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.

 

 

 

 

 

 

 

 

 

 

Because it's a Nice Day

"Say, Pooh, why aren't you busy?" I said.

"Because it's a nice day," said Pooh.

"But you could be doing something Important," I said.

"I am," said Pooh.

"Oh? Doing what?"

"Listening,"he said.

"Listening to what?"

"To the birds. And that squirrel over there."

"What are they saying?" I asked.

"That it's a nice day," said Pooh.

"But you know that already," I said.

"Yes, but it's always good to hear that somebody else thinks so, too," he said.

From The Tao of Pooh

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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Leaders Must Lead: The Three "F's" of Leadership

There comes a point in every relationship, organization, business, and related activity when leaders must lead. The various teams have done their designing. The committees have reviewed it. Management has approved it. Now, it is time for leaders to take control and execute it. This is true whether we are talking about building a rocket ship or selling a house; once plans are made they have to be executed.

Leaders are the people that make it happen. They execute the plans and insure the goals are met. Whether they are leaders of a large group of fellow associates or they are an individual performance leader, such as sales leader, they set the pace and standards of the job to be done.

Leaders accomplish this through other people. A team leader will guide and direct his team insuring all the members maintain their focus on achieving the desired results. A sales leader will work with all parties of a transaction to insure they stay focused on making the transaction. The primary function of leadership in any situation involves working with and through other people to achieve the results of the goal.

Working with and through other people can be challenging but that is why you are the leader. As a leader it is important to learn and apply the three F’s of leadership in all their work relationships and interactions with other people. A leader should treat everyone with respect by being:

1. Fair

2. Firm

3. Frank

Fair

Your reputation is one of the most important assets you have. How people perceive you will determine how willing they are to work with you. As a team leader a positive reputation will make your associates put out the extra effort needed to accomplish any goal. As a sales leader your reputation will bring business and clients to you.

Being fair is simply treating all people the same. If people know they can trust you they will want to work with you. Be honest with all parties and work for a win-win solution to any problems that arise.

Make time for all your associates and business partners. This will go a long way to helping you achieve the reputation of being fair. Showing favoritism in any business relationship can have strong negative consequences.

Even in businesses where professional and corporate guidelines/rules appear to restrict your relationship with one party or the other in a business transaction you can still be fair in your actions. Be honest. If you cannot do something tell the party you cannot. By following the guidelines to the letter you are maintaining your fairness in the business relationship. Simply applying the rules equally to all parties with fairness and honesty helps you achieve your goals.

Firm

In the old days when you said a leader was firm you meant he ruled with an iron fist. There are still times when a leader has to be strict but being firm means more than this. It means being a decisive leader, one who can make a decision and follow through with it.

When being firm you need to stick to your principles and company policies/rules in all your business relationships. Don’t be indecisive when it comes to doing what is right or wrong. Let your principles and policies guide you in your decisions and how you implement actions.

When you make a decision stick with it, don’t be wishy-washy about it. You are not a “yes person” but you are the leader and at times it is your job to make the hard choices that are necessary to accomplish the goal.

Being firm also means when your decision or plans need to be changed you change them. But, you base the need to change on the facts needed to reach your goal. A good leader knows when and how to be flexible and adaptable.

Be open the suggestion, ideas, guidance and advice. A good leader does not make decisions in a vacuum but in the end a good leader makes the decision.

Frank

A good leader is an honest leader. His very principles demand truthfulness and honesty. He shares all the facts that he can with his team and/or clients to help them accomplish the goal.

When working in a team environment a good leader deals with all situations with truthfulness whether with the team or an individual. If praise is justified he gives it honestly and freely. If correction is needed he handles it with the same frankness, dealing with facts.

An individual leader such as a sales leader is frank with his associates and clients. He gives them all the facts, both good and bad, so they can make the best decision for their goals.

By following the three “F’s” of leadership a good leader will find the interaction with fellow associates and clients easier and more rewarding. Developing a reputation of being fair, firm and frank in your business relationships will help move you from being a good leader to being a great leader.

Decision Makers Need to Make it Happen

This is one of my older post which needs to be revisisted from time to time.

Decision Makers Need to Make it Happen

 

In today's business environment teams, groups and committees are all the rage of the modern corporate structure. It is all about empowerment and flattening out the hierarchy and with more acronyms describing how to do it than grains of sand in an hour glass. Every year new gurus come out with their programs, which are just warmed over last year’s programs, but with a few new letters put together to make the latest and greatest acronym ever. Yet, sometimes you have to step back and remember past advice and apply it today.

When I thought of myself as a young corporate ladder climber and the team concept of management was just starting I had a manager who gave me two pieces of advice on how to implement these practices.

1. “A committee of 3 gets more done when 2 people are absent.”


2. “You don't call a committee to kill a rattlesnake, just kill it.”


In our daily business lives there are times we just need to make a decision. Not stand around and wait for others and see which way the wind is blowing. There comes a time when we need a decision maker who can step up and is not afraid to make decisive decisions. True leaders in business are becoming a rarity. I believe this is in part due to the way we are teaching our young people that everyone is equal and everyone deserves a trophy even if they lose. Leaders lead and should be recognized as such.

In the end we are the only ones responsible for our success or failure and as leaders it is time for us to step up and lead in our area of expertise.

Make it Happen Today!

My Leadership Guides are 99¢ for a limited time.

My Leadership Guides are 99¢ for a limited time.

 

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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

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“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

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

Problem Solving - Dealing With Employee Issues

Now Available on Amazon Kindle



Everyone in a leadership position will have to deal with employee issues. Whenever people work together friction occurs. How you deal with these issues will have a major impact on your success as a leader. “Problem Solving – Dealing With Employee Issues” lays out a systematic approach to dealing with employee issues and the associated problems.

Order you copy today.

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.

Your Name Badge – A Public Service Announcement

Have you ever watched business people get out of their cars at their local grocery store and quickly remove their name badge? Or, have you gone to lunch with other sales people in your group and had them remove their badge before going into the restaurant? This never ceases to amaze me. Are they embarassed by who they are and what they do?

Name badges are one of the best and least expensive means of self-branding and advertising available. Not only does it open the door for conversations and questions about your product and/or services, but it also serves to reinforce your name. For a few well spent dollars your name badge is publicly announcing who you are and what you do wherever you go.

From my experience, in the past, as an automotive sales person and my present involvement in the real estate industry I can honestly state that a name badge can and will generate contacts and business for you. On numerous occasions I have had people come up to me and say, “You’re a real estate agent. Can you answer a question for me?” This simple opening has directly led to real estate listings opportunities and potential buyers.

On another occasion, while having lunch at a local restaurant, a lady came up to me and said she noticed I worked at a local car dealership and she had a question to ask me. After answering the question I gave her my business card and asked her to come by and let me show her the model she liked. She showed up and I sold her the car.

Would this have happened if I was ashamed of my badge and removed it before I went into the restaurant. No, it was the badge that provided the opening for the entire business transaction. There is a saying in real estate among agents, “Don’t be a secret agent”. If you want other people’s business you have to let them know who you are and what you have to offer.

In order to succeed you have to go out and get the business. Self-promotion and advertising is one of the ways to do it. Your name badge is another tool which can make this happen.

To re-cap, here are a few facts about name badge use.

1. It will help a client remember your name and reinforce you as the expert.

2. It is a conversation starter.

3. It will bring you potential business and opportunities.

4. It is inexpensive advertising with a high return on your investment.



In order to maximize your success from wearing your name badge here are a few guidelines for name badge use.

1. Buy a quality badge. A cheap badge is just that, a cheap badge, and reflects on you.

2. Make sure it is easy to read.

• a. Not too large that it is obnoxious or so small you can’t read it.

• b. Not too congested with information. Just your company logo, your name and job title.

• c. Your name should be the most prominent feature.

• d. No fancy print or fonts. Clean, clear and concise.

3. If you shake hands with your right hand, wear your name badge on your right chest.

4. Make sure it is attached right side up and straight. Don’t laugh, it happens.

5. Use common sense when not to wear your badge.

6. Monogram clothing, shirts, jackets, sweater, and hats, are another way to get the effect in a more casual environment.

Your business is all about name recognition and branding. The more you get your name out in front of the public the more likely they are to think of you when a need arises in their lives for your services. Whether it is print advertisements, internet use, business cards or name badges, each serves to remind people who you are and what you have to offer.

Don’t keep your professional expertise a secret, flaunt it. Wear your name badge and let people know you are the expert in your profession and you’re there to help them. It works!

Make your public service announcement today by wearing your name badge.