Communication Effectiveness – Using Technology as Your Surrogate!

SERIES: Part Four of a Five-Part Article

Why must you communicate?

As a leader, determining the purpose of your communication objective will lead you toward one of two options. When you must actually connect live with the other party, you need to have a “dialogue.” When you must merely “exchange” data and information with the other party, the need for a live interaction may not be necessary. Either way, you have just identified both a second option and a time- saving opportunity at the same time.

While you need to remain in constant communication with your team, it is not necessary that you be actively in touch with everyone. In fact, today’s effective leader must tactically utilize the advances in technology as a surrogate to “exchanging” information at every opportunity!

By tactically and effectively drawing upon technology as your surrogate, you can guard against micro-managing people and over communicating, yet ensure effective communication takes place across lines. In addition, you provide yourself with the freedom of flexibility to be the leader that is required for your organization to succeed!

Here are some tactical performance communication tips for the technology at your fingertips:

  1. eAuto responder – Within the realm of electronic email, you have the ability to enable or disable the auto response messenger service of your email. When someone sends you an email, you have the option of an automatic response being bounced backed immediately. To maintain the forward momentum of you, your team and the outside world, consider an informational update by enabling this feature.

You could state, for example if you are on site on a given day, “Your message has been received at JMI, I will respond ASAP. If you need immediate assistance please call Toll free 1-877-90-MAGEE and ask for Amie or Koby. You also can get immediate assistance by e-mailing” Or, if you are off site, be specific, “Your message has been received at JMI, I am off site at an educational program enhancing my skill abilities to better serve my customers and will respond ASAP. If you need immediate assistance please call Toll free 1-877-90-MAGEE and ask for Amie or Koby or by e-mailing

  1. E-mail – Consider converting from long, drawn out sentence/paragraph form e-mails to a numbered or bulleted e-mail draft. This format tends to encourage brevity and makes it easier to track informational items in conversation with others.

For an even faster e-mail response, merely draft in your response in a different colored font adjacent to their questions. Then all you have to do is hit send!

  1. eAuto Signature Line – Ensure that all informational items you would want at the end of an e-mail draft are attributed to your eAuto Signature line (and set up). This will save time on all future email correspondence, as it will automatically appear. To further encourage effective communication, you should have in your include: Name, Title or position, E-mail address, Phone number, Fax number, website and any seasonal, informational or time sensitive item you want to ensure your recipients know (use this as advertising, marketing or update opportunity space, but be brief!).

  1. Personal Voicemail Extensions – By knowing the voicemail extension/box of those people with whom you have to communicate or get something from, you can now choose to telephone them and engage in a live dialogue or avoid the conversation chit-chat trap by going directly into their voicemail box and leaving a message. Of course, you can also follow up with an e-mail directing them to the voicemail message you have left or leave a message with their gatekeeper to have them check their voicemail.

  1. Recorded Outbound Telephone Voicemail Message – By evaluating the recorded messages you receive, you can determine if your own message is action- oriented. For example, if you have to repeatedly replay a message to distinguish a phone number or name, you need to rerecord your greeting. If you are returning calls to people because you are not sure what they want, rerecord your greeting. A leader has precious discretionary time today, and every minute must be a wise invested minute.

Try: “Thank you for calling. This is Mr. X.  Please leave your name – and if we do not know one another, please spell it for me – along with your phone number, repeated twice. Please leave a very specific message as to what you need and how I may be of service to you, and I will return your call by the end of the day.”

This may seem awkward, but it does not matter! The caller will tend to do exactly what they are prompted to do, and this information allows you to expedite your actions and maintain peak performance for both of you!

  1. Pagers – By knowing the pager numbers of those people with whom you have to communicate to, you can now choose to page them when necessary to maintain states of efficiency!

  1. Fax – There still seems to be an air of urgency to a fax transmittal. Knowing the fax numbers of organizations and, even more importantly, the systems on your intended recipients’ desks, you can avoid live dialogue and send communications via fax. And to draw even faster attention, legibly write your message and fax that!

  1. Faxback Responses – You can even expedite follow-up responses to other parties by taking a document that requests information from you, circling the question and drawing a line to the margin. In that margin, write your answer and immediately fax back their letter/document with your handwritten answer/response. Labor is minimal, and productivity soars!

  1. CD/DVD/Tape/Etc. – Alternative communication delivery vehicles also can be used if you know the recipient’s preference. A fast form of communication exchange can be accomplished with these mediums.

  1. Any Other Instrument – Reflect upon your skill level and industry for any other examples, instruments, products or services that you can deploy to effectively increase your communication ability, while reducing the degree of work and time consumed by the process. Once you’ve found it, deploy it aggressively!

As a leader, determining the purpose of your communication objective will lead you toward ways of becoming more effective within “dialogues” or in the mere act of “exchanging” information with others.

How you do what you do is the art and science of tactical communication. An effective leader recognizes that, whether you communicate or not, you have communicated loudly to your team.
-Dr Jeff Magee
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Communication Effectiveness – Dealing With Known Problem Players, CYA!

SERIES: Part Five of a Five-Part Article

Sometimes as a leader, you will need to communicate with a person who you know to be difficult or who has a reputation of being difficult. In those instances, for an effective engagement and an intended positive outcome, there are some safeguards to consider.

Dealing With Known Problem Players
Means “Covering Your Actions” (CYA)

In Non-Confrontational Ways

There are clues that you have a possible problem ahead of you and that a person is branded as “bad luggage” (although management has not or is unwilling to free up their future for other career opportunities at the health benefit to an organization):

  1. If the employees of an individual turn over faster than they do
  2. If colleagues leave, quit or take a lateral transfer faster than the individual in question gets promoted
  3. If peers to an individual limit their exposure to them, don’t go out of their way to engage them and are reluctant to give you insight to how best to engage them when you ask for coaching guidance
  4. If you have ever witnessed individuals having communication implosions with a person
  5. If vendors have more critical than constructive comments about an individual
  6. If a long-standing, positively contributing event, program, initiative or service is attacked by an individual for the sake of drawing attention to him or herself
  7. If you have ever been mislead or used by an individual
  8. If you know a person is a political animal and they use people – at the expense of the organization – for their own goals
  9. If a person uses their position (tenure with the organization, age, gender, race, personal connections, etc.) as their insurance policy for not being “terminated”
Many times, problem and difficult players are a cancer
with which leadership refuses to deal.
In that wake, many times more contributing forces

to organizational success are lost!

Forecasting problematic players to communicate with is easy if one pays attention to the numerous clues. The question then evolves to how best to engage them for solution-oriented, organization-benefiting outcomes. If you have someone like this in your organization, consider these strategies:

  1. Pre E-mail or Correspondence – Look for an opportunity for an upcoming initiative on which the two of you will work together. After your initial dialogue, e-mail them an after-action review, recapping your understanding of the essential 5-Ws and 1-H (Who, What, When, Where, Why, How). In essence, make sure you specifically speak to – in a non-confrontational manner – any item that the person has previously demonstrated to be a point of contention. Then send a copy to all appropriate supervisors, vendors, clients, etc. This will be a positive intention e-mail, and the copy provides for initial documentation that will motivate the other party to constructively participate when they see others have received copies. You can preface the reason of sending copies to others under the pretense, “If anyone has suggestions as to how any of us can attain a higher level of success with our individual responsibilities, please share immediately.”
  1. Backup Documentation – In heightened situations where you know someone to be difficult and you really need to cover your actions, keep appropriate documentation off site. When push comes to shove, documentation always wins if you have the facts. Then, and only then, will a habitual problem player be held accountable and possibly purged from an organization!
  1. Assume Follow Up – Between when you initially talk about doing anything and when it is actually done, determine consistent and regular interval update times to ensure they are on track.  By doing this, you will avoid deadline implosions. This may mean setting check points in your PDA, calendars, tickler-systems or day planners. At each of these check points (again in a non-confrontational manner), document and send a follow-up correspondence to them with copies to all appropriate parties in the universe – otherwise it is your word versus theirs!
  1. Involve Neutral Parties – As appropriate, identify neutral third parties, whom the other person appears to respect and that you can accept as well. Engage them early and often to enhance one another’s actions plans for greater efficiency. By doing so, you are not focusing energies or attention on one another as personalities, but rather on the mutual gains. Thus, interactions will also begin to condition the perceived difficult player to be less difficult in your presence.
  1. Stay Focused on Big Picture – Another way to avoid the personal involvement with problem players in communication is to ensure your goal is always the end game of the organization. Tie your communications to that of the organization’s Mission Statement, and it will become increasingly more difficult for the traditional problem player to challenge you or attempt to undermine your initiatives!
  1. Alliance Communications – Associate your communication subject matter to others that have bought into it or are supporting it. Problem players are more inclined to come after you when it appears to be a “You versus Them” format. Likewise, they tend to be less confrontational when you seem to be a part of a bigger grouping. It could sound like this, “In talking with Susan, Tom and Chris, they thought it would be in our best interest if we…” Now, whatever you present appears to be part of a larger energy force.

It is a fact of organizational reality that many times that which holds an organization back from peak performance is not an outside force, but rather an internal one. And yes, it is also true that far too often these people are just clever enough (not actually smart enough) to play the system to their advantage that management is intimidated to do their leadership job and intervene with them, coach them, council them or terminate them. They become an actual passive-aggressive cancer to an organization.

As a managerial-leader you don’t have to become a victim of them. You need merely become a better communicator in the presence of them.

-Dr Jeff Magee
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Personnel Assessment For Cultivating Performance Greatness – Building a Performance Template for the Right Stuff?

SERIES: Part One of a Four-Part Article

We have ascended into a strange point in time in the history of the planet in respect to organizational effectiveness.

While most organizations boast they seek greatness in what they produce and from their employees, we have actually arrived at a point in time where minimum effort for maximum paycheck and minimum skill asset for maximum rewards has become the condoned norm!

“Great people ascend to a position to which they are functionally incapable of fulfilling, and they, the organization they represent and the individuals they serve and who serve them all become failed.” Known in management as the ‘Peter Principle,’ this is becoming too often an evolution reality in American businesses.

As a performance advocate, you can build systems that will guide both you and those around you to greatness. By crafting a “Profile” assessment for every function within an organization, for every position one seeks and for every credential differentiator, an organization creates in the marketplace.

To create an objective and thorough assessment instrument or “Profile” of performance greatness in an endeavor, consider these EIGHT Models:

1. The “Player Capability Index©” Makes It Very Clear!

A model or formula that can take the subjectivity out of assessing one’s abilities and capabilities, thus allowing an objective, thoughtful and thorough analysis, can be attained through the “Player Capability Index.” This model serves as a guidepost to questions and observations necessary to see the totality of an individual to be hired, transferred, promoted or trained. Consider:

C (T2+A+P) = R


The ‘R’ represents the ‘Results” necessary or desired from any position/function/candidate. In order to get the desired ‘R,’ it is critical that one understand the depth of the ‘C’ (‘Capabilities’) either a position requires or a candidate possesses. To thoroughly understand from where the ‘C’ comes, look into the parenthesis portion of the formula. For example, if you seek a new job or are unemployed and seeking a position, ‘R’ becomes that new position. By thoroughly analyzing these other letters and the totality of what they mean for you on a piece of paper, you will arrive at what you have to offer, and it will become obvious as to whom in your marketplace would see value in that!

The ‘T’ represents ‘Training,’ and the number two represents two interpretations of the ‘T.’ The first interpretation is for exploring the depth of the historical or past tense training one possesses. If the answer indicates one does not have the ‘Capabilities’ to deliver the ‘Results’ needed, there would be a need for ‘addition training,’ which is the second interpretation of the ‘T’ to be fulfilled. The ‘T’ will be matched by the ‘A’ of one’s ‘Attitude,’ which will greatly influence how the ‘T’ is used. To further explore the ‘Capability’ level of a candidate, also look at the ‘P,’ which demonstrates the ‘Performance’ of a candidate. All of this insight will be weighted by two interpretations of the ‘E,’ which represents ‘Expectations.’ The ‘E’ represents both the candidate and the organization or position.

In assessing an individual, there are some areas to consider from within each category of this formula. You can examine personal credentials, resumes, job applications, citations, etc. to objectively measure the depth of training, seminars, symposiums, classes, courses, degrees and certifications represented by the ‘T!’ Consider one’s body language, posture, tone of voice, face inflections, etc. in measuring the degree of the ‘A’ they possess or may possess! Review one’s credentials, past employee reviews, letters of reference, citations, etc. to gauge the level of validated ‘P’ they have experienced; this will aid in benchmarking future expectations. Of course, all of this will be weighed by both parties’ ‘E’ factors, so make sure you ask very candid and direct questions to solicit their level of ‘E’ about you, the team and the organization before entering into a potential relationship!

To further enhance the development of an individual or team, management could use this model as an overlay to present positions and forecasted positions. The model would be used to determine (absent of personalities) what the necessary answers would be for each category within the model for a position itself. ‘R’ would be the net task to be handled by any position and, thus, what the critical ingredients would be for a successful candidate within a position.

2. Industry Certification

Benchmark any existing industry certification for your desired performance application. If there are any certifications offered within your organization or industry, get them and craft your actions around those perimeters. If your are building a “Profile” for performance greatness for your organization, use these preexisting criteria as consideration benchmarks in designing your template.

3. HR Assessment Instrument

If your organization has a preexisting human resource-designed and administered assessment instrument for a given position, use that as a benchmark of minimum “Profile” criteria. Performance enthusiasts will use such instruments – and hybrids of them – on a regular basis (weekly or monthly) to continue performance coaching opportunities, regardless if the organization encourages annual or biannual use – which is indicative of nonperformance-oriented managers that have ascended into would-be leadership positions!

4. Success Assessment Bio

Consider the most successful person you “actually” know in the position or endeavor that you seek. From that person, develop an inverted “L-grid.” Write their name across the top, and within the grid start drafting every descriptive characteristic you know of that lead to their perceived greatness. If you can actually interview them, dig deeper and ask questions to determine what they feel are the characteristics, traits, abilities, skills, etc. that have lead to their greatness. Once you have done a brain dump, return to this comprehensive list. On the outside left of the “L-grid,” for each entry you have written, identify an appropriate identifying label or category for that entry. Now, with these entry categories, you have additional data to consider using in your master “Profile” for performance greatness!

5. Core Competencies Assessment

Based upon what you know are the minimum skills necessary to perform in a position and the expected competencies that the end user expects from someone in a position, draft a list to serve as an additional reference point when crafting a powerful performance “Profile” for greatness within a business or for a sought-after position.

6. Competition Assessment

If there is a means to determine the behaviors and competencies that are used by the number one and number two organizations in the industry you seek, use that gained data as a benchmark in crafting your performance “Profile!”

7. Personal Performance Goal Assessment

Focus on your endpoint. Where do you want to go with this performance measurement? Ensure that from the above insight, if any measurement for greatness is omitted, you will need to build that into your “Profile” for sustained greatness.

8. YIELD MANAGEMENT Performance Review©

In YIELD MANAGEMENT: The Leadership Alternative to Performance and Net Profit Improvement© (by Jeffrey Magee and Published by CRC/St. Lucie Press), a leading graduate management text, a powerful template was crafted from the most consistent performance measurement categories from the leading Fortune 500 organizations’ appraisal instruments. The most common descriptions for sub-section measurement categories were General Performance, Job Applications, Adaptability, Interpersonal Skills, Leadership, Supervisory, Other.

As you can see, the applications of these performance assessment models are explosive, whether being deployed as an introspective of oneself or in assessing others around you. These may serve as a genesis to other assessment considerations in sustaining your performance greatness throughout your professional life. You can use these as guide posts in the interview process, then performance improvement coaching process on an on-going basis, and as a benchmark for exit strategies with non performing players in an organization.

-Dr Jeff Magee
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Personnel Assessment For Cultivating Performance Greatness – Building Peak Performance With Benjamin Franklin’s Secret Decision Tools!

Businesses have evolved into many inefficient habit patterns that actually hold back their own individuals and teams from peak performance.

Consider the tasks that you and others may be assigned, may assume or work on daily. If you were to evaluate the depth of skill, knowledge, experience and overall ability one has in connection with the tasks, in many instances there would be a radical adjustment to be made.

Think of it this way. If you started your own business and built a team from scratch, you would evaluate all of the tasks needing to be functionally addressed. With that data clearly defined, and maybe even written out, you would begin finding, interviewing and appropriately assigning the tasks that play to each player’s strength index!

The reality in the work place today is that people enter an organization, are led to their assigned workspaces and associated tasks and told to GO!

I see this every day with my Fortune 500 clients, major associations and government agency clients. Managers inherit personnel and never see beyond the surface level of the players’ abilities. Colleagues sit side-by-side for years – decades – and, in some cases, never learn of the true talent depth of the person next to them. Without that talent base being made public, no one benefits from its richness!

Right player, right task, right time, right development, right success, right performance!

 Cultivating performance greatness from within oneself and from others starts with an introspective look at one’s base talent pool. A quick way of determining this depth is by using the decision model alleged to have been used by the great Benjamin Franklin in pursuit of making decisions. For yourself and for each player on your team, take a simple piece of paper, write the person’s name at the top center of the page and draw a vertical line down the middle of the page from top to bottom. Now:

  1. In the left side, enter descriptors for the said person: Positives, Attributes, Strengths, Skills, Educational Attainments, Certifications, Accomplishments and Things They are Good at Doing!
  2. In the right side, enter all of the descriptors for the said person: Negatives, Detriments, Weaknesses, Specific Lack of Educational Attainments and Things They Stink at Doing!

As a leader, you cannot lead others to greatness if you cannot innately tap into a positive side depth. By weighing the two sides against one another, you should determine the number of entries on a person’s weakness side, and your goal should be to know three to five times more about them on the positive side

To determine the richness of each player that you lead, do this drill for each player on a separate piece of paper or electronic word document. Challenge yourself to greatness by recognizing what others’ greatnesses are. If you are unimpressed with what you know or do not know, let that become the motivator by which you engage each player and ask for their feedback to complete this model.

Individual  success = increased self-esteem = increased motivation = increased passion = increased commitment = increased winners!

To enhance an organization’s performance, routinely list all of the core functions of your organization or business area on separate pieces of paper. Then set those to the side and do the same for each person on your team. With the players’ names and Strength/Weakness Index (Ben Franklin +/- Model) detailed, lay the names on a chart or table, take the stack of functions and place them like your playing cards adjacent to the person best suited for that task, regardless of current positions. When you are done, you will notice where people are overloaded, who needs to be trained for greater performance participation and whether or not you have someone on your team that is a non-performer with no tasks assigned to them. This becomes either a training and development opportunity for the both of your or a termination identifier for that person!

Cultivating performance greatness from all players on a team is the critical factor in the business place today. As the tactical leader, this tool will aid you in determining how best to grow and deploy your people’s assets.

-Dr Jeff Magee
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Decision Making – Using The Quadrant Manager System© Ensures Greater Productivity Versus Activity!

When the dust settles and the calm returns, the degree of quality productivity versus sheer activity will mean the difference between profitability and mere sustainability in today’s business place. To attain this, one must be able to facilitate basic decision-making in relation to what one focuses energy on and what should be set aside or ignored entirely.

In today’s business place, whether a professional uses an electronic self-management device (PDA) or a more traditional day planner, it is critical that the use of a tactical system be adopted and used diligently for true productivity.

An incredibly simple, yet explosive, tactical productivity decision-making instrument that can be adopted into any system is the “Quadrant Manager System© (QM)!”

To ensure maximum productivity, use the following instrument daily. It can be added to any existing system to ensure the totality of listed action items needing daily attention get the appropriate level of attention. The instrument also serves as an efficient daily monitoring instrument at mid-day by evaluating what items in one’s business have been addressed by mid-day and thus where energies should be focused for the remainder of the day.

Always remember, there is a difference between being active and being productive!

To use the QM System© there are three distinct tactical steps. Both psychology and profitability are incorporated into the implementation of the QM System©. If you shortcut any step, you will find that you will lapse into an ACTIVITY zone and not a PRODUCTIVITY zone!

  1. STEP ONE, CREATE IT – Anywhere on your existing physical day planning device or on any blank sheet of paper, merely draw a large plus sign. Make the sign large enough to make small notes within the four quadrants imposed by the intersecting lines, yet small enough to not take up much physical space.
    The plus sign created by the intersecting lines creates four distinct quadrants (hence the QM System©), each representing a productivity zone. In any order, it does not matter, label the four quadrants: TO DO, TO SEE, TO CALL, TO WRITE.
    These represent the only workable action items one faces in business. All tasks, assignments, and activities can be attributed to any one of these four quadrants!
  2. STEP TWO, BUILD IT – Regardless of the totality of items you may have assigned to a pre-existing action/to do list, to increase productivity greatly, you must evaluate each category within the QM System©.  Only write up to, and never more than, THREE ENTRIES in each quadrant. If there are not three items needing attention for a given day in a given quadrant, don’t make up extra work for yourself.  If there are more than three, the rule of thumb is, “If I could only work on up to, and no more than, three items per quadrant, which three would be most important?”
    Now you have identified the three most important action items for productivity for a given day.  If accomplished, you will have completed the top 12 most productive items needing your attention, as opposed to countless items that, while they may have needed attention, were not critical and, thus, not important.  When the dust settled they were probably more along the lines of items that occupied a lot of activity and not productivity!
  3. STEP THREE, PRIORITIZE IT – Now evaluate each quadrant independently. Using the same methodology used for placing the initial entries into the quadrants, evaluate and prioritize each quadrant’s action items by asking, “If I could only work on one item in this quadrant, which one would be most important?”

Continue that evaluation for all entries in each quadrant and for all four quadrants.

When you are done, you will have a maximum of three items per quadrant, and each will have a descending numerical value associated with it. Notice that you may have items in a quadrant that, while you wrote them down as the first entry in that quadrant, have a value of two or three associated with them.  This indicates that they get your attention only after the “one’s” have been completed or pushed forward as far as they can for legitimate reasons.

To ensure maximum productivity, always work tactically on those items that are genuinely most important. You can take the QM System© and occasionally modify your attention by drawing a circle in the middle of the instrument. Then prioritize the quadrants, one more important than the other, as well as the items within each quadrant.

Additional lessons learned from the implementation of the system are: All items that fall at level three or below are those that should either be delegated away to others or should never have been allowed onto your figurative desk; you can use the instrument as a conversation reference with those that over-task you by engaging in cooperatively deciding which items need your true attention and which items can be better tasked away to others; you can modify the system and have tactical variations for just marketing, selling, research-development, business projects, and so on.

Success in the new economy is dependent upon every player at every level setting aside those items that may be fun but are not productivity items for one’s bottom line purpose!

-Dr Jeff Magee
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Decision Making – Mission Statements Serve As Road Maps To Greater Productivity And Decreased Conflicts!

Every day good people in good businesses come into work and invest significant energies working against one another. Finally, someone stops and asks, “Why are the individual decisions made by people actually holding us back from significant productivity and profitability opportunities?”

This may not be as rare as one might think. Finding the answer to how to get more people to work from the same perspective is easier than one might expect. This is because each person has differing understandings of what decisions need to be made – there is no common map off which to benchmark independent decisions.

To address this, there are Five Distinct Mission Statements that every business needs to consider, define and post. Once these mission statements are posted, individuals will have a common map to guide their decisions and actions and increase productivity.

A Mission Statement is like a well-defined MAP. With it, each decision and action lets you know if you are on course, off course, ahead of schedule or behind it. With a well-defined map (mission statement), productivity explodes!

I liken a mission statement to that of a map. A commonality among adults needing to drive, for example, from where they are to an unknown destination, is to generate a map to guide their individual decisions. This should be the same drill followed daily in business!

There are Five Mission Statements of which one should be aware in order to make better decisions and tactically increase daily productivity.

  1. Mission Statement One, Organizational – The senior stakeholders should define the purpose of the business in this first and overlying statement referred to as the Organizational Mission Statement. This will give all subsequent leaders and functional areas a guidepost for crafting their contributing components.
  2. Mission Statement Two, Functional Work Area (department, line, shift, unit, team, etc.) – Each member of a work area should participate in crafting his or her purpose and, thus, contributing piece to the overall Organizational Mission Statement in their own Functional Work Area statement. After everyone has participated in crafting this mission statement, each person can now reference any decision or action against this statement to determine independently whether it should be pursued or dropped in pursuit of greater productivity!
  3. Mission Statement Three, Customer – The customer can be a moving target, as who you are engaging at any time may differ. Knowing what their needs, purposes and desires are is their Customer Mission Statement.  This will aid you in determining whether you can accommodate them.
  4. Mission Statement Four, Colleague – Likewise, knowing why your colleagues are associated with your team is the window through which you can see what their motivators and de-motivators are. Knowing this assists you in recognizing what items you may want to raise in their presence in order to influence the overall productivity of the team!
  5. Mission Statement Five, You – With the gained insight from knowing the first four mission statements, an individual can craft a personal mission statement that will serve to guide his or her own decisions for increased productivity!

With well-defined Mission Statements, good people in good businesses come into work every day and invest significant energies, working in concert with one another. Tactical decision-making is impossible without clear maps from which one is expected to work.  And with clear maps, productivity explodes!

-Dr Jeff Magee
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Decision Making – The Basic Functionality Of Decision Making With The STOP Formula©!

It is estimated that the top barriers to effective decision making in daily business run the gamut from procrastination and paralysis-of-analysis to fear and avoidance. Study any entrepreneur or perceived successful individual and what you will not observe is the presence of these barriers!
To increase your daily productivity, consider the basic functionality of how one’s brain processes data and how one can template that action for decision-making success.
In order to facilitate the basic process of decision making, your brain must:
1.      See the STIMULANT to be addressed.
2.      RATIONALIZE that stimulant as being worthy of one’s time.
3.      Establish realistic courses of RECOURSE in dispensing with that stimulant.
4.      COMMIT to that recourse which will then be made or implemented.
To facilitate the decision process in pursuit of increased productivity and, thus, profitability to an organization or business, one needs a decision-making formula that parallels the brain flow from a business perspective and ensures avoidance to the barriers to effective decision making. Consider the “STOP Formula©”:
1.      S:  Stop and See the stimulant at hand. If you can isolate and see the stimulant needing attention, you will avoid procrastination.  This means you are on your way toward increased productivity by avoiding the first barrier to success!
2.      T:  Target and Think through why that stimulant has been raised to your attention. While you make a case for or against the stimulant, you are working through the rationalization phase.  By moving smoothly forward and recognizing that there is another step, you will avoid paralysis-of-analysis, the second barrier to success!
3.      O:  Organizing Options for forward movement is the concentration of this third step in the decision process. Explore multiple viable recourse or option plans, recognizing that the word “options” in this step is plural.  Until there are plural forward pathways, one should not hastily move forward. By doing this, you can address fear-based reasons for not moving forward confidently and become more confident to move to the fourth, and final, step in the decision process for increased productivity.
4.      P:  Pick and Proceed with the option that is most viable. By committing to that action plan, you will also always have a backup plan.  If, in fact, you did step three effectively and not hastily, you will avoid the barrier of not moving forward.
The parallel applications of this formula are explosive. You can also use it in pursuit of presentations and decision making with others to facilitate a controlled, systematic dialogue, by presenting one item or step at a time.  You will progress smoothly and increase group productivity. This can also be used in crises, decision-making situations in business to ensure tactical control and emotional containment, by addressing each of the four functional decision steps at a time.
Increased productivity comes from the basic functionality of the decision-making process gained by using the STOP Formula© daily!
-Dr Jeff Magee
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