Tag: planning

Counting down to December 31

time wisely quote

We have just one month left!. And December often feels like the busiest month of the year. But there is still time to measure some progress on the goals you set for the year.

Hopefully you wrote some things down in January or at some point earlier this year. You said – “this is what I want this year to be about.”

You could look now and say – “well, I missed it” OR “sure, I got some of that done, but not nearly enough.”

But if you give up, you are missing the fact that there are still more than 30 days left. Maybe twenty or less if you factor in all the parties and holiday activities. That is still something!

Tips for last-minute progress

So here are my tips for a last-minute, last-ditch effort to make progress toward your annual goals:

  1. Look at them! If you don’t look back at them until you’re debriefing in January, you can’t gain any more ground.
  2. Which goal did you set that no longer seems important?  Did your priorities change mid-year?  Did other circumstances dictate that you should write one off? Cross that one off your list and focus on what’s really key to you.
  3. Is there anything that is almost finished, but just needs a little more push? Can you schedule time to finish that out?calendar
  4. Which one isn’t nearly done, but you could accomplish more than you have so far? What two actions would improve you from an F to a C? It may not be an A, but a C is certainly better.
  5. Which one is honestly a loss? There are plenty of goals that you can’t knock out in give or take 20 days. But take a few minutes to think about this. Why did you not make any progress? Is there anything standing in the way of progress in this area? Maybe you can do something to address the obstacles, even if you can’t push toward the goal.
  6. Write down a few things related to your goals that you can do to make progress. Block out time in your calendar to get them done. December 31 will feel better because you did!

Here are a few things on my list:

  1. I haven’t hired a Marketing Director yet, but I have some really good prospects. How can I use the 5 remaining weeks to lock a plan in for starting the new year strong?
  2. One of my goals for the year was a complete overhaul of our Employee Handbook. I already collected a list of things that need to be addressed. I can’t get a final version perfect, but blocking out one day would make it a lot better than it is right now. What about five hours next week, plus an hour a week or a section a week until it’s completely done? I can’t finish by January 1, but I’m pretty sure February 1 would do it.
  3. I have a few areas that I was hoping to make some progress on, but realized during the year that I don’t have the talent to cover this personally. How about if I try to allocate budget resources to hire for this one in the first quarter? I can’t do the job in the next five weeks, but if I wait until the new year to think about it, the budget won’t be there.

What can you do?

The point here is to identify – what can you do? Rome wasn’t built in a day. You eat an elephant one bite at a time. Every journey begins with a single step. I could go on. What can you do today? What can you do with an hour next week? What can you do if you take a minute now and carve out time on your calendar?

Sports Metaphors for the Non-Sports Leader

I have never been a sports guy. During first grade, my parents signed me up for kids soccer. I’m pretty sure this was at the recommendation of our family pediatrician. He probably thought I would benefit from the physical activity. We honestly lost EVERY single game we played. I may have been one of those kids who kicked the ball into the other team’s goal. I’m not proud of that season of play and my parents didn’t make me do it again. Even at 6, I knew it didn’t mean much when we got a trophy at the end of the season.

sports metaphors for leadership

My sports prowess didn’t improve later in life. I took Band to keep from having to take PE in middle school. In high school, PE teams were not looking for me when they had a choice. This translates into my watching habits also. Unless it’s Carolina Basketball, the Super Bowl or the Olympics, my TV rarely lingers on sports.

But regardless of how much of a sports person I am, sports metaphors are EVERYWHERE around me. In life, in work, in ministry. Sometimes a good sports metaphor is the simplest way to achieve shared understanding. So whether you’re into sports or not, you should have a working knowledge of these. If you can use them, it will help you when you speak to an audience that does have sports awareness.

measuring progress toward a goal“move the ball down the field”

In football, the goal is to gain yards every play with the eventual objective being a touchdown by getting to the end zone. As such, moving the ball down the field is making measured progress toward your goal.

To use this metaphor well, though, you need to clearly identify two things:

  • What’s your goal? Is it clearly defined? When I was kicking the ball the wrong direction as a 6 year old clueless soccer player, I wasn’t moving toward the goal. In the same way, many teams spend lots of time and energy moving things around without a clearly defined goal. You can’t claim to be moving DOWN the field, if you don’t know which direction the end zone is!
  • What counts as progress? If you identify your goal but it is not easy to measure, anyone on the team might regard any activity as progress. It’s important for us as leaders to spell out our goals and activities in ways that our teams know clearly when we are, OR are not, moving toward the goal.

“who dropped the ball?”identifying the source of the team breakdown

When a sports team is working together to achieve a goal, dropping the ball ends the forward progress.

In a project team, even if there is not actual competition, there are often times when things stop moving forward. Things aren’t going the way they are supposed to and you are not seeing the results you would like. In such a moment, the team needs to identify where things went wrong and if any particular player was the source of the failure. This should NEVER be unto tearing that person apart.

If you can identify the breakdown, you can work to address it. You can try to bring healing or restoration at the point of failure. Maybe that team member needed better backup or more resources. Whatever the need may have been, you won’t fix it well and start moving forward if you don’t take the time to think it through.

Maybe the breakdown happened in a handoff. The pass moment is one of the most critical moments of any basketball game. The ball is moving from one player’s hands to another, often through open air. If an opponent can get in at just the right moment and gain control of the ball before it gets to the other player, the tide of the game is turned.

In a team setting, make the new ownership clear when a work task is passed from one player to the next. This is where our next metaphor comes in.

“the ball is in your court”team sharing roles on a project

My girls spent a brief time trying out youth tennis. It was rather painful to watch because they didn’t quite have the coordination to keep up with where the ball was moving. They tried hard though and I was proud of the attempt.

Doubles tennis is when two players compete on each side of the net, typically each taking responsibility if the ball comes to their half of the court. The girls’ coach kept telling the kids “you have to call it”. Inevitably, the ball would go to one girl’s side but the other girl was so focused on hitting it, they would run over top of each other. Alternatively, both girls would be watching one side of the court and not go after the ball when it went to the other side.

As a team works together on a project, it is important that everyone clearly understand who is responsible for details every step of the way. Sally thinks Jim is working on things and Jim thinks Fred took over that piece. Fred was out of the office the last couple of days and suddenly we are making no progress.

If everyone thinks someone else is on it, no one is on it. If you’re a team leader or a player, take time to make sure everyone knows who is responsible for different functions each step of the process.

Conclusion

These are just a few of the common ones I have seen in my experience. I use these metaphors all regularly even though I would not be likely to excel at any of these sports in actual practice. What about you? Are there any others you can think of?

 

Leadership of a Project Team is a lot like Driving a Car

From time to time, you may be called upon to take the leadership role on a project. Whether you have done this before or not, there are a number of key factors that need to be considered. In my experience, these factors are very similar to the things you have to consider when driving a car.

leadership lessons from driving a car

Here are a few things you should consider:

Who’s in the drivers’ seat?

It takes a variety of skills and inputs to complete a project successfully. But just like you can only have one person behind the wheel of a car, one person needs to be clearly tasked with the leadership role on the project. This doesn’t have to be the person with final authority for the results, but it has to be the person who can make decisions and direct others as the project work moves forward.

Where are you heading?

A starting point for any good project effort is to identify the eventual goal, the destination. What do want to be true when the work has been completed? Spell this out as clearly as possible for everyone on the team. Each player can make better decisions if they have this awareness.

Do you have a particular route in mind?

leadership needs to develop a project plan, like a mapOnce a goal has been identified, it’s ideal to identify your preferred plan to achieve that destination. This is like your road map. Even a GPS tool that guides you step by step to a destination begins by identifying a preferred route.

I did an exercise with my team recently using a set of Legos. Any one person can build anything out of a pile of Legos. But if you want two people to work together to build one thing, it helps for there to be step-by-step instructions (preferably with pictures) to guide this process. I call this a Project Plan (See below for a simple template you can use to help with this step in your development). You should outline as much information as possible in this document. Don’t expect it to be perfect, but anything you can prepare in advance will help.

How will you pace yourself as you go along?

A variety of factors contribute to deciding how fast you can move toward your destination. On a road trip, things like road construction along your route, other vehicles, and car maintenance will control your pace. When you’re working with a team on a project, there are similar constraints:

  • Influences outside the organization like legal and cultural boundaries
  • Other projects going in inside your own organization that compete for resources
  • Skill capacity and other factors related to the individual players on your team

You should work to identify these in advance and monitor for changes in them as you go along. Sometimes people try to disregard one of these constraints and move faster than their project team can handle. This inevitably creates challenges down the road. Leadership should try to anticipate and prevent challenges by managing a healthy pace.

How’s it feel while you’re driving?

Earlier this year, I went on a road trip with a few co-workers. Whenever you have more than one person in the car, there will likely be a difference of opinion regarding how warm or cold we want it to be. I see this temperature choice as being very similar to team culture choices. Some teams commit to brutal honesty among the team and try not to let feelings get in the way of progress. When you don’t have a strong history of working together, or just because some prefer it that way, it’s helpful to take a more considerate tone in team dialogue.

leadership decisionsIf I like it cold and you like it hot, we have to find a compromise to ride together happily down the road. That compromise usually requires some level of sacrifice from both sides. But that compromise can’t begin until both of us discuss how we want things to feel. If you’re working on a team, whether you’re in the leadership role or not, take time to get people to talk out their preferences in this area.

How will you know when to go right or left?

Often on trips, my wife and I take turns driving. Whoever isn’t driving takes an equally important role – the Navigator. Someone needs to be looking at the project plan (you can’t always stay attuned to this when you’re driving) and making decisions regarding things that should happen next. This may be the person who has ultimate authority over the results or it may be a fellow player who has experience with similar projects.

The bottom line is that someone needs to be tasked with making project decisions as things move forward. This doesn’t always have to be the driver. But if you don’t have a plan in this area, you will find yourself stuck at a fork in the road.

What other areas have you found which are key to providing leadership to a project team?

Resources

Simple Project Plan Template