The Official Blog of Benifys HR Solutions

“What’s the first syllable in the word routine?” That’s right… it’s rut. Being in a rut can be a very emotionally frustrating period, we all have a drop in motivation levels every once in a while, but if left unchecked, it becomes a self fulfilling prophecy – if you think you can’t get out of it, you can’t! As an employer, if you are observing a drop in the engagement levels and enthusiasm of your employees, by default it becomes your concern to provide support in some form because it is now your problem too. You have to understand that someone yawning in the office, or the star performer in your office acting like Jughead after declaring him his role model is not a problem per se, it is only a symptom of a problem.

Signs of clear and present danger! Something might be wrong if:

1. Everyone is laughing and pushing each other around until they realize its Monday and not Friday, silence ensues.
2. The main project that everyone is working on is the ‘staring game’, no one wins.
3. The last time your team celebrated the successful completion of a project was – oh snap; now you have memory loss.
4. Your organization has a revolutionary motto, it is – “We don’t even smile for free”.
5. Conversations go something like that – Q. “Was that work that you gave to him/her done?” A. “Yes, that was done and the other was done too”. No objectivity.
6. New ideas are met with an enthusiastic, almost frenzied cheer and then a “what was that?” a little later.
7. After a lot of failed attempts, your employees finally started a YouTube podcast; it’s called “Lessons in time mismanagement”.
8. You observe violent reactions every time someone mentions “work-life balance”, sometimes people just read it somewhere and then run and scream.
9. The most generous compliment the boss gave this month was actually an insult in disguise.
10. When you approach people at their workstations, you can swear you saw them making wish-lists at eBay, and later frantically hitting Alt+ Esc.

Now that you know something is wrong (thank god for that!), next time we’ll cover the actions you can take to salvage the situation an turn it around if you witness such absurdities at work…

In the business world, the term “micromanagement” has assumed massive proportions, with almost everyone of us having witnessed this phenomenon at work. Whether you have experienced it first-hand, or observed it from close quarters, or heard it discussed around the office vending tea machine, you can never claim to be oblivious to the existence of this menace.

And then again, there is a possibility that you’re a typical Type A micromanager yourself! Although most people like being managed, one can hardly say the same about micromanagement. So what is it that compels people to act like frenzied control freaks? How do you deal with ‘them’? Are you one of ‘them’? Let’s tackle the last one first. You have to know whether you’re a micromanager before you can do something about it. Here’s how you do a dipstick check.

How to tell if you are a micromanager

1. You feel compelled to keep telling people the ‘right’ way to do it, since they can obviously never do the work as well as you can.
2. You get personally offended and aggravated if you find a worker inefficient in their work.
3. Even if the work is done to satisfaction, you still want to fiddle with it before you let it pass your hands.
4. You need constant updates about the progress of work that is assigned to sub-ordinates, and here, constant can mean as little as 6 minutes.
5. You resist delegating work and immerse yourself in tasks that other people are supposed to carry out.
6. You keep nit-picking about small details and discourage people from making independent decisions.

Micromanaging is mostly associated with either Type A personalities or Theory X Leaders, but the need to micromanage could arise from good intentions as well. For example, if you ask a micromanager why they do it, they’ll tell you that they have a heightened sense of responsibility and ownership. This is true, people who micromanage are seen to have a greater sense of ownership, and fear of things going wrong, or working to the detriment of their organisation. What this means at the ground level, however is two important things – one, the fact that they will not allow their subordinates to grow because they want to do everything themselves, and have all decisions, big or small, pass through them, and two, the fact that they make life literally unbearable for the folks below who actually know their job and are good at it.

Also, most of the times, they will not let ownership build amongst their team because the team feels that whatever they do, will finally pass through their boss anyway, this leads to complacency. The fact that micromanagers often end up being bottlenecks is another negative fallout. However efficient one may be, it is physically impossible to handle every little nitty-gritty of business by oneself – there will be times where the overall efficiency is compromised because something (which might otherwise be perfectly done in the first place) is waiting for the attention of the micromanager.

So, if you are a micromanager, the chances are that sooner or later you will realize that the employees are spending an increasing amount of time thinking how to deal with their supervisor rather than actually working. If you wait long enough, most of the good self respecting people would have left and you would be left with a team of mediocre employees who just know one thing, follow orders, no questions asked. Good luck with that!

So what’s wrong with micromanagement?
Sure you’ve read articles that say “micromanage and get things done”, and in all likelihood, at some point of time you have caught yourself thinking – “what’s wrong with these guys, it’s so simple, what’s taking them so long”, or “let me do this myself, it’ll be faster that way”. Well, there are two problems with this – first, by constantly barging into people, you take away their power to make any decisions on their own, this is how you are effectively disempowering them. A disempowered employee is an ineffective one – one who requires a lot of time and energy from his supervisor.

The other thing that micromanagement has going against it is that it is subject to the law of diminishing returns. In simple terms, what this means is that the first time you micromanage is the time you get the most return from it. This is because people will usually comply with you the first time even if they find something odd about your behavior, but over a period of time they develop a learned response to it, which usually is to not pay much attention or worse, respond aggressively.

Need we remind people that micromanaging is just not a healthy attitude; it shows the supervisor’s general mistrust with his peers and sub-ordinates.

How to stop your micromanaging tendencies

1. Acknowledge – Acknowledge that there is a problem. If you find that your team no longer offers suggestions or tells you outright that you have a controlling nature, that’s as big a sign you are going to get. Not acknowledging a problem is like a man who goes drunk into an Alcoholics Anonymous meeting and declares “but I don’t have a drinking problem”. Fat chance of HIM getting off alcohol!
2. Manage Expectations – Decide and mutually agree on expectations from both parties, i.e., what you expect from your sub-ordinates and also what they expect from you as their manager. It may be a revelation to you that they may want you to “give them a little freedom of work” or “control your constant need to be updated”. Talk about the task at hand as much as you want to in the first go, let them know your requirements before they actually start working and then control the urge to continuously check on them. If people know that you’re counting on them, they’ll surprise you with good results.
3. Encourage Participation – “How do you plan to approach this?” “How are you planning to get buy- in on this?” “What are you going to do to get Marketing involved?” “Do you have any ideas for solving this problem?”, are just some things you can ask to increase the level of interaction and cohesiveness in a team. Let the employees know that their thoughts and opinions are valued, don’t ever snub someone just because you don’t agree with what they have to say.
4. Don’t over criticize – You have to make sure that you are not the only one criticizing your team all the time – people will form a negative opinion about you. At least half of the criticism should come from the team itself – create a culture of self evaluation, where people talk about their improvement areas, real or perceived. Other than self critique being more accurate, it takes the heat off you so you don’t always have to be the bad guy. Remember the 70/30 rule, 70% praise and 30% criticism, and 0% criticism in front of other team members.

Are you being micromanaged? Oh dear!
Okay, let’s move on to a situation where you are the one being micromanaged. We know how painful it can be to have someone breathing down your neck all the time. I remember a time when one of my pathologically micromanaging manager asked about the status of something before he sent out a mail telling me what has to be done in the first place! Needless to say, he wasn’t my manager for long. It is not only nagging, it comes in the way of your professional growth and development. The fact that you don’t feel like coming to work every single day because you know that it’s going to be the same story all over again is stating the obvious, but there are deeper ramifications of this phenomenon. You’re constantly under stress, you are unconsciously wishing that your manager is on leave that (every) day, you want to break free, you want to move jobs, you may end up making wrong career choices under duress – worse, you want to physically assault the manager to make him see sense. He won’t, of course, but there are certain things that you CAN try. Here’s what to do to tackle the problem.

1. Simplest things – Arrive 10 minutes early before your boss and leave 10 minutes late, take a shorter lunch break if possible. Produce quality work. Check with him and update him about work before he has a chance to check on you, preferably once in the morning, afternoon and once before you leave. You might ask why do you have to do all this when the problem is with the supervisor’s attitude, but hey… who’s feeling the heat? Escalating the problem might also seem a simple step if you really think the pressure is to much to take, but think of all the possible repercussions first, do you have sufficient facts to back your case?
2. Dissociate – This is probably the most effective thing if you can do it, understand that micromanagers are generally type A people with high expectation, more often than not they don’t do it because they like to trouble you, but rather because they are compelled to. They have problems with delegating out tasks without retaining control, because they feel like their job will be axed for any failure. They may fear losing their job or worse taking the Company down if they are an owner. All you have to really do is to avoid taking it personally. Don’t act indifferent, just unperturbed, curt and professional. Think that you’re trying to help someone who needs help.
3. Stay aware and informed – Ask them all the details required to perform a particular job or task upfront before starting on it. Predict things that make them micromanage you and counter them before they get a chance. In order to do this you need to maintain a weekly journal highlighting the reason they tend to bother you with the most, and based on that information, build their confidence by giving them a dose of the updates they are usually looking for themselves. This way they will see in you an employee who know exactly what he is doing and he will begin to then, leave you to your work.
4. Help your boss – It’s a habit, don’t retaliate too hard and too fast. Help your boss change one micromanagement habit at a time. If you wish to communicate your unease, do not do so without highlighting your own strengths and accomplishments, it is very easy for a micromanager to jump from one task to another without realizing how much efforts you have put in, therefore make sure you both agree that you have done well. Anticipate potential problems and find solutions before they become a problem for him. Ask your boss what is missing or what would they like to see happen on the work front.
5. Break the task down into smaller tasks – a combined activity that the micromanager and the micromanaged can do is to device a communication plan for themselves wherein the task is divided into smaller sub tasks and the timelines for each sub-task are decided and shared on their calendars so the micromanager would think twice before barging in onto the employee and also, the employee can set his own pace at the beginning of the task.

Like with everything else in life, there are some incurable micromanagers stalking the corporate corridors, and nothing will make them come out of this compulsion. Let us know your stories, and the times you have had to struggle with a micromanager, how did or would you manage the micromanager? And above all, for people at both ends of the micromanagement stick – GOOD LUCK!

What is it?

To quote Hans Selye, who is universally recognized as the founding father of stress research, “stress is not necessarily something bad – it all depends on how you take it. The stress of exhilarating, creative successful work is beneficial, while that of failure, humiliation or infection is detrimental.”

Some consider this to be a very optimistic way to look at stress, an ally of sorts that gives you a timely push to achieve something that seems difficult. At the same time, one fact that we all know and have perhaps experienced personally is that stress can very quickly turn into misery if not handled properly. The modern view of stress is that it is a ‘bad thing’, which is also supported by scientific studies claiming stress as a major factor contributing to long term negative health impacts.

So is stress a good or a bad thing? As it turns out, there is no right answer – it all depends on the situation. The same stress that helps athletes to achieve the unachievable can have significant adverse effects on the overall well-being of a working professional. There is a difference, though – you would perhaps have noticed that a short burst of stress helped you achieve a deadline that you thought was otherwise impossible, that stress helped you think of a creative way out of the problem. While there are natural advantages that some enjoy over others in terms of handling stress, an overwhelming specialist opinion now emphasizes on the fact that there are techniques that can be deployed to handle stress and come out on top. There is no denying, however, that the best of us crack in moments of extreme or periods of sustained stress.

Today, we’ll demystify the phenomenon of stress, and in the next issue of our monthly Newsletter, we’ll look at some techniques that we can utilize to manage stress better, in fact, utilize stress to become more effective and creative. Let’s look at some of the more common symptoms and causes of stress.


Symptoms

The degree of intensity with which the symptoms are manifested may vary based on factors like the duration to which the individual has been exposed to the stressors (yes, there is a word like this – stressors are stress inducers), the intensity of the stressors itself, the type of stressor, but since here we are concerned only about job related stressors – here is a list of the most typical symptoms:

Mental and behavioral symptoms

• Aggression
• Irritability
• Depression
• Absenteeism
• Insomnia
• Emotional instability
• Loss of concentration

Physical symptoms

• Diseases related to the heart
• Migraine/Headache
• Neck and back problems
• Perpetual exhaustion
• Digestive problems

If you display any or more of the above symptoms, there is a good chance that it’s induced by stress, and a good chance on top that it’s work related. How do you find out whether it’s a work related issue or something else that’s manifesting itself through the above symptoms?

Here’s an easy checklist – introspect deeply (be true to yourself), and see if you’re currently undergoing, or have been exposed to any of this for some time in the recent past. These are the most common causes of work related stress.


Causes

Job Insecurity – Some people are naturally more insecure about their jobs as compared to others, this puts them in a higher danger bracket of contracting stress related problems. Add to this the current economic scenario and mass layoffs, and the rumor mills that spare no-one, and you have the single biggest stress trigger for a working professional.

Work-life balance – It is often not easy to strike a good balance between one’s professional and personal life, and is again something that some people manage better than others naturally. For those who can’t, and if there is, unfortunately, a problem at home that’s always back-of-mind, it becomes difficult to concentrate on work, which inevitably leads to stress.

Work Culture – Moving into a new organization brings its own set of challenges of understanding and adapting to the corporate culture of the organization, e.g., communication, hierarchy, even behavioral patterns of the new boss. Sometimes the transition is not as smooth as it could be. Also, today’s work culture is extremely competitive and performance-centric with stiff deadlines and increased workload thrown in for good measure.

Feeling of losing control – Human beings have an inherent need to be in control of situations, most of us dislike being in a state of doubt or uncertainty. It makes people feel inadequate and vulnerable, this mostly happens when an individual has to deal with something which requires more knowledge or skills than the person possesses.

Difficult people – Regardless of how smart, knowledgeable or nice you are – there will always be people who will give you a hard time. Unfortunately, you can’t choose the people that you work with, or come in contact with, at the workplace, and we have the last of the most common causes of work related stress – people that you don’t like at the workplace.


Burnout

If a person is in a state of stress for a sustained period of time, it invariably leads to burnout. Burnout is the state of complete physical and/or emotional rundown where a person feels completely drained of energy. Needless to say this is a very serious disorder and you should be aware if you’re headed in this direction. Take this quick quiz to find out if you are at risk.