Good Role Models

“People seldom improve when they have no other model but themselves to copy.”

– Oliver Goldsmith

Many years ago, I heard one of my mentors say something similar:  “Teachers teach as they were taught.”  We are all the result of the sum of our experience.  If our life / business experiences have been narrow or limited in scope, then, predictably, that is how we will lead, sell, conduct meetings, communicate, etc.  If you – as the employer or manager – are not getting the desired results from your staff despite your best efforts, then I have a suggestion for you:

Invest in your employees.  Broaden their experiences.  Expose them to good role models.  Bring in some qualified outside training programs.  Send your employees to professional association meetings – you'd be surprised how many are close to home.  Set up a book club / discussion group.  In short, try different approaches until you find something that starts to work.  Just do not continue with the “same old, same old” systems and expect different results – that is the definition of “insanity!”

At many of the association meetings that I attend, we often hear, “If you bring back just one idea from this conference and implement it in your store, you have more than covered the costs of this trip.”  How true.  Of course, getting the one idea is the easy part.  Actually implementing it in your store requires real work – dedication and leadership.

One tip that I have been using with success this year:   I delay my first day back to office work.  That means that if I fly home from a conference on Sunday, I act as though I am still at the conference on Monday.  I use that day to “wrap up” the ideas that I gained at the conference.  I enter new contacts into my database, I write notes and send emails to the people that I met at the conference.  I set up my action plan for actually implementing the ideas that I want to put to work.

On my first day (physically) back from the conference, I completely resist the temptation to:

1) Open the mail that accumulated during my time away at the conference.

2) Respond to any message or email that is not time-sensitive.

3) Get back into “office mode.”

This small change has helped me to start to achieve much more – the real reason that I wanted to go to the conference in the first place.  I recommend that you take some small amount of time (maybe it is only a few hours) to finish up what you started at the conference before throwing yourself back into the “day-to-day” routines.  An added benefit – it gives your staff some extra time to actually make decisions on their own.

Make your return to work special – set up a time to share the ideas and information that you gathered at the conference with your staff.  Try, as much as possible, to have them “feel what it was like” at the conference – share pictures, autographs, etc.  Make it special.  This is especially important if you sent some of your employees to a conference or training session – have them share what the y learned or experienced with you and the rest of the staff. 

Turn your business into a seat of continuous learning.  Set up the models that you want your staff to emulate or be inspired by.  And don't forget to include yourself – everyone can benefit from a “kick in the pants” now and then!

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The Need for a Mentor

During the NAMM Show last month, one of the most requested topics for future seminars was “How Do I Fnd a Mentor?”  Indeed, this is a topic that many businesses and industries are requesting.

The January 28,2007 issue of Business Week Magazine has an article, “Mentoring Can Be Messy,” which states that more than 50% of the 500 largest businesses now offering mentoring programs.  This is up from merely 10% of large firms who offered this 5 years ago according to Mentium – a company who helps to establish these mentoring programs for business.

When there is a good fit between mentor and mentee (or protege) there are multiple benefits that can result.  But remember – this is a relationship.  And, like any relationship, it takes a certain amount of chemistry for it to click. To quote from the Business Week Article:

Ideally, both people know what they want out of the arrangement. “I haven't seen a real powerful relationship that didn't have specific goals,” says Kim Wise, the head of Mentor Resources. These might include learning how to manage a big project or several employees or a budget, or developing an expertise that makes a transfer more likely. And once any of that happens, it's usually time to move on, maybe to another mentor. The most successful of these relationships last no more than a year. 

Speaking from my own experience, the need for a mentor is crucial to your career development.  I have been fortunate to have found several mentors who helped me to move my career to the next level.  In each case, the mentor found me.  I did not seek them out specifically.  Each was caring, giving and confident.  They saw some potential in me once I entered their orbit and they pushed me to another level – a level that I did not even know existed.  They had confidence in my abilities and they pushed me forward – not telling me what to expect, but being behind me for support should I stumble.

For some good advice on finding a mentor, I searched the Business Week on line Archives and found an article from April 17, 2001:

Q: What advice would you give to a person who wants to find a mentor?
A:
Go into the relationship with realistic expectations and understand that a mentor is not going to solve all of your career problems, but should provide guidance and be available to be leaned on. Try to ask around the organization: Who has had a good track record of being a mentor? One thing we know is that people mentor for different reasons. Some do it for recognition and other incentives from the organization. Others just because they're altruistic. It follows that if you can identify people who want to help others, their motives may be more aligned with the protégés'.

And from the May 23, 2003 issue:

THE RIGHT FIT.  So our mentoring relationship has gelled, which is interesting, because at the beginning, I didn't know exactly what I wanted from it. Two years ago, when I met Rick, I only knew that the issues for Indigo Wild were becoming more complex, taxing my ability to make the best decisions.

Back then, however, I did sense there was a fit between Rick and me. While our companies would appear to have little in common — his is a laser-cartridge manufacturer, mine a maker of soaps and candles — we do, in fact, both take individual components, create products from those parts, and sell the products. In short, our procedures are similar — and Rick understood that.

Rick also took my business seriously, which hasn't always been the case with others. What, after all, could be more frou-frou than a maker of soaps and candles? Add a female founder and the perception takes hold of an entrepreneurial wannabe stirring soap over a stove with children underfoot. Nothing could be further from the truth. Indigo Wild is all about six full-time employees, 15 part-timers, and sales soaring into the seven digits. And Rick understood that, too.

SUMMING UP.  Whenever I think about what's in it for Rick to help me, I need to acknowledge that he isn't getting paid and isn't an investor in Indigo Wild. Thus, I conclude that he is simply one of those people with a heart of gold — and one of those entrepreneurs who truly enjoys helping others launch and expand their businesses.

Companies and industry associations can help to establish mentoring networks.  There are many individuals who “truly enjoy helping other to launch and expand their businesses,” and they live to serve.  Reach out to them and offer them the opportunity to help other people whom they have not yet met.  Understand that a mentoring relationship can not guarantee success.  Chemistry in a relationship can not be mandated.  But it can be “encouraged.”

Please share some of your mentoring stores with our readers – were you the mentor or the mentee?  How did it turn out?

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Did We Have This Meeting?

Okay, admit it!  If you are a meeting leader, how soon after a meeting do you follow-up on action items and key points from that meeting?

a) within 24 hours?

b) before the next meeting? 

c) at the next meeting when you ask for a status report?

If you are like most managers and team leaders, your answer is likely to be “b” or “c.”  And this one of the key reasons that meetings fail – and important tasks get delayed, detoured or deferred.

To quote from the Harvard Business School Press Pocket Mentor, “Running Meetings”

“Meetings that end without a communications and action plan often have no life outside the meeting room.  After all, the point is rarely the meeting itself, but rather the action that comes out of it.”

“Following up energetically is the single most important thing you can do to make the meeting (and any to follow) a success.”

In my years of experience, I have rarely participated in a meeting that concluded effectively.  Seldom, did the meeting leader summarize the key points and review responsibilities before concluding the meeting.  Yes, there were some assignments made during the meeting.  And, sometimes, decisions were reached during the meeting,  But I would wager that if you took a quick poll of 10 people in that meeting to determine what was decided you might get 10 different answers or interpretations.  Is it any wonder why most meetings are a waste of time?

Most meetings run too long – long past the stated conclusion time.  They whimper to conclusion.  Far too many people either “sneak out” or they “tune out” – by checking email, doodling, or passing personal notes – while the meeting is still going.  Those that remain to the bitter end usually rush out to attend their “next” meeting – or they storm back to their desk to get their “real work” done!

Does this sound familiar?  I thought so.  So how do you start to change conditions in your business.  How do you begin to run effective meetings?  How can you make your staff understand that (effective) meetings drive your business; that real work is accomplished during (effective) meetings?

I suggest that you start by putting real energy and effort into making sure that your meetings come to a real conclusion – just like a piece of music!  An effective conclusion might include a brief recap of the decisions or recommendations that were reached during the meeting.  The meeting leader should be looking at all team members during this recap – paying special attention to “body language” to spot those who do not seem to “buy in” to or seem unhappy about these decisions.  (The leader should then seek these team members out after the meeting and ask them to express their real feelings.  Leaders who do this consistently have seen dramatic positive energy shifts in their teams.)

If at all possible, a meeting scribe will have written and posted these decisions / recommendations on a white board or large “post-ti” notes attached to the walls.  This helps to reinforce the message that this was a group decision or recommendation and not just some subjective conclusion.

Just prior to concluding the meeting, I recommend that the leader review the “action items.”  When your team member publicly goes on record  – in front of their peers – and commits to completing “X” task by “Y” date with assistance from “A, B and C,” the results are truly amazing and will energize the entire team – plus you will get more accomplished.  And that is the real reason that we have meetings!

This is your “Communications and Action Plan” at work.  A tool to help your team deliver results and to communicate key decisions and recommendations.  It is not just a fancy way of writing up the minutes of your meeting (which no one actually reads.)  It is a vital tool to running a successful business – a business that is successful in part because they know how to meet effectively to accomplish their goals.

The Pocket Mentor, “Running Meetings,” has several meeting forms (Meeting Planner's Checklist, Meeting Agenda, Communications and Action Plan) that you can adapt to fit your company's needs.  It is an invaluable resource for any manager or leader to own – and use!

 

 

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The Formula for Success

“The successful person is the individual who forms the habit of doing what the failing person doesn't like to do.”

– Donald Riggs

It has been said that there are no new ideas.  And to a great extent, I believe this.  For the most part, I simply discover someone else's idea and find a way to adapt it to fit my situation.  This could be an idea for a speech or a presentation – or even a topic on which to post to my blog.

Actually, getting the idea is the easy part.  It is the execution of that idea that trips most people and companies up.  And developing the habit of successfully implementing and executing these ideas is the secret to success.

Because, as the quotation from Donald Riggs points out, most people just do not like to complete all of the details that will lead to the successful implementation of a promotion, sales campaign, training program, etc.

I am reminded of this admonition to “… form the habit of doing what the failing person doesn't like to do,” because I have just returned from two full weeks of meetings.  I head lots of great ideas;  I met many interesting people; I had several meetings which could lead to future business for me.

But… unless I work hard at developing the habit  of “following up” on these ideas and initiatives, why should I have even bothered to attend the meeting in the first place?

Following-up and following-through are very difficult tasks for most of us to accomplish.  It is one thing to attend a seminar and become excited about a new idea; and quite another thing to actually work on implementing that idea in your business – it is all of those nasty details that need to be attended to.

Likewise, it is fun to be introduced to some new people at an industry gathering.  It is easy to exchange business cards and say, “let's get together soon to talk,” but… what happens next?  If you are like most people, those business cards just sit in a pile gathering dust – piles of good intentions gone for naught!

I admit it – I do not excel at follow-up and follow-through.  But I am getting much better at it.  I am starting to get into the habit of writing the “thank you” notes; entering the contact information into my database; making the phone calls to schedule the next meeting, writing the article that I promised, etc.

This all takes work – and most of it is hard,tedious work.  It is not glamorous work; it is not particularly creative work.  But, I have noticed that as I develop better habits of following-up and following-through that I am becoming more successful.  I am getting more clients.  I feel a lot better personally and professionally.

Several people have commented to me that they enjoy getting my “thank you” notes – via postcards and email.  Usually, the add, “It is so seldom that people write to comment.  You stand out from the crowd with your follow-up notes.”

Wow!  It really is that simple.  By simply doing the things that most people do not like to do, you can achieve a great deal of success.  When you realize that most people do not like to do a lot of the things they need to do… Well, that opens the door all the way for you.  This opening, shows you the path to success:

“The successful person is the individual who forms the habit of doing what the failing person doesn't like to do.”

– Donald Riggs

Or… as the NIKE slogan says:

“Just do it!

The more that I work on forming these good habits, the more success I am achieving.  I have a lot of follow-up to do today.  Knowing that this is a path to success makes it so much easier to do it.  I can envision the good results and it makes something that could be tedious a pleasant experience.

Let me know if you have had similar success.

 

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Manage Your Career Proactively

Have you spotted a few “bright bulbs” in your company?  Have you had the luxury – or the challenge – of answering a young employees request to “take on more responsibility.”  If so, how would you  – as the employer / manager – answer it?  If you are the employee how do you learn to take control of your career?  How do you prove that you are ready to take on more responsibility.

Via one of my favorite newsletters – “The Motivational Manager” – I came across an article posted on the TechRepublic website:

Nine Options for Improving Your Project Management Skills

Yes, Project Management Skills!  Why?

1) By successfully managing even a very small project, you will demonstrate your ability to achieve a tangible result – on time and within budget.

2) It is an opportunity to learn more about yourself – your skills and your weaknesses.  You may possess very deep product knowledge or technical skills but are lacking in communications skills (written and verbal.)  This becomes an opportunity to ask your manager for help to improve.  Your manager or employer may assign a mentor to work with you.  Or they may encourage you to further your education.  Enlightened firms have programs in place to fully or partially reimburse employees who seek professional development.

3) Project management involves both organizational skills and soft skills (managing people, communications.)  Successful business leaders have acquired and mastered both of these skill sets.

As a manager or an employer, here are some tips for improving the skill set of your employees.  And ways that you can demonstrate your belief in offering opportunities for promotion from within your company:

1) Pass along interesting articles to motivate your employees.  Or give them back issues of Business or Trade Journals after you have read them.  Encourage active discussion of the articles that your employees find interesting.

2) Assign mentors to all employees – but particularly to those who show promise or who take the initiative to improve their skills.

3) Be sure to “target” your training programs.  Training is not a “one-size-fits-all” proposition.  Identify the areas in which your employees are weak and offer training to help them improve those skill sets.

4) Take your motivated employees to Professional Association meetings.  Encourage them to network.  Expose them to the multiple training opportunities that Professional Associations offer.  Let them see the multiple opportunities for career advancement.  I believe that if you are serious about having a career vs. simply working at a job, you MUST become active in one or more Professional Associations!

Read the entire article – “Nine Options for Improving Your Project Management Skills” for more details.  And… be sure to pass it on to some of your employees.  And encourage them to discuss the article with you.  You will both gain from the experience.

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Don't work harder; Work smarter!

“Procrastination is opportunity's assassin.”

– Victor Kiam, entrepreneur

It has been said that if you want to accomplish more at the office, you should go out of town more often!

This is not a conundrum.  It is a reality.  Think about it – when you are planning and out-of-office trip (business trip or vacation) you tend to become quite efficient.  You:

1) Make decisions (to act on it, to delegate the task, to file it or to trash it) – There is no time for procrastination.  Nor is there time for indecision – the clock is ticking and you must decide or delegate.

2) Become better organized (the people who remain behind in the office must know what needs to be done in your absence and where to find the necessary information.)

3) Improve your communications (your write notes, leave messages, hold efficient staff meetings to communicate the priorities that you expect your staff to handle while you are away.)

Don't worry that people will get more accomplished while you are away than when you are in the office.  Yes, more will be accomplished – and that is a good thing.  You will have let go of some ordinary tasks – and given your staff a chance to demonstrate their capabilities.

I have seen this happen to me – I left on a short business trip yesterday, and I probably got more accomplished in the last 4 hours I word before leaving for the airport than I normally would have.  I made decisions; I communicated priorities to my assistant; I wrote notes and left message.  I did not procrastinate – I did not have the time; and a deadline was looming.  I became more effective.

Here is a little tip that I picked up from the February 2006 issue of “The Motivational Manager” (which I read while on the plane:)

The more time you have, the more time you waste.  If you're working longer hours but getting less done, maybe it's time to rethink.  Pick one day a week to be your short day – the day when you'll leave (the office) on time, no exceptions.  Then keep track of how much you get done on that day.  You may be surprised to find that when you can't dawdle – you don't.”

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Meetings that Run on Time

Good Morning!

I am just getting back to posting after a very intense week at the NAMM Show in Anaheim, CA.  There were @ 80,000 visitors to this “Trade Only” convention for the Music Products Industry.

I was working for NAMM last week – consulting for their Professional Development offerings.  More than 10,000 people attended our free Breakfast Sessions or the quick and concise 20-minute sessions in The Idea Center on the show floor.

I am pleased to report that every session in the Idea Center started on time.  And, with one exception (the speaker finished 5 minutes early) each session concluded on time.  What is the secret?  And how can you achieve similar results with your meetings?

The secret is really simple – communicate your expectations to the presenter up-front!

Since we only had 10 minutes to change sets and move audiences in and out between sessions, this communication with each speaker was critical!

The key to starting each session on time – simple.  I made an announcement that the next session would be starting in 2 minutes and that this was an opportunity for the audience to get comfortable with the volume of their headsets.  This also prepared the speaker to gather his or her final thoughts before starting their presentation.

During the break between sessions, I told each speaker that I would cue them when they have 5 minutes and 3 minutes remaining in their 30-minute presentation.  As a speaker myself, I always appreciate having someone from the association give me this warning.  It is important to end your presentation with a strong message – and a clear direction to the audience as to the next step to take.

Some of the speakers wanted to do Questions & Answers ( Q & A) and so the 5-minute warning served as their cue to initiate this portion of their presentation.

The few professional speakers that we engaged, carried special clocks or other devices to alert them as to the amount of time elapsed / remaining in their presentation.  I recommend that meeting leaders and facilitators have a clock or timer in clear view during meetings.  This helps to guide the pace of the meeting and it helps to ensure that the meeting adheres to the schedule stated on the agenda.

Once again, if you – as the meeting organizer or leader – have communicated your expectations in advance, most people will comply.  The will stick with the time limits that have been set and adjust their presentation accordingly.

A special tip for all speakers or presenters:

Time can fly by when you are giving a speech or making a presentation.  Quite often, the meeting is running behind schedule and you will find that you suddenly have less time to speak than you had planned for.

Always, have the last 3 minutes of your presentation memorized and internalized!  Be prepared to deliver your concluding remarks with power and precision at a moment's notice.  Remind your audience of you message.  Be sure to tell them what to do next.

It is easy to spot an inexperienced speaker – they always say, “Well, we are running out of time.  If I had more time I would have told you…”  Do NOT do this – ever!  It is unprofessional and avoidable.

Just conclude your presentation with a strong ending.  If you have captured their attention, the audience will seek you out later to ask questions,  Or… better yet, invite you back to communicate more information to the group.

Make a lasting impression – finish strong!

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Hone Your Message

I participated in a teleconference yesterday led by Jaynie L. Smith and William G. Flannagan. They are the authors of a very important business book, “Creating Competitive Advantage.” I reviewed this book on my blog a few months ago (Click here for the review) and so I was intrigued to receive an e-mail solicitation to dial in for the teleconference. I’m glad that I did!

As many of you know, I worked in music publishing for 30 years. So, I am well attuned to watching how authors and publishers produce and promote their products. Most of the really good business books that I have been reading lately have a few things in common:

1) The have a very sharp, clearly defined message.

2) The have excellent websites set up to offer support, extended content, multimedia features and the opportunity to interact with the author(s).

3) An author who truly is passionate about their subject and is excited to communicate their message.

Jaynie L. Smith is a perfect example of this need breed of media savvy authors. The website (and now selective teleconferences) that she offers in support of her book “Creating Competitive Advantage” is first rate. Click here to check out her website – www.smartadvantage.com.

Okay – back to the teleconference. Ms. Smith talked about interviewing David Neeleman, the founder and CEO of JetBlue Airlines. Mr. Neeleman is a great leader and a remarkable innovator. Check out his personal blog – or flight log as he calls it – to see what I mean! I LOVE his introduction:

Hi I’m David Neeleman, Founder and CEO of JetBlue Airways.

Each week I fly on JetBlue flights and talk to customers so I can find out how we can improve our airline. This is my flight log.

WOW! How many CEO s or Senior Executives of any company – of any size – actually seek out their customers or experience their products as the customer experiences them? Very, very, very few.

How about you? When is the last time that you rolled up your sleeves and worked the floor? Or went out on a real sales call? Or asked your customers, “How are we doing?”

Try it – you may find that you like it. And… you might find your “Competitive Advantage” in doing so!

On the teleconference, Jaynie L. Smith mentioned something that David Neeleman said to her during the interview that had stuck with her:

“Each week, key managers and I have a three-hour conference call to discuss what are we doing, what they (competitors) are doing, and how can we do it better.”

That is a terrific strategy and it helps to pinpoint why JetBlue Airline stands out from the other airlines. Southwest Airlines also stands apart from the rest. It is worth pointing out that David Neeleman once worked for Southwest Airlines – he learned a lot during his short stay there!

1) What are we doing? – (that makes a difference for our customers)

2) What are our competitors doing? – (that is attracting some business that we would like to get)

3) How can we do it better? – ( to attract those customers now shopping with our competitor to give our product / service a try)

These are three powerful points that I am incorporating into my own consulting practice and will be sharing with my clients.

After the teleconference yesterday, I picked the book out of my bookcase to find the interview with Mr. Neeleman. It is interesting to note that when I originally read the book, I did not underline or circle these points. It took a teleconference to point them out to me. I’m glad that I responded to the invitation to participate!

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Communication Overload

Well, I’ve had a FUN weekend – NOT!  I had a major computer crash (my data was all backed up) and I have had to restore all of my programs.  This gave me lots of time to catch up on some reading while waiting for the programs to load.

OK – back to the subject of this post – How do we cope with the vast amount of information that comes our way on a regular basis?

The December 2006 issue of The Motivational Manager has an interesting article on this subject.  They cite a survey of senior executives and managers conducted by NFI Research that found:

80% said that they receive too much communication from both internal and external sources

33% said that they receive significantly too much communication

As with any survey there are several caveats.  Managers and executives at mid-sized companies were the most impacted – 46% – by over-communication.  Which, I suppose makes sense.  If you are a large corporation, supposedly you have “gate-keepers” to filter most of the communication directed to you.

The most telling point of the survey was a comment from one respondent:

“It’s not a question of how many e-mails, voice mails, memos, and such, or even the frequency – it’s the inability of the communicator to get to the point.  Over-communication is the difference between what I need to know and what I have to filter.”

Amen to that!  Bring back the “good old days” of the Television series Dragnet when Sgt. Friday said, “Just the facts, Ma’am.”

Here are some salient points to consider when writing your next email (I found this in the same issue of The Motivational Manager  – actually there are adapted from an article that is on the Microsoft Small Business Center website – click here for the article)

1) In your e-mail, get quickly to the point – this starts with a meaningful Subject Line.

2) Try to limit the body of your e-mail so that the message will appear (in its entirety) on one screen

3) Close your email by succinctly stating what needs to happen next

Great advice!  And not just for email – this pertains to all forms of communication (marketing messages, presentations, sales calls, even talking with friends and clients.)

No one has time to “filter out” the excess in a message.  So stop sending “CYA” e-mails!  Don’t include your entire address book in the CC portion of your e-mail.  And, if the issue is really important, put down your mouse and go talk to the people involved “face-to-face” – if you remember how to do that!

And now — back to my software installation.  Thank you for listening!

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A Great Business Resource that You Can Use

While reading one of my favorite monthly newsletters (The Motivational Manager) today, I learned about a fabulous and free business resource that I want to share with you:

It is the “Free Management Library” website – click here to enter!  And it is a treasure trove of articles, resource materials, websites, etc. that members and experts have contributed.  The website has been around for 10 years – and from my initial exploration of it, it appears to be continuously improving by adding content and categorization.

As the title says – All content on the website is absolutely free – for you to access.  If you want to reprint or re-purpose the content, they offer clear steps to take to obtain permission from the copyright holder of the individual content.

You could think of this as a sort of “wikipedia” for business and management content since it is created strictly through member contributions (of content) and it relies upon its members to update and report errors, broken links, etc.

Lately, I have been thinking about “competitive advantage”  – what is my own competitive advantage (as a consultant, trainer and speaker) and helping my clients to define their competitive advantage.  So, I was pleased to see this clear, concise “About Us” statement:

“The library provides easy-to-access, clutter-free, comprehensive resources regarding the leadership and management of yourself, other individuals, groups and organizations…”

SOLD!

I get it!  I know exactly what this resource offers (to me) right from this direct statement of purpose.

Why would I want to use this website tool when I already have invested a small fortune in resource books?  Because, I am not always near my personal (physical) library – I do travel quite a bit.  And, the trick is to be able to actually FIND the resource when you actually need it (while writing a blog, thinking of a topic to write about, citing a source) – or just plain relaxation or inspiration!

The key to accessibility is organization.  The Free Management Library Home Page is very clearly organized – and accessible.  Here are a few topics for you to link to in order to check it out yourself:

Interviewing

Sales

Leadership

I've added this site to “My Favorites.”  I hope that you can gain some benefit from my recommendation.  Please share your thoughts – or your favorites – with our readers.  Or… just drop me an email – danny@thecompanyrocks.com to let me know what is working / or not for you!

 

 

 

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