Uncertainty

It’s common to hear consultants complain when clients don’t implement the recommendations they work so hard to develop. The reaction of some consultants is to blame the client. Of course, you can usually find a convenient scapegoat in the client environment to explain the failure to act—whether it’s internal politics or poor preparation for the recommended change.

From a client’s perspective, a recommendation might be DOA for two reasons: It’s wrong (or perceived to be wrong); or the implementation plan is unrealistic. In either case, you can often trace the root of the disconnect to an unexpected source: the consultant’s expertise.

Clients hire us because they want the certainty and efficiency that comes with an expert who has “been there and done that.” In fact, many consultants know exactly what they plan to recommend right off the bat. That certainty, which may serve you well in the sales process, can doom a project if you’re not careful.

Though certainty points the way to a recommendation, it can also blind you to underlying issues that will impact a project. The best consultants rely on their expertise, but also cultivate an attitude of uncertainty. They ask questions like, what don’t I know? What am I missing? And, how else might we solve this problem?

Clients do want us to be certain, but it’s our ability to put certainty aside–at least for a little while–that can make the difference between a successful project and the blame game.

Choke Under Pressure?

I blew itEveryone knows that sinking feeling of blowing it under pressure. Maybe it was when you suddenly lost your train of thought in a sales presentation, or a client meeting you flubbed. It happens to all of us, at some point. Usually, we chalk it up to a case of “nerves.”

Now, University of Chicago psychologist Sian Beilock tells us that choking under pressure is preventable. In her new book, Choke: What the Secrets of the Brain Reveal about Getting It Right When You Have To, Beilock attributes suboptimal performance when the heat is on to information logjams in the brain.

Beilock says that thinking too much about what you are doing and over-analyzing can create mental logjams that sabotage your performance. And when you try to control every aspect of a situation in an effort to succeed, that can backfire and make you choke.

What can you do to improve the odds that you won’t choke? One strategy is to find ways to reduce the stress associated with high-pressure events. We know how important it is, for example, to rehearse a speech. You can further improve your performance if, when you are rehearsing, you simulate the stress you’d experience during the actual meeting.

The goal should be to make your practice feel as close as possible to the real event. That way, you’ll avoid creating a logjam in your head, make your presentation more of a routine occurrence, and you’ll choke less.

Why Training Fails

Companies around the world spend up to $100 billion a year to train their employees, according researchers at McKinsey & Company. But according to McKinsey’s survey, training doesn’t have much impact. In fact, only one-quarter of the survey respondents said their training programs measurably improved business performance. And most companies don’t track their returns on training investments.

The most important failures in training occur outside the classroom. That’s because, before they can master new skills, employees must know how the new skills will benefit the organization, understand that they need the training, and then choose to learn. Most often, there’s little or no dialogue with employees about the need for training. Instead, executives just expect employees to show up and absorb whatever they are given.

Once a training program is finished, employees often struggle to put their new skills into practice. Most executives mistakenly assume that employees will go back to their jobs and figure out for themselves how to apply their new skills. To get the most from training investments, executives must help employees adopt the right mindset before they begin training, and offer them a work environment that supports the use of their new skills.

It’s in your clients’ best interest to find ways of engaging their employees in a dialogue before and after training. If you offer training services, look for opportunities to help participants get the most out of your programs by incorporating pre-training briefings and post-training job design activities in your next proposal.

Managing Projects: Resources

It’s always startling to read about the high failure rate of projects, whether they are IT projects or some other kind. Some researchers report that project failure rates can be as high as 70%. Fortunately, there are some very smart people thinking about how to help project teams boost their probability of success. Here are four books that I think can help any project leader or team get projects done on-time, within budget, and with the expected results. This list is far from exhaustive, so if you have others, let me know.

Problem Solving 101: A Simple Book for Smart People, by Ken Watanabe. In this short, easy-to-read book, Watanabe explains the ins and outs of effective problem solving. The book began as a simple guide to help Japanese school children develop their critical thinking skills and it quickly became a best seller among adults. Watanabe uses his background as a McKinsey consultant to show readers interesting ways to organize their thinking, make decisions, and communicate those decisions to others.

Tools for Project Management, Workshops and Consulting: A Must-Have Compendium of Essential Tools and Techniques, by Nicolai Andler. (Note: an updated version is due out in March 2011.) If you’re running a project or a workshop, this book is a solid guide for making your job easier. You’ll find about 100 tools you can use–or customize–to most any project situation. Think of this book as an idea-jogger and reference tool. Be warned: It isn’t a book for the beach. It’s a rigorous and comprehensive review of dozens of valuable tools.

Making Things Happen: Mastering Project Managemen, by Scott Berkun. So many project management books are written from a theoretical perspective. There aren’t a lot of projects that operate as smoothly as some of the literature out there would have us believe. Berkun’s book doesn’t serve up another dry dissertation on project leadership, but a hands-on guide to managing the day-to-day issues that project managers face. His advice is practical, timeless, and well worth reading. I interviewed Berkun for Management Consulting News. Here’s a link to that interview.

Strategic Project Management Made Simple: Practical Tools for Leaders and Teams, by Terry Schmidt. I’m not sure that the type of projects that Schmidt writes about are simple to manage, but he gives us a range of innovative tools to clarify project intent, form the right teams, plan the work, and lead the project.

The Trouble with Incremental Change

If you’ve worked on complex projects, you’ve probably heard the recommendation to start an effort by going after short-term wins…the so-called “low hanging fruit.”

Quick wins, the reasoning goes, allow a project team to deliver some early incremental benefits, establishing momentum and setting the stage for success with more complex changes down the road. On the surface, this approach sounds reasonable. In reality, it falls flat for two important reasons.

First, many people respond negatively to incremental change. I’ve seen managers bicker for weeks over things like small changes in the size of their offices, how they report expenses, and policies about company-sponsored subscriptions. When the stakes are low, some people cling to entrenched positions until forced to change. That makes it very difficult to implement small changes.

Second, starting small is often an invitation to push issues that really matter to the back burner. It’s always easy to find reasons for postponing large-scale change–the timing isn’t right, internal politics aren’t favorable, or too many other things are going on. Once you accept such rationales for delays, you can end up bogged down indefinitely on small-scale changes.

The inevitable result of pursuing incremental change is that external events will eventually force an organization to undertake the large-scale change that it put off. But, by then, the organization will have lost the luxury of time, good planning, and proper execution for the change program it really needs. Too often, the results are disastrous.

For example, years before the company’s bankruptcy, General Motors executives knew exactly what they needed to do to save the business. They failed to make the hard choices before the market forced them to, and investors paid the price.

If you have a choice, go big with the changes you know are essential. Don’t ignore the “low hanging fruit” entirely, but don’t make those changes the focus of your project.

Simple Questions

At any decent restaurant, at some point during the meal, your server will ask, “How is everything?” That question often elicits nothing more than a quick nod or a brief comment. Still, a good server always asks.

In your client projects, you usually know whether clients are happy with your work (or not). But it can’t hurt to tear a page from the waiter’s book on building customer relationships and ask your client, “How are we doing?” This deceptively simple question can lead to invaluable insights about the perceived quality of your work and the client’s priorities.

Of course, it’s possible that you’ll get the kind of superficial response that a typical dining patron gives a server. If that’s the case, be prepared with some quality follow-up questions.

You could, for example, ask the client, “Is there anything that we are not doing that you think we should be?” or “If we could change one thing about how we’re approaching this project, what change would you make?”

Then listen to what your client is really saying about what’s happening. The resulting conversation will almost always uncover new issues that you’ll want to address. Plus, clients will appreciate that you are actively soliciting feedback, instead of waiting for them to come to you with issues.

One caveat: If you ask these questions, be ready to act fast to address the client’s concerns. Few things tick off clients more than if you fail to follow up on feedback you asked for.

We should always be on the lookout for opportunities to get feedback and learn more about the client’s experience with us. Fortunately, it’s not hard to do. Just ask a couple of simple questions.

Bandwidth

Ask someone “How are you?” and you’ll probably hear a sigh and the response, “I’m really busy.” Unfortunately, most people  feel that they don’t have enough time to do what they want and need to do.

Often, though, it’s not just that we need more time to address the items on our to-do lists. What we really need is the chance to think, plan the future, and come up with new ideas for our businesses. And that takes much more than a bit of extra time to accomplish. It takes mental bandwidth so you can focus and think straight.

To do your best thinking, first and foremost, you’ve got to clear your mind. Of course, you can find tons of advice on quieting your mind through disciplines like yoga or meditation. But here’s a simpler way to get started–and you don’t have to know how to chant.

If you want to create more mental bandwidth, wherever possible, get rid of the clutter in your life. Few things distract the mind more than the perception of unfinished business, and that’s just what clutter often represents.

We are awash in clutter, and it takes a toll. Consider this, for example: In a US government report, researchers found that 25 percent of people with two-car garages can’t park a car in their garages because they have so much other stuff in there.

You don’t have to become a neat freak (not that there’s anything wrong with that) or totally reorganize your office to make a dent in the clutter. But most of us have too much stuff, including unread books, papers, old reports, computer files, and emails that distract us from concentrating on the things that matter most.

Do your mind a favor: Recycle those old books that you’ve promised yourself you’ll read someday. Get rid of unneeded files, both paper and computer ones. Dump email that you’ll never read. You don’t have to do it all at once, but make a start.

Once you tame the clutter, your mind will have fewer distractions and you’re likely to be a faster, more focused thinker. Maybe you’ll even be able to squeeze your car into the garage.

Interview: Mark Levy on Sparking Ideas with Freewriting

For the September issue of Management Consulting News, I did a podcast  interview with Mark Levy. He’s the founder of Levy Innovation, a marketing strategy company, and the author of Accidental Genius: Using Writing to Generate Your Best Ideas, Insight, and Content.

Levy’s book shows us how to use a tool he calls freewriting to explore ideas, solve problems, and create marketing and thought leadership material. In the interview, I asked Levy to explain what freewriting is, why it works, how to get started, and how to apply it in our businesses.

Get the podcast interview with Mark Levy.

Your Perceptions about Clients May Be Wrong

In working with clients, our actions and decisions are often based on our perceptions about the meaning behind the behavior of others. Because that meaning can be so hard to decipher, you might underestimate or discount the importance of understanding what clients are thinking and why.

Of course, you always have to offer clients a fact-based case for action. But, in doing so, the ability to accurately read the people around you will help you influence change, communicate more effectively, and save you time and trouble.

In this month’s issue of The Guerrilla Consultant, I suggest some ways you can test your perceptions about what is really going on in clients’ heads.

Read this month’s issue.

Project Manager’s Toolkit: 10 Must-Have Resources

One thing is certain about your next project: it will be different, in some way, from every other project you’ve done. Over the last couple of years, project managers and consultants have published some outstanding books about designing projects, managing project teams, and influencing change.

I’ve compiled an Amazon list of ten books to help you build your skills as a project planner, manager, and leader. Have a look at the list, and feel free to send me your best recommendations for additions.