Management Essentials 101

So below is an excerpt of an email I sent to a person that just started reporting to me (again). He has a new role now and it is a highly visible one. He use to be able to work under the radar and enjoyed some level of anonymity. His project is behind schedule and his stakeholders are not in the loop on the status. They are getting their information through the grapevine and he is not managing the situation. Here are some talking points I gave him to get his wheels back on the road and his focus on the prize. You might also find this information useful too. Here it is:

There are a couple of things to consider when attempting to communicate effectively with your manager or stakeholders:

1.) Use an objective communication style - don't tell a story. Be concise and to the point. Respect their time. Ask them at the start how they want to be updated. They need to tell you. Don't assume...

2.) If you use email, bullet point your concepts if you are incorporating more that one in the message. Don't intermingle or weave them together.

3.) Recall what the last communication/status you gave them on this issue. Then (very) briefly recount that for the reader. Don't assume it is as fresh in their mind as it is in yours..) When describing your future actions, always, ALWAYS, include dates.

4.) Dates: be up front if you miss one. Don't be ambiguous on timing or promised dates of completion. Be straight-up and specific. Be clear on what is due and when.

5.) If you don't know the answer to a question, don't say "I don't know" and let that stand. Don't stutter or pause, or freeze. Just say "I don't know, but I will find out the answer and will be back to you by .....". Then write that down on you paper. Follow-up later with the original question and the answer.

6.) Make eye contact with your team and your manager. When you don't it looks like you are expressing no-confidence or that you are not sure of the status.

7.) Be prepared for the meeting - send an agenda ahead of time and stick to it.

Basically it is about being in control of the situation and communicating that control to me or anyone else you report to. It is showing the drive to solve the problems and anticipate the issues coming on the horizon, and sharing with your manager what they may be and how you intend to manage the project through them. (Proactive approach).

Always be the first one to tell your manager bad news or potential issues. No one else but you should be ahead of you in line to tell them the "bad news".

It's about sharing bad news and addressing the weakness or bad breaks that happened in the last week. It's about asking for assistance or advice in a tangible and specific way to fix them.

Communication is the key.