Mark the Boundaries

Image by StockSnap from Pixabay

One of the reasons sporting games work so well is the crystal clear boundaries. Everyone knows what defines the field of play. What’s in and what’s out. How to score. Even when there is technical complexity, the rules are clear, and create the conditions for clear decision making (notwithstanding the perpetual armchair critic who can always clearly see how the ref got it wrong!). These clear constraints are what make games work. 

Lack of clarity creates ambiguity and often the result is uncertainty and/or stress. As a leader, we can contribute to clarity via regular discussion about the boundaries. Unlike a ‘field of play’ where the boundaries are clearly marked, work often has boundaries marked only in our collective understanding. If the collective understanding is fuzzy, so are the boundaries.

A simple framework for the discussion is:

• IN - what’s clearly ‘in’? Why? What purpose does it serve? How does it help us deliver? When is it important?

• OUT - What’s clearly ‘out’? Why? How does it detract or distract us from our important work? What are the consequences if we are ‘out of bounds’? How can we stop or reset ‘play’ when we are ‘out’?

• DISCUSS - Some areas of our work are open to discussion or judgement and creativity. What constitutes ‘good enough’? What’s our appetite for risk? How do we decide when we disagree, and there are sound reasons for each position? How will we innovate if it hasn’t been done before? What do we do when we are caught by surprise or disrupted? How should we use our judgement? Discussion in the fuzzy territory between clearly in or out results in greater clarity of the boundaries.

This approach can be applied to specific roles, delegation, projects, decision making process, team norms/expectations, delivery against metrics and more.

Where could you clarify boundaries today?

The Busy Dillema

Image by Gerd Altmann from Pixabay

I was working with a leader (let’s call her Beth) last week who echoed a familiar theme. Busy! Not just with ‘busy work’. Beth faces a continual assault of important things joining her action list. Much of it is ‘Mission Critical’ - left for too long it becomes both important and urgent. Like many, she feels the timeframe for action is getting compressed. The result? Close range focus and compelling reactivity. Both feed the sense of urgent transactional pressure. So how the hell do you add clarity in the midst of that!

One of the simplest levers is to look for recurring patterns and see if you can inject clarity early. Beth works in human services and has an important customer whose service sometimes reaches a crisis point where their family gets involved. At a minimum, this requires some careful communication. At worst it results in a formal complaint and mandated response/action. The urgent (and important) requirement to respond adds pressure to Beth, her team and the person receiving the service.

When we unpacked it in detail, most of the issues arise because the family doesn't have enough information about what is happening. The family, Beth and her team spend hours (sometimes days) resolving the situation. When Beth contacts the family regularly to update them on the service, the larger concerns are dealt with while they are still manageable. It adds clarity for everyone. Adding a regular call or visit to update the family saves time and adds value for everyone involved.

The challenge for Beth is she is genuinely busy. The service is mostly going well. Making those regular calls will be in competition with many other urgent tasks. AND proactive action like this always creates clarity, capacity and alleviates pressure.

What are the recurring pressure points for you? What action could you take to add clarity and reduce the pressure?

Clear as Mud

Image by Hans from Pixabay

One of the greatest barriers to effective work is getting clear about what we want, need or expect for a job well done. Here are some examples of lack of clarity getting in the way of good work. They are all live examples from my own interactions with staff, or from leaders I coach.

• A designer sends me some sample ideas based on an initial brief. It’s not even close to what I was expecting. I’m baffled, because I’m sure I have been really clear about what I consider some of the fundamental ‘must haves’ in the design. When I go back to my brief I find several areas that I thought were crystal clear, but on reflection are very ambiguous. I have not set the designer up for success. I could have done a much clearer job of the brief. The designer could have asked for more clarification.

• A manager gets very frustrated when a high priority piece of work has received no attention for several weeks. They had given an urgent task to the person responsible. The urgent task was interpreted as a ‘drop everything else’ priority. He had shifted all his effort and attention to the new task. It left the manager questioning his capability and him feeling ambushed and unsupported.

• A team gets delegated work from their team leader. They take no action. Why? Because the team leader has a pattern of taking over part way through a delegated task and ‘re-doing’ it because it’s not ‘up to standard’. Neither the leader or the team can articulate what the ‘standard’ is. The team has decided to wait until the team leader initiates the direction, because it feels like a waste of time to do otherwise.

• A director gives a senior leader responsibility for coordinating the scheduling of staff for significant remote area projects that the team is delivering. The leader starts organising a detailed roster to ensure expertise, breaks, and logistics are all taken into account for each trip. She’s told she’s overstepping the mark. The directors wanted to be able to assemble their own project teams. The senior leader was completely confused about what was expected. Turns out they wanted someone tracking workloads and scheduling issues, to advise on team makeup, rather than someone to actually assemble the team. Both had a really different picture of what ‘coordination’ meant.

All these examples burnt time, energy and resources. They created frustration and more work to arrive at good outcomes. All of them involved capable, competent and enthusiastic people. Lack of clarity was a significant factor in all of them.

Do you have similar experiences where you work? What’s the impact?

Lack of role clarity is listed as a potential psychosocial hazard. Lack of clarity adds to workload and can certainly contribute to stress. Clarity also contributes to a sense of certainty and acts as a launch pad for high performance. Next time we’ll talk about what we can do to add clarity.

How quickly will we evolve?

The recent formalising of Psychosocial Hazards in Australian Work Health and Safety legislation is a fantastic evolution. We have been aware of the risks to people’s well being (Both mental and physical) from Psychosocial Hazards for a long time, and it’s taken a while for it to be seen as a hazard that needs to be actively managed.

Early in the industrial age accidents and fatalities were an accepted and expected outcome in work environments. The attitude was largely “You know the risks, so the responsibility is on you. By the way, it might not end well”. Over time safety and risk became the subject of increased awareness and responsibility for employers, transitioning through cultures dominated by compliance/policy/procedure and ultimately growing to deep safety cultures. The exemplars of this are zero blame cultures where safety is prioritised over production. Everyone is empowered to call a halt if something seems unsafe, and there are continual conversations about how it can be made more safe.

We are just emerging from the equivalent of “you know the risks” in PsychoSocial Hazards. You can track it in laguage like:

• Stress is part of the job, suck it up

• Go to the hardware and buy a bucket of harden up

• Your emotions have no place at work

• Everyone is busy, deal with it

• Yes he’s a bully, but he’s also a great performer we’ll all just have to put up with it

These are fading, but they haven’t gone away. We now have a regulatory environment. How quickly can we evolve to cultures of deep responsibility where we are encouraged to call out unsafe practice, hold each other to account, educate rather than blame? We have a road map in the physical WHS space that has been a roughly 200 year evolution. Let's not take that long on psychosocial hazards. The clock has been ticking for a while.

Over the next few weeks, I'll be exploring some of the hazards named in the excellent Worksafe “CODE OF PRACTICE - Psychosocial hazards in the workplace” and especially how these contribute to a high performance culture as well as one free from harm. Just like physical safety, it makes sense regardless of what metric you measure.

Quick Way to Reduce Stress

Breathing has long been known to reduce stress. In my first book “Thrive and Adapt” I recommend rhythmic breathing as a quick way to get back to clarity, presence and focus in moments of pressure. At the time I wrote it, that was the most evidence based tactic I could find. Turns out there’s an even more effective approach called the Physiological Sigh.

How? Take a long, deep inhale through the nose. Follow immediately with a second short sharp inhale through the nose. Then ‘sigh’ a very long exhale through the mouth.

There’s lots of evidence based research suggesting this is the fastest way to de-stress in a moment of pressure. It also has a number of great benefits for respiratory system health.

The Guerrilla Mindfulness tactic in “Thrive and Adapt” has 3 steps:

1. Take 3 long slow rhythmic breaths in and out. Focus on rhythm.

2. Say how you feel.

3. State your intention for what you are doing, or are about to do.

Practice in transitions. Use it anywhere. In light of this more current information, I suggest amending step 1 to a Physiological Sigh.

I’d love to know how you find it in practice.

Image by yeison bueno from Pixabay

P.S. If you’d like a free chapter of Thrive and Adapt about Guerrilla Mindfulness, send me a message and I’ll email it to you.

P.S.S. If you’d like to take a deep dive into actionable research about breathing, this 2.5hr episode of the Huberman Lab goes into great detail about the Physiological Sigh and other breathing tactics.

Fringe Magic and Psychological Safety for Leaders

Last week I took a risk. It worked out beautifully. I teamed up with Stuart Lightbody, a globe-trotting, award-winning magician who was in Perth for Fringe Festival. We ran a leadership workshop together. I learned 3 clear lessons from Stuart that any leader can apply. Each has a direct impact on Psychological Safety.

• Play Host - Well before the show starts, Stuart focusses his energy on the audience. His shows are designed to create wonder. His focus is on what people will experience, rather the technical elements needed to make it happen. As people arrive, he greets them with infectious enthusiasm. Acting as host takes us out of our own head and gets us thinking about what others need for success. We could all do more of that in our work.

• Embody It - “If I want people to be curious or amazed, it helps if I am too”, Stuart said. Don’t try to impose emotion, disposition or thoughts on others. They are their own person and forcing them to show up a particular way almost always leads to showing up less authentically. Invite them into the ideal state for the work you are doing. Model it, but don't force it. I worked with a leader once who was scathing of anyone pointing out potential barriers or challenges to a project. She was forcing an artificial positivity (interestingly her own demeanour at these times was far from positive). People stopped raising challenges and several projects got sideswiped by issues that people could foresee but didn’t feel safe to speak about. The same leader could have framed the challenges through a lens of positive regard for her staff. If she assumed that they were challenging in order to drive success, and invited them into a positively framed exploration of the challenges, the results would have been much closer to what she and her team desired.

• Audience-Centred - No doubt there are many details Stuart needs to take care of for his shows to work, but these are invisible to the audience. When he designs and hosts his shows, he’s immersed in what it will be like from their point of view. He embodied the same positive enthusiasm when we met to design our workshop. It immediately created an open and curious space for us to work in. Especially when we are a subject matter expert, it’s easy to feel like people need to know everything. Usually that is confusing and overwhelming. I remind myself of this regularly as I counter my desire to give people a ‘complete’ workshop rather than a good one. Every time I stray over the line the feedback is that the workshop was confusing, or there wasn’t enough time. Give people enough to achieve what they need but not more. Design for value from their perspective rather than yours.

These 3 - Play Host, Embody It, and Audience Centred if done consistently and well, create a safe and open environment. It will be focussed on the right work, the right people, the right atmosphere and the right result. That makes commercial sense. It might even be magic.

On Trust

I got asked a great question. “Is trust the same as Psychological Safety in a team or organisation?” It’s not but they are closely related. Building one without the other is probably impossible. Both involve some initial faith and investment before they are backed by evidence. Hemingway once said, “The best way to find out if you can trust somebody is to trust them.” There’s some risk involved. What if they turn out to be untrustworthy?

There are 2 useful questions to ask yourself/others in the team about trust:

1. How readily do you trust someone? We all sit somewhere on a continuum from ‘I assume everyone is trustworthy’ to ‘I trust no one’. At the extremes are dangerous territory. Too trusting is gullible and easily taken advantage of. Too distrustful and you are unlikely to ever work well with others. You'll always be watching your back.

2. If trust is broken, how readily do you restore it? Again it's a continuum. For some, any perceived breach of trust means they will never trust again. For others, they’ll repair broken trust easily.

Understanding what it takes for each person to give their trust and to fix it is useful.

I reckon a useful mindset is to assume people are inherently trustworthy. It speeds our ability to work well together. And we’ll build psychological safety more quickly too.

Consciously build and defend both.

Resilience Disruption

Resilience is often framed in individual terms. I’m often called in by organisations to assist their staff to build personal resilience. It’s the right conversation but the wrong focus. The focus needs to shift to organisational resilience.

Why?

Disruption is on the rise. Chat GPT is topical right now, but it’s just one more (significant) disruption in a growing stream. Natural disasters (Turkey, NZ), Technological (Chat GPT) Geopolitical (China, Russia) Financial (interest rates) and more. All the uncertainty measures are trending up. Some steeply. Disruption won’t be stopping any time soon.

image by AnToineLanz from Pixabay

Individual resilience helps us deal with the direct impact we personally experience. A group of resilient individuals in an organisation can collectively handle impact. And they are even stronger in a resilient organisation.

One of the best ways to build organisational resilience is to focus on Psychological Safety (...the belief that one will not be punished or humiliated for speaking up with ideas, questions, concerns, or mistakes. Amy Edmondson).

If you don’t have (and actively maintain) Psychological Safety, you are flying blind in the storm. People will see problems, but say nothing. They’ll avoid responsibility. They’ll shy away from change or building new skills. They’ll fear for their security.

Think of almost any organisational challenge. Psychological Safety builds the resilience to effectively deal with it - Because people are more likely to be and bring their best.

If you are a leader, and you would like a clearer understanding of the behaviour that builds Psychological Safety - lets talk.

Goals?

“The biggest casualty of COVID will be goals and plans”. So said Jason Clarke, Mindworker when I interviewed him right back at the beginning of the pandemic.

I reckon he hit the nail on the head. Many of my goals and plans got sidelined, and no doubt yours did too. During that period we all experienced this together, but that kind of disruption happens all the time on a smaller scale.

Factors outside our control make a mockery of our plans. Consider some of these scenarios, any of which could leave your plans in a smoking pile. Some of them might be familiar:

• War breaks out in your region

• Interest rates climb, changing your financial reality

• New technology threatens or removes your job

• You or someone close to you becomes seriously injured or ill

• A competitor out-paces you

• Your entire worldly goods are lost in a natural disaster such as a fire or flood

• A funding program changes its costing model destroying the margins for your not for profit

• Your business is unable to source mission critical supplies

• You cannot find enough staff to run your business

I’m sure you know people who have been impacted by such realities. Maybe you are currently directly experiencing them yourself.

In the face of these kinds of disruption a typically constructed SMART goal may not stand up.

On survival courses we taught 5 priorities for survival. The priorities give clear focus to make a flexible plan that you can adapt to the reality you face.

Some of the sectors I work with find “Areas of Focus” a great way to handle uncertainty.

Regardless of how much duress you are currently under, being clear about your top priorities and key areas of focus is part of creating a psychologically safe environment that withstands disruption.

What are you focussing on in 2023?

If you’d like a conversation about planning for/in uncertainty, I’d love to hear from you.

Mindset Magic

When I was young a great uncle made coins disappear then magically reappear in new locations, often as sweets or notes. I remember dearly the curious fun it created, and my clumsy attempts to repeat the trick.

Magic gives us a visceral experience of just how much we miss as we look at the world around us. Psychologists tell us that we miss up to 80% of what's happening right under our noses. This is both a super power and flaw for us humans.

Super Power - it allows us to deeply focus and pull detail from chaos. All our successful endeavours rely on this ability, both individual and collective.

Flaw - we are easily lulled into thinking we have the whole picture. The blind spots that result can cause massive (sometimes fatal) problems.

Teams that create psychological safety have a deep curiosity about what they might be missing. Finding a blind spot is cause for celebration rather than criticism.

Magic gives us a playful way to explore blind spots.

I’m delighted to announce a collaboration with the fabulous Stuart Lightbody. Stuart is an award winning, global touring, sleight of hand master. What he can do with card and coin baffles your brain. He and I are running a short workshop on 22 February for humans who are curious about:

• How we filter

• The stories we tell

• Creating Magical Moments

• How these things can be used to navigate uncertainty and lead well

The workshop is going public on Friday, I wanted you to have access to it before then. Tickets can be purchased here.

P.S. I rarely use this blog as a sales platform. There’s no expectation or obligation to buy. However, if you are curious, Stuart and I would love it if you can join us.

Right Conditions

I have been visiting a freshwater lake in a secluded patch of bush north of Perth for 20 years. Back then the trees had lush canopies and no there was no fallen timber on the ground. There’s been some harsh, dry years since.The canopy has thinned out and the ground is littered with fallen branches as the trees self prune for survival. Some ancient trees have died.

The last few winters have been wetter and the lake is starting to transform. New trees are popping up from seed. Old trees are regrowing their lush canopies. Some that looked dead are sprouting. The bush has been lying dormant just waiting for the right conditions to flourish again.

People are like that too. I’ve worked with some teams where people are uninspired and doing the bare minimum. They have retreated into a self protective mode where there is no creativity, minimal commitment and little energy. Sometimes, it’s toxic with people working in the shadows to make life worse for each other, either to deflect unwanted scrutiny, or to eke out more resources for their own survival.

Just like the lake, if the right conditions are built, people begin to flourish again. Sometimes the turnaround can be incredible and rapid. But it takes the right conditions. In those harsh years, there’s no way you could get those trees to grow. If the conditions are not right, telling a team to behave better, produce results, be more creative, or less toxic will not change a thing. It may even make it worse. Trust and Psychological Safety are like the rainfall. Growth will follow.

Bulls and Boardrooms

I stood on the sideline of the auction yards, hoping to buy a bull that (in my opinion) was the finest animal on the lot. It would be a great addition to the farm breeding stock. Two bids later, I stepped back and watched the price climb. Maybe I was right about it being the best bull. It sold for the top price. I eventually secured a lesser bull. I made the decision without supervision and using someone else's money. The farmer I worked for was a master of delegation. He had given me a signed blank cheque and sent me to the annual sale alone. His instructions were simple. “Buy the best bull you can. Don’t spend more than $1500.” When I got back I told him about the best bull, and together we admired the one I had purchased.

I’ve often thought of him when I lead others and work with leaders. One of the most significant roles of a leader, all the way to the boardroom, is delegation. Despite delegating all the time, there’s often unnecessary friction because we don’t always do it well.

What that farmer did very well was define the task or territory - Best bull possible at or below $1500. My task was epic for my age and experience, but the parameters were crystal clear. I knew precisely what was in and out of my authority that day. He also backed the decision I had made.

When we are delegating, we can reduce friction significantly by clearly discussing what is in and out of the territory. Sometimes there will be grey areas, in which case discuss the triggers to refer back for more information or support.

And get really good at accepting the outcomes of delegated territory. Questioning or criticising decisions and actions makes it much less likely that people will want to act for you next time round.

How and where could you improve your capacity for delegation?

Break Back to Back

Guess what! Back to back virtual meetings cause elevated stress levels. Recent research from Microsoft confirms it, but none of us are surprised. Anyone who has leapt from one “Brady Bunch” screen to another has felt it.

Microsoft scanned the brains of 14 people as they went back-to-back, compared to taking a 5 to 10 minute break between meetings. Back to back = elevated and sustained stress levels (Red/Yellow scan). Short breaks = minimal stress (Blue scan).

And while the research focuses on virtual meetings, I reckon it would hold true for face to face ones as well (although at least there is a short decompression as you move from one to the other.)

Elevated stress smashes our ability to think, decide, solve, communicate, and collaborate. Most of those meetings require one or more of these from us. As a survival instructor, creating ‘task saturation’ was a really easy way to create duress for a team on a survival course. Impose a tight deadline, swamp them with information, ask for clear decisions and plans, hit them with distractions and before long the stress levels are through the roof and mistakes are made. That adds even more pressure, as now the team has to solve problems it has created for itself. Now add conflict (or at least friction/tension) as people get shorter and sharper with each other. Does this sound familiar?

We can do better. And we need to. This stuff has a direct impact on bottom line. In Australia there have also been recent changes to Work Health and Safety that put greater responsibility for workplace mental health and wellbeing on employers. This stuff has a pretty clear cause and effect chain. There are known health consequences of sustained levels of unhealthy stress. Back to Back environments may well end up in similar territory of allowing employees to operate in dangerous environments when fatigued. In a tight recruitment market, being a better place to work will also be a competitive edge. Proactively addressing this problem makes sense on many fronts.

Potential system solutions:

• Set calendar systems to make meetings 25 min rather than 30, or 50 min rather than 1hr.

• Set 2 or 3, 15 to 20 minute break blocks per day where none can book anyone for anything.

Potential style solutions:

• Have some meetings standing up/walking, and outside.

• Lead by example. Take mini breaks. Encourage others to do the same.

Potential working solutions:

• Give people greater say in the meetings that they attend, or at least ask ‘why do we need this meeting?’

• Get clear about what the meeting is for. If it’s not clear, can it.

People are generally experiencing higher than normal levels of fatigue, stress and burnout. “Push Through!” is a valid answer in short burn situations. It doesn’t work in longer burn ones.

Let’s create an environment where we all scan ‘Blue’.

HTMPFFIC

I was taught this Pre Take off checklist by an old flying mentor who had been a commercial pilot, flying everything from Tiger Moths to large commercial jets. He used it on the 50+ types of aircraft he had flown in his career. 

H - Hatches and harnesses secure

T - Trim set for take off, Throttle friction set

M - Mixture full rich, Mags on Both

P - Propeller pitch full fine

F - Fuel, sufficient quantity and fuel tap and pump on

F - Flaps set for take off

I - Instruments, reading correctly, temperatures and pressures ‘in the green’

C - Controls, full and free movement and working correctly.

Photo by Neville Murphy

It’s easy to remember and work through. Every one of the items needs to be checked every time. Neglecting a single one could result in a failed takeoff or crash. Trying to remember them without the checklist results in a justified fear that you might have missed something. The checklist dramatically reduces mental workload in the cockpit before take off.

By contrast there’s an engine failure brief pilots give themself just before they start the takeoff. Engine failures are dynamic and require lots of judgement (Check out QF 32 or Miracle on the Hudson if you want insight into this). You can't build a checklist for that. The brief reminds you of the critical decisions needed if the engine stops and speeds your response in the unlikely event it happens.

Checklists create mental Capacity to deal with more dynamic events.

Thank you for sharing 2022 with us.

Thank you for sharing 2022 with us. It’s been another epic year of fast paced change and uncertainty. Many of you have shared appreciation for these messages, and have told us how you are putting them into action. Others have asked questions or challenged some of the assumptions behind my thinking, and I love that too. The combination of appreciation and robust feedback has me always looking for new edges and tools that genuinely help to create capacity when we are under the pump.

Next year, it seems the uncertainty will continue. Geopolitical challenges, shortages of staff, higher interest rates, and high levels of fatigue continue to be themes. Be kind to yourself, the people around you, especially people in service roles. We all need it.

In 2022 we've road tested tools to measure psychological safety and trust in teams. The results have been great, with teams significantly shifting the dial on these measures and developing awareness of specific behaviour that makes it possible to do so. We’d love to get that work out to more organisations in 2023. If it’s of interest to you, or someone you know, click here for a coffee or a call to find out more about it.

Thank you once again. Raising the capacity of leaders like you to handle uncertainty and duress is what lights me up. It’s been a pleasure to share the road with you. As 2022 draws to a close, I wish you and the people close to you a peaceful and joy filled holiday season.

We look forward to sharing 2023 with you.

Cheers

Mike House and Team

To be Avoided

Imagine waking from surgery to find that the wrong leg had been amputated. That would leave you without a leg to stand on. An Austrian surgeon that made the error last May is in a similar position. The surgeon claimed human error which wasn’t well viewed by the court awarding damages.

Medicine, emergency response and aviation, are all fields who have widely adopted checklists as a way of reducing (preferably eliminating) errors like these. 

Checklists make a massive difference where there are one or more of these factors at play:

• High consequences for a mistake, like marking the wrong leg, forgetting the fire hose, or not closing the aircraft door.

• Reliable repeatability, like having everything you need in the operating theatre, on the fire truck, or in the cockpit.

• Mundane tasks, like double checking patient details, fire truck maintenance, and pre take off checks.

• Rapid response required, like a patient going into cardiac arrest, someone trapped in a burning building, or an engine failure over the Hudson River.

• Lengthy time intervals between occurrences, like any of the above professions doing annual compliance checks.

A checklist removes mental load from some activities, increasing the Capacity for responding to others. While the Austrian Surgeon’s claim that the ‘wrong leg’ was human error is probably true, the negligence comes from overlooking one or more critical checklists specifically designed to avoid such mistakes.

Where could you benefit from a good checklist?

Some examples might be:

• Reporting

• Recruitment

• Preparing to present

• Responding to complaints

• Customer service

• Making products

• Frontloading your week

• Holidays

Taking Responsibility

What’s the biggest mistake you’ve ever seen at work? What about the biggest version of someone acting against the interests of the business or their team?

I once joined a team replacing someone who had been instantly dismissed. For almost a year, he had used company money and vehicles to run his own business. It was made worse because the company was a not-for-profit, and much of the misappropriated money was government funding and charitable donations.

The place was in disarray. Trust was low in the team and we were rightly subject to rigorous scrutiny from government and charitable trusts. This is an extreme situation, but we face micro versions of it, sometimes daily. Something happens, it’s not your fault, often it’s not fair either. We have two choices in moments like these. We can find fault, or assume responsibility. Finding fault usually ends up in endless finger pointing, and defensive action. It rarely sorts out the problem. Assuming responsibility creates forward momentum and solutions. Even when it’s not your fault, and it’s not your actual responsibility, I reckon it's a high value mindset to hold. We are more likely to find a way to deliver good value to our customers, team and organisation.

It wasn’t my fault that the previous person had acted fraudulently. It wasn’t my fault that we were under scrutiny. It wasn’t fair that I (and others) had to clean up the mess he left. While that was all true, the only way forward is to take responsibility.

In a situation like the one I’ve described, ‘fault’ has to be addressed. I’m not suggesting we cover for poor performance or fraud, just that we get on with high value work, bringing our best contribution even when it’s not fair and it’s not our fault.

Capacity for Empathy

People close to me have gone through some challenging stuff in the last while. Some of it has been personal, some professional. In every case it’s been caused or exacerbated by a lack of empathy.

We have no idea what is happening in the whole of someone’s life. We usually just see the parts we are directly involved in or that they choose to share. Firing harsh shots at people has impacts, often far beyond what you see, and certainly beyond what you intend. Growing our capacity for empathy is part of the success recipe.

Many people at the moment are tired and maxed out in all kinds of ways. If you are also at or past your maximum it can be challenging to find empathy. Here are some mindsets I find helpful:

• Assume people are acting with good intent, and to the best of their ability. What they are doing may not be ideal, but chances are they are doing the best they can with what they have.

• Be Kind. Don’t fire harsh/cruel/provocative shots. There’s a saying that is attributed to many people, who knows where it actually came from - It suggests “Before you speak ask yourself if what you are going to say is true, is kind, is necessary, is helpful.” It’s great advice. Ideally tick all 4, but I reckon at least 3 of 4 is the threshold. Be especially mindful of this if you are feeling hurt or unjustly treated. Start with yourself - sometimes we can be our own harshest critic - My inner voice can say unkind things to me I would never say to someone else.

• Focus on issues, not people. Help the people around you to do the same. A sub standard piece of work needs to be sorted, but don’t use it to attack the individual. Even if there are serious performance issues, deal with issues, don’t attack the person.

• If you do stuff this up (and all of us have moments where we are more reactive than we wanted to be) genuinely apologise and do your best to repair the damage. Extend grace to others when they are trying to fix things with you.

When we are overloaded, tired, sick, hurting, grieving or struggling in other ways, none of this is easy. But it always gets us further and faster than the alternatives.

Slow Death of an Option

Our leader from last week had decided to ‘kill off an option’. It turned out the decision was quickly and easily made when examined in the light of Capacity and her intended direction.

Implementing the decision will take longer. It’s tempting once a decision has been made, to rush toward the end state. Sometimes we can and it’s the best thing to do. Sometimes we have to move slower.

Her decision executed well will require some planning time, pitching her most preferred alternative to her current boss, plus recruitment and training time in a tight market. All up, that may take 8-12 weeks.

She’d love to rush forward, but the higher value comes now from doing it well. That will set her up for longer term success.

Do the options you need to kill need a quick death or a slow one?

Decide - Choosing Leadership Capacity

I was coaching a dynamic younger leader who has some ambitious goals for herself and business. The biggest barrier she faces is Capacity. Her week is filled to bursting point with highly focussed activity. We mapped the week, and there is very little space. She is very efficient as well, so the gains from doing things better are small and far between.

What really stood out was one massive commitment she has. It’s important, but not aligned with where she is heading. I asked what is stopping her from moving on from it. It is a potential opportunity. It’s aligned with her values and she feels she could make a difference by following it. I was reminded of advice from one of my mentors Matt Church. Matt, unpacked the meaning of the word decide for me - it literally means “To kill off options”. For me, that insight was liberating.

Every day as leaders and in life, we are faced with more options than we have capacity to deal with. Many of them are exciting, interesting and valid.

The young leader said, “I’m just spreading myself too thin”.

Can you relate to that? I know I can from time to time, although I’m getting better at it.

“Killing an option” is a useful frame. It doesn’t mean that it’s a bad option, in fact it’s only a challenge if it’s a great option. If it’s not 100% aligned with our primary direction and highest order priorities then kill it off (at least for now). Doing so liberates time, energy and headspace which all = Capacity.

Are there options you need to kill?