Wednesday, April 29, 2009

Top ways to build your team with fun

Do your staff meetings go something like this?

“Could everyone please sit down now and stop talking? We’ve got a lot to cover today and you guys need to get back out there as quickly as possible, so let’s get going.

“We’re having problems getting laundry to the right person. Mr. Marcus’s family is complaining again that his sweater is missing – has anyone seen it?”

And on and on…not really a whole lot of fun, is it?

What if, instead of lecturing on the need to be more careful with residents’ clothing, you pulled two people aside ahead of time and planned a little skit:

Actor #1 (playing the part of the family member): “Darn it, my dad’s sweater is missing AGAIN. Can’t you guys EVER get the clothes straight around here?”

Actor #2 (playing the part of the manager): “I’ll be happy to try to find your dad’s sweater. Let me ask around and see if we can get it back to him today.”

Actor #1: “I’m just sick and tired of my dad’s clothes missing. What kind of place are you running, anyway?”

Actor #2, gathering a group of employees together): “OK you guys, we’ve GOT to find Mr. Marcus’s sweater RIGHT NOW. His family is throwing a fit and yelling at me. GET BUSY – and FIND THAT SWEATER!!”

Actor #1, standing by the front door when a visitor (Actor #3) walks in: “I hope you’re not thinking of moving someone here – they can’t keep track of anything!”

Actor #3 to manager: “I think I’ll come back another time. Maybe this isn’t such a good idea for my mom…”

Do you think your team would remember this better than the monthly lecture? Try it – I’d bet you’ll be surprised!

If you'd like some more ideas for fun team-building activities (modify them to fit your needs, obviously), check out this great resource-packed website: http://wilderdom.com/games/InitiativeGames.html

Have fun – and build your team!

Tuesday, April 21, 2009

Blended training key to culture change and success

You may have heard the aQuire team talk about “blended learning” or “blended training” in the past. It’s a concept we believe in, and the reason we created the 2 Minute Trainer newsletter.

We’re thrilled that you’re using the aQuire online staff training program to provide your team members with opportunities for ongoing learning and professional growth. You know, obviously, that this is one foundational principle for building a culture that reflects your philosophy and values, and builds a team that stays and grows with you.

You know that reducing staff turnover is one of the key things you can do to build client loyalty, reputation, and quality care.

You’ve taken a big step to making that a reality in your community with the addition of significant training opportunities.

But you’ve got to back it up with your actions and the actions of other people in your organization that provide leadership roles.

Look, for example, at the experience of the new caregiver in your organization. You screen carefully, check references and get the appropriate clearances, and then you bring the new team member on board. You enroll them into their initial training courses, and give them time to complete those courses.

Then, most likely, you team that new person up with a current caregiver and ask them to provide on-the-job orientation or training.

That’s a typical approach to bringing a new person on board. It’s a good way, too, to quickly bring the new person up to speed on your culture, your expectations and your daily procedures.

But is the person providing the on-the-job leadership trained as a trainer? Does he or she realize how important it is to follow some basic training steps: demonstrate, explain, observe, give feedback? Does he realize that each step offers an opportunity to reinforce your values and principles of care?

We know that building a strong, long-lasting team means focusing on these first few days. We know that helping new employees build the skills and approaches that add to your organization means focusing on these skills right from Day 1.

We’re working on some new “train the trainer” resources for our clients, since we know that’s how you’ll best build the kind of team you really need.

But for now, that’s your department. Focus on creating an environment where blended learning really happens and you’ll significantly leverage your current investment in staff training many times over.

Wednesday, April 15, 2009

Note to Manager: Why You Need to be a Strong Role Model

By Marla Rosner
Marla Rosner & Associates
Helping Executives, Managers and Teams,
Listen, Learn and Lead
www.rosnerassociates.net

Whether you’re a new manager, or an experienced manager, maybe with a new area of responsibility, it might be time for you to take a look at this aspect of your job: you, as a role model.

You must have passed the preliminary test as a role model or you wouldn’t have been hired or promoted to a manager position. Now it’s time to understand what more is expected. The people that report to you (your “direct reports”) and your boss will be noting how you carry out this aspect of your job. They may not ever say anything to you, and nobody will be standing at the office door with a checklist when you walk in. It’s subtle – but important.

Your direct reports will register aspects of your behavior and, perhaps without even being aware of it, make assumptions about what they can also do at work. For example:
* “If he’s late, I can be late.”
* “If she’s wearing jeans with holes on casual Friday, it must be trendy. I can wear mine too.”
* “If she makes nasty remarks about others in the company, so can I.”
* “If he makes long personal phone calls from work, why shouldn’t I chat with my girlfriend when I feel like it?”

Bosses have a different vantage point and are concerned with the impact you have on others as someone in a management position. For example:
* “If he’s late, his people are going to start to be late.”
* “If she’s wearing jeans with holes on casual Friday, her group’s going to start looking shabby.”
* “If she makes nasty remarks about others in the company she’s not a team player and her team’s not going to respect other departments.”
* “If he makes long personal phone calls from work, his team is going to take that as permission to do the same thing. There goes productivity!”

This can be a hard lesson for new managers to learn. Sometimes newly promoted managers think, “Finally! I can make a personal phone call and not get yelled at for it because I’m now a manager. Or if I’m a few minutes late now, it’s not that big of a deal since I’m no longer punching a time clock.”

A seasoned manager, however, is keenly aware that a poor role model in a manager position has a ripple effect on his group.

The lesson here? It’s all about self-awareness. Operate with the knowledge that you’re “on stage” whenever you’re at work. Although you may have initially imagined that your influence on those you manage would be in the form of delegating and coaching, you also have a substantial “unspoken” influence based on how you conduct yourself on a day to day basis. Think about how you want those on your team to conduct themselves and then, walk the talk.

Wednesday, April 8, 2009

Enhancing Customer Service in Senior Care

Here’s the title of a chapter in an intriguing book called “Yes! 50 Scientifically Proved Ways to be Persuasive

“What tips should we take from those who get them?”

It took me a second to get the question, but when I did, I started thinking, “What makes me want to tip a waiter more than usual?”

I’m not a bad tipper, but I have to admit sometimes the process of tipping annoys me. It particularly annoys me when I feel like I’ve overpaid for something, and the service staff is still standing there with their hand out waiting for more money.

But then there are those moments when I feel like I’ve made a new friend. When I tip joyfully, because I truly enjoyed the service provided.

It doesn’t happen all that often, but when it does, it’s memorable. In fact, it’s probably memorable because it doesn’t happen that often.

So I thought I’d google “How to earn big tips,” and see what the pros had to say about this. This is fun: I’m finding lots of ideas that readily translate into our mission: provide excellent customer service. Here’s an example of a fun, almost-tongue-in-cheek article, with some great advice about customer service in general. My comments are in the [brackets]:

Earn Better Tips: Simple Tricks to Getting Bigger Tips, by Melissa Dylan

Excellent service is a good place to start if you're an employee who earns tips [or an employee who just wants to provide outstanding customer service]. A few simple tricks will put you over the edge from average tips to enormous tips.

Introduce yourself by name. Bonus points if your name is something cutesy or perky. If your name is not cutesy or perky, change it. While you’re at it… Be cutesy and perky. Chat with guests. Pretend you’re interested in them. Create inside jokes. If this is not part of your personality and you are not willing to fake it, you are in the wrong profession. [Be yourself. Your clients will love you for it, even if you’re not cutesy and perky.]

Sign the check. If you’re a female, include a doodle like a smiley face or flower. Vomit in the back room out of disgust beforehand if necessary, but keep all appearances of perkiness and charm in front of the guests. (Note: if you are a male, doodles on the check will actually lower your tip, so be careful. And masculine.) Include the words “Thank you” as if the guest has done you a gigantic honor by dining at your table. [Write your name on a slip of paper – it will accomplish the same thing. It says, “I want you to remember my name because we’re friends now, and I can help you.” Include a phone number or email address if it is appropriate for clients to contact you directly.]

Touch people. No, not there. Pervert. A friendly hand placed on the arm or shoulder sometime during service adds a touch of camaraderie that makes patrons think “I’d better give her some money!” [Touch, appropriately, is a tremendously affective way we communicate. Shake hands, if you’re not the “touchy-feeling” kind of person.]

Squat. Next to the table, anytime you’re talking to them. You’ll feel ridiculous the first several times, like you’re about to crawl under the table, particularly if you’re already pretty short. But it works, because as it turns out, people like you better when they can’t see up your nose while they’re eating. Who knew? [Works in our business, too. Never stand up while talking to someone seated. Get on their level. Every time.]

Repeat their order. Shows them you’re listening, and helps to fix mix-ups before they occur. (How many times has a customer asked for the chef salad, only to insist later that they’d asked for the Caesar salad?) Also, write it down. Some waiters like to show off their impressive brain-power by clasping their hands behind their backs and committing the order to memory, but frankly: 1.) your customers don’t care how smart you are, they just want you to get their order right, 2.) it drives me bat-poo crazy when a waiter does that and then gets my order wrong anyway, which has happened more times than I can count. I’m much more willing to forgive (and tip) someone who writes it down just in case than someone with misplaced arrogance about their mental abilities. [Can you relate? I can! If one of your clients has a problem, complaint or concern, write it down in their presence. They’ll see you taking it seriously, and have a higher level of trust that you’ll fix the problem or address the complaint.]

Compliment them. Tell them they’ve made a good choice. When you drop the check, confess that they were a lot of fun to wait on. [Compliments work well for every situation. “Beautiful scarf – love your haircut – that tie is beautiful!” You get the idea.]

Be in medical school. Preferably at Yale. Or, be willing to lie. [OK, lying is taking it just a little too far, in my opinion. But certainly share your goals and aspirations, or what you’re doing to improve your skills and knowledge. Taking online courses? Mention that: “I’ve been learning a lot about your mom’s disease in the online course I’ve been taking – it’s quite interesting.”]

Everything else. On top of all this is the basic service; getting the order correct and on time, clearing plates, knowing the menu, etc. But research has shown that patrons are willing to forgive mistakes or long waits if the above tricks are adhered to. [Just goes to show: being a good waiter and providing great customer service have a lot in common. People will forgive a lot of mistakes if they like you and feel like you’re friends.]
So good luck. And let the earning begin! [Ditto.]

Wednesday, April 1, 2009

Teaching employees the most important skill of all: getting to know their clients

We were discussing the objectives of our training program, especially the caregiving training program. Our newest team member, Ken, asked, “What behavior do you want to see in a well-trained caregiver?”

The first thing that came to my mind was excellent observation skills. A good caregiver – a well-trained caregiver – should be able to walk into a room first thing in the morning and say, “Good morning, Mrs. Smith.”

A good caregiver should stop and listen for a response, and instantly identify the well-being of the client.

She should notice the slightly slurred words, and take the time to ask another question: “Did you sleep well last night?” and listen for the response. Maybe the person is in pain – ask a probing question. Maybe the person is ill – check her temperature and pulse.

In short, a good caregiver should know her clients so well that she can instantly tell when something isn’t quite right – and take the appropriate follow-up action.

Ken, our newest employee looked up at me abruptly and said, “That really hits home.” He shared the experience of visiting the hospital to see his mother-in-law. His wife asked the nurse, “How’s my mom today?”

The nurse responded, “She’s doing fine.”

As they walked into the room, his wife said, “Good morning, mom,” and heard her garbled response. She was clearly not “fine;” in fact, she died a short while later.

At my book club the other night, we were discussing the current dire state of healthcare in America. One of my neighbors had been talking with a British friend who said, “The trouble with you Americans is that you do too many tests. Doctors, nurses and caregivers are no longer trained to really listen to the person and observe. Just send out for another test – that’ll tell you what’s wrong.”

Another neighbor shared, with passion, her experience during the last few hours of her mother’s life. During that final hour, three specialists had come into the room, each reporting, “Good news!” One specialist reported that her mother’s blood work was good – “do you have any questions for me?” An internist reported that a bone scan looked good – “that’s great news.”

All the time, the family knew their mother was dying, as she lay unresponsive in the hospital bed. They felt angered and frustrated that so many people looked at only a part of their mother’s condition; not one of the physicians involved looked at their mother as a whole person.

When I think of a caregiver I’d like to clone, I think of Dianne. She only had a high school education, but had worked as a caregiver for her entire career. When she worked for us, we promoted her, ultimately (after about 12 years) to Resident Care Manager for one simple reason: Dianne knew her residents. She knew exactly what was “normal” for each of them, and her observation skills were second to none.

Dianne could tell, in just a couple of minutes, when someone was not quite right. She knew when to probe with more questions, with a touch or quick vitals check, and when to call the doctor, nurse or family and say, “Something isn’t right. You’d better come right away.”

She knew that family members felt guilt and anxiety, especially initially. She would often call just to say, “Your mom had a really good day today.”

Dianne would sit and comfort the dying person; she’d stay and comfort the grieving family, too, sometimes well into the night. She would never, ever leave a dying resident in the care of a lesser-trained caregiver.

She wasn’t a trained nurse, but she was the best I’ve ever seen at knowing her residents and making sure they got the very best care possible, from every single member of the team. When my own mother was in acute care, I often wished for a nurse, a caregiver, or anyone, as compassionate as Dianne.

Dianne was certainly an extraordinary caregiver by nature. Her commitment and dedication was intrinsic to her personality; and that’s not something that we can train into people.

But her focus on knowing each person in her care, as well as she could possibly know them, is something we can do a better job training into caregivers. Her keen sense of observation and her skill in communication – these are the traits I believe we can train.

Training to grow the very best caregiver possible isn’t a one-time shot. It’s a process that continues throughout the person’s career. We can start it with our online courses, but it takes ongoing supervision and training to really strengthen these skills.