June 1, 2003

Real World Rules

Commencement speakers have had the last opportunity to reiterate old fashion virtues everyone needs as they leave the shelter of school and family to enter the real world of work.

Having been there, and done that, I offer some simple, parting rules that will be more useful in the real world now upon graduates.

Hard work and honesty are prerequisites to success. However, rungs up the ladder consist of work habits too often learned through painful failures.

There are 12 practical pointers that lead to promotion and pay -- whether flipping hamburgers, selling cars or manufacturing thingamajigs. Don't pooh-pooh.  

They were given to me by my boss - Sam B. McCool -- when I started on my first supervisory job. They were compiled by Richard H. Moulton and published in a thin "Art of Working" booklet series. They are no longer in print -- more's the pity.

Though they seem simple, I confirmed their value during 34 years of public relations for the American Telephone and Telegraph Company and publishing my own newspapers.

So, here is my favor to the graduating classes of 2003:

If you don't know, say so.

One of the great temptations for a young person on the way up is to appear to know all the answers. Not knowing the answer to a question is not serious, but pretending that you know when you don't may prove very serious.

"I don't know, but I'll find out."  This is probably the most important sentence that any person seeking to advance in a business can learn.

Admit your mistakes frankly and promptly.

It is always wise to go to your boss and acknowledge a mistake as soon as you discover you have made it. It's twice as bad if your boss discovers it first.

This is bitter medicine because it is human nature to avoid censure. However, being forthright -- and suggesting what you can do to correct it - sometimes brings a word of commendation even though you may deserve a rebuke.  

A mistake promptly admitted can be rectified in many instances before it has done any great amount of harm. Take care, though, not to make the same mistake twice.

Don't let your boss be surprised.

Never let your boss be taken by surprise about anything that has happened, or is about to happen, with your work. If things are going well, that very fact will free his or her mind for more important matters. If you have to report trouble, the sooner it is faced the better able that damage can be averted or minimized.  

Have a recommendation ready.

Whenever you are tempted to go to your boss with a problem, to ask for instructions or advice, first think the situation through to the point where you have your own solution to suggest.

The world is full of problem-finders. It is the problem-solvers that are best rewarded.

Sometimes you will find that thinking through this problem will enable you to reach a decision you can put into effect with complete confidence without clearance from above.

Have at least one alternate plan.

The human mind is a lazy mechanism. When it works out a solution to a problem, it slips into neutral. 'That problem is "solved."

But the best that can be said, ordinarily, is that ONE solution has been found. It is not necessarily the BEST solution - or even the RIGHT one.

Usually there are two or three ways of solving any problem, or working out any plan or project. All of them may be feasible, or even good, but only one of them can be best. The best plan seldom comes to us first.

Have facts and figures ready.

If you know of any problem or project that your boss is likely to bring up -- or that is likely to be put to him or her by those higher in authority -- go ahead on your own initiative and gather the facts. The ability to anticipate needs, and be ready, is much sought after.

As part of this rule, always double check your figures. An obvious error or omission often will kill an otherwise good proposal and mark you as a careless person who has to be watched closely.

Always take a second or third look at the conclusion and ask yourself: "Is my answer REASONABLE? Does it make sense?" It is amazing how often errors in math or logic are thus discovered.

Date and initial everything.

This rule saves a great deal of time, trouble, confusion and argument. Make it a practice to initial and date everything you read or write. Those who can prove when something was proposed, noted or approved will become the trustworthy source of an organization.

Don't pass the buck, grab it.

Assume responsibility for any activity in which you have a part. It is not necessary to point the finger of blame. The statement: "I don't know how this happened, but I'll fix it." earns the respect of both those higher and those lower in authority.

Write one-page memos.

It takes time to write a short report, but it saves the more valuable time of your superior and increases the chances of having your recommendations read and accepted.

 In addition, this practice trains you to think things through in clean-cut fashion without leaving loose ends.

If the subject is complicated, attach reference material or an outline of additional details available upon request.  

Try on your boss's problems.

There is no surer way to advancement than to be ready for the next higher job. There is no finer training than to look upon your boss's problem as your own and try to work out practical solutions.

 If you avoid advertising you are studying the performance of your boss, you may find that he or she talk over their problems with you more and more as they discover you understand them and that your comments have been thought out.

Pass along all good suggestions.

When you pass along a good idea suggested by someone under you - and give him or her credit -- you establish yourself as a person big enough to share your progress.

Furthermore, you increase the respect of your assistants for you as a boss and thereby earn their enthusiastic cooperation in making you successful.

Train an understudy.

There is no such thing as an indispensable person. To become the sole repository of vital information or skill is to lock yourself forever into that one job and invite managerial effort to break your bottleneck.

You can't be promoted until there is someone ready to take your place.

Personal addendum.

I would add one of my own discovered from experience:

Come to work 10 minutes early, and leave 10 minutes after closing time. Early ten minutes gives you time to list tasks for the day and gives you a head start over possible candidates for your job who come on time, or late.

The extra 10 minutes at the end of the work day gives you time to bring an orderly stop to what your are doing. This is an opportunity to carry out a small, meaningful project - such as a thank-you note that builds good will and recognition for you.

These are benefits you would not have done, or received, if you had put that little thing once more to your work pile.

Supervisors notice your work habits. Giving the company a little extra time is noticed and appreciated - and eventually rewarded.

Author: Lindsey Williams

Cutline - 4 col. - ivy-covered building

Photo provided by Lindsey Williams

ALMA MATER - Flint, Michigan, Junior College 1941, since replaced with a larger building of greater efficiency but less nostalgia.]