Clarification

Case study from Barry du Plessis
Why delegation?
Barry’s workload increased to the point that he could no longer manage the number of projects. As a team they identified the need to delegate.
Which individual career would benefit the most?
Elsabie was identified as the person to whom they would entrust a number of projects. She was presently functioning as a PA. She had experience in customer care but had no formal project planning knowledge or experience.
She was identified because she was someone who could grow from this opportunity. Her current workload could be rearranged with others to afford her the time availability. She had the potential to succeed.
What to delegate?
Barry identified those projects that he could assign to Elsabie that he did not need to be directly involved in.
How to delegate?
The following process of situational coaching took place between Barry and Elsabie:
Directing: Structure, close supervision, clarification of understanding
Delegatee has low competence, high motivation
Barry and Elsabie had an initial meeting in which the specific responsibilities Elsabie would be handling were detailed. The success parameters were also identified. In other words it was clearly outlined what the project would look like when it was completed and successful.
Barry and Elsabie initially met daily and on occasion bi-daily to discuss her progress. For these meetings Elsabie was required to bring five questions. The questions had to be written and there had to be five. This was hard for Elsabie at first but Barry refused to engage with her until she had got into this habit. In this way only the issues relevant to where Elsabie was at her stage of development and knowledge required were addressed.
Barry dealt with these questions mainly by asking further questions! He also asked questions that made her aware of possible issues she may not have thought of that she needed to address at that stage. Barry’s meetings with Elsabie were an investment of his time but he was motivated by the longer term value of Elsabie’s role in managing projects in the company. They also were innovative in finding time, sometimes talking while doing gym at the office gym, or telephonically, or via email.
Coaching: Some directing and some supporting
Delegatee has some competence, some motivation
Barry and Elsabie continued the method of using Elsabie’s five questions to guide their discussions. The number of their meetings decreased however, over the months, as she gained confidence and competence. They began to meet two or three times a week rather than daily.
Supporting: Listening and giving positive feedback
Delegatee has increased competence, sometimes lacks confidence
Elsabie began running with the projects. She began moving in the direction of the success parameters set for her. She increased her value to the company step by step. She would still occasionally phone Barry and ask some questions. He would occasionally check in to see how she was doing.
Delegating: Task is being handled on a day to day basis by delegatee
Delegatee has high competence and high motivation.
Over a period of four to five years Elsabie increased her earnings from R60 000 pa to R280 000 pa. She was promoted to the position of Senior Project Manager. Every now and again she will give Barry call as he remains a resource for her, but this happens rarely.
Read more on delegation
Read a coaching session

Case study from Barry du Plessis

Why delegation?

Barry’s workload increased to the point that he could no longer manage the number of projects. As a team they identified the need to delegate.

Which individual career would benefit the most?

Elsabie was identified as the person to whom they would entrust a number of projects. She was presently functioning as a PA. She had experience in customer care but had no formal project planning knowledge or experience.

She was identified because she was someone who could grow from this opportunity. Her current workload could be rearranged with others to afford her the time availability. She had the potential to succeed.

What to delegate?

Barry identified those projects that he could assign to Elsabie that he did not need to be directly involved in.

How to delegate?

The following process of situational coaching took place between Barry and Elsabie:

Directing: Structure, close supervision, clarification of understanding

Delegatee has low competence, high motivation

Barry and Elsabie had an initial meeting in which the specific responsibilities Elsabie would be handling were detailed. The success parameters were also identified. In other words it was clearly outlined what the project would look like when it was completed and successful.

Barry and Elsabie initially met daily and on occasion bi-daily to discuss her progress. For these meetings Elsabie was required to bring five questions. The questions had to be written and there had to be five. This was hard for Elsabie at first but Barry refused to engage with her until she had got into this habit. In this way only the issues relevant to where Elsabie was at her stage of development and knowledge required were addressed.

Barry dealt with these questions mainly by asking further questions! He also asked questions that made her aware of possible issues she may not have thought of that she needed to address at that stage. Barry’s meetings with Elsabie were an investment of his time but he was motivated by the longer term value of Elsabie’s role in managing projects in the company. They also were innovative in finding time, sometimes talking while doing gym at the office gym, or telephonically, or via email.

Coaching: Some directing and some supporting

Delegatee has some competence, some motivation

Barry and Elsabie continued the method of using Elsabie’s five questions to guide their discussions. The number of their meetings decreased however, over the months, as she gained confidence and competence. They began to meet two or three times a week rather than daily.

Supporting: Listening and giving positive feedback

Delegatee has increased competence, sometimes lacks confidence

Elsabie began running with the projects. She began moving in the direction of the success parameters set for her. She increased her value to the company step by step. She would still occasionally phone Barry and ask some questions. He would occasionally check in to see how she was doing.

Delegating: Task is being handled on a day to day basis by delegatee

Delegatee has high competence and high motivation

Over a period of four to five years Elsabie increased her earnings from R60 000 pa to R280 000 pa. She was promoted to the position of Senior Project Manager. Every now and again she will give Barry call as he remains a resource for her, but this happens rarely.

Read more on delegation

Read a coaching session

Career choices based on the unknown
Making career choices based on what is unknown is always a source of uncertainty for most. We fear that which we do not know. Imagine looking down a very dark tunnel running straight down into the earth. You are expected to jump into this hole, you expect this of yourself or others expect this of you. To you this hole looks like it just goes down forever, a never ending drop into a very deep abyss…
Actually the hole is only two meters deep, but you don’t know that because you only see the black opening! We are too afraid to jump into this hole simply because we know nothing of it.
Many a time it is the same with ones career choices. We are expected to make a career choice, be it a big change or a small task in our current career; it feels like we are jumping into that ‘very deep’ unknown hole. Especially with the small everyday career choices at the office, imagine having to jump into unknown holes ten times a day!
How do we usually react to such situations? We just don’t do it, we ignore it or we take forever to take action; it is just too fearful and unknown. Many a time one will miss a great opportunity, other times it was the right career choice, one will never be a hundred percent certain before making a jump.
Read the coaching session on career choices based on the unknown…
How does one overcome this fear of the unknown?
Freely use our Career Development Guide and make the information on the following pages your own, these skills and knowledge will make big and small career choices much simpler:
Emotional awareness
Signal to transform into a positive mindset
Turn all emotional experiences into selected actions
The glad game
Productive listening
Effective questioning
The decision making process
The issue resolution model
The process of transformation
The need for continuous goal clarification
Closing the feedback gap
Before we go any further, the most important fact to remember is to jump slowly! A sudden jump will almost always hurt. For example if one realizes it is time to change jobs, careers, cars, anything, do it slowly over a period of time and with the right information.
Gather the most information concerning the specific career choice one possibly can, make an informed jump .
Talk to the people around you; family, friends, colleagues, people you trust. Frame the situation you find yourself in for them and listen to what they think, but really listen and take their advice seriously; even if you think it might be senseless information at the time. One is usually very surprised at the wisdom that exists in others we share with.
Another time tested method is to write about this career choice you are facing. Write down all the questions that come to mind. Answer the ones you are able to answer, leave the others for later. Check with others, what they think would be the best answers to the questions, the ones already answered as well. Just keep on writing, anything and everything that comes to mind. It is amazing how things clear when they are out of ones head and somewhere else, there is now space for new truths to take shape. This method is equally effective for any challenging choice one might face.
Frame your mind
Continuously frame your mind for the time when one will go from information to choice to action. In more direct terms, bull%&*# your mind into taking positive action. Motivate your mind into believing that taking the action will come to success; believe it and your voice and attitude will reflect it. Think positive!
If you jump and fall a bit hard, don’t stay there too long, your muscles will start cramping! While recovering from a hard fall, take time and reflect on which choices could have been made differently and which information one did not have. Reflection is good, but not to be overused. We were built to jump and grow and run and build, ones system will recover. Get up and move.
Please share your experience at our value exchange forums and ask questions!
How does one “safely” make this jump?
Slowly. Taking action based on a choice would sometimes be faster, other times slower, never instant. At the very least apply the twenty four hour rule; especially when another person angered or frustrated you, an instant answer, remark or response is never the desired reaction. If you are angry or frustrated, allow twenty four hours to pass before you react or jump in.
A career choice with longer terms effects, for example changing careers, should be made even slower. Weeks, months could and probably should pass before making the jump. Phase into action bit by bit. Remember delegation. When changing careers, jobs, departments or positions, don’t leave gaps behind. Ensure others will be able to successfully do the job you did and you will always be welcome again!
Coaching session on Fear of the unknown career choices
Dawie
I have an opportunity to go and work with Aleph. I currently work for a company called New-World and do not know if I should change jobs. What do you think?
Nicholas
Do you enjoy your current job?
Dawie
No, I want to do graphic communication and am currently a salesman. Doing what I love doing, graphic communications, part time.
Nicholas
Why do you not want to change jobs / careers if you will do full time what you are doing part time now?
Dawie
I am not 100% certain what it is I will be doing. There is the probability that I will do some of the things I want to do, but I might have other responsibilities.
Nicholas
Would these other responsibilities be a problem to you? If some of the work would be in graphic communication? As you grow in the skill of delegation, you could always delegate more of the work you do not enjoy doing.
Dawie
No it would probably not.
Nicholas
How would you get more information on what would be expected of you in this position working with Aleph?
Dawie
I would set up a meeting with a more senior person in the company and talk to them about what it is I would be doing. Maybe talk to some other employees of the company and get a feel for how the company operates.
Nicholas
If you like what you hear and see would you then be more comfortable making a decision?
Dawie
I would get all the information I can, share this with the people around me, for example friends and family, and hear what they have to say. Once I feel comfortable that I have sufficient information and feedback to base a decisive choice on, I will take action.

Career choices based on the unknown

Making career choices based on what is unknown is always a source of uncertainty for most, especially for those considering a midlife career change. We fear that which we do not know. Imagine looking down a very dark tunnel running straight down into the earth. You are expected to jump into this hole, you expect this of yourself or others expect this of you. To you this hole looks like it just goes down forever, a never ending drop into a very deep abyss…

Actually the hole is only two meters deep, but you don’t know that because you only see the black opening! We are too afraid to jump into this hole simply because we know nothing of it.

w&t_binoculars

I Explain

Many a time it is the same with one’s career choices. We are expected to make a career choice, be it a big change or a small task in our current career; it feels like we are jumping into that ‘very deep’ unknown hole. Especially with the small everyday career choices at the office, imagine having to jump into unknown holes ten times a day!

How do we usually react to such situations? We just don’t do it, we ignore it or we take forever to take action; it is just too fearful and unknown. Many a time one will miss a great opportunity, other times it was the right career choice, one will never be a hundred percent certain before making a jump.

Read the coaching session on career choices based on the unknown…

w&t_question

I Ask

How does one overcome this fear of the unknown?

w&t_exclamation

I Answer

Use our Walk and Talk guide and make the information on the following pages your own, these skills and knowledge will make big and small career choices much simpler:

Before we go any further, the most important fact to remember is to jump slowly! A sudden jump will almost always hurt. For example if one realizes it is time to change jobs, careers, cars, anything, do it slowly over a period of time and with the right information.

Gather the most information concerning the specific career choice one possibly can, make an informed jump .

Talk to the people around you; family, friends, colleagues, people you trust. Frame the situation you find yourself in for them and listen to what they think, but really listen and take their advice seriously; even if you think it might be senseless information at the time. One is usually very surprised at the wisdom that exists in others we share with.

w&t_elephant

I Advise

Another time tested method is to write about this career choice you are facing. Write down all the questions that come to mind. Answer the ones you are able to answer, leave the others for later. Check with others, what they think would be the best answers to the questions, the ones already answered as well. Just keep on writing, anything and everything that comes to mind. It is amazing how things clear when they are out of your head and somewhere else, there is now space for new truths to take shape. This method is equally effective for any challenging choice one might face.

Frame your mind

w&t_binoculars

I Answer

Continuously frame your mind for the time when you will go from information to choice to action. In more direct terms, bulldoze your mind into taking positive action. Motivate your mind into believing that taking the action will come to success; believe it and your voice and attitude will reflect it. Think positive!

If you jump and fall a bit hard, don’t stay there too long, your muscles will start cramping! While recovering from a hard fall, take time and reflect on which choices could have been made differently and which information one did not have. Reflection is good, but not to be overused. We were built to jump and grow and run and build, your system will recover. Get up and move.

w&t_question

I Ask

How does I safely make this jump?

w&t_exclamation

I Answer

Slowly. Taking action based on a choice would sometimes be faster, other times slower, never instant. At the very least apply the twenty four hour rule; especially when another person angered or frustrated you, an instant answer, remark or response is never the desired reaction. If you are angry or frustrated, allow twenty four hours to pass before you react or jump in.

A career choice with longer terms effects, for example changing careers, should be made even slower. Weeks, months could and probably should pass before making the jump. Phase into action bit by bit. Remember delegation. When changing careers, jobs, departments or positions, don’t leave gaps behind. Ensure others will be able to successfully do the job you did and you will always be welcome again!

Coaching session on Fear of the Unknown Career Choices

Dawie

I have an opportunity to go and work with Aleph. I currently work for a company called New-World and do not know if I should change jobs. What do you think?

Nicholas

Do you enjoy your current job?

Dawie

No, I want to do graphic communication and am currently a salesman. Doing what I love doing, graphic communications, part time.

Nicholas

Why do you not want to change jobs / careers if you will do full time what you are doing part time now?

Dawie

I am not 100% certain what it is I will be doing. There is the probability that I will do some of the things I want to do, but I might have other responsibilities.

Nicholas

Would these other responsibilities be a problem to you? If some of the work would be in graphic communication? As you grow in the skill of delegation, you could always delegate more of the work you do not enjoy doing.

Dawie

No it would probably not.

Nicholas

How would you get more information on what would be expected of you in this position working with Aleph?

Dawie

I would set up a meeting with a more senior person in the company and talk to them about what it is I would be doing. Maybe talk to some other employees of the company and get a feel for how the company operates.

Nicholas

If you like what you hear and see would you then be more comfortable making a decision?

Dawie

I would get all the information I can, share this with the people around me, for example friends and family, and hear what they have to say. Once I feel comfortable that I have sufficient information and feedback to base a decisive choice on, I will take action.

Career planning and the performance management process

performance and development plan

Ask

Having learnt so many concepts has certainly helped me participate in my team and in the company.

How do I know, however, that my career is progressing? How is my performance being measured?

performance and career management

Answer

You are responsible for your own career. It is important to master a few toolsthat will help you in setting your future goals and planning to achieve them.

Equally important is the manner in which the company assesses your contribution and performance.

The Performance Management Process in which you are an active participant will enable you to take ownership of your job and ensure that your Contribution Zone(the area of overlap between the company, the customer and yourself) is maximized.

difference between performance management and performance appraisal

Explain

The following Mind Map illustrates the various tools available to manage and plan your career as well as the Performance Management Process.

There are also links to other Mind Maps which contain important additional tool sets and skills.

Career planning and performance management

Performance and career management

Performance and career management

Goal clarification is a continuous process
Chapter 7 p.3
I become so frustrated! Every time I am about to reach my goal the goal posts are shifted! I try to plot the straightest path to reach my goal but it feels like I am meandering all over the show.
It very seldom happens that we steer directly towards our goals, like an arrow on its way to its target. Remember that if human beings don’t have goals, they will not achieve all they could achieve, but…
The method in which we strive towards our goals is always a meandering path.
The fact that the environment is constantly changing calls for agility in reaching goals.
Upon reaching certain goals we have to move on to realizing new goals to avoid life losing its challenge.
Maxwell’s journey of life illustrates to us the fact that we are engaged in a continuous goal clarification process and that we can expect to find both frustration and joy in meandering towards our goals.
Continuous goal clarification is an integral part of managing your career as well setting your KRA’s.

Goal clarification is a continuous process

Chapter 7 p.3

w&t_question

I Ask

I become so frustrated! Every time I am about to reach my goal the goal posts are shifted! I try to plot the straightest path to reach my goal but it feels like I am meandering all over the show.

w&t_exclamation

I Answer

It very seldom happens that we steer directly towards our goals, like an arrow on its way to its target. Remember that if human beings don’t have goals, they will not achieve all they could achieve, but…

The method in which we strive towards our goals is always a meandering path.

The fact that the environment is constantly changing calls for agility in reaching goals.

Upon reaching certain goals we have to move on to realizing new goals to avoid life losing its challenge.

w&t_binoculars

I Explain

Maxwell’s journey of life illustrates to us the fact that we are engaged in a continuous goal clarification process and that we can expect to find both frustration and joy in meandering towards our goals.

w&t_ch7_c_the_need_for_continuous_goal_clarification

w&t_elephant

I Advise

Continuous goal clarification is an integral part of managing your career as well setting your KRA’s.