I am the oldest of four children.  I have one sister who is three years younger than I am, and two female cousins, one 4 years and the second 10 years younger than myself.  I say that I am one of four because in grand, old school Italian style, our families (my mom and her sister) lived very close to one another and my grandparents.  We were raised as a four-pack and did everything together – vacations, birthdays, weekends, weekdays, after school, Sunday dinners, you name it, we did it together.  When I was 13 our grandmother moved into our house and still lives with my parents.  Us kids thought this was great because now we had Nannie’s cooking every night and she dropped us off and picked us up from school – no more bus.  This also meant that at any given time there were 5-8 people in our house.  It was fun, but insane, and very, very loud.

Sometimes stereotypes are so dead-on that you laugh when you read about them or see them portrayed in movies or on television.  The stereotype of the loud, everyone talking at once, everyone has an opinion, everyone’s opinion is correct, and whomever is the last one talking wins all happening around a table of food is very true, at least it was in my house.  If you put any stock in birth order, you’d know that first born children tend to be more conscientious, more socially dominant, less agreeable and less open to new ideas than later born children.  Add a huge dose of Italian upbringing and this pretty much summed up my personality up until I was 22 years old.  You could not tell me anything.  I had an opinion and you were going to hear it.  I was right, you were wrong and that was the end of the story.  It was my way or the highway.

I took this personality to college with me and surprisingly did very well.  I had my mind opened much more than I had before and became a more tolerant person.  I began college as pre-med.  I wanted very much to be a doctor, but life had other plans for me and after my sophomore year, I transferred schools and found myself as a history major.  I graduated and then on the suggestion of a librarian I worked with, decided to go to library school.  She swore up and down that I would be a “fantastic librarian.”  I am still not sure if she was correct, but I am enjoying figuring it out.

This seems like a very long winded story and way to talk about stepping outside your comfort zone, but there is a point I promise to make.  Being a doctor would have been a great job for me and my domineering personality.  I wanted to be an ER doc, which would have been fantastic since I could bark out orders and work in a high stress environment.  But, that did not happen.  What did happen was during my first year of graduate school I accepted a management position at the library.

Looking back on that time, I can safely say that I was not a glowing success in that position.  I actually had a supervisor tell me that they thought my personality was not suited for management and that I tended to get very upset when I did not get my way.  I wish I could say that I disagreed with that assessment, but I knew then and I know now, that was a dead-on appraisal of my management skills.

When I accepted my first professional position I made a promise to myself that I would work on developing my management skills.  There was not a lot of opportunity to attend formal professional development classes for this, but I found ways that I could improve my skills.  I started very simply, I listened to other people.  I really listened.  I considered other people’s opinions.  I worked on having better discussions about projects or issues.  I engaged others.  And, more often than not, I took their advice or suggestions and put them into practice.  I also learned how to accept criticism and feedback.  I learned to listen to it and accept it with grace and then work on improving the problem.  When receiving criticism and feedback I practiced what I like to call “generous listening.”  To me, that meant remaining calm, not interrupting, not arguing, asking for clarification or suggestions, and then thinking about what I was just told.

Do I need to explain how difficult this was for me to do?  Me, the gal who won every argument by yelling the loudest.  The one who would sit at a table of 10 people who were all talking at once and was still heard.  The oldest child who’s way of doing things was always the right way.

The point I am getting at, rather circuitously, is that doing that self-reflection and work was difficult and at times extremely uncomfortable.  Being honest with yourself, the type of honest where you admit you have faults, is painful.  However, it is also invaluable to our development and improvement and when you are committed to changing, the results can be life changing.

Being a good manager requires constant self-assessment.  It requires adapting to your environment and those who you are interacting with on a daily basis.  Learning how to communicate.  Discovering how to motivate people.  Realizing what you are doing that may be ineffective and sometimes damaging.  In short, it requires you to go outside your comfort zone on a continual basis.

The good news is that once you regularly go outside your comfort zone it starts to become familiar and comfortable.

An interesting side note: the three remaining in my four-pack (my sister and two cousins) all became teachers….and married teachers.  I find it funny because the classroom, at least as I remember it, is not a democracy.  You do what the teacher tells you.  This is even more funnier after I tell you that they are all math teachers.  There are no gray areas in math. The answer is either right or wrong.  This is the perfect place for our types of personalities.  I’ve been a manager for almost ten years.  When I come home for holidays, events or vacations and we are all together (now our numbers seem to have doubled) I get teased because I am the “quiet one” who “never argues” anymore.  I just smile and tell them that I am listening to them. :-)

I was going to title this post Compassionate Management, but I think I want to go bigger than just this one aspect.  Confrontation. Most people hate it.  A small number love it, while a much larger number work diligently to avoid it.  Contrary to what people may think, this is not a part of being a manager that makes our year.  We do not relish in it, and it can be an extremely uncomfortable interaction.

A while ago I wrote a post about Giving and Receiving Feedback.  It is one of the most popular posts on this site and it is extremely applicable in this discussion. Rather than re-hash it, I want to expand on it a bit.  As managers we have a responsibility to our superiors, our employers and most importantly, our staff to provide performance feedback and guidance.  Ignoring under performers and claiming blissful ignorance, or covering for those whose work is not up to standard helps no one and hurts a heck of a lot of people.  I come to work each day and have to look each of my staff in the face and tell them I am working hard to help them.  If I chose not to address blatant performance issues I would be lying to them.  I don’t like lying or liars.

Confronting someone about their performance or behavior is not a fun or easy task.  There have been many books written about how to conduct a performance discussion and/or review.  All give solid advice and I have used many of the tips and strategies.  The important thing to remember is that a person needs to understand and accept responsibilty for their performance and behavior.  They need to know how they will be evaluated and that they will be held accountable when issues arise. As managers we need to work with staff to correct or improve performance. We need to provide our feedback in a constructive manner, clearly and concisely.  And most importantly, set expectations and deadlines if necessary.

This is not a joyous or fun part of being a manager.  Confrontation is a part of life – work life, home life, personal life.  At work, it is just abou that.  It’s not personal and should not be taken that way.  No one likes to tell someone something that they don’t want to hear.  No one likes firing anyone.  I would not want to work for someone who enjoyed these types of interactions.

I am so incredibly proud to work with Tina Adams, LJ’s Paraprofessional of the Year for 2009.  Tina is a valued member of my department who truly cares about our work and our staff.  What tickled me pink about Tina’s nomination was the willingness of our colleagues to write letters of support and recommendation.  She is a credit to the profession and I hope that I have the good fortune to work with her for many years to come.  Congratulations, Tina!  You deserve this!!!!

Happy New Year!  Well, work trumped blogging a lot towards the end of 2008.  There was a lot of work orienting new employees, general end of the semester/year craziness, and then preparing for the new associate department head’s arrival.  There have been a lot of posts brewing in my head and I figured now is a good time to share some thoughts.

A friend of mine recently reminded me of a post over at Brazen Careerist that I had bookmarked.  It is focused on good management and stresses the importance of generosity when managing people.  I agree with Penelope on pretty much all of her points, but my mind can’t help but go one step beyond where she ends.  It is absolutely true that the good managers are the ones who give generously of their time, patience, skills, and mentorship.  A good manager checks in with staff on a daily basis, listens to their feedback, addresses issues and concerns, provides the necessary resources, and dedicates time to developing their stafft.  I get behind all of this and try to practice this in my management style.  The last paragraph of the post is what hit home for me:

“So really, management is an opportunity to self-actualize. Some people will self-actualize by being artists, or writing code. Some people will self-actualize through management. Some, a combination. But the point here is that being in management is an opportunity to grow spiritually and give back to the world in a way that is enormously fulfilling. If you allow it. You will need to set aside real time to make this happen. And you need to give generously. No big surprise there, though, because why else are we here, on this planet, except to give to each other?”

Reading this started the wheels turning in my head.  The holidays put the wheels on pause, but then recent discussions at work and home this week got them spinning all over again.  The big questions I keep spinning around: What happens when you get little to nothing in return? What happens when you get nothing but negative back? How can we as managers build something from little to nothing?

I’ve been thinking that the short answer is that it means you’re in for a lot more work as a manager.  You need to dig your heels in, find the small, but significant battles to win, and every now and again pull the rug out from under people in an effort to facilitate change.  Failure is always a possibility.

Sometimes I feel like management is treated as if we are not allowed to have feelings or needs.  Sometimes we have to swallow a lot that in situations other than work we would never stand for.  I love a challenge and I love to give of myself, but sometimes it can be a very draining, unrewarding experience.  No one wants to hear or talk about that side of the coin, but I think it is time.

I have been thinking a lot lately about the concept of transparency.  There are projects going on, new people joining the staff, changes in policies and procedures at MPOW that require good communication and a level of transparency in order to make things go smoothly and to keep everyone as informed as they need and would like to be.  I believe that transparency in communication, decision-making, procedures and policy is ideal and I support any effort to improve in this area.

However, more and more I am starting to think that an important and essential first or pre-step needs to happen and is often overlooked.  This being: creating a climate of open communication.  What I mean by this is a work environment where people are comfortable being honest and direct, sharing their opinions, without the fear of, not retribution, but of offending people.  I know that someone will always be offended by something, I’m not that naive.  We spend a lot of time coaching people on how to communicate more effectively and how to be better at giving feedback, but we don’t spend enough time on the other side of that equation; receiving feedback.

Receiving feedback is a skill.  It takes a great deal of self-awareness, self-control, self-confidence, and self-esteem.  It is something that with practice we can improve.  I don’t have a 5 step improvement process for this, but I do have some key points that I try to keep in the back of my head.

1.  I am secure in the knowledge that I am good at what I do.  This is not conceit or arrogance.  This is recognition that I am doing exactly what I want to be doing, what makes the best use of my skills and talents, and what I enjoy doing on a daily basis.  It is reinforced by positive feedback from my staff, my colleagues, my supervisors, performance appraisals, and the fact that I still want to get up and go to work every morning.

2.  What happens in my professional life does not necessarily have much, if any, bearing on my personal life.  When I receive feedback about my work, it is just that.  It is not a remark about my soul, personality, morality, intelligence, character, or who I am at the core of my being.  If it was, I’d have a lot more issues that need to be addressed.

3.  The people I work with are my colleagues and collaborators, not my enemies. There is no hidden agenda or conspiracy to see me fail.  I consider what I am being told before I react.  Is it relevant?  Does it make a valid point?  How can I change or improve the issue?  What is the desired outcome and how do we get there?

4. I can’t please everyone.  Being a manager puts you in the undesirable position of having to hear feedback that you sometimes can’t directly address or comment upon.  You just have to hear it.  We sometimes have to make decisions when there is no time to consider all outcomes and possibilities.  A decision has to be made and we deal with the fallout later.  Sooner or later someone will disagree or be unhappy.  That is just the way it goes.

5.  9 times out of 10 it is not going to be catastrophic.  There are very few decisions or actions that cannot be reversed or modified.  We are not performing brain surgery, we are trying to help people.  We are fortunate that we have rules that can be adjusted depending on a situation.  This is not a military operation, we have many options and we can try as many as needed.

Through a lot of practice and self-improvement I have become someone who accepts and solicits feedback from my peers, colleagues and staff.  I want to know what’s going on and how things can be better.  I’m not going to be offended by what I am going to hear, no matter how bad someone thinks it is.  I can guarantee that I have thought worse about myself than what I am going to be told.

Unfortunately, I don’t think we are there yet in our work environments.  I think it has improved greatly, but I still see people getting emotional and personal about issues that are purely professional.  I recognize that sometimes people care so much about their work that it is hard for them to not identify with it, but I also think that in cases like that too much can be a bad thing.  You want to be open to what people have to say.

Another important point to consider is that not all criticism is equal.  Is it coming from someone you really admire and respect or is it coming from a person who is always negative, never has anything positive to say and never has a solution to a problem; just the list of problems?  If it is the latter, why do you care? Our most important critics are the people we admire, respect, and care about.  When they stop giving you feedback, wake up, you have a problem.

I have no answers about how to change an environment into an open one.  I think it is something that can be approached on two fronts: the first being locally, on a department or unit basis.  A manager needs to create and foster this climate and model the behavior themselves.  The second is from a top-down strategy.  An organization must commit to becoming a haven of open communication.  Everyone must practice what is preached.

Applications are now being accepted for the 2008 Triangle Research Library Network (TRLN) Management Academy. I participated in the first academy last year and I thought it was one of the best professional development programs I have experienced. The academy is geared towards new and middle managers and offers a lot of practical advice and tools to help become better managers and leaders. I highly recommend this program to anyone new to management or looking to hone their skills. You can read about my experience here, here, here, here, and here.

Annual performance appraisal time has come and gone at MPOW and with it comes the ups and downs of giving and receiving feedback. One of the hardest things a manager has to do is provide feedback about a person’s performance. It is especially difficult if the feedback is negative, for aside from the discomfort that comes along with telling someone something they don’t want to hear, comes the potentially unpleasant experience of them telling you all sorts of things that you don’t want to hear. However, there are some tactics you can employ to make the experience go smoothly and help turn an uncomfortable situation into a positive and constructive one.

Giving Feedback:

1. Be Clear: Know what you want to say and make sure you are saying it clearly. Write it out beforehand and practice the conversation that you want to have.

2. Be Specific: Address the exact issues. Avoid generalizations. Give examples of the behavior or performance that needs to be corrected or is at issue.

3. Emphasize the Positive: Don’t let the entire conversation be negative. If possible, emphasize and encourage what is working well. However, do not sandwich negative feedback in between positive comments. This may deemphasize the importance of the areas needing improvement. Begin or end the discussion with the positive.

4. Focus on the Behavior NOT the Person: This is not personal, it is professional. It has nothing to do with who someone is, but about the actions they exhibit while at work. Discuss specific behaviors and cite examples, do not make assumptions about or imply anything about a person’s personality, intelligence, demeanor, etc. The desired outcome of the discussion is a change in behavior, not a radical transformation of a person’s character.

5. Own the Feedback: Don’t pretend to be the messenger. You’re the manager, you’ve observed the areas of improvement, you’re performing the evaluation. Don’t try to kid yourself or your employee by acting like the criticism is coming from someplace else.

6. Don’t Provide Advice: Very often people don’t need advice on how to change poor performance- they usually know the cause and if it is a repetitive problem they have heard all the advice they can hear. Instead of offering your personal insight and advice, allow the person to take ownership of their problem and discuss a plan of improvement. Ask what they can do to change a situation. What can you work on together to reach the desired outcome? How can they work better? What will they do to improve their situation?

7. Discuss Expectations and Timelines: Clearly lay out expectations and the time frame in which to achieve them. Clearly define benchmarks and how they will be evaluated. Make sure that employees understand what is expected of them and that you will be watching for improvement. Make sure employees understand the consequences if they fail to change or improve behavior.

Receiving Feedback:

1. Don’t Justify or Argue your Position: Don’t lose your temper. Ever. Arguing will only make an uncomfortable situation worse and solves nothing.

2. Have Some Perspective: Remember that this is about specific behavior or instances. This is not personal and is not a judgment or indictment of you as a person. You’re having a discussion about how you interact with patrons at a service desk, not about the moral fiber of your soul.

3. Think Before you Respond: Listen to what is being said and consider it before responding. Ask questions, ask for clarification. Don’t interrupt or have a biting comeback for every comment. Consider what the feedback is about and why it is negative. Ask yourself if there is any truth to it before shooting off a response.

4. Don’t Sulk: Act like an adult, not a child. It is perfectly acceptable to give yourself some space while thinking about what has been said; however ignoring someone, sulking, or being nasty are not effective and mature responses to processing and handling negative feedback.

5. Choose Your Path: No matter what is said and discussed, ultimately what you do with feedback is your decision. You can choose to look at it as a learning and growth experience and use it to improve yourself and your work, or you can stew about it and let it consume you. Own your actions and decisions. Be honest with yourself- is the criticism something you have heard before and are struggling with? Do you need assistance in turning performance around? Are you happy in your work environment?

No one likes to hear anything negative about themselves. Giving someone negative feedback is not a fun experience. It is not something managers look forward to doing. The best we can hope for is that we take a bad situation and make it a positive one by honestly discussing issues and working together to develop strategies for improvement.

I was asked if I had any more advice on how to intellectually separate the professional/personal life and deal with the consequences that decisions in one have on the other. I am trying to avoid a lame, cop-out answer like, it boils down to your personality type, but I may not be able to steer clear from there. I thought about this a lot today and I think that there are several strategies that can be helpful here.

The main issue is when we, as managers, are forced to make uncomfortable decisions or move into an arena outside of our comfort zone. How do we not allow those incidents and feelings to invade our personal lives?

Sometimes we can’t. Sometimes we are forced to deal with a situation that just plain sucks from every angle and there is no graceful, pleasant solution and we end up taking that home with us.  Through experience I have learned some ways to make this part of the manager job less painful.

1.  Be honest and transparent from day one. Establishing a reputation as an honest, straight shooter who does not talk around a point, nor act evasive when asked a direct question goes a long way when having to deal with an unpleasant personnel situation.  People want to hear the truth and know what is going to happen to them, vague or untrue responses will only add fuel to the fire and can make a situation go from bad to worse in a heartbeat.

2.  Give constant positive and/or corrective feedback. I am constantly amazed when people are surprised that they are getting a less than stellar evaluation or are reprimanded for repetitive unacceptable behavior.  A good manager discusses a behavior, conduct, or performance issue with the staff member the first time it happens and provides corrective or instructive feedback and sets clear expectations for change.  On the flip side, positive reinforcement lets staff know that what they are doing is great and is encouraged.  It is easier to point out horrible customer service when stellar customer service is praised.  If a problem is recurring, it should be dealt with every single time it happens.  If a disciplinary process exists, you may need to utilize it, and no one should be surprised that this is where the issue went.

3.  Maintain trust. Staff are more apt to discuss issues honestly with you if they know that it won’t end up as Monday morning gossip.  This one really speaks for itself.  You can not be a successful manager if you can’t keep private information private.

4.  Accept that people are the master of their own destiny. One of my favorite sayings is that, “I am not responsible for keeping anyone in a job.  I am responsible for coaching, mentoring, providing feedback, setting goals and objectives, and working together with staff to create a positive work environment.  After that, it is on you.”  You can’t force someone to do what they need to do, nor can you force them to change.  All you can do is help provide the tools, incentives, instructions and guidance to help them perform up to expectations.  It is not your fault if they choose not to take advantage of what you are offering and then suffer the consequences.  This is heavily tied to honest, open communication.  You need to make sure that you are communicating expectations and assistance clearly and concisely.  Sometimes referring a person to outside resources (i.e. HR or training & development) is a solution.  Whatever the course of action, make sure you are clearly laying out the path that needs to be followed.  Assist when necessary, but beyond that, you can’t make a person take the path.

5. Have a life outside work. I know this sounds trite and smug, but it is a lot easier to deal with work when you have something to look forward to when you leave at the end of the day.  We have all been workaholics at one time or another.  We have all put in the 14 hour days, but at some point it needs to end and a healthy balance of work and life needs to happen.  Indulge in your favorite hobby, go out with friends and loved ones, go home and talk about something else.  It is often said and it really is true, don’t take work home with you.

These are what I consider the important points when dealing with unpleasant work situations.  Over the years I have learned the value and importance of each of them and put them into practice every day.  There are still days, weeks, situations that leave me feeling quite beat up and bruised, but I get over them relatively quickly.

There was a time in my career when I took these types of interactions seriously to heart and would spend days feeling awful about them.  At some point I learned and accepted all of the above and realized that situations at work die down over time.  They do not define me as a human being, nor do they make a deep statement about my soul and character.  We tend to get caught up in the moment, but in the end, the discomfort does pass.

The good news (sorta) is the more practice you get in dealing with these types of uncomfortable issues, the easier it gets the next time.

There is a great post over at Management Craft today.  I can’t say, “Amen!!!!” enough about it.  If you have ever worked for someone who says one thing and does another, you know the frustration that comes along with that type of management style.

I can’t reiterate this point enough.  As a manager, don’t make promises that you can’t or won’t keep.  Do not say one thing and then do another, or worse, do nothing.  The other point that goes along with this is if you make a promise and it is going to take longer than anticipated or something is happening that is affecting what you are doing, let people know.  Keep the communication flowing.  Be honest.  If you slacked off, admit it. If something came up and threw a wrench in the whole plan, let your staff know.

Lisa writes, “Great managers do what others don’t or won’t.”  That is 100% true.  As managers we have to be the bad guy sometimes.  We have to have the uncomfortable conversations.  We may have to step completely outside our comfort zones and be people we normally aren’t in the course of a day’s work.  And we have to understand that we can’t internalize or take any of it personally.

Great managers do what they say they will, but they also know how to maintain an objective, impersonal perspective.  I have learned that I am really bad when having to deal with coworkers who cannot accept constructive or professional criticism.  I am very aware of how I give criticism.  I keep it simple and cordial.  I never make it a personal attack or say it in a way that it could be perceived as such.  However, some people cannot separate the professional from the personal and that can cause problems.

Being able to separate the two is a key to success.  While I do identify as a librarian and a manager, I know that is not who I am in the core of my being.  There is much more to me than what I do for a living and when someone comments or criticizes my job performance, I take it as such.

I wasn’t always like this, and I was much more miserable in my career.  The best advice I can give anyone, is do your job to the best of your ability, do what you say you will, and don’t take it personally.

I guess I’ll begin with the oldest first. So, Brick and Click was fantastic. I met some wonderful people, learned some new stuff and was inspired by what other people and libraries were doing. Not bad for a one day conference! Next year’s conference is November 7, 2008 and presentation proposals are due February 28. Mark your calendars, this is one you shouldn’t miss!

I will be heading to Philly next month to attend the ALA midwinter meeting as a participant in the 2008 Emerging Leaders program. While I am not thrilled with how it started, I am going into the program optimistic and open minded and looking forward to a wonderful learning opportunity.

Meredith has two recent posts that I wanted to comment on. The first, while not really related to what I do everyday, had me thinking about a large part of my responsibilities in a different light. While she is writing about outreach and services to students and when is enough enough, this post had me thinking in terms of staff and taking responsibility for motivating them. I do feel that part of my job as a manager is to motivate and encourage my staff to do their best, but sometimes I feel like I have done everything in my power and it is not enough. I was feeling a bit down about it a few weeks ago and then I read Meredith’s post and felt better because this sort of thing happens in many different ways to different people.

After a lot of thought I made peace with myself. I feel that while some of the responsibility does lay at my feet, a lot of it also has to do with each individual and the attitude they bring into work with them each morning. A friend reminded me of the Fish! philosophy, specifically the tenet: Choose Your Attitude! That cuts to the heart of it. You can be the best manager in the world, but if you have a staff member who has a bad attitude and who can’t or won’t do anything to change it, there is nothing you can do to fix this problem. It is up to each individual to make the choice of whether they are going to come into work with a positive attitude or with a negative one.

I need to work on reminding myself that this is true.

Meredith’s most recent posts have hit a chord with me as well.   I have been in the exact place Meredith describes and it can be very disappointing when you realize that something isn’t working out the way you envisioned.  I left a position for the exact reason Meredith describes.  I loved my coworkers, loved the work I was doing, was close to my family and friends, but after two years (and some events) I realized that there was no place for me to go in the organization and that I was beginning to get bored.  I bore very easily.  I work best under pressure and in a fast paced environment where each day is different and that wasn’t the case in that position or organization so I needed to look elsewhere.  Looking back now it is readily apparent that the organization was too small and I needed to be someplace bigger with more happening.

Coming to that realization while still working at the library was painful at times.  Other times, when things really weren’t going my way, the decision to leave seemed incredibly easy.  The hard part was accepting that I needed to move on for the sake of my career and my happiness.  The second hard part was accepting that in order to do so, I had to move away from family, friends, and the place I grew up.

In three weeks it will be my one year anniversary at MPOW.  Now more than ever I believe that making the big move and coming here was the best career and personal decision I have made.  I love my work.  I love the environment I am in and I love that every single day is different.  They are not all wonderful and perfect, but they are never boring and that is what matters most to me.  I can say without hesitation that I wouldn’t mind working here for the next ten years.  I know that there is a lot going on now and a lot that will happen in the future and that I will have the chance to be involved.   I feel supported and encouraged and that my contributions and work have value.

So I say to Meredith and anyone else who may find themselves in a similar place, embrace the realization and look at it as an opportunity to figure out what you want to do and where you want to go in your professional career.  It can be a painful and scary process, but it can also be extremely exciting and rewarding.  There is not a large jump from feeling bored or trapped in what you are doing to resenting having to come into work everyday.  Sometimes it is hard to keep those feelings in check while experiencing them.  I often tell people that sometimes the best career decision they can make is to leave a job where they are not happy or fulfilled.