I believe in coaching to the test. In other words, be very clear with employees about what you consider good solid performance and what they have to do above or below that to get better or worse ratings. For those people who are high achievers, they now have something to shoot for and if you see it consistently, why can’t you give them that rating?

There is no perfect in human behavior. There is always room for improvement. That doesn’t stop us from wanting a reward when we achieve a certain level. No matter how many Tour de France races Lance Armstrong has won, there is room for improvement. That’s why he keeps trying. They don’t withhold the trophy because of it.

The problem is that most managers haven’t really thought about what they think excellent performance looks like, so they feel uncomfortable rewarding it. If they do give high ratings they are afraid of being unfair to someone else so they want to give high ratings to everyone. And, of course, they are under pressure by their bosses to give few high ratings because then everyone will want a big raise.

I have a philosophical question for you. If it didn’t matter what raise you were going to get because there is not much budget, would you rather your manager give you the higher rating you had worked to earn or would you rather they soft peddle it and give you an average score so it is in line with the money? What does that do to your motivation? At least it would be on the record that you are a high performer when promotions or raises are available again.

While this sounds so common sense, it is amazing how many people work with very general instructions from their supervisors. Most people know how to do a job if they have been trained properly, but they rarely know why they do it or what the expected outcome is. Alternatively, many people are told the outcome, but not the process of how to get there.

Being a supervisor today means responsibility for more people than you can truly take care of. I find it typical for people to supervise 30+ people. Under these circumstances, it is even more important that each communication be useful to both parties. That means knowing which information the person needs—process or outcome, or both.

Communicating your expectations clearly takes more time at the beginning, but it saves more time along the way and achieves more positive results. When assigning a job to an employee, use your time efficiently by clearly stating the outcome you desire. The more complex the task, the more important this becomes. However, even simple tasks are often assigned with vague instructions such as, “Get me a copy of the XYZ report when you have time.” The employee doesn’t know whether that means drop everything and do it now, do it by the end of the day, or do it in the next couple days. People generally want to please their supervisors. Give them information to do that.

If you want to achieve consistent results from employees, you must be consistent in your reinforcement. This is the element that takes more time, but has such a big payoff.

When you see people taking actions you want, tell them so. This doesn’t have to be a flowery speech. It can be a simple, “You’re on the right track,” or “Thanks for getting on that project so quickly,” or “Looks like you’ve made that correction we talked about yesterday.” You can also leave a post-it note or send an email.

When people go off-track, get them back on the right path quickly by clarifying your instructions and the outcomes you stated earlier. Make sure they have the resources to get the job done—that means people, knowledge, and tools. Let them know the impact their error has on the product or process so they know why you are correcting them. Give them useful information that will help them succeed, such as “When you don’t get that part sanded smooth enough the first time, it means the next person has to stop and fix it before they can do their part of the process. This causes delays and extra work for others. Please make sure you sand the parts smoothly enough that the next person can fit their part on easily.”

Like Dorothy in The Wizard of Oz who had the power all along to go home if she chose, supervisors do not realize the power they hold in achieving the results they want. The majority of employees want to succeed, but they don’t know what the supervisor is looking for, so they try different things to get attention—sometimes the wrong things. You get consistently right behavior when you ask for what you want, define the details as necessary, and reinforce it when you see it.

Have an employee meeting and ask for their help in keeping the breakroom clean. Impress to them that you are happy to provide this common space for their use, especially if you use it too. Since it is for the use of all, it is the responsibility of everyone to be good neighbors and help keep it clean. You expect people to throw away their trash and wipe up any messes they make. You will provide general cleaning service to help maintain the overall cleanliness. Let them know that if they choose not to be a good neighbor by leaving their food and trash lying around creating unsanitary conditions for others, you will remind them of their responsibility once. If you have to talk with them about it a second time, you will assume they have chosen not to live up to their responsibility for using the breakroom and are barred from using it again. Don’t make everyone suffer for the poor choices of a few. Ask people to help each other by politely encouraging each other to keep their area clean.

You may tell anyone who has been barred that they can be reinstated if they come to you and tell you what they will do to earn your trust again and use the facility appropriately. In other words, say that they are willing to take responsibility for their actions and understand the consequences.

Let’s be perfectly clear that threats are not appropriate when talking about consequences. I believe in giving people choices up front. When you tell people clearly what you expect from their performance, express your confidence in their ability to succeed and your willingness to provide resources to help them. Where it is appropriate, let them know what could happen if they don’t succeed. Consequences should start with follow up conversations to determine root causes for failures or lapses in judgment.

Supervisors play a key role in helping people make good choices in their behaviors, so use consequences wisely and consistently for consistent performance results.

When I heard this quote recently while watching the movie, The Polar Express, it hit me how often we fail to get on board in life, in leadership, in commitment to being the best we can be. We often run alongside the train or watch from a far hill, but don’t step up to get on.

What’s keeping you from being the best leader you can be? Is it time? Is it knowledge? Or, is it just old habits that are hard to change?

Frankly, I have found as a manager that it takes less time to lead people to do the right things than to have to correct and push them constantly to do it. Once my staff knew the standards I expected them to achieve, they went after them because they knew I would be watching for them and reward them when they did. People are constantly looking for that ray of sunshine from their bosses but they rarely get it. They usually only get the pushing and shoving when they do something wrong. And, you know, it’s a lot more fun to work in a positive atmosphere than one where the only communication is punishment.

If you don’t think you have the knowledge to be the best leader you can be, that’s easy to fix. There are tons of books on leadership or seminars to attend. And if you don’t have time for that, get books on audiotape or CD. Listen to them on your way to work in your car. It is amazing how much you can absorb just while driving around town. I have had subscriptions to book summaries on tape, which are a pretty good idea to get the basic ideas from the latest books. Then if you want the whole book, you can go buy it or get it from the library.

If you are finding it hard to change old habits, you are in good company. I have found that this is the biggest stumbling block for most people. You manage in ways that you have learned from watching others and what you think works in your workplace. You do it automatically without thinking. To do something different would require you to stop and analyze the situation and then decide how to approach it in the most effective way. You might say things differently or react differently. Often these behaviors seem strange when you first do them and you are afraid that you might look silly or less than competent. Since as leaders we want to look competent, we avoid doing things that make us look incompetent. So, even when you learn a new technique, if it doesn’t work right the first time, you go back to the old way—even though that doesn’t work either. It’s just more comfortable.

However, if you will make the commitment to take the time to learn some new techniques and practice them daily, you will soon discover the real payoff to leadership vs. management. You will build a greater rapport and trust with your employees and more job satisfaction. The measure of your employees’ work is in the results they achieve. The measure of your work as a leader is in helping them achieve it consistently and flawlessly.

“Sometimes the things in this world that are the most real are the things you can’t see.” This quote from The Polar Express summarizes the effort it takes to make the commitment to leadership. You may not notice the subtle changes in your leadership effectiveness from your commitment, but they become more real the longer you do them. And one day, you will look back and say you are thankful you decided to get onboard.

Just as you have to be consistently firm, yet loving with your children, you need to do the same with your employees. Children need some structure and they need to know their boundaries. The same is true for adults. The better the leader has maintained an appropriate structure and given people clear expectations, the more effective they tend to be. People can be allowed to use initiative and yet know they have a support available when needed.

When children misbehave they receive consequences of some sort to correct their behavior. When adults don’t do what they are supposed to do, I continue to find it amazing how often there are no consequences. There are a lot of wringing hands and griping about how the employee isn’t performing as expected, but nothing is done or said until the pattern has gone on so long that it is an ugly interaction.

Why is it that we cannot just give people simple feedback about whether they are doing the right work or not, whether they are behaving appropriately or not, or whether they are contributing to the organization or are being a drain? Ongoing feedback is a consequence that is welcome because it lets you know where you stand. It gives you the score. Ongoing feedback addresses issues when they are small, not waiting until they escalate.

Shouldn’t we treat those we lead as well as we treat our children? Don’t they deserve to know what we expect from them? And, don’t they deserve to have reinforcing and correcting consequences in real time, not “wait until your father gets home” mentality where the consequence is stored up for later?