60 seconds to improving your image

Improving your image immediately - who wouldn't want that? People say nice things about you. You have the ability to call in favors and are certain to get what you need. Tough conversations are a thing of the past. People seek out your counsel and assistance. You feel good about yourself and so do others. The world will do as you command….

I'm over-selling the idea as part of my promise to “color the world” today - more on that later - by emphasizing the idea that with small changes, big results can occur. Here's how to change your image:

Do what you say you are going to do. Every time.

That's it. What's more - it is everything. Broken agreements - or failing to honor commitments - are the causes of most problems faced in business and in life. Whether it is a failure to correctly estimate shipping time for a product sorely needed by a client, or telling your wife you would be on time for dinner, and were not, precedents are set by our ability to match action to words and speak to our integrity. Integrity is fragile; taking many good acts to build but only a single bad one to cause damage.

Are you a person of integrity? Do you keep your word?

Actions speak louder than words.
At the end of every year, the staff and I develop goals for the upcoming year. For my home life, I review my personal goals during the December holiday break. It's a good time to get re-acquainted with where you said you wanted to be, and where you actually ended up. More rightly you can assess whether you kept your word to the company and yourself. At this late stage in the year you've hopefully have stacked up a pile of accomplishments and not a list of well-intentioned-things-not-yet-completed. After all, when it comes to reviews, it's not what you wanted to do that counts - it's the measurable results that matter. Fall on your sword, show the boss this article, and promise her you have seen the light and are changing your ways. However, if in the future you find yourself behind the proverbial eight-ball, rather than stressing a repeat performance of the sword play, I offer a simple solution. Stuff happens.

Stuff happens
One of the best things about life is that it is unpredictable. One of the worst things in life may be that it is unpredictable. And while random chaos may be a bit daunting, I've got you covered: planning and communication. If resources are required, they will be scheduled. If projects can be scheduled, they can be rescheduled. If agreements can be made, they can be amended. It all comes down to setting expectations and then keeping up with the details, informing everyone when things change.

Waiting until the last minute before asking for an extension demonstrates a lack of control. Gleefully nodding as a client adds more and more requirements to the project without a subsequent discussion of delivery dates is poor judgment and poor service. I'm not suggesting that these discussions will be easy, they are often not, but nonetheless they must be had to ensure expectations are set and your reputation remains intact. Just remember, whenever status changes, you need to communicate this to others and ensure everyone knows.

Coloring your world
Today started out as a cold and gray Fall morning. The kind of day where you might not want to get up, at least that's how it began for me. As my wife left for work, I decided that for both of us, we could use a positive pick-me-up. So, I decided to update my status - both literally and figuratively - to, “gray days make me wanna color your world. Heck, I'll even use Pantones®!” I've noticed a trend lately where folks dread Mondays, love Fridays and generally miss everything in between. And there's a lot of good stuff in there. So what do you say, constant reader, think I should write a piece on positivity? I can promise it won't be cloyingly sweet and it will make you think. Drop a line and let me know.

On Being Prepared

Centuries ago, in the time before electricity, the internet and siren’s song of American Idol, I was a Boy Scout. Or rather, I am an Eagle Scout. During these formative years that I, like many, were inoculated with the Scout oath, laws and the mental tattoo, “Be Prepared.” I went on to work with scouts during the summer, teaching Emergency Preparedness and survival skills.

And so, with what sometimes feels like a fanatical zeal, I plan contingencies. For everything. “What if there is traffic on this route? What if the client asks us to deliver early? What if my top performer decides to leave? Then what?”

In business the impact of the unknown “what if” question could be small, with no effect, or there could be significant consequences. Losses can be quantified financially, in terms of productivity, or perhaps damaged personal prestige.

Here’s the idea, if someone walked in from the gas company announcing a gas leak with the threat of explosion, what would you do? What if the problem can’t be resolved for three days? Could you work somewhere else? Are the tools, files, or resources you need easily relocated, or will you be up a creek? How would staff be notified? Could you still make money during this time?

You can’t plan for everything, but if you follow the guide below, you can prepare for many of the curve balls thrown your way.

1. Define critical systems. What are the essential tools for your business? Computers? A kitchen? Telephones? Transportation? Make a bare-bones list of the minimum number of things needed to successfully operate. Notice I didn’t say easily or comfortably – because we want to be ready for the worst of it. Start your planning there and anything above this line will seem easy.
2. Prioritize. Now that you have the list of essentials, list the in order of importance. At a large financial firm I worked with recently, it was critical to have customer data online all the time – even in the event of an emergency. Marketing data, such as their website or files for printed materials, could wait as long as 72 hours.
3. Document. Put your plan in writing including contact names and numbers, addresses of offsite resources or suppliers that will be able to help when things go wrong. If your plan relies on moving supplies or backing up data, make sure your plan includes who will be accountable for this task and how often they will do it. There's nothing worse than executing a contingency plan only to find that when you need it most, it's incomplete or missing altogether!
4. Keep a copy offsite. Copies of the emergency plan should be in the hands of key personnel both at work and at their homes. If anything happens in the middle of the night you could be shut out of your location and unable to reach the plan. Having offsite copies ensure that key people can get in contact and begin to activate the plan to get the business back up and running.
5. Test the plan. Don’t wait for something to happen! In conjunction with senior management test your plan at least once a year. Dream up different scenarios that designed to test critical parts of your plan to ensure that, should something happen, all of the resources needed to keep your business operating are available.

I wish you luck developing an Emergency Response Plan. If you have questions, or thoughts you’d like to share – not only do I appreciate the feedback, but it will help me with my merit badge!