Get Specific when Communicating with Colleagues
Steve Adubato, Ph.D.

All of us who have projects and deadlines at work have been frustrated by procrastinating peers and colleagues. These are the people that "yes" you to death but just don't get important work done on time. Very often they are nice, pleasant and you wouldn't mind hanging out with them after work, but boy are they frustrating when it comes to business matters.

With this in mind, consider some tips and tools to helping those less than stellar work mates to get the job done in a timely fashion:

--Negotiate a very specific deadline for a particular project. It's better to actually get the other person to come up with a time and a date. For example, "Jim, when exactly will you have the Jones project done?" If Jim hesitates, politely persist, making it clear that an open-ended situation is unacceptable, "Jim, I know you have a lot of items on your plate but the Jones project is really important. So instead of me setting an unrealistic deadline, tell me when you can get it done."

--It's one thing to have Jim come up with a date, but if that date is unacceptable or simply unreasonable, make it clear to Jim the reason why. "I appreciate the date you have agreed to, but as you know, there are many other projects that will be adversely impacted if we wait that long. So given that reality, let's come up with a compromise."

--Once Jim agrees to the date that works for you and your organization, it is absolutely essential to verbally repeat what has been agreed to; "Great Jim, I am looking forward to receiving the Jones project on September 15. It will be a big help." Then, follow up in writing with an e-mail reconfirming the date.

--Put a little added pressure on Jim by cc'ing key players within the organization, possibly even the president or the CEO. Make it clear to Jim that you have informed others who matter that he has agreed to a specific date and time regarding a specific project. Your objective is to move this from a situation that involves just the two of you and to ultimately avoid a "he said," "she said" type of situation.

--In certain instances, even if a procrastinating colleague has every intention of meeting a certain deadline, he or she may not have the skills or tools to get the job done. Therefore, ask a few questions such as, "Jim, tell me some of the keys to getting the project completed." Then, listen. If it sounds like he is off course, say, "Jim, this sounds great, but you might be better off speaking to…" You can save you and Jim a lot of time.

--One of the worst mistakes managers make in these types of situations is to give lazy direction using very weak and confusing language. "Jim, be sure you make the Jones project a priority and work on it any chance you get." When you hear yourself using such language, realize the potential for miscommunication and start getting specific.

Finally, when Jim meets the agreed upon deadline, make sure you acknowledge his efforts. Tell him face to face and follow-up with an e-mail telling him he did and great job and once again copy other key players in the organization. This is about closing the loop and creating what is commonly referred to as a "best practices" situation. It sets the tone for others and teaches Jim powerful lessons not only about getting projects done on time but about how people are expected to communicate in the workplace.

Dr. Steve Adubato coaches and speaks on the subjects of communication and leadership and is the author of the book "Speak from the Heart." Write to him at The Star-Ledger, 1 Star-Ledger Plaza, Newark, NJ 07102, visit his Web site at www.stand-deliver.com, or e-mail him at sadubato@aol.com.

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