What a prosperous October we have had. We are wrapping up our Ho‘ohana of Sweet Closure 2009 with a rediscovery of The Daily 5 Minutes.
There is one more Daily 5 Minutes article which has been on www.ManagingwithAloha.com for quite some time and needs updating, and I wanted to bring it here to Talking Story, weaving a few of our recent conversations into the learning. This one does borrow from the values-based workplace coaching that my business is all about, and those who frequent our Ho‘ohana Publishing sister site, Joyful Jubilant Learning will also smile knowingly at the connection to Learning My 9 Boxes.
The Daily 5 Minutes: 3 Values, 9 Questions
In the classes we personally present at Say Leadership Coaching, we teach the D5M in connection with three values, Ha‘aha‘a, Kākou and ‘Ike loa;
Ha‘aha‘a is the value of humility and thus it helps us to be open to what we can receive from others, being willing to have them connect with us, and affect us in a transformational way. Being humble is never lowly; it is accepting others from a place of strength and confidence in one’s self-esteem.
“Humble managers see with their ears.” Learn more about D5M-ing your Decisions: See with your ears. We managers don’t have all the answers; we find them. We also find stories.
Kākou is the value of inclusiveness and it promotes the “language of we.” Thus, we think of Kākou as the value of effective communication. When communication is Kākou, it connects everyone in an organization, so everyone is “in the know.” Think about it: Even Following is NOT a Passive Activity
‘Ike loa is the value of learning and knowledge, and in using the Daily 5 Minutes, you will get to know your staff exceptionally well while simultaneously improving both your listening skills and your relationship with them. You will discover the knowledge which resides in other people, and believe me, We Learn Best from Other People.
To give managers the best overall view of the D5M in a workshop setting, we have a teaching model we call the 9 Boxes. Each box covers one of 9 basic questions about the Daily 5 Minutes. I presented them to an eager, enthusiastic group of managers recently, and they inspired me to share them with you as well.
When we revisit The Daily 5 Minutes today, focus on seeing them through the three values the practice promotes.
1. What is it?
The Daily 5 Minutes is a simple habit: Each day, without fail, managers are to give 5 minutes of no-agenda time to at least one of their employees (“no agenda” for the manager. The receiver is the talker, and about anything they want to bring up.) Log the event in a simple checklist of names to ensure you don’t miss anyone, and speak to each employee in turn on a regular basis. This is a spontaneous process to fill dead time wonderfully, however it is a brand new conversation, informally conducted, yet understood as a formal organizational practice for everyone, not an increased frequency of the random “talk story.”
2. Why is it a habit?
Consistency is the key to having this work, for to be kākou, it cannot be hit and miss, it must be inclusive and repetitive as a sense of workplace cultural practice. Good habits perpetuate good things naturally, as by definition, habits are “predictable patterns of behavior.” Therefore, good habits make up a personal work system you can trust in. It is very true that You are Your Habits, so Make ‘em Good!
The benefits of the D5M will grow over time as well, by merit of the ever-increasing comfort level between a giver and receiver: How good (and gracious) a Receiver are you?
3. What is the benefit for me?
The D5M is designed to give you practice in cultivating better listening habits. As a result, it delivers better relationships with your staff, and employees don’t slip under your radar. You will have fewer operational surprises, and you can be pro-active instead of re-active. In addition, the D5M has been proven to minimize voice-mails, emails, and other work interruptions because so much is handled within the regularity and predictability of the D5M practice.
The biggest benefit? People talk to you without hesitation. So, you think you’re approachable huh?
4. What is the benefit for the employee?
They feel included, valued, and continually “in the know.” At minimum, they know that they always have a chance to catch up with you on a regular basis. The D5M is like a DMZ (a demilitarized zone)! D5M conversations are not documented, they present coaching opportunities, and they are therefore a safe, unthreatening time, with no ramifications or repercussions.
5. How do I start?
Tell your receivers what it is, and why you want to do it. It is a gift of your time given to them, where you are completely open to just listen and respond. Let them know when and how often they can expect it – for instance, it is not daily for them, but for your own practice. “Clear the plate” if you feel it necessary, starting with a 20-minute session first to simply check if you are on the same page, and to catch up with each other; start with a clean slate.
6. Who do I start with?
It’s generally a good idea to start with your direct reports and your peers first, for these are the people you want to be sure you have time for, and should be connecting with regularly and most frequently – they are the ones to build into your foundational habit. Then, add your boss to the mix – the D5M is a great way to “manage up.”
7. How do I give it?
As a gift, and with the intention of aloha. In starting each D5M, use language cues and ask permission, “Is this a good time to Take 5 with you? I’d like to give you my Daily 5 Minutes.” Take ownership of the where and when; e.g. never in your office, and not when a bad time for them. Remember: you have no agenda; you intend to listen, and increase your own comfort and relationship with them by responding well. Get comfortable with silence; give them time to think. If you must help them, help by asking “appreciative inquiry” questions.
8. How do I receive it?
When you receive it, you are the leader in the conversation, so you must be willing to engage and take that lead. The giver initiates it, and then responds to your agenda for the conversation. Use the time wisely, and respect the 5 minute time frame. This does not replace all other communication! Engage in the process by bringing your aloha to the relationship as well.
9. How do I end it?
When this is a formal practice in an organization and everyone knows how to engage in the D5M, the beauty of it is that it really takes only 5 minutes – or less! To end it, say “thank you for sharing this time with me” or, “thank you for talking to me about this” when something new has been shared with you. Seek partnership: if an issue did come up, be sure you each know what the next action step is that you have mutually agreed to take.
Click here for a new article on how to finish conversations well when an issue is shared with you.
These 9 Questions make up the D5M primer we start all our managers with. Then, as they begin to practice the D5M, we engage in peer-to-peer coaching to help each other continually learn how to best handle different situations that come up – great management is a situational art!
Your time is one of the most precious resources you have, and to give it as a gift to someone in the form of the Daily 5 Minutes just may be one of the best work-expressions of unconditional aloha there is. Start today.
More Resources:
1. The Daily 5 Minutes: How to Get Started. We cover two different kinds of invitations in this posting, and you can choose the one which is best for you. You may end up using both (at different times), for these invitations are tailored to your D5M receivers:
a) Within a workplace team
b) Within a personal network
2. Improve your Reputation with 1 List. We could also call this one How to Finish Well, for it covers your follow-up. When the Daily 5 Minutes becomes part of the work culture, you must expect that issues will come up — that is part of the beauty of it! Nothing is hidden, neglected, or swept under a rug anymore.
3. Learning to Listen with The Daily Five Minutes, written for Joyful Jubilant Learning shares the origins of the The Daily Five Minutes and 3 distinct lessons learned.
And remember… Registration for the D5M alpha will only be open for 2 more days:
Ready, set, alpha! — Find out more about how the D5M habit-builder alpha works
Sign up for the D5M challenge today! — Go straight to the sign-up page
{ 1 trackback }
{ 0 comments… add one now }