#552 navy or taupe

Since our budget is in good shape this year, a mid-year renovation project was just approved.  It involves a substantial amount of carpet in a prominent area so the choice of pattern was an important decision to be made.  But who decides what carpet is laid in a public thoroughfare in a building?

The flooring company representative had one opinion based upon the popularity of one color trend; the facilities person had another point of view based upon maintenance, the marketing folks had yet another perspective as it related to extension of campus identity and branding, and the user in closest proximity to the project added yet another view.  

In this case, we gathered two vice presidents and five directors to make a recommendation to our president.  Fortunately it was very amicable and the choice was finalized in under 15 minutes, but the human costs still add up.  I am a huge advocate of having all these voices heard, yet we agreed that such a process could be streamlined for future projects.

So we are going to take the time to create a context under which future decisions can be made by those most impacted.  Instead of having unspoken parameters and a history of independent decisions, we are going to develop a sample board that outlines the color palette that can be used for paints, materials and carpeting.   With such guidelines, we won't need our designer at every meeting where decor is decided, senior administration can stay out of it and we can give those closest to the project more latitude and input.

Is there something in your organization that could use a boost of up front clarification to keep you out of the details later?  Sometimes investing time in the beginning saves much more time in the long run. 

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

#551 part 3

A few final thoughts on the notebook system:

> I take a lot of notes, but only use about two notebooks/year with the Iquelrius books.  It is a sad day when the front and back meet each other as then it is time to start a new notebook.  I always go back through the current one and transfer to the new one items for staff/committees that are still pending and that I don't want to lose.  (My staff hates it when it's "new notebook time" as things that have been dormant are suddenly back on the discussion list!)  I also review the front section to see if there are any "to do" boxes still unchecked that need to be brought forward.  And then I carry around both notebooks for a week or so rather than recopying the notes I need from the "old" book to discuss at current meetings.

> I use the first page of the notebook to write down things I need to remember -- so I have them in one place for handy reference.  Names of new employees in other departments.  Budget numbers.  Copier code for the special copier.  This saves me time from hunting for the information…and, like everything else, I always have it with me in the office.

> It is common knowledge amongst my staff that "the notebook never lies."  It becomes a reference and decision arbitrator when there is confusion about "what did we decide" or "who was going to follow up with that".  Usually a quick glance in the notebook will resolve any of those kinds of questions!

> Having notes for several months in one place helps greatly with perspective.  I can look at budget projections and see if our trend line has been increasing or decreasing.  I can tell when items have remained on the agenda and been undone for months.  I am reminded that employees with issues also have good things that we have been discussing.  

As I said in Part 1, this is how I use the system and it works very well for me.  I know others who have modified it to put tabs for different sections/agendas instead of using it back to front.  Others pay attention to the colored border on the pages of the Iquelrius.  

However you make the system yours, I hope you try some version of it.  Collaboration and communication are so important to every organization and I know of no better way to keep track of the information that fosters both.

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

#550 part 2

In addition to using your notebook as described yesterday, create a second function by starting in the BACK of your notebook working forward.  In this section, I dedicate one page for each employee I supervise and committee I am on.  I use these pages to keep a running agenda of things I need to discuss with the person/group during the next time I meet.

Where the synergy develops is when I am in one meeting and something is said that I need to tell one of my employees (or my boss).  I can instantly turn to that page in the back (of the same notebook I am using to take meeting notes) and write that I need to discuss the item with that person.  No forgetting, no time spent developing meeting agendas -- it just naturally evolves.

This back section also works beautifully when it comes time to do employee evaluations.  I have a whole record of things we discussed over the whole year, not just what I remember from recent meetings.  After I do an evaluation, I just draw a line across the page and I know where to start for the next review period.  When my employees use this system too (as many do!), they too have a record of what accomplishments and issues evolved during the year.  

I put a piece of light cardboard at the start of the back section and keep an index of the pages (which I number by hand).  When someone's page fills up, I simply continue their list on the next free page in the back section and renumber their page on my index.  (See picture).

So I keep working notes front to back and write agenda/discussion items back to front -- but with everything work-related in one single notebook.  You too can reap the benefits of organizational simplicity with this system!

Final thoughts on this process tomorrow.

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

I start in alphabetical order, but you can see it doesn't always stay that way!

#549 organization magic

Around this time of year, or on January 1 when people make resolutions, many say "I need to get more organized."  One way to do it is to utilize a notebook system.  One of my mentors taught me this when I was first elected to chair a national organization, and I have been using it for the 20 years since.

The notebook system is really two notebooks and a to-do list in one.  You can use any notebook, but for some reason the Iqueirius* spiral notebooks seem to be the perfect size.  (I know several people who have switched to these and they seem to be the winner even over electronic systems.)

People can use it any way that suits them, but this is my preferred method:  Start in the front and keep notes from all your meetings.  It comes in so handy to have all your notes in one place.  People who take notes and then file them with the appropriate project or committee folders invariably need those notes at another meeting or during a conversation with someone else.  Keep it all together and I'll bet you will be surprised how often you refer back to things.  Don't devote one whole page to a meeting -- when your notes end from one topic, just draw a line and move on to the next meeting.  

If you have a task or something that requires follow up action from you, make a check box next to it in your notes.  You'll instantly know that you need to do something and it won't get lost when filed away in a folder, etc.  Thus your notes become a running to-do list -- and since you will get in the habit of carrying your notebook with you, you'll have many opportunities to see the unchecked boxes as a trigger to get things done.

More tomorrow on Part 2 that really makes the magic of synergy occur.

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

Notebooks:  www.miqueirius.com  Made in Spain Item #42237  4-subject notebook 6x8 Assrt Clr Ruled  UPC:  8-422593-422373   Available at most Barnes & Noble stores and at some larger Target stores

Sample page from one of my notebooks:

#548 happy new year

Instead of waiting until January 1 to make new year's resolutions, why not start today?  It will give you an extra month's head start on whatever intentions you make.  Think about it:

> Weight goals -- you can cut back on the holiday treats or beverages and be ahead just by staying at your current weight instead of gaining those five extra pounds over the holidays

> Budgeting -- by being sensible with gift-giving and not going overboard on your credit cards, your finances will start the year in much better shape

> Relationships -- many of us have time off over the holidays, and you can make good on your pledge to spend more time with family or friends

> Fitness goals -- ask Santa for a gym membership, pedometer, workout clothes or personal training services.  You'll also have the option to walk an extra 300,000 steps in December if you fit in your recommended 10,000 steps/day!

> Service -- the end of the year is a great time to make extra contributions or volunteer your time wrapping presents, delivering gifts, staffing the holiday fund raising events

> Stop smoking -- You'll be surrounded by activity and the support of those who love you -- it might make it easier than trying it on your own in the boredom of January.

No matter what your new year's resolutions will be, making them (and working on them!) now will have you heading into 2014 further ahead than most people are on February 1.  Here's toasting to your end of year success!

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

#547 a rose...

When did the unique spelling of names become so popular?  Our applicants include a Kelcee, Caitlyn, Caitlin, Ashliy, Morgin, Patryk, Maddison, Rubi, Kala, Cierra, Ciera and Joshlynn -- as variations on a more traditional spelling.

These personalizations are in addition to other names that are less frequently seen:  Khiree, Jessenia, Yesenia, Amaree, Paola, Mutiat, Safiyyah, Cardazure, Quari, Breshay, Anfernee and Anesha.  

The spelling of names is just one aspect of ways people try to craft a unique presence for themselves.  Companies do it all the time:  Kwik Trip, Toys R Us, Kum 'n Go, Quik Stop, etc.

In his book, Insanely Simple, former Apple marketer Ken Segall gives examples of how Apple's culture of simplicity allows it to triumph over complexity. Segall is the guy who suggested the "i" for the iMac, the first in a long line Apple's naming protocols.  He contrasts the iPhone to the HTC Thunderbolt or Motorola Citrus or any one of the multitude of names each generation of phone receives.

"Product naming is the ultimate exercise in Simplicity," writes Segall.  "The naming structure across Apple's major product lines is easy for current and potential customers to understand."

I think that goes for child-naming and business-naming too.  No one asks you to spell Mary or Target.  

As you name anything -- from your organization, to your new program, to your dog -- keep in mind that the more unique it is in the beginning, the more you will need to spell it for the rest of its lifecycle.  Be intentional about the trade off you are making when you decide what to call it.

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

#546 20 and counting

A colleague shared an article about 20 things every Twentysomething should know how to do.  While the author first advocated for the twenties to be a time of exploration and growth, he believes that there are certain things that are essential skills.

Some I agree with.  (I also know many people who are well past age 29 and have not mastered these skills!):
> Say "I was wrong."
> Be alone
> Prioritize the important over the urgent
> Bite your tongue
> Parallel park

But, as with any list, there are some that I would not have included on mine:
> Brew a great cup of coffee or tea
> Recommend a book, movie or album
> Approach a stranger
> Defend your media choices
> Make a great breakfast

I would have included:
> Know how to dress professionally for work
> Open a retirement account
> How to craft a well-written thank you note
> How to propose a new idea to your boss
> How to navigate a new city

What would you include on the list of what you'd like to see twentysomethings master?  I'll bet that there are some people in this age group in your life.  How can you help them learn the skills that they don't explicitly teach you anywhere?  You'll be doing them a huge favor in the long run.

-- beth triplett
leadershipdots.blogspot.com

@leadershipdots
leadershipdots@gmail.com

Source:  http://www.relevantmagazine.com/life/whole-life/20-things-every-twentysomething-should-know-how-do   by Tyler Huckabee, October 8, 2013