!), Ford Capri, Austin 1100, Ford Granada and the Hillman/Chrysler Avenger and these were prominent as new/second hand cars in the 80s too.

Top selling car in the UK at the moment is the Ford Fiesta but there are 11 models within the Fiesta banner. On top of that, all the variations of stereos, Sat-Nav, colours etc just compound the decision further. Ford’s tag line is “A good dilemma to have…” but is it?

Our options used to be simpler when it came to purchases but this has now become so confusing and it does not stop there. Decision making then flows out to home, family, work with the endless we have.

A good way for decision making is to know what your starting boundaries are. For example, our TV is on the blink so we’re looking for a new one. Its position in relation to viewing distance means a 43” set would be ideal, however, surely a 55” would be better? NO! There’s science behind this and not being a scientist, I’m inclined to go with those who are in the know.

Next is to decide if it needs to connect to the Wi-Fi as a smart TV and any other details pertaining to what we want from it … and only then did the search begin with narrowing it down to a choice of 3 sets. Now that is an easier decision to make.

The ‘Decision Tree’ is another tool that helps and especially so in business. Where you find yourself following the options and going through the process.

This follows a YES/NO process. For every question you ask, you travel a Yes/No path which in turn leads to another question which might be as simple as “Does this resolve your situation”, if YES, then “what is the conclusion”, if NO then further avenues of exploration are required. Note though, some Yes or No questions may in turn join another question already answered but as a result of the new path you took, the answer may be different.

This format may lead you to ask and answer more questions than you originally started with but through exploration, these questions may well raise the subconscious thought processes which were unknowingly holding you back.

Although not conducive to creating a final decision, a tool that helps you lay down everything you have to work with is the Spider Diagram where you take the principal subject matter (ie Business Growth) and from this you draw a line each reaching out to the subgroups (ie Marketing, Client Base, Sales, Finances, Competition etc) then each of these subgroups push out to what makes it up (ie Marketing: Demographics, Social Media, Strategies, Pricing, Promotion, Feedback…)

Once it is out of our heads and down on paper/screen, they are no longer vying for position enabling us to see them more clearly. From this, we can make decisions easier as we have a bigger overall view (much like getting a TV where you can see all of the screen comfortably, but I will not harp on about that, lol) that in turn enables us to focus on specific areas rather than all at the same time.

Throughout all of this, the underlining element is questions. Before you can make a decision, questions need to be asked and at Coaching to Success, this is what we do best. Incisive questioning cuts through all the layers and gets to the root areas for decision making.

If this is something you wish for yourself or your team, make the first decisive decision and contact Neil on 07761 187238 or email neil@coachingtosuccess.co.uk where you’ll be assured a warm welcome to discuss how we can help. You’ll get a better understanding of Neil too by watching our interview video at https://youtu.be/RvCwOL4hPco

When all around you seems to be collapsing…

Sometimes when things seem to go wrong, you think “Why do I bother?”. I’ve had one of those weeks where my front door key snapped off IN the door! The oven’s heating element burnt out and to top it off, the Blue Ray player decides it no longer likes discs.

All typical things that can affect our perseverance when it comes to work or home.

Why did I not give up? Partly because I could not get in to cook dinner so we could then watch a film. Seriously, it was not so much the action as the attitude! It would have been easy to have a tantrum or feel aggrieved but no. Although an uninvited hassle, resolving the situation would insure things returned to normality or, more importantly, when things really matter, improving the end situation.

Easier said than done so here are a few tips to change the mindset towards a positive outcome by ‘Perseverance’.

Believe in yourself: “If you think you can do a thing or think you can’t do a thing, you’re right” (Henry Ford). Give up on trying and start doing. If you have doubt, ‘Trying’ something gives you permission to fail. Believe in yourself and commit psychologically to achieving it.

Evidence based actions: I have been as guilty as others for worrying about what might or might not happen. As the saying goes, attack is the best form of defence. Rather than getting tied up in the worry, recognise it then quickly get on with it so as to reduce the build-up of worry.

Put procrastination in her place: With today’s fast moving pace, laptops, tabs and mobile phones mean we are available 24/7. Or are we? Don’t let technology or others dominate and control your precious time. Allocate time to attend to them rather than being enslaved. What is the true reality of having to ‘immediately’ answer the device as it beckons you or are you simply procrastinating?

Reflection: Each day, look back over what you have done and make a note somewhere of what you achieved. Each week or month (depending on time scales), spend time reading over your notes to re-kindle the motivation to carry on.

Automation: It may seem obvious but reduce the time spent on repetitive tasks by creating systems, templates and suchlike. Mail Merge, for example, is great for correspondence where minor differences need to be applied to what is otherwise a long winded process especially those that are required weekly/monthly.

Understanding: Avoid shying away from a task due to lack of knowledge. Do not be afraid to ask questions. Improve your understanding of the situation. This may be as simple as establishing the required outcome rather than a perceived one! If you are not familiar with something, ask those in the know. People like to share their knowledge so never be afraid to ask someone something they will enjoy talking about.

Keep the end in sight: Goal setting along with the actions to achieve it are what Coaching to Success specialise in. Know what your ultimate goal is. Compartmentalise each element required to get there and set time-framed goals with actions for each step. It is always easier to handle smaller sections of the bigger objective and a great motivator to tick off each as they are done. Much like doing a jigsaw, one piece fits neatly in with the next and before long, you have an amazing picture made up of its several parts.

Coaching to Success work with clients to gain clarity in their end objectives. To break the bigger picture into jigsaw piece size goals and help set realistic times for each. With motivation, clarity and direction, we can help you or those you are responsible for to persevere to the end and feel the benefits of accomplishing it.

To improve your own levels of perseverance, take the first step by watching our interview video at https://youtu.be/RvCwOL4hPco then contact Neil on 07761 187238 or email neil@coachingtosuccess.co.uk where you’ll be assured a warm welcome to discuss how we can help.

No better time to focus… Than NOW!

Whether parties are looming or seasonal jobs (such as Accounts being in high demand December/January) are upon you, while looking to find stress free ways to manage the workload, we can all fall foul to that beast we know as procrastination. One of the best ways to free from stress is to have a party with a lot of food and drinks from Oddbins.

Even as a business coach, I am not immune to the temptations of more interesting tasks or projects, especially when I’m having to deal with an area I am not comfortable with such as the Belbin Team Role position of ‘Finisher’, which is often the case for those who constantly seek new opportunities! The excitement has waned by then.

So whether you find it difficult to start a job, monitor its progress or lose motivation once the initial enthusiasm has passed, here are some great tips to keep you on track:

Mini Snacks: Ask yourself “What can I achieve in 5 minutes that will move this forward by even the smallest amount TODAY?” Then set about doing it. Scientific research shows we are more likely to actually complete a task once we set about starting it.

Emotional boost: Pick a song you really relate to for the task in hand. Some of my friends would look amazed to know that I tune into Classic FM when writing these features but I find it calming and allows me to think as there are no lyrics. Find songs that inspire you for the task in hand.

Place a Wager: Look to a friend or someone you believe can hold you accountable and place a bet with them! Make it something you actually having to suffer a loss if you don’t achieve your chosen task. Announce that you will take them out for a meal, take them to see that band they may be but you are not keen on, you will clean their house together with Exterminator Kansas City along their backyard. Create a given day/time of the following week, or whatever time scale you work to, and it is down to them to check in at that time to redeem their wager should you have failed in your objective. Great incentive because it is lack of face as much as financial or whatever the bet is.

Rewards: On a flip side, set about rewarding yourself for completing a task like pampering yourself with the help of Galumbeck plastic surgery. Make it relative to the task in hand such as I like to make a cafetière of coffee once I’ve written a feature and sit back to read the finished article. Some may have secured a big contract so look to a new car. Set the reward accordingly.

“Umm, that one”: How big is your to-do list? A valuable tip is to know what is most important and FOCUS on that. If you have a lot of things vying for position in your mind, write them all down and put them into order of priority. Then work your way through it with the full knowledge you do not have to focus on anything else as it is written down ready for you to address later.

“Bye”: Let it go, quite simply, if it is not important or it is something someone else can do proficiently, get this off your to-do list and out of your head. If passing it on, we call that delegation, which is a little different but, nonetheless, you no longer need to handle it yourself so give yourself permission to let some things go.

Gym time: If you go to the gym, you will undoubtedly give yourself a set time to powerhouse your way through a set routine. It is no different with a task. Start in 20 minute stages and work up to an hour where you will close the door on all other interruptions or distractions and fully focus, knowing you have a time frame to work to.

What’s going on up there?: Have you ever actually spent time assessing yourself? What are the main factors for holding you back? Is it a fear or lack of perceived knowledge required? Even the most confident among us have fears, myself included, but it helps to be completely honest with yourself so verbally ask “I’m avoiding this task because..”.

Coaching to Success have techniques to help you recognise yours or your team’s strengths as well as areas that you can either work on or realise they are best passed to others whose strengths lie in that given area. Don’t put off something else that can help you move successfully forward, take the first step towards overcoming procrastination by contacting Neil on 07761 187238 or email neil@coachingtosuccess.co.uk, where you will be assured a warm, friendly welcome and the chance to discuss how we can help not only saving time but actually achieving all those tasks.

Several Hats to help ready you for decision making

As a Director, I was frequently asked to make decisions. Some relatively easy, such as weighing up one product’s specification to another but some were quite difficult like moving a multimillion pound logistics warehouse, stock and people from one location to another while continuing customer support and expected service levels in the middle of a recession!

Decisions affect us and those around us, it is no wonder the weight of making these can be really demanding on us as well as exhausting!

Your approach may be quite stoic and attempting to change your usual thought process can be demanding. No matter whether you go at it with all the optimism in the world or with careful consideration of each element you can easily miss the opposites of your natural demeanour, ie if you are normally averse to risks, you may miss opportunities.

Personally, I go at things thinking all will work out well, and on occasions, they have not. This is predominantly brought about because I did not always look objectively at the decision to be made but opted for charging straight at it.

With age comes wisdom, luckily I am not that old that I can still learn and, hopefully, you feel the same way so here is an exercise called ‘6 Thinking hats’ (Edward de Bono, 1985) which help you to view a situation from different approaches one at a time.

Let us move ‘ahead’ (sorry!) and examine the how with what each colour hat represents:

  • WHITE ‘Information’ – The facts and available information. This hat wearer focuses on the facts, numbers, realities/certainties based on data presented and past trends. Assess learnings from this as well as gaps in knowledge.
  • RED ‘Emotions’ – Instinctive or intuitive gut reactions? States of emotional sensitivity (with or without justification). Unlike the White hat, this is about working to our emotional strengths or realising how others will react. Others may not understand the reasoning so Red hat wearers consider the emotional dynamics of the organisation and people therein.
  • YELLOW ‘Optimistic response’ – The logic applied or pursuing harmony. The upbeat side. Either you or members of the team who actually see the positive benefits should wear the Yellow hat. When already in the process, Yellow hats are also the motivators who will seek the positives.
  • BLACK ‘Logic/Discernment’ – Practical side. Black hat wearers seek reasons to be cautious or conservative. Look at what the potential negative outcomes may be or arise. They look at things defensively and put good arguments forward as to why it may not work or highlight the weak points.
  • GREEN ‘Creative’ – Provocation and stimulation seeking investigation into the creative or unknown side. Green hats think the big picture and are open to potential new ideas/concepts. They also promote ‘all’ ideas as legitimate and encourage people to think laterally as well as openly to the potential of an idea so it can be explored.
  • BLUE ‘Managing’ – What is the goal? What are we thinking about? Look at the bigger picture. This should be worn at the start and end. This is the process control/decision hat. In meetings, it is won by the chairperson. When ideas start to stagnate, they may turn to the Green hat way of thinking or should a nonplus demeanour set in, then they turn to the Yellow hat process.

All processes start and conclude with the Blue hat. The process may be run by a singular person or a team, regardless, each hat will be worn by an individual or as a group. For example, in Logistics, transport department may wish to take on the Green hat as they are frequently involved with problem solving of deliveries. The office team leader may consider the Red hat as decisions may affect the working team there etc.

This is a powerful technique when used to its full potential with an open approach. De Bono’s system allows all elements (including scepticism) to enter the arena without fear of immediately being thrown to the lions!

An all-round approach considering all angles will result in a complete understanding of the situation, and not simply our own blind-sided thought process. It allows the process to be fully opened but in a controlled manner with the ultimate outcome being well thought through with a solid conclusion.

Coaching to Success specialise in Red, Yellow, Green and Blue hats on the understanding someone knows what the Black and White areas are. We refer to this as the ‘Grey Area’ (my apologies once again, such a cliché) so if you would like to take the first steps towards making great decisions, start with an easy one and contact Neil on 07761 187238 or email neil@coachingtosuccess.co.uk, where you will be assured a warm, friendly welcome and the chance to discuss how we can help set a less turbulent path for the decisions to be made.