GenXmanager: Leadership for the Generation X Manager

Tonight’s episode of The Office demonstrates what happens when a problem is not thought through critically from start to finish. Ryan, former temp worker turned senior manager, returned to the Scranton branch to generate ideas to help improve the Dunder Mifflin Infinity website and boost sales. To do this he takes up the staff’s work time on Friday which means everyone will need to work Saturday. Jim, however, decides to present an idea to the rest of his office colleges. If they work late Friday, they can avoid coming into work Saturday. The office staff agrees to stay late.

It is about 9PM and the Dunder Mifflin Scranton team is finished their work. Jim triumphantly gives kudos to the staff. Everyone is happy until they go outside to leave and see that the gate is locked thus trapping them in the parking lot. Stanley looks at Jim and says, “You didn’t tell the security guard we were working late?” “Nope,” replies Jim.

Jim Halpert had a fantastic idea but failed to think through the entire solution. The concept of ‘systems thinking’ is common for engineers and IT professionals but perhaps not as common as it should be for managers. Business happens due to the interplay between people, processes, and technology. When making decisions or simply planning, it is essential to think of the whole and how the parts work together rather than simply looking at the parts themselves.

If you Google ‘systems thinking’ you will find a lot of complex theory with very little “how to” information. I don’t want to over simplify the concept, but at its core, becoming a systems thinker is relatively straight forward. After you’ve identified a problem or opportunity you will enter the problem solving phase. As you problem solve, think of the process as a whole. When does the process start and when does it stop? As creative solutions present themselves, think of the ramification of the solution throughout the process.

In Jim’s situation he simply thought “we stay late, we don’t work on Saturday.” Sounds simple. But, the solution of staying late had specific consequences. The process of locking the facility was not aligned with the solution of staying late. Without integrating these two processes, the Dunder Mifflin team was forced to wait for the security guard to come back and let them out. In the end, the cleaning people showed up and saved the day.

Completely unrelated to business lessons – I’ve noticed that this season is very serious and not as “light hearted” as in previous seasons. Thus far we’ve seen Michael and Jan suffer through financial difficulties, a legal deposition and now we see Ryan with a drug problem. I’m not sure I like this new drama. The Office is a much better show when it is focused on situations in the office and on less serious subject matter.

The Office again demonstrated why it is not only a brilliant comedy, but a show chock full of practical business lessons. There were many lessons to choose from last night’s episode but the one I want to focus on for this article is the topic of delegation.

In last night’s episode, W.B. Jones Heating and Air trucks were parked in the spaces closest to the building and thus making it necessary for Dunder Mifflin employees to park in the ‘satellite lot’. Andy and Kevin were particularly perturbed so they approached Michael so he could fix the situation. After they ask for his help the exchange went as follows:

Michael Scott: I wish I could [help] but I can’t. Well, I can. But won’t. Should. Maybe…I can probably handle it but I think it would be a good exercise for you to do yourselves.

Andy Bernard: We won’t let you down.

Michael Scott: [under his breath] You can’t because I don’t care.

In this exchange, Michael has delegated a task by “empowering” Andy and Kevin to “own the solution” and do it themselves. Of course, the motivation behind Michael’s delegation was to get them out of his office and to avoid confronting “The Five Families” of Scranton Business Park. This little exchange in the show begs the question, what should be delegated to employees. Empowerment and delegation are great buzzwords but when is it appropriate to delegate. Here are a few do’s and dont’s.

Don’t delegate…

1. because you simply don’t want to do the work;
2. because you are afraid of the challenge of the task or what the task might entail;
3. to set someone up for failure by giving them an assignment you know the employee does not have the skillset to succeed;
4. you are a laissez-faire manager and not really in touch with your co-workers or employees;
5. because you want to be like Michael Scott!

Do delegate…

1. because you don’t have the necessary strengths in a certain area to perform the task successfully. Delegate it to someone who does;
2. when you don’t have the expertise to perform an assignment;
3. because it is more efficient for someone else to do the task;
4. because the task is not part of your core responsibilities. What I mean is that you cannot do everything and if you spent time dealing with issues that are not core to your job responsibilities, you won’t get to those responsibilities in the course of your day. Your job is not to do someone else’s job well but to do your job well;
5. you want to challenge someone and have them reach a higher level of achievement. At the core, isn’t this what leadership is all about? Give someone a responsibility you would normally take care of. It might be challenging for that person but without challenge, people stagnate. Challenging this person will give them a new skill, confidence, and experience to tackle a similar task in the future.

Delegation is a means of developing employees, ensuring tasks are done by those who have the strengths to perform the tasks, and is critical to living a balanced life so you aren’t spending 60 hours in the office.

This article touched lightly on delegation but for more tips please visit Management hack: The sweet spot of delegation at Slacker Manager.

Finally, in the this article I mention “The Five Families” of Scranton Business Park. For those of you who want to know, they are:

Micheal Scott, Dunder Mifflin
Bob Vance, Vance Refrigeration
Paul Faust, Disaster Kits Limited
W.B. Jones, W.B. Jones Heating and Air
Bill Cress, Cress Tool and Die.

The post-writer’s strike episode of the ‘The Office’ premiered last night. In this episode, Michael Scott and Jan hosted a dinner party. Jim and Pam and Andy and Angela were invited. Dwight, however, was left out (though makes an appearance later in the show). The episode focused on Michael and Jan’s completely dysfunctional relationship. Though funny, everything about this episode felt awkward. During the dinner party there were the awkward silent moments, embarrassing innuendos, and heated arguments between Jan and Michael. It ended with Jan throwing one of Michael’s prized “Dundee” awards at his super tiny plasma TV.

If you are going to business school to earn your MBA or MS degree, you will likely need to take the GMAT. Depending on the school to which you are applying, the GMAT score you need will vary. Top 25, full-time MBA programs will likely demand a 650 or higher. Regional part-time program will likely demand a 500+ score.

Here are some simple tips to help you succeed and beat the GMAT!

How long should I study for the GMAT?

Spend at least 4 weeks but no more than 8 weeks studying. You need at least four weeks to get to know the test, how it’s structured, and to study and practice. However, studying for more than eight weeks diminishes your returns. Studying two or four additional weeks past eight will not significantly raise your score and will likely increase your anxiety level.

Should I self-study or take a preparation class?

Self-studying is for individuals who are disciplined enough to carve out a few hours each week to study religiously for the GMAT. Those who do well with self-study are also those who tend to “test well” and can pick up concepts by reading. They also can figure out why they got an answer wrong on a practicing question without asking for assistance from a professor.

If you go the self study route make sure you get only one test strategy manual such as the Kaplan GMAT 2008 Premier Program or the Princeton Review Cracking the GMAT with DVD, 2008 Edition . There is no need to buy both. In addition, purchase The Official Guide for GMAT Review. This book is published by the Graduate Management Admissions Council (GMAC), the makers of the GMAT test. The questions in this book are real GMAT questions! Though Kaplan and Princeton do a fine job in teaching you strategy, you need to practice on real problems so there are no surprises the day of the test.

One site that I must share with you is gmatclub.com. This site is an amazing resource for GMAT test takers. When I was studying for the GMAT I posted a problem I could not figure out and asked why the answer was ‘C’ instead of ‘A’. My questions was answered in under 10 minutes. I can’t say enough about this site!Classes, on the other hand, are great for individuals who need the interaction of a professor. A professor can explain concepts, detail strategies, clarify why you got a problem wrong or can show you how to solve a problem more effectively. A book can’t do this. A classroom professor can.

I’ve taken both the Kaplan and the Princeton Review courses and don’t prefer one over the other. They are both excellent and the instructors were amazing. The price, however, is significant (well over $1,000).Look to your local colleges and universities for classes as well. They’ll likely give you the strategies needed to succeed at half the cost of Kaplan and Princeton. Also check out your local community colleges. Sometimes they’ll have quality preparation classes at significantly lower costs.

Finally, there are many GMAT Preparation classes that are available online. Do your research to make sure the course you are looking at is legitimate and has proven methods for the best results. If you find such a class, Google the name of the course and you’ll likely find reviews from those who took the course.

Do I need to do the Analytical Writing (AWA) section?

If the MBA program to which you are applying weighs the math and verbal sections more heavily than the AWA, don’t spend a lot of time and effort on the writing section. Read the question and write what you can, then move on. Don’t stress. If you invest a lot of brainpower and effort in crafting an amazing essay, you will be mentally fatigued by the time you get to what is likely the most important part of the test, the math and verbal sections. So, go into those sections with a fresh mind by just getting through the writing section. Contact the programs to which you are applying and find out how heavily the AWA section is weighted and how it is used.
It’s all about prioritizing and spending your time and mental effort where it counts.

Take a GMAT CAT practice test.

Taking a GMAT CAT practice test is the best way to gauge your potential performance. However, take these tests in a setting similar to those in the actual test center. Go into a quiet room with no distractions. Get a timer and make sure you start and stop each section accurately. Your mental attitude should be the same as test day. Think, “This is the real thing. I need to score high.”

Be Adaptive

The GMAT is an adaptive test and you need to approach the test differently than the old model of the easy questions being in the beginning and the hard questions at the end. Here are a few links that give great strategies:

• http://www.gmathacks.com/cat-strategy/introduction-to-the-gmat-computer-adaptive-test.html
• http://www.treefoundation.gr/cat.htm
• http://www.gmathacks.com/cat-strategy/take-control-of-the-gmat-computer-adaptive-test.html

Take the test on your schedule.

Are you a morning person or do you function better in the afternoon? Tests are offered 8am – 12 noon and 1pm – 5pm. Pick the timeslot that is best for you.

Don’t study the day before and get a good night’s sleep.

Studying the day before will not help so don’t do it. Relax. Go to a movie. Read a book. Have fun with friends. Go to bed an hour earlier than normal and get a good night’s sleep.

Don’t drink a lot of liquids before the test.

Drink enough so you’re not thirsty during the test but don’t drink so much that you’ll need to go to the bathroom 10 minutes after you start the test.

Eat a balanced meal.

Eat so your energy levels are high. Eat a meal that is no less than 60% carbs and no more than 30% fat. A Big Mac, large fries and a Coke is not a good decision. Eat wisely to feel and perform your best during the test.

Relax.

It’s a test not a matter of life and death. Be positive and do your best.

With these tips, I hope you can eliminate your fear of the GMAT and beat the test on your terms.