Judd Spitzer

Tag: Communication

  • Email Etiquette: It’s Not Just Texting

    Email Etiquette: It’s Not Just Texting

    If you’re like most of us, you probably receive dozens—if not hundreds—of emails every day. Many of these are likely junk: preformatted messages filled with HTML, advertisements, or newsletters. But when it comes to workplace emails, they take on a completely different level of importance. Emails aren’t just messages—they’re official communications that represent both you and your company.

    Emails Are Not Text Messages

    One common mistake people make is treating emails like text messages. Unlike texts, which are often casual, short-lived, and rarely forwarded, emails have a broader reach and a more permanent lifespan. Emails are searchable, often archived, and can easily be forwarded to others—including customers, leadership, or external stakeholders.

    Remember: Your email is an extension of your professional identity.

    When sending emails, avoid being overly casual or writing one-line messages like “Hey” or “You don’t get it.” These kinds of messages fail to recognize the professional nature of email communication and the potential audience beyond the initial recipient. Texting may suffice for quick, informal exchanges, but email demands clarity, formality, and attention to detail.

    Professional Tone and Structure Matter

    Emails to groups—especially those that include customers or leadership—should begin with a polite and professional greeting. Avoid overly casual openings like “Hey” or “How’s it going?” Instead, use simple, neutral greetings such as:

    • “Hello [Team/Colleagues/Everyone],”

    • “Good morning,”

    • Or address specific individuals directly, such as “Dear [Name(s)]”.

    While informality may have its place in certain contexts, it’s important to remember that written communication often endures long after the original conversation. Emails may be reviewed, referenced, or forwarded months or even years later. Starting your email with professionalism sets the tone for the rest of your message.

    Keep It Clear and Actionable

    The best emails are concise and actionable. Here are a few tips to keep your communication clear and effective:

    1. State the purpose upfront:

    • Begin with a subject line that summarizes the email’s content (e.g., “Request for Approval: [Project Name]” or “Follow-Up on [Meeting Name]”).

    • Open the email by explaining its purpose. For instance: “I’m reaching out to request approval for…” or “This email is to provide updates on…”.

    2. Organize content for clarity:

    • If you’re addressing multiple people with different action items, clearly separate their sections. For example:

    • [Name 1]:

    • Action item or information specific to them.

    • [Name 2]:

    • Their action item or relevant details.

    • This structure ensures each recipient knows what pertains to them and reduces confusion.

    3. Avoid unnecessary gendered language:

    • Avoid greetings like “Gentlemen” or “Team Members” if they might exclude or alienate individuals. Instead, use neutral options like “Hello everyone” or simply “Hello.” This small adjustment can make your emails more inclusive and professional.

    Leverage AI for Polishing

    In today’s world, tools like ChatGPT, Gemini, Grammarly, and others make it easier than ever to write polished and professional emails. These tools can help:

    • Improve tone and grammar.

    • Clarify the message.

    • Eliminate unintentional mistakes or harsh language.

    For example, you can draft your thoughts—whether they’re critical, emotional, or overly detailed—and then refine the message with AI to ensure it aligns with your professional standards. These tools allow you to retain your personal style while ensuring the email reflects well on both you and your company.

    Pro Tip: An AI-polished email is not only clearer but also helps you maintain professionalism, even in challenging situations.

    Your Email Is Your Legacy

    In a digital age where emails are often archived, searchable, and shared, they can become part of your professional legacy. Each email you send contributes to how others perceive your communication skills, attention to detail, and professionalism.

    That doesn’t mean you have to sacrifice your personal touch. Custom signatures, thoughtful closings, and a distinct writing style are still entirely appropriate. But as emails increasingly outlive their senders, it’s worth investing the time to ensure they’re polished and professional.

    Final Thoughts

    Emails are far more than a quick exchange of information; they’re official records and reflections of your professional identity. By maintaining a professional tone, structuring your emails for clarity, and leveraging tools to improve quality, you’ll ensure that your communications leave a positive impression.

    Your legacy in the workplace could very well live on through your emails—so make them good ones.

    Key Tips for Email Etiquette:

    1. Avoid casual, text-like language in emails.

    2. Use neutral and inclusive greetings.

    3. Organize emails with clear structure and actionable points.

    4. Leverage AI tools to refine tone and grammar.

    5. Treat every email as a reflection of your professionalism and your company.

    Write emails that bring honor to yourself and your organization—you never know how far they’ll go or how long they’ll last.

  • Delivering News: The Art of Effective Communication

    Delivering News: The Art of Effective Communication

    Delivering News: The Art of Effective Communication

    Have you ever received an announcement that there’s going to be a big meeting, and you spend the next few hours—or even days—speculating what the news might be? This is a common scenario in the workplace, and it underscores an essential truth: communication is the cornerstone of effective leadership. Whether delivering good news, bad news, or routine updates, leaders must approach these tasks with intention, transparency, and professionalism.

    Types of Communication: Policy and Ownership

    Leaders are often tasked with communicating decisions or policies from senior leadership. These messages may include organizational changes, new policies, or routine updates. Some of these are positive, like bonuses or new opportunities, while others may be unpopular, such as scheduling changes or layoffs.

    One critical aspect of delivering news is understanding ownership. People often know whether a policy originates with their immediate supervisor or senior leadership. While some argue that employees shouldn’t differentiate between the two, ambiguity can breed distrust. Effective leaders own the decisions they communicate, regardless of personal agreement. They accept responsibility and work to implement those decisions while maintaining their team’s trust.

    “Good leaders take responsibility for policies and decisions they communicate—good or bad.”

    Timing is Everything

    When delivering news, the timing and setting of the communication matter significantly. Should you schedule the meeting in the morning to give employees time to process the information? Or do you wait until the end of the day to limit immediate reactions? Timing can influence how the message is received and what kind of follow-up occurs.

    Consider the example of my retirement announcement this year. I had to carefully plan when and how to share this news. First, I informed management so they could prepare for the transition. Together, we decided to announce my retirement to the team at the beginning of the week rather than at the end. This approach allowed time for questions, discussions, and the handover of responsibilities.

    Timing your message thoughtfully shows respect for your team and enables smoother transitions, whether you’re delivering bad news or sharing exciting opportunities.

    Owning the Weather: Tone and Transparency

    A former boss of mine often said, “You bring the weather.” I found this concept fascinating. The idea is that your attitude and delivery significantly impact how a message is received. Leaders set the tone when they share news. If you go into a meeting and say something like, “I don’t agree with this policy, but we have to do it,” you risk undermining both the policy and your authority.

    While it’s essential to support the company’s decisions, employees can often tell when a policy is unpopular. Acknowledging the difficulties while maintaining a professional stance can strike the right balance. For example:

    • Undermining approach: “I don’t like this decision, but senior leadership is making us comply.”

    • Professional approach: “I know this change may create challenges, but here’s why it’s happening and how we’ll navigate it as a team.”

    Employees respect transparency and fairness. They can discern when their manager didn’t personally choose the policy but still supports it as part of the broader organizational goals. A good leader builds trust by communicating honestly while reinforcing the importance of alignment with company objectives.

    Be in the Room Where It Happens

    Effective leadership requires presence. Leaders need to be visible, engaged, and informed. As famously emphasized in the musical Hamilton, “I wanna be in the room where it happens.” Employees want to know their leader is part of the decision-making process—or at least present when critical decisions are discussed.

    When leaders bring back firsthand information from these “rooms,” it lends credibility to their leadership. Attending key meetings and relaying decisions to the team demonstrates involvement and commitment. Employees are more likely to trust and support a leader who actively participates in organizational processes.

    Conclusion: The Cornerstone of Leadership

    Delivering news—whether it’s in a meeting, an email, or another format—is a regular and often challenging part of leadership. Great leaders understand that communication is about more than just relaying information; it’s about setting the tone, showing ownership, and earning trust.

    By approaching these moments with transparency, thoughtful timing, and professionalism, leaders create an environment where employees feel informed, valued, and supported. Open communication fosters strong teams, and strong teams support their leaders—even through difficult decisions.

    So, show up, deliver the news with integrity, and embrace communication as the cornerstone of your leadership journey. Your team will thank you for it.

    Key Takeaways:

    1. Own the message: Avoid ambiguity and take responsibility for the news, good or bad.

    2. Timing matters: Deliver news thoughtfully to give employees time to process and respond.

    3. Set the tone: Your attitude shapes how the message is received. Bring clarity and professionalism.

    4. Be present: Engage in decision-making processes and bring back firsthand information.

    By mastering the art of delivering news, you demonstrate leadership that earns trust, builds teams, and drives success.

  • New Employees – Setting Expectations

    New Employees – Setting Expectations

    So, you’ve gone through the interview process, found the right candidate, and hired a new employee. Now it’s their first day—what steps do you take to ensure they understand your expectations?

    Over the past year, I’ve had the privilege of hiring three employees. I’ve found that setting expectations can vary significantly depending on whether the new hire is an internal candidate or coming from outside the organization.

    Understanding the Role of a Manager

    Let’s address something I hear all too often: “These are my employees.” While I understand the sentiment, I dislike this phrasing. We don’t own people. Instead, as managers, we have the privilege of working with and supporting them for a period of time. Eventually, someone else will have the same privilege.

    Being a manager is an important responsibility, but it’s about providing guidance and oversight—not control. Unfortunately, I’ve seen a tendency, especially in the Navy and private industry, for leaders to reduce people to “resources.” This mindset dehumanizes employees and undermines the importance of creating a positive workplace culture.

    A key part of setting expectations is defining how you envision your workplace and understanding how your actions shape that vision.

    The First Step: Communicating Core Values

    When onboarding a new employee, the first conversation should focus on your organization’s core values. For example, in the Navy, our values are Honor, Courage, and Commitment:

    • Honor: Do the right thing, even when it’s difficult.

    • Courage: Speak up and take accountability.

    • Commitment: Stay dedicated to the mission every day.

    Core values provide a framework for behavior and decision-making. Encourage your employees to embrace these principles and assure them that your role is to help them succeed.

    Upside-Down Leadership

    I firmly believe in the concept of upside-down leadership. As a manager, your role is to work hard for your employees so they can, in turn, excel in their roles. Once employees understand that you are there to support them, they are far more likely to work hard for you.

    Remember, you aren’t some distant figure in an office thousands of miles away. Your team sees you, interacts with you, and evaluates your actions daily. Setting the right tone and leading by example are critical to building trust.

    Practical Steps for Setting Expectations

    Setting expectations involves more than just words. Here are some actionable steps to ensure your new hire starts on the right foot:

    1. Provide Policies and Procedures: Share the key documents and guidelines they’ll need to succeed on their first day.

    2. Offer Thorough Training: Equip them with the knowledge and tools they need to navigate their new role.

    3. Demonstrate Consistency: Be fair and consistent in how you treat all employees. A new hire will quickly pick up on any inconsistencies or tension within the team, which can make onboarding more challenging.

    The Impact of Gossip

    It’s natural for employees to discuss their managers—it’s part of workplace dynamics. As a manager, you must accept that not everyone will agree with your decisions, and sometimes you’ll take the blame for unpopular policies handed down from senior leadership.

    However, consistency and transparency go a long way in mitigating the impact of gossip. If your existing team respects you and trusts your leadership, a new hire will be more likely to follow suit.

    Building a Support System

    A great way to ease a new employee’s transition is to assign them a buddy—someone who understands company policies, culture, and processes. This person can provide guidance, answer questions, and ensure nothing important slips through the cracks.

    Checking in regularly with your new hire also helps. Daily touchpoints, especially during their first few weeks, show that you care about their success and are invested in their growth.

    Helping New Hires Navigate the Workplace

    Starting a new job, particularly in an unfamiliar industry, can be overwhelming. The company culture, expectations, and processes may feel like a whole new world. Take the time to reassure your new hire that you’re there to support them. By fostering an environment where they feel valued and empowered, you set them up for success—and help your team thrive.

  • Represented Workforces: A Guide for Managers

    Represented Workforces: A Guide for Managers

    Collective Bargaining Agreements

    Managing unionized or represented employees is a unique and nuanced skill. If you’ve never worked in a union shop as an employee, you may find yourself at a disadvantage when stepping into a management role. Successfully managing within a unionized environment requires a mindset shift—one that avoids an “us versus them” mentality. Approaching union relationships with hostility or resistance will only lead to conflict, grievances, and strained relations with labor relations teams.

    Understanding the Union Context

    I had my first experience with unions in 1997 while working for Lockheed Martin on the Titan launch vehicle at Cape Canaveral. It was a closed shop, meaning union membership was a condition of employment. Not all workplaces require union membership, but many employees are represented by unions even if they opt out of paying dues. These employees have specific rights under the collective bargaining agreement (CBA), and as a manager, understanding those rights is essential.

    While the legal nuances of unionized workplaces vary, one universal truth remains: fostering a collaborative relationship with union employees can make all the difference. A strong partnership and mutual respect in the workplace help avoid unnecessary conflicts and grievances.

    Bridging the Gap: Collaboration Over Conflict

    A common misconception is that managing union employees requires rigidly following the union’s playbook to avoid grievances. While it’s true that the contract should guide your decisions, effective managers learn to navigate the contract creatively and collaboratively. Building relationships with labor representatives, such as union stewards, is crucial. Open communication, transparency, and flexibility can create win-win solutions that benefit both employees and the company without violating contractual terms.

    Set clear expectations, but also recognize when there’s room for compromise. Employees appreciate managers who treat them as partners rather than adversaries, and this mutual trust often leads to better outcomes for everyone.

    Know the Rules

    Some managers assume they can ignore the union handbook or collective bargaining agreement, but that’s a mistake. Familiarity with the contract is non-negotiable. If you don’t know the rules, you’ll quickly find yourself being told how to manage—and not in a good way. Understanding the agreement allows you to:

    • Implement benefits and policies equitably.
    • Offer overtime opportunities fairly.
    • Ensure the workplace is compliant with contractual obligations.

    By adhering to the agreement, you maintain a level playing field for employees and avoid creating unnecessary grievances, which can become bargaining chips for unions during contract negotiations.

    The Impact of Grievances

    Grievances can seem minor at first, but they carry significant weight in union negotiations. Each unresolved issue becomes evidence of mismanagement or inequity, and unions will leverage them to demand concessions during contract talks. By resolving issues proactively and minimizing grievances, you strengthen your organization’s position while maintaining a positive working relationship with employees.

    Treat Employees as People

    At the end of the day, represented employees are still employees—people who want to do a good job, contribute to the company’s success, and be treated fairly. When you focus on respect, equity, and communication, the presence of a union becomes almost invisible in your day-to-day interactions.

    Unions exist to protect employees and ensure fair treatment, and when approached with the right mindset, they can be valuable allies in creating a productive and equitable workplace. Treat your unionized team members with the same fairness and dignity as any other employees, and you’ll find that managing within a unionized environment is not just manageable—it’s rewarding.

  • Work Hard, Play Hard: Leading Your Team to Success

    Work Hard, Play Hard: Leading Your Team to Success

    When I was in the Navy, we had a saying during submarine refits: overtime is authorized. It was a half-joke, but the reality was clear—Navy life meant working tirelessly around the clock. If you had time off, it was precious; but when it was time to work, you gave it your all. That mentality shaped how I view leadership and productivity even today.

    In today’s work environment, particularly for those in hourly roles, this balance of “work hard, play hard” is more nuanced but just as critical. As managers, we must recognize that workplace dynamics come in waves. There will be times when employees are asked to go above and beyond, tackling Herculean tasks to move the organization forward. During those moments, it’s vital to acknowledge their efforts and lead by example—showing them that the team is truly in it together.

    However, just as critical as driving through those high-tempo periods is ensuring recovery time afterward. People need a break. Burnout doesn’t just hurt individual employees—it erodes the entire team’s morale and long-term productivity.

    Understanding the Workload

    When the pressure is on, employees gain a sense of accomplishment from rising to challenges, especially when they see the tangible results of their efforts. But sustained high production without rest is a recipe for burnout. Leaders must plan for slower periods, where employees can catch their breath and recharge.

    If your team is perpetually in overdrive, it’s up to you to take action—whether that’s adding more personnel, redistributing workloads, or finding other solutions. Ignoring the issue will cost you your best employees. People who can’t take their vacations or have no time to recover will feel undervalued and look elsewhere.

    People are More Than Their Jobs

    It’s easy to think of employees solely as contributors to your organization’s mission. But as a leader, you must remember that work is just one part of their lives. Employees have families, hobbies, health concerns, and passions that extend beyond their roles. Their jobs fund their lives, but those lives can’t revolve entirely around work.

    In today’s workplace, employees expect more than just a paycheck. They expect recognition, flexibility, and a culture that values them as whole people. Failing to provide that balance will not only cost you talent but also create a disengaged workforce.

    Rewarding Hard Work

    “Work hard, play hard” isn’t just about maintaining balance—it’s about rewarding effort. When your team goes above and beyond, they should feel appreciated. Recognition can take many forms, whether it’s financial incentives, time off, or even a simple acknowledgment of their contributions. Don’t let exceptional effort be dismissed as just another day at the office.

    In 2025, even showing up consistently is a big deal. A workplace culture that values hard work and ensures fair rewards will foster loyalty and drive. The best teams thrive on the understanding that their contributions matter—and that their well-being matters just as much.

    By embracing the “work hard, play hard” philosophy, you’re not just managing your team—you’re leading them to sustainable success.

  • Food Rules

    Food Rules

    When I was in Toastmasters, we had a saying: food rules. It meant that if you provided food at a meeting, you could count on good attendance. Fast forward to the corporate world, and the principle still holds true—food plays an essential role in workplace engagement and morale.

    Think about it: Have you ever attended an all-day meeting? Keeping participants engaged for long periods can be challenging, but food helps. A well-timed snack or lunch break can reinvigorate the group and maintain focus. However, it’s essential to navigate corporate rules regarding food, especially in organizations working with government contracts. Some companies may face restrictions, so it’s crucial to know your policies.

    Beyond meetings, companies should invest in spaces that promote convenience and comfort for employees. Having a well-equipped break area with coffee, tea, a refrigerator, and even ice can make a significant difference. These simple amenities support employees’ ability to prepare their meals, saving time and money while fostering a sense of care from the organization.

    When it comes to meetings, should leaders provide meals? It depends on the context. Providing food is especially effective when your team is working hard on high-pressure tasks. For example, during my time working on the Atlas V rocket program, food was brought in regularly. The team was under immense pressure to meet deadlines, and having meals on-site allowed us to stay focused and productive.

    For extended meetings lasting two or three days, providing meals makes sense. It keeps people engaged and eliminates the time wasted on leaving to find food. Food can either disrupt productivity or be the highlight that keeps everyone motivated and energized.

    Food is not just about sustenance—it’s also about morale. Sharing meals fosters camaraderie and builds connections. From breaking bread to sharing holiday potlucks, food creates opportunities for informal conversations and strengthens workplace relationships.

    However, there are caveats. Food should never be a substitute for meaningful rewards. Offering a pizza party instead of a raise or promotion can feel dismissive. While providing lunch or snacks can show appreciation, it should complement—not replace—formal recognition.

    As a leader, your job is to use all the tools at your disposal to motivate your team, and food is a valuable tool. Use it strategically to boost morale and productivity, but never as a replacement for genuine rewards. Food rules—but only when used wisely.

  • You Don’t Know What You Don’t Know: A Leadership Insight

    You Don’t Know What You Don’t Know: A Leadership Insight

    As a leader, it’s easy to find yourself in a situation where you’re asked a question and you don’t know the answer. It happens to everyone, even the most seasoned leaders. The truth is, leaders often face a knowledge vacuum because they’re managing areas where their technical expertise might be limited. It’s a challenge that comes with leadership, but it also presents an opportunity to demonstrate self-awareness, trust, and effective communication.

    The Challenge of Leadership and Knowledge Gaps

    In many cases, leaders find themselves stepping into roles that require them to manage complex systems and processes, but without the deep technical knowledge that their team members possess. And that’s okay. What good leadership demands, though, is recognizing and acknowledging the gaps in your own knowledge.

    This is where understanding that you don’t know what you don’t know becomes crucial. It’s not about being an expert in every aspect of the work but about managing the flow of information effectively. Leaders must rely on the subject matter experts (SMEs) within their teams to provide the insights necessary to move the organization forward.

    Trusting Your Team to Keep You Informed

    Good communication is the foundation of any successful team or organization. But it’s especially important when you’re managing technical staff who know more about the products, services, and deliverables than you do. Your team’s expertise should be your resource, and you need to cultivate an environment where they feel comfortable proactively sharing information.

    If you’ve been promoted from within, you might already have a strong understanding of the complexities your team faces. You’ve walked in their shoes, and you understand the day-to-day challenges they encounter. This familiarity allows you to give your team the space to operate without micromanagement, because you trust that the work will get done. However, for many leaders, there’s a period of adjustment. You may find yourself in a position where you’re uncertain about what’s going on in the work centers. This can lead to an increase in questions and requests for information, which can unintentionally feel like micromanagement to your team.

    The Risk of Micromanagement

    The uncomfortable truth is that when you’re out of your depth, you may feel compelled to ask more questions than usual to ensure that everything is moving in the right direction. The problem is that excessive questioning can lead to tension and mistrust, with your team wondering if you believe they can handle the work. This tension can erode the trust and confidence that is essential for high-performing teams.

    I’ve experienced this firsthand. In one instance, my team began to question whether I trusted their ability to get the job done. I have a strong understanding of our processes and procedures, but I was asking probing questions to ensure we were on track with multiple taskings. My intent wasn’t to undermine my team’s ability but to ensure that we were meeting deadlines and avoiding last-minute crunches. I’ve seen it happen too many times—when tasks are left to the last minute, everyone is scrambling to get products and services out the door. It’s stressful and inefficient.

    In this case, my bigger picture understanding of the schedule and its impact led me to ask questions that under normal circumstances I might not have. But sometimes, understanding the broader context means asking the tough questions.

    Navigating the “Don’t Know” Moment

    So how do you navigate the delicate balance of not knowing the details but still needing to lead? The answer lies in communication and relationships. Establishing open lines of communication with your team is essential. You might not have the answers, but you can certainly ask the right questions and learn from your team’s expertise.

    It’s important to set clear expectations with your team. Let them know that you’re not there to micromanage or to take over their job, but you do need information to ensure that everything is running smoothly. You might be asking questions that seem redundant or even silly, but your role as a leader is to understand where things stand. You’re responsible for communicating the challenges, progress, and successes to higher management, and you can’t do that if you’re in the dark.

    Conclusion

    In the end, remember: you don’t know what you don’t know. As a leader, you’re going to face moments of uncertainty, and that’s okay. Embrace the learning curve. Spend time getting to know your team’s processes, challenges, and perspectives. The growth you experience during this learning period is what will make you a more effective and respected leader.

    Good leadership is about more than just having all the answers; it’s about knowing when to ask the right questions, relying on your team’s expertise, and fostering a culture of communication and trust. When you acknowledge the gaps in your knowledge and rely on your team to help fill them, you’ll create an environment where everyone feels empowered, supported, and driven to succeed.

  • The Art of Delegation

    The Art of Delegation

    When you think about everything on your plate, it can be overwhelming. Forget, for a moment, the leadership aspect—just think about being an employee with customers placing multiple projects in your hands to accomplish. It’s a lot.

    As a leader—whether you’re an individual contributor who leads by example or a designated manager—you may have a team to help carry the load. But delegating work can be one of the toughest challenges, especially if you’ve been an individual contributor for a long time. Relinquishing control and trusting others to handle tasks can feel daunting.

    The reality is, you can’t do it all. There are simply not enough hours in the day to accomplish every task yourself. To succeed, you need to turn over responsibilities to others and trust them to get the job done.

    Why Delegation Matters

    Delegation isn’t just about assigning tasks—it’s about empowering your team. When done effectively, delegation:

    • Lightens your workload, allowing you to focus on higher-level responsibilities.

    • Helps your team develop skills and confidence.

    • Fosters ownership and accountability within the group.

    But how do you delegate effectively, especially if it doesn’t come naturally?

    Steps to Delegating Effectively

    1. Understand Your Team’s Strengths

    Knowing your team’s skills and capabilities is crucial. Some individuals are better suited for certain tasks based on their expertise, while others may thrive when challenged to learn something new.

    2. Provide Clarity

    Delegation isn’t just handing off a task and hoping for the best. You need to ensure your team understands:

    • The objective of the task.

    • The timeline and deliverables.

    • The tools or resources they’ll need to succeed.

    For instance, asking someone to create a data-driven PowerPoint presentation without ensuring they know how to find the data or use the software sets them up for failure.

    3. Offer Support and Training

    If a team member lacks the skills to complete a task, provide the necessary training or assign a mentor to guide them. Delegation without equipping your team is not delegation—it’s abdication.

    4. Empower Decision-Making

    Allow your team to approach tasks in their own way. When individuals have the autonomy to decide how to tackle a project, they often find creative and efficient solutions. This ownership fosters pride in their work and increases productivity.

    5. Check In, Don’t Micromanage

    Regularly check in on progress, but resist the urge to micromanage. Your role as a leader is to remove obstacles and provide guidance—not dictate every step. Trust your team to rise to the challenge.

    6. Acknowledge and Reward Success

    Recognize those who excel and go above and beyond. Positive reinforcement not only motivates the individual but sets an example for the entire team.

    Delegation in Practice

    Sometimes, you’ll have the luxury of allowing your team to choose the tasks they want to work on. This approach often leads to higher engagement and innovative solutions. However, there will also be times when you must assign tasks based on the big picture that only you, as the leader, can see.

    In both cases, your success hinges on communication, support, and trust. Provide clear guidelines when necessary—whether through desktop guides, operational procedures, or hands-on mentoring. At other times, allow your team the freedom to figure it out and find their own path.

    The Big Picture

    Delegation is more than a management tool—it’s a mindset. It’s about trusting your team, empowering them with the tools and autonomy they need, and celebrating their successes. When you delegate effectively, you’re not just getting tasks off your plate—you’re building a stronger, more capable team.

    And remember: people want to come to work and succeed. Delegating gives them that opportunity. Your role is to guide them, remove barriers, and create an environment where they can thrive.

  • Time Management: A Guide to Getting Things Done

    Time Management: A Guide to Getting Things Done

    Do you ever find yourself at the end of a workday wondering, Where the heck did the day go? Or perhaps, as your day begins, you feel overwhelmed thinking, Will this day ever end? Managing time effectively is one of the most challenging aspects of modern life, especially with the myriad of tasks, meetings, and priorities demanding our attention. For many, their schedules are dictated by external factors such as mandatory meetings, regular maintenance tasks, travel, or deadlines that require strict adherence. So how do you manage your time to ensure everything gets done?

    Learning from the Navy: The Power of Structure

    Some of the best time management skills I learned came from my time in the Navy. In that environment, everything was a priority. Chiefs or officers would frequently interrupt tasks with urgent directives, demanding immediate attention. To stay on top of the chaos, we relied on a simple but effective tool: a notebook.

    By keeping a detailed list of priorities and tracking how long each task took, we were able to structure our days. This practice taught me the importance of understanding the time commitment for routine activities. Whether you’re writing reports, programming, or coordinating shipments, having a clear idea of how long tasks should take helps you schedule your day effectively. This ensures you not only complete your priorities but also leave time for “housekeeping” or unplanned tasks that inevitably arise.

    Minimizing Distractions

    As we head into 2025, distractions like phones and social media are increasingly problematic. What used to take 30 minutes now takes an hour because of constant interruptions. To combat this, it’s crucial to be mindful of distractions and take deliberate steps to minimize them.

    One effective strategy is time blocking. By allocating specific periods in your calendar for focused work, you can prevent others from scheduling meetings during those times. Tools like Microsoft Outlook make this easy to implement in a corporate setting. The more you can establish a rhythm to your day, the more productive you’ll be.

    Streamlining Processes with Lean Thinking

    Another valuable method for improving time management is analyzing your processes through a Six Sigma or lean perspective. These methodologies emphasize eliminating waste and improving efficiency. Start by breaking down your work into micro-steps. Analyze each step and ask yourself, Why am I doing this? If a task has no clear value or purpose, consider eliminating it. For example, you might discover that some reports or actions are performed out of habit rather than necessity. By eliminating unnecessary tasks, you reclaim valuable time and focus on what truly matters.

    Additional Time Management Strategies

    1. The Eisenhower Matrix

    This method categorizes tasks into four quadrants based on urgency and importance:

    • Urgent and Important: Do these immediately.

    • Important but Not Urgent: Schedule these for later.

    • Urgent but Not Important: Delegate these tasks.

    • Neither Urgent nor Important: Eliminate these.

    This matrix helps prioritize tasks effectively and ensures your energy is spent on meaningful work.

    2. The Pomodoro Technique

    The Pomodoro Technique involves working in focused intervals (typically 25 minutes) followed by a short break. This approach improves focus and prevents burnout. Over time, it can help you accomplish more by keeping your mind fresh and engaged.

    3. SMART Goals

    Setting Specific, Measurable, Achievable, Relevant, and Time-bound (SMART) goals ensures you’re working on tasks that align with your objectives. By breaking larger goals into manageable steps, you create a roadmap that reduces procrastination and promotes steady progress.

    Final Thoughts

    Managing time effectively requires consistent effort and self-awareness. Whether you’re using a notebook to track priorities, time-blocking to protect your focus, or employing methodologies like the Eisenhower Matrix, the key is to find what works for you. Remember to periodically analyze and adjust your processes to ensure they remain efficient.

    Time is one of our most precious resources. By working smarter—not harder—and reclaiming wasted time, you can achieve more while enjoying a less stressful, more productive day.

  • Setting Priorities: A Guide for Leaders

    Setting Priorities: A Guide for Leaders

    It’s Monday morning. You log into your computer and begin sifting through emails, scanning the sidebar in Outlook, and glancing at your schedule packed with meetings for the day and week ahead. The workload can feel overwhelming, leaving you asking, “Where do I begin?”

    As a leader, your priorities are often set by your next level of management. In turn, it’s your responsibility to set clear priorities for your team, ensuring they know what’s most important for the day or week. A 15-minute stand-up meeting, as mentioned in the previous post, is a great way to get a quick snapshot of what’s been accomplished and what still needs attention. However, most workplaces today are customer-oriented, and there are always products or services that must be delivered. The challenge lies in determining which customer gets immediate attention and how to direct your team’s efforts toward those goals.

    Long-Term vs. Short-Term Planning

    Effective prioritization begins with a balance of long-term and short-term planning. For instance, I deal with multiple customers, each with different priorities. Like many people, I often have a “primary” customer—the one contributing the most to our bottom line. Naturally, this customer tends to receive the most focus. However, prioritization is rarely straightforward. It often requires balancing two key forces:

    1. The expectations of your boss or leadership.

    2. The demands of your customers.

    When these forces conflict or change suddenly, it’s crucial to adapt without derailing your team’s productivity.

    Adapting to Ever-Changing Priorities

    Work priorities can shift dramatically—even overnight. You might walk into the office on Monday with one set of tasks, only for everything to change by Tuesday. How do you keep your team aligned and focused in such a dynamic environment?

    Here are five strategies to manage changing priorities effectively:

    1. Set Clear Expectations.

    Let your team know upfront that their work environment requires flexibility. When sudden changes arise, they’ll be more mentally prepared to adapt without resistance.

    2. Minimize Disruption.

    Avoid frequently pulling your team off one task to start another, only to shift them back again. This “stop-and-restart” approach results in lost productivity and frustration.

    3. Delegate Wisely.

    Understand each team member’s capacity and workload. Assign new tasks only to those who have the bandwidth to handle them without being overwhelmed.

    4. Push Back When Necessary.

    Sometimes, you must communicate upward to management or customers that your team is operating at full capacity and cannot take on additional tasks. Setting boundaries ensures quality isn’t compromised.

    5. Prepare for Emergencies.

    Every workplace has emergencies that disrupt planned priorities. Whether it’s fixing a broken system for a customer or addressing a critical management need, these situations require immediate attention. Build in flexibility to handle such contingencies.

    Empowering Teams to Manage Priorities

    While it’s a manager’s responsibility to set priorities, a strong team should also be capable of self-prioritization. Encourage team members to identify and focus on what’s most important within their roles. They should communicate their priorities upward, providing you with insight into their decision-making and progress.

    When you notice inefficiencies or misalignment, step in to recommend changes to their processes or focus. By doing so, you help your team stay on track and achieve the organization’s goals.

    Conclusion

    Setting priorities is a balancing act that requires clear communication, adaptability, and strategic planning. As a manager, you serve as the bridge between your leadership’s expectations and your team’s workload. By fostering a culture of flexibility, minimizing disruptions, and empowering your team to take ownership of their tasks, you create an environment where priorities are managed effectively—even in the face of change.

    Remember, priorities aren’t just about getting work done—they’re about ensuring the right work gets done at the right time, driving the success of your team and organization.