turning managers into communicators workshop · 2019-10-14 · regrettable attrition rate of...
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Turning Managers Into Communicators Workshop
October 10, 2019
Ultimate Software
Weston, Florida
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Bryant A. Hilton
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Engaging employees.
Navigating change.
Austin, Texas
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Introductions
Who are you?
Where do you work?
What do you want/need from your people managers today?
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Are your people managers doing enough to communicate?
NO: 100%
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Agenda for today
• Morning• Introductions
• Objectives and alignment
• What we’re up against
• A programmatic approach
• Finding and using data
• Understanding manager personas
• Afternoon• Building manager training
• Providing content for managers
• Considering channels
• Building program sustainability
• Plans to bring your program to life
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Objectives for Manager Communications
Amplifies IC efforts/messages
Translates for resonance
Increases alignment
Increases engagement
Reaches the “front lines”
Builds future leaders
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Manager Communications
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• How to build a program
• Overcoming objections to participation
• Strategize program mgmt., maintenance
• Making this part of your overall IC efforts
• Get rid of bad managers
• Take on accountability for manager ability
• Replace your HR or Training departments
• Give you another project to add to the list
What we will cover today What we aren’t setting out to do
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Manager Objections
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Where would I find the time?
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I have no idea what to say
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I don’t get paid to communicate
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I don’t want to
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No one told me to communicate
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You’re the communicatoraren’t you?
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I am NOT getting on stage
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Biggest challenges managers have in actively communicating?
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TIME.
• Lack of time, lack of awareness.
• Uncertainty about what, and when to communicate.• Communications is an afterthought for managers.
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A Quickly Changing World
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One-half of S&P 500
Will be Replaced in
the Next Decade
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The winners of the future will be
those who can out-change the
competition and the market.
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65%of children today will have
jobs that don’t exist yet
- World Economic Forum
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1/3 of U.S. Adults Engage in
Some Form of Independent Work- The Federal Reserve
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43%of employed Americans who spend at
least some time working remotely
-Gallup
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Making the Connection for Employees
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• Direct connection, a “real” relationship with manager
• Relevant, timely information
• Understand how their roles fit into company direction
• Feeling supported, heard, safe
• Everyday speak
What Employees Really Want
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Enabling Great Manager Communication
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Finding, using data
Understand personas
Provide training
Provide content
Sustain the system
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Exercise:
What’s the biggest barrier in your organization that
currently stops managers from communicating?
What are the top one to two things you need
managers communicating about?
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Questions?
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Suggested reading
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1
2
HBR: Adaptability: The New
Competitive Advantage
https://hbr.org/2011/07/adapta
bility-the-new-competitive-
advantage
HBR: Managing People From
Five Generations
https://hbr.org/2014/09/mana
ging-people-from-5-
generations
Inc.: What Each Generation
Wants in the Workplace (It’s
Not What You Think)
https://www.inc.com/marcel-
schwantes/this-crazy-5-year-
study-proves-everything-you-
thou.html
NYT: Out of the Office:
More People Working
Remotely Study Finds
https://www.nytimes.com/201
7/02/15/us/remote-workers-
work-from-home.html
Inc.: Why Half of the S&P
500 Companies Will Be
Replaced in the Next
Decade
https://www.inc.com/ilan-
mochari/innosight-sp-500-
new-companies.html
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4Economist: Organisational
Agility: How Business Can
Survive and Thrive in Turbulent
Times
http://graphics.eiu.com/marketing/p
df/EMC_OrganisationalAgility.pdf
6
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Finding and Using Data
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Only 15% of employees worldwide are engaged in their job
- Gallup, State of the Global Workplace, 2017
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31%Engaged
-Gallup
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When engagement is lacking, it’s easy for people to leave.32
74%Workforce open to a
job move
- Jobvite
66%Millennials who expect to leave their
organization by 2020
-Deloitte
12XRegrettable attrition rate of disengaged
employees vs. engaged ones
-Glint
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Hiring new people is expensive, time consuming, and competitive.33
42 DaysAverage time to fill open role
- SHRM
72%CEOs concerned about ability to
hire key skills-PwC
$4,129Average cost-to-hire
-SHRM
90%Recruiters say today’s job market is
candidate-driven-MRI Network
24 DaysAverage length of U.S. job
interview process- Glassdoor
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Managers have a huge impact on engagement and retention.
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70%Variance in
engagement scores attributable to
managers- Gallup
93%Employees report trust in their boss is essential to remaining
satisfied at work-PwC
3XLikelihood of engagement from employees who regularly meet
with managers-Gallup
> one-halfEmployees reporting they would turn down a 10% pay increase to stay with a great manager
-Ultimate Software
50%Employees who quit jobs who
cite a bad manager as the reason-Gallup
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Managers can improve engagement with specific communications-based behaviors.
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>50%employees “strongly agree” manager is open
and approachable are engaged
2/3employees who strongly agree that their
manager helps them set work priorities and goals are engaged
> Two-thirdsemployees who strongly agree their manager
focuses on their strengths or positive characteristics are engaged
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Communication Audits
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Communication Audits
• Different than engagement surveys
• About listening and gaining feedback
• Get to what is and isn’t working with communications
• In this case – with manager communications
• Can be robust or simple
• Provide a great baseline to build upon
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Quantitative and Qualitative Research
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• Several tools available
• Check response rates
• online and offline processes available
• Classify responses
• Double check for bias/leading language
• Focus groups are easy and effective
• Manager vs. individual contributor groups
• Group similar levels in organization
• Diversify otherwise
• Ask probing questions
• Make everyone contribute
Quantitative Qualitative
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Focus Groups
• 10-12 people = ideal size
• Mix by department, office, etc.
• But separate by individual contributor vs. people manager
• Follow “Vegas rules” – and require everyone has to participate
• Ask probing questions – this is a chance to get to the heart of things
• Often helpful to have one person lead, one make notes
• Compile notes and feedback quickly while still fresh
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Data Points a Manager Communications Audit Can Help Uncover
• Employees’ preference to hear information from their managers
• Frequency with which this is happening
• A “test” of the communications cascade / where the breakdowns are
• Trust in managers, and leaders
• Insight into where communications IS happening inside the org.
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Conducted in compressed timeline – on purpose
Economical
Comms team legwork, Survey Monkey, plane tickets
Survey (online and offline), and focus groups
All key geographies, employee types, multi-language
Key results shared, action plan implemented
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Audit Example:
Transportation Company
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Getting Into the Minds Of Our Managers
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FrontlineFran
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Middle Management
Mike
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Executive Ellen
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Salesperson Sally
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Influential Ian
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Frontline Fran
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• Non-desk, shift work
• Regular in-person meetings
• Give it to me quick and make it easy
What can we expect
How can we help
• Move beyond email
• Content that is quick, easy to use
• Take advantage of regular interactions
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Middle Management Mike
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• More likely traditional office
• Competing for attention
• Ready to put context to work
What can we expect
How can we help
• Give some background to work with
• Emphasize time for communications
• Share the big picture
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Executive Ellen
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• Likely has opinions and own voice
• Manager of managers
• Large degree of influence
What can we expect
How can we help
• More personalized/bespoke approach
• Understand objectives – match those
• Listen for the voice –help amplify it
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Salesperson Sally
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• On the go
• Always focused on meeting goals
• More time with customer than team
What can we expect
How can we help
• Make it easy, share information verbally
• Tie back to the goals
• Make her a storyteller
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Influential Ian
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• Informal but a leader
• Knows the pulse of the organization
• May be a good translator
What can we expect
How can we help
• Share information with context
• Collaborate
• Leverage the ambassador role
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To get leaders and people managers with larger teams to encourage
discussion of culture-topics in team meetings, created discussion guide
with “conversation starters”:
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• Can someone give an example of when collaboration has helped you achieve
something successfully?
• Can anyone suggest a win our team has achieved because of strong
teamwork?
Targeting Manager Persona Example:
Global Packaging Company
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Making the Cascade Work Example:
Regional Healthcare System
• Shift-change huddles were already in use• Implementation of up/down sharing of information• Representative of each group sent to other huddles• Created information flow from C-suite to front-line,
24-hour loop
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Exercise:
To overcome the barrier you identified earlier, what data points
would you ideally want to uncover?
How will you capture those?
What manager persona is most important for you to influence first?
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Questions?
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Suggested reading
57
1
2
Gallup: State of the Global
Workplace 2017
https://www.gallup.com/workp
lace/238079/state-global-
workplace-2017.aspx
Gallup: State of the
American Manager
https://www.gallup.com/servi
ces/182138/state-american-
manager.aspx
65+ Recruitment Stats HR Pros
Must Know in 2018
https://devskiller.com/65-
recruitment-stats-hr-pros-must-
know-2018/
Forbes: Employees Don’t
Trust Their Managers and
it’s Hurting Your Bottom
Line
https://www.forbes.com/sites/
forbestechcouncil/2018/02/0
8/employees-dont-trust-their-
managers-and-its-hurting-
your-bottom-
line/#7719a4f81f33
HBR: What Great
Managers Do To Engage
Employees
https://hbr.org/2015/04/what
-great-managers-do-to-
engage-employees
5
3
4HBR: If Humility is so
Important, Why Are
Leaders so Arrogant?
https://hbr.org/2018/10/if-
humility-is-so-important-
why-are-leaders-so-arrogant
6
WSJ: How Bosses Waste
Their Employees’ Time
https://www.wsj.com/articles/
how-bosses-waste-their-
employees-time-
1534126140
7
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Suggested reading
58
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Building Your Training
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You, IC, Leading the Trainings
Why:
▪ You know this topic “inside out”
▪ Differentiation = success
▪ Establishes you as a key resource
▪ New connections and stories
▪ Cost-effective
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Reaching Managers
▪ Go to your managers
▪ 10-15 people per session is ideal
▪ 60 minutes is a “sweet spot” for first training, 2 hours if possible
▪ Ideal group mix: same location, similar level, varying departments
▪ HR can be a great partner in assembling groups
▪ Do tell the managers’ managers first
▪ Keep track of progress
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What to Present
▪ Importantly, make it stand out – different from other trainings
▪ Visually appealing slides but light text
▪ Keep it conversational, you can always provide handouts later
▪ Make it your own – photos from employees may be all you need
▪ Have a “presenter’s guide” to go with the presentation
▪ Include “Communications 101” topics the first time
▪ Include other topics you need to impart
▪ Stay flexible – modify the content according to the audience
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Benefits
▪ Cost-effective
▪ No “waiting around” to be included in other trainings
▪ Quality control
▪ Expanding your internal network
▪ Listening posts
▪ Influencer network
▪ Attracting story ideas
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Communications 101
64
Conceptsto include
Outcome-based
approach
Anticipate timing
Process not
a product
Communications
is dialogue
Anticipate audience
Comfort with
“I don’t know”
Plan messaging
Know where to get help
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Plan for Manager “Trip-ups”
65
• Giving feedback
• Translating information
• Finding the right info
• Listening as much as talking
• Getting comfortable with ‘I don’t know’
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66
Sample Training Slides
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Communicating for Success: Doing More, Going Further to Engage our Teams
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Communication Why –What - How• Core skills
• Planning tips
• Realistic approach
• Resources and support
• Exercises
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Why This Matters. Why You’re HereOur people consistently say they want managers to be a primary information source.
.
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Communications is a Process• Who do you need to inform?
• What is best way to reach them?
• What do you want them to do?
• How will you make it specific?
• Are there any risks?
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Focus on Desired OutcomesWhat do you want your team to
Know? • Feel? • Do?
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Delivering Effectiveley• Be concise, clear and memorable
• Have clear examples
• Avoid jargon, cliches
• Link closely to desired outcome
• Try to share through storytelling
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Communication is Dialogue• Actively listen
• Address questions, concerns
• Welcome feedback
• Be available
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Communication Channels• Many channels available
• Select carefully
• Face-to-face always preferable
• E-mail not always the answer
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75
Sample Additional Materials
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Speakers Guide for Other Trainers
76
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Exercise 1 • Match events to channels
• Work on own for 10 minutes
• Team will share/discuss results
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FORMAT
EVENT Email
WebEx
Presentatio
n
Town Hall
Meeting
Feature in
Landing
Pad
Brown Bag
Meetings
Video
Segment
Bulletin
Board
Posters
Conference
Call
Team
Huddle
Group
Page on
Landing
Pad
Staffing
changes
Team
achievemen
t (best
practice)
Local News
Update
New
Business
Wins
Positive
Media Story
Earnings
Update
Engagemen
t Survey
Debrief &
Planning
HR Benefits
Change
CHC
Strategy
Update
New
Technology
Platform
(AMOS)
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Think of a real story that...
• Illustrates our purpose, strategy
• Details notable challenges, wins
• Focuses on your people
• Has lessons for team
Exercise 2
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Additional Considerations
80
• Possible to get help to build, conduct trainings
• Keep IC responsible for training as much as possible
• Do something to make it your own
• Don’t miss chance to build internal network
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Exercise:Considering information about barriers, manager
audience, communications topics and data needs
you collected earlier…
What’s the best way to train managers in your
organization? / How will you start tackling?
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82
Questions?
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Providing Managers With Great Content
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Key topics for managers to cover▪ HR-type topics
▪ Organizational change
▪ Company strategy alignment/enhancement
▪ Organization wins
▪ Team news/priorities
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Adding Manager Element to All IC▪ Pre-briefings
▪ Manager-only briefings
▪ Additional “cuts” of existing content
▪ Ready-made presentation material
▪ Let managers share the news
▪ Leverage manager network to enhance conversation in all-hands, etc.
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Considering Manager Audiences▪ Think in elevator-pitch, summary, and
conversation cuts of info
▪ Consider briefings that work
▪ Help managers learn storytelling – make it easy to contribute
▪ Add the FAQ
▪ Be explicit with the “how to” instructions
▪ Make it easy to access information
▪ Don’t overcomplicate it
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Repurposing Content – Both Ways▪ Executive presentations re-purposed
▪ Turn team stories into organizational ones
▪ Develop “meeting minutes”
▪ Create content once, use many different ways
▪ Help introduce managers – keep a human element
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Modeling Good Behavior
▪ Manager spotlights
▪ Manager peer groups / best practices
▪ Manager-generated content in company channels
▪ Competitive element – if it’s fun/productive
88
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89
Some examples
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Page 90CONFIDENTIAL GO FURTHER. DO MORE. COME HOME SAFELY.
FY15 Performance Management – Meeting Minute
• PMP is underway -- importance:
– Opportunity for two-way dialogue with manager
– Feedback to help you achieve personal and team goals
– Investment in your career
• Current deadline: Self-evaluations (due by May 15)
– Does not take long to complete
– Prepares you for live discussion meetings
• Participation:
– All CHC people welcome
– Requirement for non-CLA team members
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Elevator-pitch for Stand-up Meetings
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Manager Briefing re
Org. Changes
92Key elements: Background, How-to Use, Talking Points, FAQ
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Storytelling Guide
93
• Stories about transformation can be written in a problem-solution-outcome
type format. (After studying process X, we assessed that it cost twice as much
as it should because of Y. We implemented the following solution, and got
these results.)
• Be sure to cover:
o Who?: What teams, individuals will benefit?, who was involved in the
effort?
o What?: What was the project? What was being solved for?
o Where?: “A team at X base realized they had a solution for Y… ”
o When?: How long did it take? When will results be known? Etc.
o How?: The problem-solution-outcome set-up can answer this
question.
• Include a clear, demonstrable improvement outcome. (We saved x$, we cut
turnaround time by X, a team’s jobs are easier now because…, this is
industry-leading because…).
• People like to read about the experiences of people involved, so
include quotes.
• Pictures are worth a thousand words. Photos of teams working on
projects and of our locations are helpful. Photos from a smartphone
are useable.
• People pay attention to stories with some drama – time pressure, a
goal that needed to be reached, a move that was industry-first for us,
etc. How would you share this story with a friend or relative? That
will help unlock details that our people will want to know about.
• People also pay attention to descriptions of experience they can
relate to – the “human factor.” Including details about how the
effort you are describing made work easier/better/more interesting
for you and your colleagues helps bring a story to life.
• Finally, tie the story back to our strategic framework or current
priorities. (For example, highlight if the effort helped advance an
operational priority: improving TAT, maintenance planning, reliability,
fill the bins)
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Introducing Managers
94
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Guiding Managers to Have Discussions In Team Meetings
95
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Page 96CONFIDENTIAL GO FURTHER. DO MORE. COME HOME SAFELY.
Discussion: Reactions to the results
• What was validated?
• What was surprising/unexpected?
• What do you want to learn more about?
• What reflects changes/issues over the last 6 months?
• What initiatives might address some of the results?
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Page 97CONFIDENTIAL GO FURTHER. DO MORE. COME HOME SAFELY.
Discussion: Overall Strengths
What are some overall strengths on which we can build?
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Page 98CONFIDENTIAL GO FURTHER. DO MORE. COME HOME SAFELY.
Discussion: Opportunities and Actions
What opportunities do we have based on our results?
What actions can and should we take?
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Page 99CONFIDENTIAL GO FURTHER. DO MORE. COME HOME SAFELY.
Next Steps
We will choose one to three team actions we can take.
Those will be based on:
• Today’s discussion
• Biggest areas for improvement based on survey results
• Leveraging our strengths to help us meet business goals
• Alignment with company and functional goals
We will meet again XXXX to share those actions
• We will review progress against those in team meetings
If we feel strongly about more than three actions, we will prioritize and address the top three first
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Considering Channels
100
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Channels to Inform, Engage Managers
101
▪ Email works – but consider drawbacks
▪ Manager meetings, briefings, updates
▪ Private area of intranet/doc sharing
▪ Great for repository; consider access outside office
▪ Private social or mobile channels
▪ Great for reach; consider ease of finding information
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Channels to Connect Managers and Teams
102
▪ Email cannot be the only connection
▪ Meetings work, even if not face-to-face
▪ Team areas on social/mobile networks
▪ MBWA / NIEHITO
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ExampleUsing Leadership Communications
and Repurposing Content
103
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Manager“cut” of
Executive Presentation
104
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105
Exercise:• Continuing with information you have collected...
• What content is most important to get to managers so that they can help or reinforce communication of it?
• What tools or templates or channels do you need to develop to get it to them?
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Questions?
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Keeping The System Running After Launch
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Keeping Training Going
▪ Reaching managers as they join organization, or become managers
▪ HR partnership
▪ Can you be part of on-boarding?
▪ Are new managers onboarded? Is that needed?
▪ Keeping track of it all
▪ HR, IT partnerships
▪ Leveraging manager network in organization
▪ Schedule and plan, and plan again
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“One and done” won’t cut it
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Keeping Your Training Fresh
▪ Reflection after each section
▪ Executive input
▪ Regular review by communications team
▪ Pulse feedback from trainees
▪ Seek out best practices
▪ Plans for “Communications 201”
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Keeping it Top of Mind
▪ Leveraging manager network
▪ HR partnership / calendar
▪ Discussion on social / mobile channels
▪ Help managers sort-through: quarterly update?
▪ Leveraging leadership/executives
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Measure, Report, Repeat
▪ Track managers trained
▪ Partner with HR on plan to reach all
▪ Report results to leadership
▪ Collect and use feedback
▪ Cross reference with future audits, engagement surveys
▪ Pulse survey to employees of trained managers
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Making it Part of What IC Does▪ Work into annual/quarterly planning
▪ Review other IC plans, opportunity to work in manager comms?
▪ Manager communications won’t replace other IC efforts…
▪ ….But it does take time to manage
▪ ….Keep the amplification factor in mind
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A Few Last Considerations
▪ What about managers who won’t take action?
▪ The 10/80/10 rule
▪ What resources do you need?
▪ Crawl, walk, run approach – make sure you can keep things going
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Exercise:• Considering all you have planned, how will you build in
sustainability?
• Does your organization have a manager onboarding
program? Is that an opportunity?
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Questions?
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Bringing Your Program To Life
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What are your plans to create a manager
communications program when you return
to office?
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Partner up• 3-5 minutes to brainstorm
• 5 minutes to share with partner / support + add
• 1-2 minutes – each person reports to group
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Workshop survey
Materials emailed
Keep an eye out for:
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Bryant A. Hilton
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+1-512-426-5608
LinkedIn: BryantHilton
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THANK YOU
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Additional Info:
Overcoming Manager Objections
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Finding the Time
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• Engagement = productivity
• This is about working smarter
• Employees want this
• Your managers expect it
• Imagine: Less time recruiting and interviewing!
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We’ll Help and Support
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I have no idea what to say
• Best “selling point” for training
• We want you on message
• We have the content
• This is about listening too
• A more informed team is a more engaged one!
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You Are Rewarded
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• Finding good people costs $$$$
• Opportunity cost of productivity
• Audit results – sell with data
• Part of “how” you work, not just another thing to do!
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Your Team Expects It
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• Good leaders communicate
• Productivity, engagement gains
• Why the training is here
• We’ll make it easy! And, we have a vested interest in your success!
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That’s why we’re here
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• Manager audit results
• Leadership expectations
• Part of manager development
• Imagine your team more engaged and aligned!
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Don’t worry
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• It’s primarily important for managers to be available to teams and listen
• Consistency is key
• Lots of mediums available
• Imagine – being a great communicator and never speaking in public!
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Yes, but…
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• This is a partnership
• Employees looking to you
• Your leadership expects it
• It could be the key to keeping good people around longer!