Category: Leadership

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Say No To Being Time Poor

Like many, I’m time poor. (I actually think I may be bankrupt.) But, I’m learning a few powerful lessons during this stress test (known as the Global Pandemic) that I’d like to share.

Before You Commit to Anything, Get Clear on Your Priorities. You might think it’s crazy to take on all of these things that we do and I do agree, I’d also like to offer that all of these activities must be aligned with our top priorities. For example:

  • Family
  • Professional Development
  • Support & Service To Employer (and community)

For the record, I’ve said “no” to things recently, to make room for my “yes” replies When asked if I want to get involved in anything new, I say, “let me think about it” before I agree to move forward. Clear priorities give me guidelines on whether I should say “yes” to anything new.

You Can’t Do Everything. We all have limitations. What I’ve learned is that I can’t be everywhere at once, I don’t always make the best decisions, and there are others willing to step up and help when asked. To manage, we have to delegate and empower. Sometimes it’s hard for people to give up control as they assume more responsibility. You can delegate authority, but not responsibility. When you delegate authority, you give people autonomy – something we all crave. Any task that has been delegated can be a great learning opportunity for someone else.

Sometimes Good Enough Is….Good Enough. We’re all busy and in the greater scheme of our lives, things matter but maybe not as much as we think. When you’re busy, how you allocate your minutes is critical. During the week, there are things I spend time on and things I don’t. There are things that I perfect, and there are things I choose not to. In your world, you know when you’re trying to make perfect things that don’t matter. The key is being able to recognize when good enough is really good enough.

For all of us, we strive to feel full lives. I’ve given up on the idea that life can feel balanced – is anything ever really balanced?

-RG

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Effective Communication Strategies For Students

Faculty often tell me…when students reach out they often express their concerns about their courses, they confess their shortcomings as students and writers, and they ask for some advice. The conversation might look like this:

Student: “What’s the one thing I can do to increase my chances of doing well?”

Faculty: “Simple, keep the lines of communication open.”

The most successful students are the ones who aren’t afraid to reach out to the faculty members with questions, concerns, and comments. As a student, if you’re not used to communicating with your instructors, here are some helpful tips to help you get the most out of each interaction:

Reach Out Early – Most universities and colleges require their instructors to respond to student inquiries within 24 – 48 hours. So, if you have a paper due by 11:59 PM on Sunday, you don’t want to wait until 11:00 PM to email your instructor. Look over the assignments in the beginning of the week and send questions as soon as they arise!

Avoid Vague Comments and Questions – If you ask vague questions, you’ll get vague answers. If you ask clear and specific questions, then you’ll get clear and specific responses.

Be Prepared Every now and then, faculty members get a student who will send an email like this: “I’m confused by the assignment. Explain it to me, please.” Most faculty provide assignments with detailed instructions and rubrics. So, faculty members are not willing to simply rewrite the instructions. However, they ARE willing to respond to a specific question with a specific direction or a specific piece of language from the rubric.

Use the Appropriate Communication Channels – Be sure you’re using your instructor’s preferred method of communication. If he/she encourages you to call, then call – just be respectful, and don’t call in the middle of the night! If he/she asks you to communicate via school email, do so. If you don’t use the proper communication channels, you may stall the conversation.

Be Patient – Online courses are available 24/7. Online instructors are not. If the school promises a 24-hour response time, then be sure you give your instructor a full 24 hours before firing another email.

Be Nice – Professors are people. They don’t like to be yelled at. They don’t like to be called names. They are more willing to work with people who are kind to them. So, be professional and be kind.

Bottom line: Don’t be afraid to reach out to your instructors. Good communication can make the difference between an okay learning experience and a great one.

-RG

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Top 5 List – Stop Doing This When Sending Email

Top 5 List

Many of us send many emails over the course of a week. We don’t give a second thought as to what kind of impression they can have on how others view us. Even a well written email can make us appear less professional just through presentation and style. In order to make your next email look professional, here are five things you might be doing – and may need to stop.

Long signatures – Your name, title and company is plenty. If you really want to include your social media links and all of your current committee positions, think about listing them in a smaller font. Also, avoid icons, logos and images whenever possible. In addition to possibly appearing as attachments, they don’t always display well on mobile devices.

Reply all – In most cases, replying back to the original sender is fine. Not everyone on the list needs to know your question or see your reply. Use the “reply all” option when it really makes sense.

Writing like a text message – Poor spelling and abbreviations might be acceptable in a text, but in an email they make you look distracted and lazy. Write in a way that is professional and that would make your English teacher proud. Proof your work before sending.

Really long emails – If you have a lot to say, it just might be more efficient to pick up the phone (or meet in a video chat) and have that conversation with the person. You can always send an email afterwards summarizing the key points.

Auto replies, all the time – Just because you’re out of the office for the day (or half-day) doesn’t mean you need to create an auto reply message. Especially if you’re still receiving your email. There’s nothing wrong with answering emails at the end of the day or even the next day.

-RG

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Trust the process. What is your process?

When times get confusing, having a solid process can be very helpful.  To help, you could:

  • Embrace change yourself and be patient helping others to adapt
  • Avoid pushing others (or projects) too hard or too quickly

It may be difficult for some to accept that rituals and habits have changed.  To help, you could:

  • Build new and appropriate processes for the current times
  • Avoid clinging to old ideas that just can’t be used right now

By looking at your process, you can build clarity as you notice and choose how you will react to crisis and change.

-RG

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Think The Best

Think the best of other people. Other people greatly influence us, whether we like to admit it or not.

You have most likely noticed that people may have left your circle recently because of quarantine and this can cause concern. To help, you could:

  • Be willing to reach out to these other people and share more often
  • Other people may not be doing well. Be sensitive to the feelings of other people and how they are coping. Simply ask others: How are you?

You may also be worried about people you love who are not with you or those who are worse off than you are.  This can also cause heightened levels of anxiety. To help, you could:

  • Identify simple and realistic ways to help other people
  • Avoid overextending your giving to others, again simply asking someone how they are is helpful

-RG

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Workplace Diversity

Leaders must understand a variety of complicated and sophisticated components within their environments. One critical component is that of cultural sensitivity. Now, more than ever leaders must be sensitive and aware of not just the workplace culture but also how people of varying backgrounds interact with each other. Cultural sensitivity can help improve office morale as well as attract top talent who will contribute to a healthy workplace that is productive. Here are a few tips to improve workplace productivity.

Seek differences in perspective

Poor assumptions can lead to many conflicts in the workplace. A few factors that can shape perspectives are gender, race, sexual orientation, ethnic background and political opinions/beliefs. Whenever in doubt about a difference of opinion in the workplace ask the following questions (in your own words, of course) before responding:

  • How did you arrive at this conclusion?
  • Can you help educate me on this by directing me to the most recent literature?
  • Is there something that you think I need to know about this?

Don’t shy away from awkward conversations

At work it is tempting to ignore the cultural differences and focus on the bottom line or other established goals. However it is important to take time to have an honest conversation on the differences. Chances are this will result in new and fascinating opportunities. For example, while discussing your differences in culture you may discover there is a need that you can support in a different and unique way.

Celebrate everyone

As a leader it is your job to celebrate everyone, especially those from different cultures while making sure they are part of the unified vision and mission of your organization. On a regular basis remind all of your employees about your core ethics values and morals. Celebrating the many different cultures ensures that no one is felt alienated or ignored.

The productive team of employees are those who will feel supported, appreciated and validated. Your role as a leader is to make sure that your organization knows this message: everyone’s voice is important and must be heard.

Employees who understand each other can resolve the differences quickly and focus on being productive members of the team. Good leaders should always keep the lines of communication open and understand all members of the organization.

-RG

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Top 5 List – Be More Efficient Working From Home

Top 5 List

For remote workers, working from home can increase efficiency and reduce commute times while allowing for more time to spend with family. The problem is that there can also be more distractions such as kids, household chores, and running errands. Here are five ways to help you feel less stressed and more efficient while working from home.

Have a designated work area – Don’t use the sofa or the kitchen table — have a room (with a door) to call your own. Train your family (including pets) to know you are unavailable when the door is closed.

Schedule your time – Set aside blocks of time during each day for work, chores, meals, errands, and especially “me time”.

Keep set hours – It can be easy to take a few hours off in the afternoon then work until midnight. The problem is that this can lead to you working too many hours or not enough, resulting in either exhaustion or a lack of business growth. Try to keep your hours in line with the rest of your co-workers and others in similar types of work.

Have a second office – Studies have shown that a change of scenery can make you more productive. On occasion, grab the laptop and head off to a library, coffee shop or quiet park for some caffeine induced creative thinking.

Attend networking and other social events – It’s easy to become solitary working from home, making you unmotivated and uninspired. Meeting new people will not only keep you sharp, it may even bring in new ideas or ways to approach your work.

-RG

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Working From Home

Going forward many of us may be working from home, for the summer…or the rest of 2020. This is the current state of affairs we are faced with. The coronavirus pandemic is and will be pushing many skilled workers to home offices. Time will only tell if we will be returning to our pre-pandemic offices or not. 

Those that have a history of working remotely report that they enjoy the freedom to manage their schedules, work anywhere and little or no commute. If you find yourself in need of a home office to function as your primary work place, here are a few things to consider.

Setup a focused workspace

A top priority for working from home is to ensure that your designated work space is equipped properly, comfortable and has good lighting. Additionally, you’ll need to have a comfortable and supportive chair as well as an area large enough to accommodate your computer and paperwork needed for each work day. TIP: If your work space is small or dark, consider hanging a mirror to bring in natural light.

Establish a routine

Those in leadership positions report that they worry remote workers will be distracted by household responsibilities or social media. However, when surveyed most employees report that when they are working from home, the challenge is more about breaking away from work. TIP: Schedule several 15-minute breaks during the day for light chores or set timers as reminders to get up and move around throughout the day. Finally, consider making a clean break from work at the end of the day by working out, playing with kids or pets.

Stay connected

Employees that enjoy remote work report that they do miss some of the routines of a shared workspace, including bonding with co-workers like coffee breaks, lunches and celebrations. TIP: Intentionally schedule meetings to replicate the in-office experience. For example, coffee hours or happy hours are a great way to keep remote workers in the loop, boost morale and stay connected.

Tips to quickly create a home office

If you find yourself in a position to quickly set up a remote work space, consider:

  • A desk with plenty of space
  • An uncluttered area or bare wall to serve as a background for virtual meetings
  • A computer with a built-in webcam, microphone and speakers
  • Noise canceling headphones
  • An internet speed of up to 30 Mbps for downloads should be fine
  • Check with local internet service provider for best pricing options
  • Sufficient outlets to keep devices powered up
  • Printer and printer paper
  • A room with a door that you can close
  • Plenty of natural or artificial light
  • A solid wi-fi connection – (a hard-wired connection, if possible)
  • Locate a solution for free file storage – OneDrive, Google Drive, Dropbox etc.
  • Online productivity tools that allow for low barriers to collaboration with colleagues (Google or Microsoft)
  • No or low cost video conferencing and project management solutions
  • Lastly, develop a plan to keep your hardware and software updated and secure 

-RG

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Top 5 List – Tips To Avoid Sending An Angry Email

Top 5 List

Have you ever sent an angry email only to later wish you had not? The “send” button gives fewer opportunities to allow cooler heads to prevail. As opposed to writing a letter, placing it in an envelope and walking to the mailbox. 

Here are five tips to help you avoid sending out an email that can ruin even the strongest relationships.

  • Set your goal. Are you writing this email to persuade someone to change their mind, request better service, or just to vent? Focus on the goal of your message and what you hope the outcome will be.
  • Use a word processor. Write your email, to help correct spelling and grammar errors. This will add that extra step that could keep you from sending it too soon.
  • Don’t write when you’re emotional. Pet the dog or cat, if you are a pet owner. Go for a bike ride, make a healthy snack, do anything to clear your mind. This will allow you to focus and organize your thoughts. Perhaps, wait a full 24 hours.
  • Get an outsider’s perspective. Have someone else read it and provide feedback. Send it to a trusted friend or colleague for their honest opinion. 
  • Choose a face-to-face method of communication. Humor and sarcasm can often get misinterpreted when delivered in the form of an email. Pick up the phone or arranging a personal meeting can be the most efficient, mature and effective way to resolve issues.

-RG

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Help Wanted

Once you have set aside the time and have the energy to dig in and create or improve your online course(s)…don’t do it alone. Ask for help. Take advantage of the many resources and support teams within your institution. If need be, look for help from others that may be outside of your institution. Here are a few ideas to consider:

Mentor – Look for an individual who has some experience teaching online. This doesn’t need to be a formal mentor relationship, just someone who’s been down that path already who can share some words of wisdom. Teaching online courses is a skill that is unique from teaching classes in person. Take your time and find someone who is comfortable teaching online and learn from their experience. Be selective and look for someone who is thriving and willing to share not only their successes but some of their failures.

Colleagues – Remember you’re not the only one trying to create an excellent experience for your students. Look to your colleagues who are also trying to be excellent online teachers. A great way to discover new strategies and ideas is to interact with those who are also wrestling with the same teaching issues. If you have regular meetings with your colleagues you might consider adding a brief 5 to 10 minutes Block of time to simply share a tip or strategy related to online teaching. Another strategy that many faculty find useful is the idea of a shared reading experience or a book club. Other faculty have pursued workshops, faculty showcases, and conferences to learn more about what other faculty are doing within online education. The bottom line here is to commit to learning and learning and other faculty members.

Instructional Designer – While you are the expert in your field you might consider seeking help from an instructional designer or a learning designer. Individuals that work in these roles are experts in effective online teaching and learning. This relationship could consist of a conversation over a cup of coffee, a 15-minute conversation to brainstorm new ideas or a longer meeting(s) that include a complete course design or redesign. Designers can significantly improve your experience and enjoyment with online teaching. Your students will be glad that you invested the time and energy.
Teaching online for the first time may feel overwhelming. Start with the basics and take your time. Once you have that first course completed it’s time to improve. Start with small things to improve upon… pick just one thing. When you’ve completed that first thing, simply move on to the next. Experienced online faculty will tell you that your course is never perfect.

Take your time and commit to constant revisions. Seek new and better ideas…always!

-RG