Management and Teaching My Replacement

Over the last two weeks, I’ve been onboarding my replacement at work.  On the one hand, it’s great to finally offload the extra tasks that I’ve been juggling since assuming my new position.  On the other hand, I’m having to experience a new world at work in the form of management and performance coaching.  It’s one thing to do the tasks yourself, but it’s an entirely different thing to anticipate another person’s tasks, teach those tasks to the person, the follow-up on the progress with feedback.

While I am not the direct manager for the new program assistant, I share some of the responsibilities for ensuring she’s successful in her new role by virtue of me being the last person who occupied the role.  I suppose I’m over-thinking this a bit, since employees move on all the time and are not accountable for the new person’s performance.  Nevertheless, between me still working in the same office and me being a team player, I feel that it is my duty to help the new employee succeed until she can run under her own steam.  Afterall, the program assistant position is a job that was developed over the course of four years, so it’s a lot to take in all at once.

I knew prior to her starting that I would need to reflect intentionally on how I could teach someone to do the job that I have built over time, and figure out how to deconstruct the tasks and portfolios so that it makes sense to a fresh set of eyes.  Since this is my first time doing this, I took a stab at it and realized that there was a lot more I could have done to prepare for onboarding her.

One example is at the end of her first day.  I met with her to do a mini-debrief on how she felt her first day went.  She admitted it was a bit overwhelming, but was confident that she would learn more as she did the tasks.  She then asked for my input on what she should do the next day.  I hadn’t anticipated this question, so I floundered a bit, suggesting that she should take some time to read through the relevant policies and procedures I’ve got stashed away in a binder, as well as reviewing the committee minutes from the past year for an upcoming meeting she will need to plan.

After work, I reflected on this and realized that I didn’t do a good job of setting her up with concrete tasks for her to fill her day meaningfully.  Don’t get me wrong – at some point she will need to read over all of that stuff as it will be important to her job.  However, I realized there are better ways she could be utilizing her time.  Instead of reading over abstract documents, I need to get her working on tasks that are directly related to what she will be doing over time.

The next day, I jotted some ideas down and met with her in the afternoon to discuss how things are going and give her concrete tasks to start figuring out, such as responding to program-based email inquiries, learning where to find reports, typing up committee minutes so I could critique them, etc.  I also coached her on setting up meetings with the program Chairs to 1.) introduce herself more formally, and b.) to learn from them what their needs and wishes are.  I seeded some questions with her on topics she ought to cover, and left it to her to arrange the meetings.  In the background, I also spoke informally with some of the Chairs to let them know she was doing this, and to suggest ways they could help onboard her to their program areas.

This was a much better way to onboard her, and she was busy over the rest of the week learning various systems.  She would stop by my office a few times a day to ask clarifying questions or ask advice on how she should approach a certain task.  She was learning by doing, and seems to be adjusting well to her new role.  I’ll leave it for her actual boss to determine whether she is meeting targets, but at least I know she’s able to work with us as a team behind her.

Stay Awesome,

Ryan

Advertisements

Values-based Decision Making

In a recent accreditation visit at work, a comment was made in the visiting team’s report that the college and engineering program need to better demonstrate the rationale behind program changes that are tied to something called “graduate attributes.”  I won’t bore you here with the details of how an engineering degree gets accredited since it’s a bit more complex than a short blog post would allow.  The main point is that the visiting team wanted to understand the motives we had when making updates to the courses in our continuous improvement process.

This reminded me of my KWCF experiences, specifically the Engage!KW program.  One of the activities we did was to reflect critically on our values.  We were asked to come up with a list of our values, and compare our espoused values with how we choose to spend our time in a week.  The point of the exercise is to a.) see whether you are living according to your values, and b.) to reinforce that you should make decisions based on your values – and if a decision does not align with your core values, it’s probably not something worth pursuing.

The visiting team’s comment didn’t sit well with the faculty and administration, largely because we felt that all of our decisions were made in the spirit of making graduates from the program better prepared for their careers.  The idea that we need to somehow demonstrate or explain better what we are already doing was hard to understand.

My best explanation for how this would work goes like this:

Suppose you receive feedback from your industry partners that in order for graduates to  be successful, the college needs to buy every student a pink hat.  The students must wear the pink hats at all times, and they must bring them with them into their careers after graduation.

Now, it might be the case that these pink hats are a good idea.  The idea originated from our industry partners, whom will be the very people hiring our grads.  However, buying the pink hats is an expensive endeavor.  The money we spend on pink hats means we can’t allocate those resources elsewhere to improve the program.

When the team evaluates the idea, they should look to the core values of the program and see whether the pink hats falls in line with those values.  In our engineering programs, we have twelve graduate attributes that we seek to instill in our students.  Every student who graduates from an engineering program will possess these attributes if the program is designed well.  If we look at the attributes (our values) we won’t see a connection of how pink hats are essential to making a better graduate or a better engineer, even though industry is telling us this is the case.  And so, we would make a decision to ignore industry’s suggestion, and instead allocate our money elsewhere.

Pinks hats might seem like a silly example, but the situation is the same for any piece of technology that industry wants us to teach, such as 3D printers and proprietary programming languages for manufacturing robots.  It costs a lot of money to adopt these technologies, and it takes a lot of time to teach and reinforce the skills in our students.  At each point, we have to ask ourselves whether this investment materially improves the students, or whether there is a better way we can allocate our time (such as teaching good computer modelling for 3D printers, or teaching good programming foundations so that our students can easily teach themselves any programming language used in industry).

The key lesson is that these decisions should not be made on a whim, but nor should they be made because a stakeholder tells you they are important.  Input from industry is only one point of data in a sea of information.  In order to tease out the signal from the noise, it’s important to use your values to help determine what’s worth pursuing, and what’s worth leaving behind.

Stay Awesome,

Ryan

 

 

My Backfill Starts Today (Job Update)

A few months back, I updated that I hadn’t been selected for a job I was in the running for (again).  Well, turns out that I was a tad premature in my announcement.  A few weeks after the post went live, my boss came to my desk, smiling, and let me know that the candidate they had moved forward on originally had accepted a job elsewhere, which moved me from the second slot to the top.  I was advanced to two more informal interviews, and on March 4th I started my new job as the Graduate Attributes Quality Assurance Coordinator for our degree programs.  And finally, my replacement for my old position started today, which will begin the formal hand-off of all of my old job tasks.

This is a different phase of work for me.  I’ve trained people on tasks before, but I’ve never trained my replacement.  Until now, I’ve been trying to balance both job portfolios, but now I begin the process of uncoupling myself from my old tasks and handing them off to the new Program Assistant.

I feel a little bad for her.  The Program Assistant position didn’t exist in our office when I first started at the college.  It is the result of four years of expanding the role to take on tasks that didn’t really fit under other people’s roles.  It’s wholly unique in the college as far as I know, and it interacts with almost all major stakeholders: students, faculty, administration, alumni, and industry partners.  I have to condense the four key areas of my job – Advisory Committees, Program Development, Continuous Improvement, and Student Advising – into a meaningful set of processes and best practices.  At each phase of my old job’s development, my boss would give me a mandate, and I would figure out how to operationalize it over the next year.  It’s a lot of stuff to summarize and cleanly hand off, and I’m only now realizing that I didn’t spend enough time reflecting on how to make the work accessible to someone else.

Granted, this is a place of business, and she’s an employee.  She’s competent and is expected to actively learn her role, so it’s not up to me to hold her hand or treat her as if she needs special guidance.  The benefit of this transition is that I’m still in the office and available to answer questions as she learns her new role.

And in this transition, not only do I have a new job, but I’m occupying a brand new position at the college, which means I get a chance to take the objectives set by my boss and figure out what it means all over again, which is an exciting prospect to me.  Similar to my experience working in the gambling lab, I like situations where I’m given an objective and carte blanche to set up processes and procedures myself.

It is a steep learning curve, but I’m liking the work so far.  It’s just outside of my comfort zone, which is a good place for me to be.

Stay Awesome,

Ryan

 

Was My “Really Good Day” Healthy?

Last week, I discussed how I felt really good after a particularly productive day.  Just as I was drafting the post, I shared my thoughts with my wife.  She was happy for my sense of accomplishment and expressed encouraging words about the value of feeling fulfilled, productive, and useful.  But, I didn’t just marry her to build me up; my wife is also my best sounding board to check my intuitions.

In her wisdom, she asked if that kind of feeling of satisfaction is a healthy one.  I knew what she was getting at right away.  She wasn’t expressing skepticism about this one instance, but instead she was gesturing at a longer trend of mine.

I have a mindset and set of expectations on myself that are dangerously close to being unhealthy, to the point where I know I would never try and convince a person to adopt it themselves.

You see, I hate feeling like I’m wasting my time.  I don’t mean this in a hustle/grind sort of way, nor does this mean that I don’t waste loads of my time (hello YouTube; you are my true weakness).

I hate napping because I feel like it’s a waste of my time.

I should qualify that a little bit.  When I say a waste of my time, I don’t mean that napping isn’t good for me.  I know that sleep is good.  Sleep will rejuvenate you, help your brain work better, help you feel better, etc.

Image may contain: 1 person, sitting and text
A friend conveniently shared this meme on Facebook while I was brainstorming this post.

When I say that napping is a waste of my time, I mean it in an existential sense.  When I sleep, I am unconscious, and when I’m unconscious, time slips past me faster.  It’s almost like time travel.  I go to sleep and wake up in the future.  All the time in the middle is gone, and I can never get it back.  I have done nothing, and made no memories.

This line of thinking extends to downtime.  I don’t handle downtime very well, often feeling guilty to take time to myself to mindlessly indulge in “non-productive” things (the aforementioned YouTube, movies/tv, videogames, etc).  When I give myself permission to focus on fun things, it’s always clouded with the knowledge that by taking time to do a fun thing, it’s time not spent on something productive, and no matter how much fun I have, I know that those tasks and projects I need to work on will still have to be done.  I’m not trading off tasks; I’m delaying progress because time runs linearly.

My wife (rhetorically) asked if this line of thinking is sustainable, and it is obviously not.  Indeed, she rightfully labelled it as a stupid worldview to hold.

The real problem is that while I would never advocate for anyone else to frame their worldview in these terms, I want to (and choose to) do it for myself.  I think this is largely because I’m so disordered in my productivity and I’m always battling against my akrasia (a fancy Greek term for making bad decisions due to weakness of the will).  It’s my way of punishing myself for not focusing when I want to focus.

The reason why I mentioned that this is an existential problem for me is because when I think about my mortality, I know that every moment that passes is bringing me closer to death.  Every moment that I spend watching YouTube videos instead of getting stuff done is non-renewable time that I can’t get back and exchange for time on more important things like my wife, my dog, family, friends, or leisurely pursuits.  Realistically, I have finite time, a finite number of heartbeats, and no way of buying more.  Instead, decisions like not going to the gym, not sleeping, or eating unhealthily have the opposite effect and are likely shortening my life.

I know this is stupid.  I know this is unhealthy.  And I don’t have a good solution to address it.  This isn’t a case of believing that hustling for the sake of hustling is inherently virtuous.  Quite the opposite, I think grinding away should be in service of something higher than itself.  This is, plainly, a different flavour of a fear of missing out.  I’m worried about missing out on things by not being productive.

I don’t have an adequate response to the charge that my worldview is not good.  At least I have some semblance of self-awareness and a great partner in my wife that calls me out on my shenanigans.

Stay Awesome,

Ryan

 

 

A Really Good Day

I was reflecting on a day I had last week that I would classify as a “really good” day.  I’m not saying it was perfect, but when I think about it from a personal level, I was very happy with it.

And by a really good day, I mean it was a really good professional day.  It was a day where I went to bed, and I felt professionally and creatively satisfied.  Most days, I feel like I’ve wasted my day with either pointless tasks or active procrastination.  I look back over the day and think that I’ve let it slip away, never to be recovered, and I have nothing to show for it – no movement on any projects, I haven’t grown in any significant way, and I’ve let my base instincts drag me away from what’s important.

I’ve had many good days with friends and family, but I find good professional days to be rare – possibly because I spend so much time at work relatively to anything else in my life.

When thinking about this really good day, I suppose this is what Simon Sinek gets at when he talks about finding your “why,” or your purpose.  I still can’t articulate my “why,” but I feel like the elements that made up my good day somehow speak to what fulfills me.

Anyway, I’ve talked around the topic enough.  What was this day?

Here is a list of things I did that I felt fulfilled by:

  • I took a phone call to consult with a client about some ethics questions related to their project.
  • I secured some consent from industry partners on a development project I’m working on to create a new engineering degree.
  • I had a meta-discussion about working at the college with a boss.
  • I went home and got exercise by shoveling the driveway.
  • My normally scheduled board meeting was cancelled due to the weather, and I took the night off from working at the bar, which meant I had a free night that I’d normally not have in the week.
  • I watched some videos from a Udemy course I’m taking on how to record videos better (I enrolled to help me make better vlogs and possibly future courses).
  • I spent an hour or so reading 40-50 pages of a book on professional/career development while listening to ambient white noise.
  • I spend 30-45 minutes reading book about literary structure for fun.

I think what made these events so meaningful is I felt like I was either learning/developing through the process, or I was able to get good, positive reinforcement on tasks I was initiating.  It’s not about “winning” or succeeding, but in this case, it’s about drawing a line that connects an intentional effort to find a certain outcome, and reaching that outcome precisely how you intended to do it.

In other word, I think the day felt so great because it felt intentional.  I felt those elements that lead to professional satisfaction – I felt autonomous, a sense of control, and I was working towards mastery.

Now the trick will be to do that more regularly.

Stay Awesome,

Ryan

 

Self-Reflection: Fear of Rejection

***Note: to hear an audio reading of this week’s post, please click play on the player above***

In my post last week, I discussed my latest thoughts on interviewing and job-seeking.  As an update to that, my boss notified me that I wasn’t selected for the job (she told me early and said she owed me that courtesy instead of waiting for HR to contact me).  When she called me into her office to let me know, she provided some preliminary feedback on the process with a promise to sit down with me for a more substantial review of my interview in the future.

When she was going over some observations about my interview, she started off by commenting that I had a great presentation.  She didn’t get much out after that about my presentation because bone-headed me cut her off so that  I could comment on how bad I thought my interview was.

In reflecting back, I realize how dumb that was of me.  My boss was giving me unprompted feedback, and instead of listening, I decided to proactively cut myself down.

When I think about this moment, this is an example of my fear of rejection.

Prior to meeting my wife, my fear of rejection stopped me from putting myself out there for dating.  When I was rejected, I took it personally.  Not in a “lash out at the person for turning me down” sense, but in the “I guess there is nothing inherently desirable about me” sense.

It happened when I was rejected from jobs.  It’s hard not to take it personally when you start hearing that “we found a more qualified candidate,” and you start thinking that maybe the philosophy degree has taken you as far as it’ll go.

As a defense, instead of waiting for the other person to reject me, I proactively start rattling off reasons why I’m to be rejected, effectively cutting myself off at the knees.  Maybe I’m thinking that the display of self-awareness will somehow benefit me, but in actuality I’m just trying to soften the blow.  The faster I reject myself, the less harsh the ensuing rejection will be.

This is, of course, not a healthy way to view rejection.  Most rejections aren’t personal – it’s not about me.  I didn’t get a date with that person because they didn’t feel a click, or something about their interactions with me didn’t make them desire taking things in a romantic direction.  Or they broke up with me because they didn’t want to string me along.  Or we broke up because they were more interested in something else.

Or I didn’t get the job because there genuinely was a more qualified candidate.  Or maybe the boss thought it would cost more money to get me up and running, and they needed someone with a different skillset than what I could offer.

These things don’t mean that I’m lesser because of it.  It means I’m different in both degree and kind.

My fear of rejection holds me back because it closes me off to opportunities for growth.  It stops me from starting new and uncertain things.  It also stops me from listening.  When I’m afraid, blinders go on and my mouth begins to run.  I get narrow-visioned and I stop listening to what others have to say.  This isn’t a good strategy for success.  It’s really hard to pay attention to what’s important when you drown out the conversation trying to save face and protect yourself.

I know I’m not alone in fearing rejection.  Everyone feels this.  Everyone is a tight little ball of insecurities trying to keep the loose ends from unravelling under the most cursory of examinations.  We want to be liked.  We want to know that we are enough.  We want to know we have value as we are, not who we think we should pretend to be.

It’s a struggle to stay silent when you’re feeling judged, but sometimes keeping your mouth closed is the most important thing to help you do better next time.

Stay Awesome,

Ryan

(Update) I Didn’t Get The Job (Part 2)

As an update to last week’s post, my boss confirmed with me that I wasn’t being offered the position.  While technically I’m in the running since HR hasn’t sent me the official email to say they have selected another candidate, my boss gave me the courtesy of not making me wait for HR to seal the deal.  And so, here I am, posting again about how I didn’t get the job.

Reflections and Learnings

One benefit of this round of interviews is that I was interviewed by my direct boss and one of the managers I support.  This means that I have access to much better feedback than what HR can give me.  Both bosses have offered to sit down with me and go over their notes from the interview, with specific feedback on how I could do better.  They are both invested in my improvement.

My boss mentioned when she told me I wasn’t getting the job that there is still room to redefine my current job.  Since then, I’ve been doing a comprehensive deepdive into my job and mapping it out.  I pulled my last performance appraisal and am looking over what I do well (my strengths) and identify where I need to improve.  This will give me a good lens to look for courses or opportunities to grow and better demonstrate my experinece.

Both bosses commented that I delivered a good presentation.  This is good to note, because I can take stock of how I chose to research and present the information.  HR sent me links to resources, and one of my bosses said I was the only one to name drop them during my presentatiton and interview, showing I did the work.

The more indepth feedback will help me address one of my interviewing weaknesses – I tend to ramble because I haven’t adequately prepared canned stories that showcase my abilities.  With their specific feedback I can reflect and collect stories of how I problem-soved issues, which will help me articulate my value.

While it might be the case that I lost out on the job because I was in competition with a better qualified candidate, I need to remember to always express my value to the employer.  I need to answer important questions like “What can I do for the employer?  What problems will I address?  What money will I save?  What opportunities will I exploit?” etc.  I will need to reflect more intentionally on what I bring and give it a narrative that tells a story.

Most importantly, I need to prepare so I can have more self-confidence.  You can’t sell a product if you don’t believe in it 100%, and I sadly still lack confidence in my value.

As one of the managers and I were chatting afterwards, he said there is a saying in his home country of Romania, which roughly translates to “a swift kick in the butt is still a step forward.”  I think this is a good perspective to take.

Stay Awesome,

Ryan