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Each year I post my speech from the Master of Engineering Management Graduation Hooding ceremony so this is my post for 2013.  As always, it was great fun to see our students excited to receive their degrees and to be able to meet the many friends and family members who have been so supportive of the students.  The main Duke ceremony was also particularly exciting this year where Melinda Gates gave the graduation speech and received an honorary degree.  I was able to meet Melinda Gates before the ceremony due to our Gates Foundation funding for a project which our MEM students have contributed to over the past year.

To the Graduating Students

For the first part of my message I just want to say THANK YOU.

Thank you for the time and effort you put into the program, into your teams and into the relationships that you had to build to make your time at Duke a success.  I am sure there were times when you said to yourself: “I do not have the energy to finish my part of this assignment… make it to the team call… go out with my colleagues during this residency activity…” or whatever it was but you did it anyway.

Thank you for the efforts you have put into the program beyond the classes, whether it was talking with a perspective student, helping to organize an event or providing feedback on a program activity. And I also thank you for being open-minded and even vulnerable during our diversity training or the ropes course.

And finally, thank you for attending graduation this weekend to participate in the events that mark a milestone in your education and no doubt your careers.  With so much to do in our work and personal lives, we do not always take the time and effort to reflect on even the big accomplishments.  And you miss part of the value of these milestones when we fail to take that time.  And I know we, that is all of us who help to run this program, would certainly miss part of the value if you did not take this time.

 

To the Friends and Family

As special as this weekend is for the students, I know it is just as special for you.

As much a period of transition as this time is for our students, I realize it is just as much a time of transition for many of you,

As much a time of hopeful but nervous anticipation for our students I know it is just as much so for you.

I can assure you it is the same for us!  We feel that the “home away from home” for our students will miss them when they leave Duke.  Just as you have missed them since they left their real nest.  But we can all be comforted by the hope, dare I say the fact, that the many things they have learned from us will now benefit the rest of the world.  Simultaneously it will enrich their own lives and ensure they have the skills and knowledge to take on the very real challenges of our time.  As their family and friends, you created the vessel, the platform, upon which these graduates have been building and enabled them to take advantage of the opportunities in this program and beyond.  For that I thank and congratulate you along with the graduates.

What the graduates may not yet realize is how enduring the bond and the mutual support are from all of you.  With the hind sight of many more years than our graduates, I can say that I have been pleasantly surprised, with the benefits that the relationships established from an early age have enhanced my life decades later. The longevity of these relationships is truly amazing. For our graduates, these relationships will now also include their fellow graduates!

Some Graduation Thoughts

In addition to the welcome, I want to provide some brief thoughts about life after graduation.  What can I really say in 5 minutes that has impact?  Will any of you really remember what we say today?  Or are you too euphoric to actually internalize it anyway?  I guess the ultimate hope is that your friends and family will remember and then in a few years when you go to them for advice they can say “Remember that graduation message…”

So what is my message?  So much to learn, so little time…

So much to learn, so little time…

This may seem like a strange message at the END of an educational program but I assure you it is not.  I know that those of you destined to have the greatest impact on your organizations and on society are already thinking about what you need to learn next; what are the weaknesses that you need to overcome for your job or for the next job that you have not even started looking for yet.

So much to learn, so little time…

As anyone who has been working in a typical organization these days can confirm, there is so little time outside of work.  And work is intertwined with every aspect of our lives.  There are no semesters and no “summer vacations”.  Time off is squeezed into the few precious vacation days we have. Holidays are more of a scheduled catch-up than time off.  And yet the work environment keeps changing and more and more is expected of us every passing year.

So much to learn, so little time…

I vividly remember the alumnus who called me after working for a few months, exasperated by the fact that she had no time to do the things that were so easy to get done in the past.  I asked what she had in mind and she went through the list:  “You name it” she said.  “Laundry, reading, renewing my driver’s license, cooking, cleaning my apartment” and the last one, the worst, the one you cannot allow yourself to be too busy for; “calling my family”.  She did not even mention keeping her knowledge current in her chosen field.  I am sure that would have simply been overwhelming to think about.

So much to learn, so little time…

But you have just spent the last year or more learning, is it really necessary to keep learning?  Can’t we just use the knowledge we have accumulated, just for a while?  Unfortunately, no way, not even close, no chance, don’t even think it.  When learning is no longer a priority, self-improvement is not far behind and career progress stalls.  As Newton Baker said: “The person who graduates today and stops learning tomorrow is uneducated the day after”.  This is truer now more than ever due to the pace of knowledge creation and technical advances.

So I simply want to leave you with this message – continue to challenge yourself, and measure your achievements partly by what you learn; how you expand your expertise.  It is difficult because there will not be sufficient hours in the day but make this a priority.  You will not regret it.

The Year in Review

I wanted to conclude my comments with “the year in review” but I realized I did not have time!  Then I thought, well 2 seconds per word, 30 words per minute, 150 words total might just work so here is my year in review….

accounting, accounts payable, acquisitions, accrue, alliances, balance sheet, balanced scorecard, Blue ocean strategy, branding, business etiquette, business model, business plan, capital, cash flow, change management, channel management, client, collaborations, commercialization, communication, competencies, competitive analysis, conflict resolution, constraints, constructive conflict, consulting, consumer behavior, control, copyrights, corporate culture, corporate governance, cost allocation, creativity, cultural bias, data mining , debits and credits, decision-making, deliverables, developing countries, discovery, disruptive technology, dividends, early adopter, elevator pitch, emerging markets, emotional intelligence, ethics , fast follower, financial engineering, first mover, fuzzy front end, global anything, goals and objectives, group dynamics, habits, heuristics, implementation, incentives, infrastructure, innovation, intellectual asset management, investors, knowledge management, lead user, leadership, manufacturing, margin, market opportunity, market segmentation, mergers, milestones, model, monte carlo, motivation, myers briggs, negotiation, networking, new venture, non-profit, one click patent, online selling, operations, optimization, organizational structure, partnerships, patent claims, patent litigation, patent prosecution, patent strategy, performance, planning , porter’s five forces, portfolio, presentation skills, pricing, product design, product lifecycle, product placement, professionalism, profit, proforma, project financing, project scope, proprietary information, quality control, resource allocation, restructuring, revenue, risk, self-awareness, sensitivity, service management, simulation, social benefit, spreadsheet, stakeholder, stock options, strategy, Strong inventory, supply chain, team charter, teamwork, teamwork, teamwork, teamwork, teamwork, technology assessment, the long tail, the S-curve, time to market, timelines, trade secrets, trademarks, uncertainty, user experience, valuation, viral marketing, virtual teaming, web 2.0, and the acronyms, MBWA, NDA , IT, IP, JIT, PR and Gant chart (OK, not really an acronym but everyone thinks it is) … and don’t forget the emotions interspersed with all this, elation, fear, fatigue, anger, satisfaction, more fatigue, joy.

I don’t usually recommend business books unless I am specifically asked to because a person’s reaction to such books is strongly influenced by our individual preferences and experiences.  But in this case I will ignore my general rule and highly recommend the book “Lean In” by Sheryl Sandberg.  This is a book about women and leadership with many insights on gender differences in the workplace. As such, it is important for all of us who strive to understand how to work more effectively with our colleagues; male and female.  And I would argue this book is also about gaining a better understanding of the business environment irrespective of gender issues; including how to navigate that environment to enhance your career.  This is because there are many exceptional lessons in this book about career development and advancing in business.  Sheryl provides excellent advice about climbing the corporate ladder (or corporate jungle gym as she aptly describes it) without any judgment about those who choose not to or have other priorities.

Lean In provides excellent advice on general differences between the way men and women approach business situations.  For men managing or working with women, this advice is invaluable.  Some of the stories recounted in the book are hard to imagine in today’s society and yet they occur all too frequently.  Of course, with respect to gender differences, we cannot say that every woman or every man has the same perspective on a given business situation.  Nonetheless, throughout the book, men will learn to reconsider their perspective on the decisions and actions of women they work with as well as the unintentional biases they themselves have.  

I found myself relating very directly to some of the ways Sheryl indicates that women approach many of these situations.  Many of these situations will resonate with both genders and provide advice to be followed by male and female alike.  Such areas include: i) crying in a business meeting (it is not as bad as we think to show genuine emotions – Howard Schultz’ speech when he returned to Starbucks is a good example), ii) take a seat at the table (many of us literally do not sit at the conference room table during meetings and miss opportunities to maximize our impact on the meeting and the organization), iii) first impressions with new colleagues are critical (asking for something, even if it is reasonable, may not get the relationship off to the best start), iv) frequently ask for feedback (few people like to give you negative feedback but if you ask, they usually will and you will be better off), v) no one below you in the hierarchy of the organization wants to tell you when you are wrong (you need to constantly and diligently work on developing a culture that encourages your employees to tell you when you are wrong!), vi) you sometimes need to negotiate even if you are worried it will damage a relationship (this was specific advice for woman but I also approach negotiations the way the book recommends and feel it has worked well in most cases).

In summary, I highly recommend this book for anyone who wants to expand their understanding of what women face in business, how women tend to react to many business situations and, for men and women, how do you develop your own career.  Men in leadership positions have numerous opportunities to help resolve the gender gap in business.  This book will help these leaders find and address such opportunities.  Of course, I do not agree with every perspective in the book and in many cases a balance between one approach and another must be achieved which is sometimes missing from the anecdote, perhaps for the sake of clarity.  In addition, addressing common traits for an entire gender, male or female, has its limitations.  Nonetheless, this book is a must read.  Men and women, leaders and followers; will enhance their careers by considering the career advice in Lead In.  Do yourself a favor and take the time to read (or as I did, listen to) this book.

Our previous post was the first part of a very insightful piece by Duke MEM alumnus Charelle Lewis.  It was very well-received so I am particularly happy to post Part B.  For Charelle’s bio and Part A of her Career Development Insights please see the previous post on this blog and enjoy her additional insights below.

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Career Development Insights – What I Would Tell Myself at 22 (Part B)
by Charelle Lewis

Be Mindful of Your Reputation

This seems obvious, but you would be surprised by the number of people who commit reputation suicide. Keep your “Digital Image” clean, this means Twitter, Facebook, Instagram and Linked In. While you might not agree with it, employers ARE monitoring their employees’ activities on social networking sites. Remember, once something is out in the digital universe, it’s almost impossible to get it back. Play it safe, don’t post anything you wouldn’t want your grandmother to see.

Learn how to be a Team Player. . . You need to follow before you can lead.

Know Where You Stand

Career Development is YOUR responsibility. Take the time to create a Development Plan and make sure you keep it current. Constantly ask for feedback (real feedback, not the fluff that is often exchanged).  Tell your manager about your career goals and get their advice on next steps.

Whenever you are given advice, remember to “Keep the meat, and spit out the bones”.  Translation: Not all advice is good advice. Respectfully listen to the advice, but only act on the things that make sense given your situation and desired outcomes.

Keep a file of your job history, rewards & accomplishments.  Job applications are much easier when you have all your personal information in one place and you can copy and paste to tailor the application as needed. Also, keep your resume up-to-date. Updating your resume is a lot less painful if you have a 6 month cadence around it.

Learn The Art of Bragging

Learn how to humbly publicize your accomplishments.  “Brag! The Art of Tooting Your Own Horne w/o Blowing It” is a great book on this topic. Once you learn how to brag, find Advocates/Mentors who will do the same.  The REAL difference between an employee making $40K and one making $400K is perceived value.  If you are not perceived as valuable, you won’t last long. Share stakeholder feedback about your performance (especially unsolicited feedback) w/ your manager (and their manager) to confirm your strengths.

You’re Not Supposed to Know it All                                                            

You Don’t Have to be an Expert, but Learn Who the Experts Are. Surround Yourself with “Smart People”. Like the President, build a strong Cabinet of knowledgeable individuals who can advise you on every aspect of your responsibilities. Don’t be afraid to borrow shamelessly (as long as you provide credit). Don’t reinvent the wheel; spend your time and effort on things that don’t already exist.

Last but Not Least…Know Where You Draw the Line

At some point in your career you will probably face a situation which causes you to question someone else’s actions and/or integrity. Make sure you take the time to get all the details and act according to your moral compass.  Document everything! By focusing on facts and data, you eliminate the confusion emotion often brings. Your integrity is one of your most important assets, once it takes a hit it is really hard to restore.

These key principles have helped me acclimate and excel in many different roles, but this of course is not the only recipe for success. As mentioned previously, “Keep the meat, and spit out the bones”.

We are very fortunate to have guest blogger Charelle Lewis provide numerous insights on Career Development for this post and the next. Charelle is a PMI certified IT Project Manager for GlaxoSmithKline (GSK) in Durham, North Carolina. A native of Houston, Texas, Charelle moved to Durham in August 2000 to attend Duke University, where she earned an undergraduate degree in Computer Science with a minor in Mathematics. After graduating from Duke, Charelle entered the IT Development Program at GSK. While in this program, she earned her Six Sigma Certification and gained experience as a Business Analyst, Process Improvement Analyst and Project Manager. Charelle then began working in the Strategy, Architecture and Information Group in North America Pharma IT (NAPIT). In this role she served as the Program Administrator for the NAPIT Innovation Team, founded and chaired GSK’s Global IT Innovation Committee, and Co-Founded the Early Career Network for GSK’s Research Triangle Park campus. She currently serves as the Program Manager for the “IT Transformation” initiative which will launch multi-functional Business Service Centers in Kuala Lumpur, Poznan, West London and Delaware Valley. During her 8 year tenure at GSK, Charelle earned a Master of Engineering Management Degree from Duke University.
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Career Development Insights – What I Would Tell Myself at 22 (Part A)
by Charelle Lewis

As I continue to progress in my career, I find myself giving advice to not only recent graduates, but frankly anyone who will listen. I am far from an expert in career development, however, as I reflect on my career I can think of so many things I wish I had known when I first started. In an effort to spare others from the pitfalls of my journey, I would like to share the following advice. . .

Get Acclimated As Quickly As Possible

When you start with a new company, it is imperative to get acclimated as quickly as possible. You will be expected to start contributing far before you become an expert in any given area, so you will need to quickly understand the landscape. Start networking immediately! Find a mentor or a buddy that is not afraid to tell you the truth about the Dos and Don’ts. This should be fairly easy since everyone, and I do mean EVERYONE, loves to give advice. (Side Note: The quickest way to make a friend is to ask for advice)

Get a clear understanding of the Company Culture and learn as much as you can about the Corporate Politics. Don’t fall into the trap of thinking of Corporate Politics as a negative thing, but rather an opportunity to understand the motives and objective of your stakeholders. If you don’t understand the underlying objectives of your stakeholders, you will never be in a position to influence them.

Look for Extracurricular Activities that will expose you to people and areas outside of your immediate group. People come and go and organizational structures change often so don’t get too attached to the group you are initially assigned to. It is also good practice to work in several different areas throughout your career to broaden your network. The broader you cast your net, the better.

Finally, ask about Periodicals on the Industry/ Subject Matter. This will help you bring the big picture into focus by not only giving you insights into your company but helping you understand where your company fits in the broader industry.

Step Out of Your Comfort Zone

You will never know what you are capable of until you force yourself to move out of your comfort zone. Actively seek-out challenging assignments. Have you ever heard the phrase “All you can do is ask, all they can say is no”? Sometimes understanding the worst possible outcome gives you the courage to ask the question. Don’t shy away from asking for challenging assignments even if you think the answer will be no. Get your name on the “Next in Line” List by asking your Manager, Director, and Vice President to consider you for the next challenging opportunity (and trust me, there is always an abundance of challenging opportunities). Make sure you Manager (and Advocates) know your interest. Most companies have ”Open Door” policies so take full advantage of one on one sessions w/ members of your management. You want to make sure when new opportunities arise in your area of interest, your name is the first thing that comes to their mind.

Don’t be afraid to try things you aren’t sure you will like. Knowing what you don’t like is sometimes more valuable than knowing what you do like. Don’t be Afraid to (respectfully) challenge the Status Quo. Your company hired you for your new ideas and fresh perspectives so don’t be afraid to share them. Remember it is better to phrase opposition/challenges as questions, not statements. Statements make people defensive while questions make people think.

Stay tuned for more advice from Charelle in the next post…

Self-awareness is critical in any organization. It has been determined to be a key attribute for great leadership. This is also true for “leading yourself” which is a critical step in becoming a leader of others. For example, when you are trying to maximize productivity it is important to understand how you work best. In particular for the theme of this post, how do you react to deadlines? Do they increase or decrease your productivity? I was reminded of this over the holidays when there are no real work-related deadlines. Is this good or bad for your work style? I noticed how I managed this and thought I would share it in this post.

So how do you react to deadlines? Some people lose focus and judgment when under excessive stress with a looming deadline and their productivity drops dramatically. They are less able to prioritize tasks and solve problems that arise. They need to constantly monitor deadlines to ensure that their tasks are done far in advance to manage their stress and maintain their productivity. I have worked with many excellent people who fall into this category. On the other hand, I have also seen many who ONLY work well when a deadline is upon them. They support the old cliché, “if it were not for the last minute, nothing would get done.” Admittedly, I fall into this category. I work best with a deadline. Fortunately, I have also always wanted to accomplish as much as possible, as quickly as possible. In fact, I really beat myself up if I procrastinate. These two traits are somewhat orthogonal. Thus, over the years it has been critical for me to develop strategies whereby I can accomplish as much as possible every day even when I do not have a significant looming deadline. It turns out this isn’t so hard. It requires a little self-deception or brainwashing but it is all for the good of your work and career! I simply give myself a series of deadlines every day. In fact, I work from one deadline to the next constantly. Usually I work best with at least two deadlines in the morning and two in the afternoon!

So what kinds of deadlines am I referring to? The deadline can be simple and even artificial: “I need to finish replying to all my emails by 10:00 a.m. when I have a conference call” or “my course syllabus needs to be completed before lunch” or “I am going to finish this report before I leave work.” The point is, deadlines that are somewhat artificial and fairly short-term still work extremely well at keeping me motivated. They work almost as well as a “real” external deadline. Meetings, phone calls, etc. can act as great time barriers for me to queue on; working hard to complete some other task before I am required to begin that next activity. Of course, when a report is due to your boss by a particular time then there is nothing artificial or simple about it. In that case, the trick is not to start on the report too early or too late. Too early and you will procrastinate or unnecessarily refine the report and too late will create too much stress or a low quality report.

Another interesting and important aspect of how you respond to deadlines is understanding how your colleagues respond. When people who respond in opposite ways to deadlines are on the same team, it can be problematic. Don’t misunderstand; it can be very good for the accomplishments of the team if managed well but if not, it can waste time and cause interpersonal conflict. The person who does not want to ever be caught near a deadline manages tasks and priorities well ahead of the deadline to ensure everything is done early. The other type of person is wondering why their teammate is wasting time when the deadline is days (or even hours!) away. They are not motivated to work on the project until the pressure begins to build as the deadline approaches. If the team mates know themselves and can articulate their needs, a work flow can be developed that takes advantage of both styles. Early efforts can ensure that no surprises catch the team at the last minute and efforts near the deadline can be used to polish and refine the work product so it is an A+ effort. Diversity is good.

Holiday Reflections

The holidays offer us time and perspective for reflecting on our activities in both our career and personal lives. In today’s world, it is difficult, and perhaps not even desirable, to maintain a rigid separation between your work and home life. This is particularly important during the holidays;

Many of us have both business and personal (family and friends) holiday parties to attend. In fact, our business parties are likely to have friends in attendance. There are a few mistakes to avoid during this time of year with respect to these parties. First, for the business holiday party, don’t assume that because it is a party, many times with alcohol, it is OK to drink too much and act unprofessionally. Of course it is fine to have fun and even be more casual than usual. But you need to think about where to draw the line; use your judgement and consider the organizational culture. Err on the side of caution if you are not sure.  I have literally seen careers derailed due to bad behavior at a party. On a related note, don’t assume that because it is an optional party that it is fine to skip it. A holiday party offers an excellent time to build relationships and develop trust with your colleagues, many times by sharing more information than you can at work. Attendance may be less optional than you think.  With respect to your personal gatherings with family and friends, early in a career it is easy to feel that you are too busy at work to take the time for the family gathering. Be careful. Of course you need to be putting in the extra hours and the fact is, the more hours you are able to work (at peak performance), the faster your career will progress. On the other hand, you cannot get that time back. Be sure you consider the consequences of skipping the family gathering. All choices have consequences so it may still be the right choice for you but consider; what if time were running out for you or your family, would you make the same decision? Since time IS running out (none of us know how much time we have!), think hard about this choice.

This brings up the bigger question of balancing work and home life. This balance is never more omnipresent than during the holiday season. I believe your goal should actually be to make this balance very difficult. Not because you have too much work to do or because you have tremendous ambition and don’t want to take a minute away from your career – either of which are likely. The goal should be to have both a personal life and work life that you love! Thus, during the holidays the only complaint you should have is that you are having too much fun. This is not as hard as you might think but it requires a relentless focus on creating consistency between your values and your activities. It also requires substantial self-awareness to understand what is consistent with your fundamental likes and dislikes.

Another holiday activity that you should consider is the chance to reconnect with people. We all have many business acquaintances and colleagues that we meet over the years but rarely have a chance to interact with. The holidays offer a wonderful time to briefly catch-up with such colleagues through a short holiday note letting them know what you have been up to and expressing appreciation for your past interactions.

Another part of the balance required for an effective career is the balance between short-term and long-term activities. Many times the short-term and urgent items on our plate crowd out long-term but more important items. The holidays offer a great opportunity to examine this balance and ensure that long-term activities are not being ignored. Of course this includes the relationships you build and maintain over the years but can also involve items such as training, reading those books and articles that you have been putting off, organizing your task lists and even your cleaning up your office just to name a few.

My Top Ten Management Concepts

A few weeks ago we had an exciting “first” for not only the Duke program but all of the programs that are members of our Master of Engineering Management Programs Consortium (http://www.mempc.org/) It was our first joint alumni event which we held in Silicon Valley. You can read more about it in Northwestern’s Blog: (http://memnorthwestern.wordpress.com/2012/11/12/genuine-connections-lead-to-great-ideas-mempc-meet-up-reflection/)

Although the programs in the MEMPC have differences, for me this event highlighted the many similarities between our programs and our alumni. It was easy to move seamlessly from conversations with Duke alumni to MIT alumni to Northwestern alumni and so on. This was a great affirmation of the many common goals our programs share. The common interest among our programs illustrated by the MEMPC and this event led me to wonder if a top ten list of management concepts could capture the commonalities in managing people despite large variations in individual characteristics, situations and organizations. So I reached back into previous blogs, courses and experiences I have had for the following:

• Never attribute to malice what can be attributed to cluelessness (so many times we ascribe intention and malice to an action that was actually just an oversight or a different perspective).
• Don’t delay giving bad news, it is generally worse for everyone involved when you do (even for the recipient, it is usually better to know early and move on).
• Praise in public, reprimand in private (if your goal is to actually affect change in the behavior of the recipient, it is rarely best to publicly admonish someone).
• Trust can overcome many sins in an organization (and lack thereof can cause productivity in an organization to grind to halt).
• Management is about managing expectations of employees, customers and stakeholders (it is amazing how reactions to the same situation can vary wildly depending on the expectations generated by previous communications; you can actively manage this).
• Understand and respond to perceptions, not your own reality (everyone has heard that perception is reality but believing it and using it as a basis for communication is difficult).
• Achieving the right balance for a given situation, environment and desired outcome is critical in all management decisions; empowering vs. directing, cost cutting vs. investing, objectivity vs. passion, listening to your customers vs. blazing a new trail, etc. (understanding tradeoffs between these different dimensions in a world where there is no such thing as “one size fits all” is an important part of successful management).
• Fairness is usually more important than outcome (even when people get a decision that they want, if they perceive the process used to make the decision was not “fair” they are more unhappy and less productive than when the decision went the opposite way but a fair, inclusive process was used).
• Being a good leader or manager is about “Emotional Intelligence” and the foundation of emotional intelligence is self-awareness (the intellectual ability we value in academia is not the key to managing or leading our employees and students).
• Sarcasm is almost never a good choice for humor in the workplace (humor is great but keep sarcasm out of it or you will be surprised how it is interpreted by some of your staff).