Four questions managers should ask their staff every week.

The one certainty of the COVID pandemic is that it has forever changed the way we work. Organisations, schools and educational institutions are restructuring, pivoting and evolving in this new world where many of us now work from home and a Zoom meeting is the new norm.

Organisations have been forced to become leaner with people losing jobs or having their work hours reduced. It’s no wonder there is a lot of insecurity in the workplace with those still there expected to do not only their own work but that of their ex-colleagues. This thinning out of organisations is at all levels and has left team leaders, managers and department heads with a minefield when it comes to managing staff - and keeping them positive.

How do you manage staff when many of your colleagues are working from home? How do managers know exactly what their teams are doing?

This question will become even more pertinent as a new hybrid work from home policy is emerging as employees demand more flexible arrangements. Historically, employees were subjected to an antiquated measurement system, the annual performance review. This system (still in place in many workplaces) means an opportunity for improvement falls between the 12-month gaps. This review system now needs to change to a more regular conversation. In fact, according to Gallup, only 14% of employees strongly agree their performance reviews inspire them to improve.

With many people working from home, they can suffer from the out of sight, out of mind syndrome and become neglected, albeit unintentionally. These people need nurturing and clear tasks set every day. It’s not about long hours - it’s about effective and efficient hours.

The four questions.

So, how can a manager support their teams when they are stretched for time and resources? Here are four questions managers should ask their staff every week. These questions, sourced and amended from Gallup’s Q12 questions, are the most effective way to create a stronger, more engaged workplace. You can thank me later ;)

Without further ado, they are;  

1. Do you know what’s expected of you?

2. Do you have the materials and equipment to do your work properly?

3. Did you get an opportunity to do what you do best?

4. Were you recognised for doing good work?

Why should you ask these questions? Let’s look at them one by one.

Q1. Firstly, do you know what’s expected of you? With start-ups, it's often hard to work out the job description as it may still be evolving in the founder’s head. With established organisations and schools, often the job description hasn’t been updated to reflect the daily activities of the role. No one can hit a target they cannot see. If you ask your team if they know what is expected of them it gives them an opportunity to be clear on goals, responsibilities and measurable outcomes.

Q2. How does a manager know if their direct reports and teams have everything they need in terms of software, hardware, tools, training, skills upgrades - even an ergonomic environment? Often people are reluctant to say anything until they are asked.

Q3. This is my favourite - did you get a chance this week to do what you do best? As the industry changes, often roles and responsibilities morph and shift. Sometimes the things we enjoy the most - and are the most exceptional at - can change. As you know, it’s much more difficult to excel at a task you don’t like. We use Gallup’s CliftonStrengthd assessment to help people identify their natural talents and strengths. It’s a science-based framework for contextualising what we are good at, and what can add the most value.

Q4. The final question - were you recognised for doing good work - is vitally important. As contributors, how do we know when we are excelling? How is it measured and what’s the feedback mechanism? Are we recognised for our good work and praised?  Research indicates that a ratio of at least 5:1 of positive feedback to negative yields the best results, not to mention boosting positive morale. Sadly the industry average is much lower than that.

So, in a nutshell, regular check-ins help staff feel valued and heard. But they are also vital for the development of your business and to ensure you are meeting your goals. Sounds like a massive project? This is where we can help. In our workshops, we assist people to identify:

• What they're naturally good at and how to articulate it;

• How they used their strengths to be successful in the past and how they might be holding them back.

• How to do more of their best work

• How to best contribute to their team.

When you have these four points in place and running smoothly, you will find you have not only a much happier workplace - but a more productive one.

So, do you have a go-to question you ask your team every week?

We’d love to hear about it. Let us know here.