The old adage is true, "Time is money, don't waste it."
This particularly holds true in a business environment
where the bottom line is either your shareholder's friend
or foe.
You've been given a project to pull together data from
several departments within your organization. How can you
convey the urgency and deadlines to someone in another
department who isn't directly affected by this project?
Managing this challenge will be half the battle for you.
The key to this dilemma is communication. Given the
deadlines that you have been given, the knee-jerk reaction
is to bark orders at your co-workers. Resist the urge to
order others around. Doing so will only creates resistance
to the project. It's a natural reflex to show defiance
when someone communicates in this manner. Remember the
sage and ageless advice your grandmother gave you: "You can
catch more flies with honey than you can with vinegar."
Communicate your project and what is needed from your
co-workers. If your project is due on October 15th, ask
your co-workers for the information a few days prior so
that there is room for unexpected and last minute issues.
If your co-worker is unable to meet a particular deadline,
be flexible and provide a few alternate dates for them.
Once you have confirmed the date and information that is
needed, verify what time of day it needs to be turned in to
you. For example, by noon on October 15th, or by close of
business October 15th, etc. As a closer, ask the employee
if they would like to have a reminder email or phone call.
Most will say no, but it will again demonstrate your need
for timely information, and illustrate that you want to be
helpful without feeling "pushy".
What happens if your co-worker(s) miss a deadline? This
doesn't grant authority for you to stand in their doorway
and rant! By blaming, you may escalate the discussion into
something more than just a late piece of the project. Now
it's a character defect that's being debated - something
taken far more personally and potentially damaging to
interdepartmental communication. Instead, take a moment to
call the person rather than email them.
People have a harder time making excuses if you speak to
them directly. If they aren't there leave a voice mail. If
you happen to catch them on the phone, take an apologetic
tone and tell them you haven't received the information and
you are worried you deleted it or it never made it's way to
you (although you may suspect that they just didn't send
it.) Most of the time, co-workers will let you know they
dropped the ball and simply didn't get the info to you as
previously agreed. Your initial tone and method of
communication has resulted in your co-worker feeling
accountable and more receptive to you.
If it just isn't possible to reach them by phone, send an
email with the same approach as above. When they confess
they haven't completed their piece in time, take the
opportunity to ask for a firm date when they will commit to
having it ready. The subtle confrontation will bring a
level of discomfort which will no doubt serve as a reminder
to get your project done by the due date next time!
Remember, extreme communication tactics don't usually work.
A tactful approach that conveys a willingness to help the
project along is the winning ingredient in this dilemma.
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Linda Finkle, CEO of INCEDO GROUP, works with innovative
leaders around the world who understand that business needs
a new organizational growth style. These innovative leaders
know that powerful cross-functional communication is the
highest priority and the strongest strategy for building
organizational effectiveness. To find out more, visit:
http://www.IncedoGroup.com
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