Interviewing: Asking the Right Questions – When Yes and No Is Not Enough

Have you ever finished an interview and realized you don’t know any more about the person or event than you did before you started. How would you rate the interview, pass or fail?

Before I realized what I was doing wrong, this happened to me all too often. Whether you are interviewing a new employee candidate, a potential client in real estate, a service provider professional or your children, the type of questions you ask will determine the answers you get.

Early on in my career I learned there is a simple solution to this problem. The key to a successful interview is not to ask “yes or no” questions. Simple, but listen to yourself the next time you interview someone.

If you ask only yes or no questions you will only get yes or no answers. When I am on the other side of the table I have been taught not to provide too much information and I love yes and no questions. All I have to do is answer the question and I have provided the interviewer with exactly what he asked, albeit not what he may have wanted.

Never ask a yes and no question, always ask for more information, opinions, descriptions, explanations, etc.

Let’s look at some examples:

A. Have you ever been terminated or laid off from a job?

B. Explain why you left your last 3 places of employment?

 

A. Do you want to sell your house?

B. Why do you want to sell your house?

 

A. Did you see the accident occur?

B. What did you see happen?

 

A. Can you cut down the tree in my yard?

B. How would you cut down this tree hanging over my house?

 

A. Did you kick your brother?

B. Why did you kick you brother?

 

Even though these are simple examples you can see where in each case the “B” question will provide you with a better picture and more information from which you can form an opinion.

Yes this is a simple solution but as I said earlier listen to the questions you ask and I believe you will be amazed at how many are yes and no questions. I still have to watch myself to avoid this trap and practice it every day. When I do it right it makes my job a lot easier and successful.

 

 

 

 

 

 

 

 

 

 

Advice From My Mentor - Bad Employees



Throughout my career I have had lots of people give me words of advice on how to enhance my career and how to be a better manager. Some of it has gone in one ear and out the other but a lot of the advice has been beneficial and helped my career and management development. Here is one of those great words of wisdom that has stuck with me over the years.

“There is no such thing as a bad employee, only bad supervisors!”

In the 1970’s I was working for Kraft Foods and starting my career in management as a first line supervisor. The plant manager for that facility, Tony, was one of my mentors that I still find myself quoting all the time. This was one of his favorite Tonyism’s, my term for his sayings, that he would tell the supervisors every time they brought up an employee issue.

I remember getting so mad when he said this to me because I had come to him looking for a solution, not to hear how bad of a supervisor I was. Fortunately he was very understanding and would sit and talk me through the issue. I soon came to realize this was his whole point in making the statement, to get me to think and work through the issue.

Over the years I began to understand the deep meaning of the statement and began applying it to my management skill set. There are two broad lessons that can be learned from this statement.

The first is that new employees do not come to work on their first day with the preconceived notion that “I am here to goof-off and cause trouble.” They come to work with high hopes and optimism of doing a fair days work for a fair days wage. They are taught, on the job, how to be a bad employee. No, this is not part of their orientation or part of the supervisor’s training program, but it is there. They learn it from the attitude of other employees and the general work ethic of the facility.

How does this apply to management? When management allows a negative environment to foster in a work place then they are responsible for the outcome, thus it is not due to bad employees but to bad supervision. Address issues and do not let them grow and take root in your organization and you will find you have fewer “bad employees.”

The second lesson to be learned, from this Tonyism, is associated with the first and that is to take action. If an employee starts to have performance issues it is up to the supervisor to address the issue with the employee and not let it continue to grow worse. Most performance issues have a root-cause that may or may not be associated with the job. By addressing the issue early and helping the employee see the problems that are occurring; you may be able to uncover the root-cause and to turn the performance issue around with minimal intervention. One thing I have learned over the years is ignoring issues will not cause them to go away.

Our job as managers is to develop employees and help them achieve their work related goals. By working with our employees we can develop a positive and productive work relationship that will be beneficial to both the employee and the organization. Also, remember it is hard to achieve your goals without the willing and positive support of your staff; they can make or break you.

Throughout the years I have found myself using the same statements that my mentors would say to me in various business situations. Now I have an advantage in that I know they work and have benefits in all areas of business life.

 

 

 

 

 

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Not Politically Correct

Not Politically Correct

The other day I had to prepare a short talk to give at a meeting. It wasn't that difficult to prepare because it was a subject familiar to me.  But the length and time is always a concern.

Many moons ago when I was taking Agriculture 1 as a freshman at Aurora High School in Aurora NC we had a short chapter on public speaking. Our teacher, Finnly Lewis, gave this simple rule which has stuck with me and guided me in every speech I have made:

"A speech should be like a woman's dress, long enough to cover the subject, but short enough to keep the interest."

Get Your Copy Today at: http://www.amazon.com/I-Have-Give-Speech-ebook/dp/B0068PH6IK/ref=sr_1_1?ie=UTF8&qid=1322485409&sr=8-1

CYA - The Basic Rule of Leadership

CYA – The Basic Rule of Leadership

While attending Florida Southern College I took a night class entitled “Industrial Psychology.” The teacher was a retired Vice President of Human Resources for a major international heavy equipment manufacturer. The first day of class he walked into the room, went to the blackboard and wrote in large letters “CYA”. He then told us if we did not learn anything else in his class we would learn what CYA meant.

He went on to explain that in the real world of business this is one of the most important and basic rules to success and survival. Whether you find yourself in a positive or negative position, using CYA gives you an advantage over your competition. In all areas of business you needed to CYA or Cover Your Ass.

Every class after that he wrote CYA on the board and left it up for the entire period. Then he taught the fundamentals of industrial psychology while weaving in his own personal experiences. Throughout the class he referred to the board and ask, "How can you apply CYA to this situation?"

When broken down CYA involves two processes.

1. Documentation
 

2. Follow-up

Documentation

Documentation is simply “put it in writing.” Whether it involves communication or an event, write down what was said and/or what happened. Too often not remembering exactly what happened or what was said results in a totally different outcome than what you expected.

In a conversation what was heard by one party may not be what was said by the other. Often the conversation is held in a noisy or busy area with lots of distractions. Other times the conversation is held while one or both parties are in a hurry and there is no true communication occurring.

To help avoid misunderstanding take notes during the conversation or as soon as possible after the conversation write down what was said. I have always carried a little note pad in my pocket to jot down memory notes to be used later to help retain or recap the conversation. Often when I get a few minutes I will send a note by email to the other party summarizing the conversation. This will also serve a record that we had the conversation.

At times I have kept a business journal or log of my daily activities. This is a great tool for keeping notes on the day’s events and important communications. Several months later if you have to review an event you will be glad you have this information documented.

Another good habit to get into is to save all correspondences in a file. You never know when you may need it. This is one of the great things about email. It is a written record and easy to save.
 
Follow-up

One of the phrases I hate to hear from one of my managers is, “I assumed ….” I was taught very early in my business career the old adage that when you assume, you make an “ass-u-me” and I get very upset when it happens to me. This can easily be avoided by learning to follow-up on events you are involved with.

If you make an assignment don’t assume it will be done, follow-up.

If you have assignments don’t assume you have done it correctly, follow-up.

If you are involved in communication with another person don’t assume there is an understanding of what was said, follow-up.

If you do anything, take the time to follow-up to insure it is done correctly. This extra step in your work process can eliminate a lot of wasted steps in the future.

If you write it, proofread it, another form of follow-up. Years ago I asked my assistant to type a letter to the Vice President of Operations of the company I worked for telling him of the production record that was broken the previous night by our second shift team. She typed it up and brought in for me to sign and I did.

Several days later I got a call from the VP asking if I had read the letter I had signed before I sent it. I learned a big lesson on follow-up that day. I pulled out my copy of the letter and read where she wrote, “The second shift set a new production standard for the operations.” The problem was she had left the “f” out of shift. Needless to say I now read what I sign.

It may sound like you are being paranoid by keeping all of these notes and constantly checking up on people, but it is not. It is a valuable tool to help make you a better leader and manager. It will help you evaluate your past performance and help you make plans for future improvements. By applying CYA in all areas of your work you will reap the benefits.

So, everyday “Cover Your Ass.”

(First published April 2011)

Using Props during a Presentation – The Wow Factor

Using Props during a Presentation – The Wow Factor

(An excerpt from I Have to Give a Speech – Now What by Larry B. Gray)

With the advent of computer generated presentation software such as Microsoft PowerPoint it is now easier to make a professional presentation. Speakers now have the ability to present a lot of information in a format that emphasizes and reinforces their message.

This has also created a phenomenon that I call the “Wow Factor.” It can have a positive or a negative effect on the message. One negative effect can occur when the speaker has added so much “razzle dazzle” to the material being displayed that it distracts the audience from the true message.  When the audience is more interested in the display they tune out the speaker and miss the key points.

Here are a few tips to help improve your next presentation:

Follow the KISS principle, Keep It Simple Stupid. Try not to make it more complicated than it has to be.

Avoid the temptation to WOW.

Keep your presentation slides as simple as possible. 

Use large and legible fonts.

Spell Check!!

Practice with your slides.

Keeping it simple means don’t overdo it. Cover your subject and make your slides interesting but relevant. It is easy to over describe a topic when one or two sentences and/or slides have covered it. Don’t lose your audience by boring them with needless information.

When you over emphasize the “Wow Factor” you run the risk of causing two problems. Your audience may become more interested in your slides than in you and too much “Wow” may be mistaken for a lack of knowledge of the subject. Be sure your slides emphasize the subject of the presentation without distracting from it.

There is also the temptation to put too much data on a single slide. This can make the slide unreadable or confusing.  Remember, your audience is trying to read the data from a distance and too much data will make the slide look jumbled.

Order Your Copy of  I Have to Give a Speech – Now What by Larry B. Gray

Kindle Version - http://www.amazon.com/I-Have-Give-Speech-ebook/dp/B0068PH6IK/ref=sr_1_2?ie=UTF8&qid=1342783975&sr=8-2&keywords=larry+b+gray

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Now Available at Smashword.com in Most Digital Formats

“I Have to Give a Speech - Now What” by Larry B. Gray

“I have to speak in front of how many people?” This realization sends chills through the toughest and smartest people. The fear of public speaking is real and we all face it at one time or another. Here are some simple tips to help you prepare and deliver your message.

Order Your Copy Today:   http://www.smashwords.com/books/view/169103

Never Give Up

Never Give Up

How often does it feel like you can never win and you decide it is not worth your effort. How often does the next challenge end the same way.

There are times when you have to move on but it is important to review all your facts before making a decision. Basing a decision on emotion and frustration can often lead to failure. Worse it can lead to lost opportunities.

The little picture below says it all.




This is one of my favorite motivational pictures. "Never Give Up. Never Surrender." (Do you remember where that came from?)

A Supervisor's Paryer

Thirty years ago mom found a copy of a prayer and stitched a needle point from it. She then framed it and sent it to me. Ever since then I have hung this prayer on the wall directly behind my desk as a reminder of what I need to strive for.

A Supervisor’s Prayer

Dear Lord,Please help me ..........
To accept human beings as they are --
not yearn for perfect creatures,
To recognize ability --
and to encourage it,
To understand shortcomings --
and make allowances for them,
To work patiently for improvement --
and not to expect too much too quickly,
To appreciate what people do right --
not just criticize what they do wrong,
To be slow to anger --
and hard to discourage,
To have the hide of an elephant --
and the patience of Job,
In short, Lord, please help me --
be a better Supervisor.

Timing Your Speech

So you have to give presentation and you are trying to determine the length of your talk. Here is an old tip I use all the time. It may not be politically correct but it works.



The other day I had to prepare a short talk to give at a meeting I had to attend. It wasn't that difficult as it was a subject I was very familiar with but you always wonder about the length and time.


Many moons ago when I was taking Agriculture 1 as a freshman at Aurora High School in Aurora NC we had a short chapter on public speaking. Our teacher, Finley Lewis, gave this simple rule which has stuck with me and guided me in every speech I have made:


"A speech should be like a woman's dress, long enough to cover the subject, but short enough to keep the interest."



For more information public speech order your copy of my book "I Have to Give a Speech" today:

 
 
 
 
 
 

Wow! What A Sale! FREE!!!

Wow! What a Sale! FREE!!!!  Today March 6, 2012, through Saturday, March 10 I am giving away FREE copies of my book “Problem Solving – Dealing with Employee Issues”. To download your FREE copy go to Amazon.com or click on the button below. 

After you have read the book, if you are so inclined, go back to book page on Amazon.com and write a short review. This will be greatly appreciated. But, no matter what get your FREE copy today.

Reduced Price, Re-edit - "How To Find a Job"

After a complete re-edit and proofing I am re-introducing my booklet “How to Find a Job” at the REDUCED price of $3.99 on Amazon. Get your copy today.

I have been coaching a recent college graduate on how to find a job. It is amazing and frustrating to see how unprepared most college graduates are when it comes to finding a job after graduation. But, looking back, so was I.

With the constant change in the way we exchange information and conduct business today it is hard to keep up with all the new tricks to finding jobs. From massive job sites such as Monster and other electronic job bulletin boards, to social media, the landscape of finding a job is constantly changing. Even with this, the simple basic rules still apply and must be followed.

Let’s discuss some of the basics to conducting a job search and landing that perfect job. Some of the information covered will be:
- How to conduct a job search.
- How to write a resume.
- How to write a cover letter.
- How to handle the interview.
- How to follow-up

PRICE REDUCED - I Have To Give A Speech - Now What

Just Reduced - For a short time Now ONLY 99¢ on Kindle.  Get your copy now while the price is this low.





“I have to speak in front of how many people?” This statement will send chills through the toughest and smartest people. The fear of public speaking is real and we all face it at one time or another. Here are some simple tips to help you prepare and deliver your message.




Get Your Copy Today at: http://www.amazon.com/I-Have-Give-Speech-ebook/dp/B0068PH6IK/ref=sr_1_1?ie=UTF8&qid=1322485409&sr=8-1
 
 
 
 
 
 
 
 
 
 

I Have To Give A Speech - Now What by Larry B. Gray



“I have to speak in front of how many people?” This statement will send chills through the toughest and smartest people. The fear of public speaking is real and we all face it at one time or another. Here are some simple tips to help you prepare and deliver your message.




Get Your Copy Today at:   http://www.amazon.com/I-Have-Give-Speech-ebook/dp/B0068PH6IK/ref=sr_1_1?ie=UTF8&qid=1322485409&sr=8-1

First Class Email - Can You Spare A Dollar

One of the great outcomes of the computer age is email. It has done more to revolutionize communications than anything else since the invention of the telephone. This is especially true in the world of business.

It has resulted in instantly documented communications which has helped clarify and promote business activities. Email provides a quick response to business opportunities, helps reduce confusion and reduces mistakes in the execution of business plans.

With all its merits email still has problems and the biggest is people. The lack of etiquette in the use of email in the business arena is unbelievable. Here are just a few of my pet peeves about email misuse.

Email was originally designed as a means to convey short messages quickly and efficiently. This still is its primary purpose. The problem arises when people try to write an epistle when they send an email.

An email should be brief and covering just the facts, you should not have to search for the point of the message in a long flowing commentary. Use the subject line to clearly state the subject of the message. If you feel you need to give more information, do it in a document and add it as an attachment to the email while keeping the email as a summary note.

Even though it is a short message you still need to adhere to all writing protocols and be grammatically correct. Do not use email shorthand such as acronyms and company slang when writing emails. You should not assume your reader knows what the shorthand means. The purpose of the email is to accurately and clearly communicate information. This is especially true when sending emails outside of your company. Remember your email reflects not only on you but also your company.

One other comment on writing an email, check your spelling. Spelling errors and errors in grammar can be extremely frustrating to the reader. They also make you look bad and less intelligent to the reader. Plus, you don’t know who the email may be forwarded to.

One of my other big “peeves” with email involves the “Copy” button and the “Reply All” button. When you write and send messages think carefully about who you copy on the message. Ask yourself, “Do they really need to know this information?” The reason for this is simple courtesy and the fact that people get so many emails every day. Send your message to people who really need the information and not to everyone in the office.

The same guidelines should be used when replying to emails. You do not have to reply to every person who was on the original copy. As an example, the other day I received an email from my manager notifying me he was going to be on vacation next week. He copied all the appropriate people in the company. Within fifteen minutes I had twenty-five additional emails in my in-box wishing him a good trip. I really don’t need to know you are “kissing up to the boss”. Use the “reply” button, not the “reply all”.

If you are worried about whom to copy or reply to then use this simple guideline to help you decide; would I pay for a First Class Stamp to send this note to them? If they are not worth a First Class Stamp the odds are they do not need a copy.

These are just a couple of my pet peeves on emails and there are many more. They all come down to the use of basic common sense and business etiquette. Emails may be short, quick memos but the information they carry is important to your success and the success of the company. Take time and think about what you are emailing.

Deep Thoughts . . . Smile when picking up the phone. The caller will hear it in your voice.

Don't you get tired of calling people and having them answer the telephone like you are the biggest bother in the world. Isn't this especially true when you are responding to an advertisement or a sign in a yard. If they did not want you to bother them why did they put their phone number on the sign? Heck, if that is the way they answer the phone do I really what to talk to them. I will just take my business somewhere else.


As a sales person have you ever wondered why your business is falling off? Yes, times are bad but is that the only reason you are getting less business than before? Or, is your shrinking business affecting your attitude and your attitude is carrying over into your conversations with potential clients.


Maybe, just maybe it is time for you to "smile when picking up the phone."

Not Politically Correct

Last night I was reminded of an old high school Agriculture/shop teacher I had and of all the things I learned from him. He taught us everything from the common name for hand tools to "Robert's Rules of Order". All of which I still use almost everyday. I was also reminded of an old blog post I wrote and I would like to share it again.

Not Politically Correct

The other day I had to prepare a short talk to give at a meeting I had to attend. It wasn't that difficult as it was a subject I was very familiar with but you always wonder about the length and time.

Many moons ago when I was taking Agriculture 1 as a freshman at Aurora High School in Aurora NC we had a short chapter on public speaking. Our teacher, Finley Lewis, gave this simple rule which has stuck with me and guided me in every speech I have made:

"A speech should be like a woman's dress, long enough to cover the subject, but short enough to keep the interest."

Aurora High School 1960'ish

Telephone Etiquette

Since the invention of the telephone it has served as an integral part of business. Today, with the advent of cell phones this is even more true than ever before. We are constantly on call and available twenty-four hours a day.

Deals are made and lost on the telephone. Job searches are conducted, interviewed and negotiated over the telephone. Real estate is bought and sold over the telephone. Millions of dollars are exchanged daily through transaction negotiated over the telephone. Often these opportunities are made or lost by the use of either simple telephone etiquette and/or courtesy.

Over the years I have seen a decline in basic telephone courtesy in all areas of use, especially in the business world. Here are a few tips to help improve your chances of a successful telephone deal.

Answering a Call

Have you ever called someone and the first words they answered with were, “Who’s this?” Or, have you had someone call you and before you could say anything, they asked, “Who’s this?” How did you feel when this happened? Did you want to continue with the call?

There are two basic rules to answering the telephone.

1. Identify yourself.

2. Identify what company you are with (If this is a company phone).

If you are at work, in an office, this is very easy to remember. Most companies have a standard script they want you to follow when answering the telephone. If not, you need to develop your own script.

The problem usually occurs when you are answering a cell phone. Most people forget that if this is a business phone you should treat it as such and identify yourself and your company name. If you are self-employed your cell phone is your business lifeline and should be treated like any other professional office telephone.

Placing a Call

If you are placing a call the same two rules apply. After the other party has answered the telephone and identified themselves you should acknowledge them and then immediately identify yourself with your full name and your company (if you are making a company call). Don’t assume the other party will recognize your voice and don’t make them ask you who you are.

Leaving a Message on an Answering Machine

If you have to leave a message on an answering machine it is important to speak slowly, clearly and concisely. With the poor reception that often occurs with cell phones this can be a critical factor in whether your message is received or not.

Identify who the message is for at the beginning of the message. Then identify who you are, full name, the company you represent, if applicable, and your telephone number. Leave a simple message which covers the subject of the call but don’t embellish and ramble, as this may make the message confusing. At the end of your message repeat your name, company and your telephone number.

The Most Important Telephone Tip of All

The most important tip of telephone etiquette is to SMILE when you talk on the telephone. Yes, smile because it transmits through the telephone lines and airwaves to the other party. A simple smile will be reflected in your voice and your attitude while talking.

Your attitude can make or break a deal while talking on the telephone. If you are courteous and polite you will get more results. Often in the business world in order to get to the right decision makers you have to get past the gatekeepers, which are the receptionist, the assistants and the secretaries. By simply being polite and courteous you have a better chance of reaching the people you need to talk to in order to make a deal happen.

Today’s business environment revolves around telephones and especially cell phones. In our fast-pace world decisions are no longer just made in the Boardroom. They are made on the go, while on vacation, when at home, and anywhere else where you find yourself with a cell phone.

Courtesy and telephone etiquette are more important than ever before in helping insure you receive your portion of today’s business successes. Be polite and courteous whenever you are using a telephone.

Most importantly, remember to smile when talking on the telephone.