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702: Building the Courage to Speak Up and Stand Out at Work with Jim Detert

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Jim Detert says: "Advocacy isn't just yelling my conclusion more loudly. It's helping people see why I came to that conclusion."

Jim Detert discusses how to build your courage to stand out and influence.

You’ll Learn:

  1. Why acting courageously is easier than you think
  2. The four fears that keep us from acting courageously
  3. The most effective way to get others to listen to you

About Jim

Jim Detert (PhD, Harvard) is the John L. Colley Professor of Business Administration at the University of Virginia’s Darden School of Business. Detert’s research focuses on employee voice and other forms of workplace courage, experiential leadership development, and ethical decision-making and behavior. His research has won several academic best-paper awards, and his teaching and curriculum development have also won multiple awards at UVA and Cornell.

Resources Mentioned

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Jim Detert Interview Transcript

Pete Mockaitis
Jim, thanks for joining us here on the How to be Awesome at Your Job podcast.

Jim Detert
It’s great to be with you.

Pete Mockaitis
Well, I’m excited to be chatting about courage at work. And I’d love to hear from you upfront, what was a time you really had to muster up some courage at work?

Jim Detert
Well, as a tenured professor, it’s actually kind of laughable perhaps to talk about courage at work. I have a real privilege of a type of job security most people don’t have. So, I would say, most of the times I’ve had to muster up courage at work in the spirit of challenging long-standing tradition. We’re pretty slow to change.

And so, when I was dean, for example, of our executive MBA program, I found myself repeatedly responding to statements that we can’t do something, with statements of, “By ‘I can’t do something’ do you mean it’s illegal or immoral, or simply that we haven’t done it in the past and prefer not to?” Those, frankly, are so numerous that I won’t bore listeners with all the specific examples of that.

Pete Mockaitis
Okay. Well, that is a nice helpful distinction to put front and center there. Cool. All right. Well, so that’s your personal experience. And how about your research, any particularly counterintuitive or surprising discoveries you’ve made about courage at work over your research career?

Jim Detert
Well, I think a few insights that have emerged that might seem counterintuitive, or at least they’re counter to the narrative. So, for example, I think we have a myth, in fact, I know we have a myth that courage is some kind of in-born trait or capacity that a few possess but most don’t. And having studied, literally, thousands of individual actors and acts of courage, I can tell you that there is no magic gene, there is no magic personality trait, background experience. People who step up and do the right thing at work, when they could and should, very tremendously in every dimension you and I can name. So, one sort of insight or sort of myth-busting for me has been it is not about a personal type. It is about a personal choice.

I think related to that is that people talk about courageous action as if these folks were sort of born ready or it was easy but, in fact, when you study folks, when they’re talking about John Lewis, for example, in the political realm or so many people I’ve studied in more regular kinds of workplaces, what you realize is that actually what looks like this natural confidence comes from hard work, years of practice, years of trying things, learning how to be more effective. So, that’s a second takeaway, is that this is like any skill. It’s developed through practice and commitment.

Maybe one insight or aha about the process itself is we think a lot about the moment when somebody speaks up or steps up. That’s the thing we remember and tend to pass on through narrative. But it turns out that what seems to make a difference in many cases for how those moments go is the preparation work and the things people do before those acts, and then, maybe most surprisingly, what they do after. So, skillful actors don’t just manage the moment well. They’re really good about after the fact, following up when things seem to have gone well, getting commitments, securing resources.

And when things didn’t go so well, they’re courageous enough to go have yet another difficult conversation, and say, “Hey, you look upset or angry or your body language suggests that you weren’t onboard. Can we talk about that?” And I think that follow-up is something we don’t think much at all about because we’re so focused on that big-bang moment itself.

Pete Mockaitis
Intriguing, yes. So, you’re right, in terms of as we just think about being courageous, like what comes to mind is exactly that, those moments of stepping up, saying something unpopular, or challenging the status quo in some way. And so, that’s a good thought in terms of there really is some private work going on either internally in their own brains or sort of afterwards one-on-one in the mix. Well, thanks for those. And maybe zooming out a bit, so your book Choosing Courage, what’s the central thesis here?

Jim Detert
The central thesis, I guess, going back to where we started, is really that courage is a personal choice and it’s a responsibility, and it helps to think not about courage as if it’s some sort of property. I often say, if you do an autopsy of somebody, you won’t find some stock of courage somewhere in the body. There is no such thing. So, it helps to think about courageous action.

And once you say it’s about whether you do something in those critical moments, you then can assume personal responsibility. And, in a sense, the thesis is that we don’t allow ourselves to say that any other virtue is just a responsibility of some, or that we should do some of the time. If you think about fairness or moderation or kindness, so many other principal or cardinal virtues, those aren’t just the responsibility of one of my ten coworkers, or myself, one of ten opportunities.

Pete Mockaitis
“I’m not really an honest person, Jim. You know that. I leave that to the other guys. They’re often honest. That’s good enough for me.”

Jim Detert
The question, right, is, “Why have we allowed that?” We wouldn’t say that about any of these other traits, these virtues, so why do we allow that in the realm of courage? Frankly, I think we let ourselves off the hook too frequently. And part of it is because we’re afraid, and so the book talks a lot about how to address fears, and part of it is because we’re not very skilled, and so we see so many screw ups in ourself and others when people do try to behave courageously, that we conclude, “It’s just too dangerous.”

And so, the book is fundamentally about saying, “Hey, you got to choose your moments, but then you have to be willing to take on some risks and you have to be willing to do the work to increase your competency.”

Pete Mockaitis
Well, so, Jim, it’s interesting, we’re talking about virtue, and I’m thinking about Aristotle and how the pursuit of the good life is good in and of itself, and brings about happiness and such. But just to get mercenary for a second, is it in professionals’ best interest to choose courage? Will that help them be more awesome and advance their jobs? Or is it better to play it safe? How do you think about that?

Jim Detert
So, I think there’s basically two answers to that question. First of all, it depends on your goals. If your goals are basically to just get ahead, potentially as quickly as possible, then, frankly, you and I know there are lots of organizations where the definition of being awesome at your job is keeping your head down, doing what you’re told, and just delivering. And in that regard, you could say choosing courage in the short run, not a great idea.

On the other hand, if you say, “I want to live of life where I felt I had agency, where I was authentic, I was true to myself, l lived my values,” then, hell, yeah, it’s the right choice to make. Another way to think about it is, “Over what time horizon?” So, if you’re talking about whether, “Choosing courage will necessarily put me in line first for the next promotion,” well, maybe, maybe not. But when you start to look at a longer-time horizon, like, “Will I be proud of the legacy I’m creating? Will others really remember me and want to stand with me? Will I have long-term regrets or not?” that’s when this choice is so critical.

If you look at the regret literature, for example, it’s pretty well-established that people, by a large margin, tend to regret inactions, things they think they should’ve done and didn’t than actions they took that didn’t go well. This is true even in people who suffer pretty big consequences – whistleblowers, for example. Almost none of them say they regret doing it.

So, what I would say to listeners is it depends. If you’re talking about how to be most popular or get ahead tomorrow, well, sticking your neck out is not always the best approach. If you’re talking about living what you or I or Aristotle or anybody else would call the good life, then I’d say, yeah, you got to choose courage sometimes.

Pete Mockaitis
And I’d imagine, with sort of any measure of prudent risk-taking and say, “I’m going to take on this big project or responsibility or duty or opportunity where the outcome is uncertain,” I think that a level of that is essential for a career to advance, otherwise you don’t seem that special, it’s like, “Okay, you did your job within the realm of ordinary responsibilities. You didn’t deliver near really cool sort of noteworthy improvements, so.”

Jim Detert
Yeah. Okay, I would say if we’re really honest there, a few paths probably to eventually standing up. One, of course, is to be the absolutely best political player. Attach yourself to the most important people and play their game and you’ll get ahead to some degree. Now, for those of us who find that approach distasteful in a variety of ways, I think you’re right, you have to stand out eventually and with some consistency in other ways. And that’s where there’s such a difference between just being courageous and being competently courageous.

My book is titled Choosing Courage. It many respects, it should’ve been titled Choosing Competent Courage because, indeed, the route to success is not just speaking up or speaking out, pushing back against every possible thing you could in offensive language or with terrible emotional valence. It’s about doing those things in ways, to your point, to help you stand out positively. Because not just did you point out a problem, a path forward, a way to expand a market, a creative idea, but you did it in a way that those above you could hear, that they weren’t offended by. Because, at the end of the day, you can stand out in positive or negative ways. And what you’re referring to is how to stand out in positive ways, and that’s about skills when you behave courageously.

Pete Mockaitis
And so, we’re talking a lot about courage and standing up, standing out, taking risks, speaking up. Could you make it all the more real for us in terms of some examples of common places where courageous acts make all the difference at work, or where people often shy away? Kind of what specific kinds of moments are we talking about here?

Jim Detert
So, there are a few sorts of prototypical types of acts that if you sample thousands of people, as I have, say, 75% or more will say, “Yeah, unfortunately, these behaviors are moderately courageous or more.” The most obvious type of behavior, set of behaviors, are what I call truth to power behaviors. So, these are challenging your boss, or skip-level bosses. It could be about policies or practices. It could be about interpersonal behaviors that are offensive or hurtful. It could be about actually illegal or unethical things. It can be about going to bat for your own subordinates to people above you. So, lots of truth to power behaviors.

Somewhat surprising, going back to that conversation, I was surprised to the degree to which when I just asked people, “Tell me about a behavior at work that would be courageous,” I expected that everybody would say truth to power type behaviors. What I wasn’t prepared for was the frequency of people talking about how hard it was to have honest conversations with peers or even have honest conversations or give difficult feedback to subordinates. And the reason I think that was originally surprising to me is I was thinking primarily of risks in terms of economic or career consequences, “If it doesn’t go well, my promotion, my pay, my future here is at stake.”

It turns out, people have a few fundamental fears, and that’s only one of them. People are also highly afraid of social consequences. If you think about it, it makes sense. We’ve evolved in small clans, bands, tribes, and our daily tasks was survival. And if you got ostracized from your group, you were going to die, and you were going to die in short order. And so, it’s not illogical that even though that’s not our environment today, evolutionarily, we’re still programmed to be hugely afraid of being ostracized, to have social consequences.

We also hate psychological risks. We say, “Why don’t people step up and try a new task or take a new job or be more innovative?” The answer there is often they don’t want to look stupid. They don’t want to feel embarrassed. They don’t want to see self-doubt creep in. And so, there’s actually this huge range of behaviors that’s not just about challenging power. It’s about difficult interpersonal situations with peers, subordinates, external partners. It’s about being innovative.

I developed an index of the most common behaviors I heard about from thousands of people, and there’s 35 different behaviors. And many of them, you would probably say, “Gosh, for a professional or a manager, isn’t that just doing your job?” And I’d say, “Yeah, it is, but these things have been surprisingly infrequently.”

Pete Mockaitis
Okay. Well, I love this. So, categories of fears: economic risk, “Might lose my job or money or promotion”; social risk, “Folks will not like me, shun me, ostracize me”; psychological risk, “I might feel stupid or embarrassed if I screw this up and look real dumb.” Are those kinds of the three categories or are there some more there?

Jim Detert
Well, the fourth one, which is real in many contexts I didn’t mention, is physical. If you go back 2,000 years of courage-writing, the vast history of courage-writing was about military contexts. And sure enough, there are still, in military, firefighting, police work, plenty of other settings that come to mind, they’re so physical risks. And even, frankly, I was surprised the degree to which folks who work in any sort of service occupation – bartenders, waiters, customer service – actually report cases of being physically assaulted, accosted, threatened with a weapon, so there’s physical risks also that some people face.

Pete Mockaitis
Okay. And these 35 behaviors, can you tell us what sort of tops the list in terms of like one, two, three?

Jim Detert
So, in terms of level of courageousness, not surprisingly, those physical risks. So, jumping into the middle of imminent physical risks or harm is number one. What’s surprising, though, is that there are several other behaviors that are statistically no different in terms of how courageous they’re seen as being. These are things like being willing to challenge bosses or skip-level bosses about unethical or illegal behaviors, quitting a job on principle. There are actually several, more available to all of us, kinds of jobs that are actually seen as just as courageous as these physical risks.

Pete Mockaitis
Okay. All right. So, that’s the lay of the land. Now, Jim, tell us, if we think we want or need or should do something, and we feel scared about doing it, walk us through it, how do we go about choosing competent courage?

Jim Detert
So, let’s talk just briefly about what you would do before you would take that specific action, then sort of the moment itself, and then what you would do after. So, before. Some people say, “Hey, I’m not ready to take this specific act,” and I say, “That’s fine but you can still work on it every day.” And they say, “What does that mean?”

Well, what it means is the reception you’re going to get to that challenge you issue is, in part, based on the content of the issue. Is that a highly sensitive threatening issue to the boss? But it’s also going to depend on the impression that boss has already formed of you. Does that boss think you’re benevolent? In other words, is the reason you’re speaking up because you actually care about him and others in the organization, or is it because you’re self-interested and just trying to get ahead?

And the boss is also going to ask himself or herself, implicitly, “Hey, if I listen to Jim or Pete, and give them resources or take action they’re suggesting, are they competent, can they do it? Can they make good use of these resources?” And so, every day, we are creating in others, perceptions of whether we’re warm and competent, and that’s really sort of setting the stage, showing people we are fair, we’re emotionally intelligent, on a regular basis sets the stage. So, those things you can be doing every day.

Another thing is the question of, “Is this really the right issue? And is it really the right battle and the right time?” So, if you work in an organization, any organization I’ve ever studied, you could pick something to speak up about every single day but most of them are not truly important to you and don’t make a huge difference. And so, having the skill to sort of suss out what are critical to your core values and to your objectives, and which are sort of tertiary issues, that’s really important.

A woman I work with, Tawana Burnett at Facebook, African-American female leader, really a spectacular leader, and she’s one of the first 20 black females at Facebook, and she said, “Look, if I was going to speak up every single time somebody said something that was inappropriate or insensitive based on race or gender, I’d be doing it every day, but I also would quickly become ineffective because people would stop listening to me.”

And so, she said, “Look, my core value, my core objective is that we have to get more black females into leadership roles, senior leadership roles, because only then will things really change.” So, her rule is, “When things offend me, I ask myself, ‘Is this about the hiring, evaluation, or promotion of black females?’ And if it is, I speak up because we’re not going to get where we need to go if I don’t. If it’s about other things, I may choose to let it go.” So, it’s really about sort of choosing wisely.

Then there’s the moment itself. That’s about what you say, where you say it, how you say it, with what emotional tone, and I’ll give just one specific sort of general piece of advice here. All of us, when asked or when thinking about, like, “I’m going to go for it on this issue,” our first instinct is going to be to say the matter, present the issue, try to give the persuasive remarks from the perspective that’s compelling to us. After all, it’s our brain in which we’re concocting the story, the argument, the pitch, and so our tendency is going to be to frame it in a way that works for us. Often, that’s exactly wrong because if you already control the behavior of the other person or the resources the other person controls, you don’t need to do this anyway.

And so, imagine, for example, that I work for you or with you, and you are really compelled by things that affect us economically, that hit the bottom line, and you really are sensitive to threats or risks to our wellbeing or performance. So, you care about the money and you care about threats. But I come in pitching this great new idea to you, and I’m talking about how it fits with our values and it’s so culturally aligned with who we are, and how it’s such an opportunity, and that opportunity framing and cultural framing doesn’t resonate for you at all because I failed to mention the economic reality or the potential threats if we don’t do this.

And so, people have to remember that it’s the target’s ability to hear and respond well to what you’re saying that makes all the difference. And my book talks about lots and lots of specific strategies for achieving that, but the high-level concept is you got to speak to the target. And then as we started with, I mentioned the importance of following up, whether things have gone well and you’re securing additional resources or timelines, or whether they haven’t gone so well and you’re trying to mend fences, that’s really important, too.

Pete Mockaitis
And so then, when it comes to the framing, I would like to hear some of the specific tidbits there. So, do you have some archetypes or categories of frames, so values, economic? Those sounded nice in terms of, yeah, those have very different flavors to them. Any others that come to mind?

Jim Detert
So, there are some other sort of broader frames. For example, I versus we, or sort of win-win versus win-loss. I think what we often fail to remember, we know this but we fail to remember it in the moment, is that when you’re telling somebody why they should do something differently, or you’re pitching your idea, part of what they’re hearing is, as the recipient is, “Oh, you’re saying I’m bad, or my idea or current practice is inferior,” or, “Oh, you want to do this,” or, “You look good and I look like a fool.” And so, framing that helps people understand, “I don’t want to replace or win at your expense. I want to take what you’ve done to the next level. I want to be the scout out front who then brings us all along together. I want to expand the pie for everyone.”

So, helping people be able to hear what you’re saying because they really think you’re on their side, and that you’re advancing excellence rather than beating something down in a win-loss, that’s a huge element of positive framing. And then, frankly, there are lots of just small things we inadvertently say. We can have sort of a beautiful set of data compiled and we can present evidence and solutions, and in just a couple small words, we can screw things up.

We often follow, for example, into the trap of naïve realism, which is simply this idea that there’s just one reality out there, and it just happens to be, “The one that I see. So, if you don’t see it my way, you’re dumb.” And when we unconsciously operate that way, we’ll say things like, “Well, since it’s so obvious that this is the case,” or, “Since this is so unambiguous,” “Since it’s so clear to everybody,” “Since it’s unquestionably the case.” Well, the effect of words like unambiguous, or so clear, or unquestionably, is essentially to say, “If you have any questions or doubts or see it any differently, you’re a dummy or you’re self-interested.”

So, learning to speak with less certainty, learning to avoid other certain phrases, I call them frequency words. My wife and I still joke, 25 years in, how often we would get distracted from the actual content of what one or the other of us were saying because the person who pointed something out would use the word never or always.

So, for example, if my wife wanted me to actually help with the dishes, she was actually quite correct if she would say, “You don’t help clean up as often as you could or should.” That was a correct statement. But if she would say to me, “You never help with the dishes,” the never would trigger me and I would get into a frequency argument with her, and say, “That’s not true,” and I would pull out my little notepad and say, “On Tuesday, July 30th, I actually put the pizza dishes in the…” And so, we would get derailed into an argument about never or always and away from the underlying issue itself around which she or I would be right.

Also, saying things, for example, like, “Don’t take it personal.” I would submit to listeners that we actually never use that phrase except in situations when we know at some level it’s personal. There’s no reason you would say that if that wasn’t the case. There’s the classic scene from You’ve Got Mail where Tom Hanks has got the big Fox Books store and he’s putting Meg Ryan’s little family independent bookstore out of business, and he says to her, “Why are you so mad at me? It’s not personal. It’s just business.” And, of course, she rightfully says, “What are you talking about? ‘It’s not personal?’ This is my family’s bookstore. This is nothing but personal.”

And so, I think avoiding phrases like, “It’s not personal.” And, listeners, if they want, can easily find a short piece on HBR.org that I wrote just a month or so ago on trap phrases and words to avoid in a conversation that speak to all of these kinds of examples.

Pete Mockaitis
Well, I love it when we get specific about precise words to avoid. Any words that you love, key things that find their way into a lot of great communications?

Jim Detert
So, if you go back to the great sort of master Chris Argyris, he talked about the idea of cognitive ladders of inference and advocacy and inquiry. And so, for listeners who haven’t heard of this, the basic idea was that most of the time we communicate at what Chris called the top of the ladder, our conclusion. I say, “Hey, Pete, we should do this and we should do it tomorrow.” That’s a conclusion. And Pete says, “That’s crazy. We should stick with what we got.” That’s a conclusion.

What we fail to do is get below those cognitive ladders of inference, that is what’s going on in our head. So, if I’m saying, “Hey, we should do this and we should do it tomorrow,” what I have done actually is I’m drawing on some data, like, “Hey, here’s data on what our competitors are doing. Here’s data internally on how our sales have decreased recently,” or, “Hey, here are some data on us losing some top talent because they’re bored.” And from that, I might reason, “We need to do something new and we need to do it in a way that catches the market’s attention, and, therefore, I reached that conclusion I said to you.”

And, similarly, you’re saying, “Hey, we should stick with it the way it is.” The thing is that you’re looking at other data. You may be looking and saying, “Nobody above me has said we have a problem yet. Most of the industry is still doing what we’re doing.” You might therefore reason, “I think things are fine. Jim is just antsy. They’re ballistic with what we’ve got.”

And so, the specific tool here is advocacy and inquiry. And advocacy isn’t just yelling my conclusion more loudly. It’s helping people see why I came to that conclusion. So, phrases like, “Can I share my data with you?” or, “Can I help you see my reasoning?” things that reveal your ladder, language that reveals your ladder. And then the most powerful thing are inquiry phrases, saying, “Hey, Pete, I heard you say that you think we should stay. Can you help me understand why? Can you help me see where you’re coming from? Can you share your reasoning with me?”

Skillful inquiry is perhaps the single best way to sort of build communication bridges I know and have ever read about. And all you got to do, we’re talking about the world of work, but all I got to do is look around the world we’re living in, the divisiveness politically, etc., and you realize we are all constantly screaming at each other from the top of our ladders, and we’re not good at all of helping people see where we’re coming from, or taking perspective by asking people where they’re coming from.

Pete Mockaitis
Right. That’s so good. That’s good. And speaking of emotions, what are your top tips on managing the emotions, like, either you’re super scared or you’re super angry when you are prepping to speak up, choose courage?

Jim Detert
Yeah, so fear and anger, we sort of all intuitively know, they have the opposite action propensities. So, fear will tend to make you sort of flee or freeze. Fear is an avoidance emotion, whereas, anger is an approach emotion. Anger makes you want to go toward the source. So, the advice has to be quite different. With fear, you have to do things, frankly, often ahead of time. Over longer periods of time, it can be about being in good physical shape, it can be about mindfulness, yoga, anything that sort of helps you sort of change your sort of base physiological response.

People with high fear often find they have to also take specific steps like scripting out in advance things they’re going to say. They may have to practice more and have people sort of shoot back at them so they can practice sort of staying in the moment and not fleeing. Most people don’t physically run out of a room but you’ll see them just shut down and cave. And so, they have to really practice camping down the fear.

Anger, on the other hand, is, in some respects, useful because if you get angry enough about something, you’re actually likely to bring it up and say or do something about it. The problem with anger is you’re likely to be quite unskillful – offensive, for example. And here I’ll tell a story about myself. Most people, I think, in fact, almost everybody who knows me would say, “Jim has no problem choosing courage but at times Jim has had a problem with displaying competent courage.” And in most instances, that would be because I let anger at injustices or problems or whatever get in the way.

And so, part of dealing with anger is what you do in the moment. It turns out these old adages like, “Count to ten,” or, “Take three deep breaths,” these are actually quite useful because what they actually are doing is trying to engage your parasympathetic nervous system to calm down. It’s often a very useful tactic to try to teach yourself, to train yourself, to accept in emergencies not speak in that moment but schedule a follow-up, allow the moment to pass and then schedule after you’ve sort of gotten your emotions back together.

And then, frankly, part of it is knowing who you are and using strategies, sometimes even technologies to be your friend. So, in my case, this was a number of years ago, having made the classic mistake of firing off some emails when I was upset. I’d learned that you can actually set the Outlook timer to basically hold all emails you’ve sent in the outbox for any designated number of minutes or hours. And so, for quite some time, I set my Outlook outgoing mail to hold for 60 minutes because I knew that if I basically didn’t send emails for an hour, there was a very high likelihood I would calm down and revisit that email and have a chance to save it before I couldn’t.

So, learning strategies for both, lessening your anger, and then sort of navigating around it are really important.

Pete Mockaitis
All right. Well, Jim, tell me, anything else you want to make sure to mention before we hear about some of your favorite things?

Jim Detert
I think, again, the thing to really know is that if you accept the premise that we’ve talked about here today, which is that this is a choice everybody has to make and it’s about skills, then the really important thing to do is to set specific goals. And I guess one thing we haven’t talked about is the reason I think people often don’t engage in courage at work is they think of the very scariest thing that comes to mind first, and then they, rightfully so, conclude one of two things, “I’m not going to do that because it’s too difficult and it’ll go terribly,” or they’ll say, “I tried it, and because it was so incredibly difficult and I wasn’t ready, I totally screwed it up. And that only confirmed for me how stupid choosing courage is.”

I think this is akin to the idea that you decide, you’re not a runner but you decide you’re going to run a 10K. Well, the dumbest thing to do would be to go out and try to run 10K the first day. You’d be so sore with so many injuries, you’d probably never jog again. So, what I encourage people to do is build a personal courage ladder. Yeah, you can put that scariest thing on the top rung but put some sort of moderately difficult things in the middle rungs, and put some things that you’re a little afraid of but you could imagine doing on the lowest rungs, and then choose those to start with.

Because, as with any skill, the way you actually build competence over time is you start small, and you have a little success, and you feel better about yourself, it increases your motivation. So, what we haven’t really, I think, talked about enough is the importance of starting small. That’s how all skills are developed.

Pete Mockaitis
All right. Thank you. And now, could you share a favorite quote, something you find inspiring?

Jim Detert
Yeah, I love the quote of George Bernard Shaw. He says, “Reasonable people adapt to the world around themselves. Unreasonable people try to adapt the world to themselves, and that’s why all progress depends on unreasonable people.” I think we give so much advice about sort of fitting in, getting along, and sometimes we forget that, actually, the great change agents, the people who we most admire were okay pushing boundaries and being a little bit unreasonable.

Pete Mockaitis
And how about a favorite study or experiment or bit of research?

Jim Detert
So, although these are quite dated, I think, perhaps the most powerful research ever done was the Milgram experiments on deference to authority. Milgram was, essentially, showing that in any reasonable size town in America, he could find people who would be willing to pull the shock lever to pretty high voltage simply because they were instructed to do so by power. And I think the Milgram studies and Asch’s conformity studies, they have shown us, time and again, how powerful the forces towards sort of conformity and deference in hierarchies is. And that is such a potent set of research to remind ourselves why we have to sort of choose courage and change systems.

Pete Mockaitis
And a favorite book?

Jim Detert
So, I love some of the classic fiction books, like Brave New World, Nineteen Eighty-Four, these books that you say, “Gosh, 50 years, or however ahead of time, these people, even though writing fiction, really foresaw a world that was going to come into being.” Also, recently, a much more recent favorite, I read a book called Awareness by Anthony De Mello. He was sort of a Buddhist monk who, essentially, in this book is saying, “Stop trying to change everything in yourself and everybody else. The first step is just awareness,” and then has a lot of tips on how to just become more mindful and self-aware.

Pete Mockaitis
And a favorite tool, something you use to be awesome at your job?

Jim Detert
Yeah, I tell you, I was thinking about this notion of tools, and I felt a little bit like a Luddite because I’m not so much of a tools guy. But I will tell you that what I love, actually, are intellectual frameworks. A simple one, very consistent with the conversation we’re having, is Kim Scott’s Radical Candor two-by-two framework where she describes being radically candid as that beautiful combination of telling the truth but also having people understand you care.

And I love her off-quadrant descriptions of ruinous empathy, people who don’t tell the truth because they’re so worried about looking like they care, or people who are obnoxiously aggressive, they tell the truth but nobody thinks they’re doing it for the right reason. And I find that notion of having to move either from ruinous empathy or from obnoxious aggression toward that quadrant of caring honesty just such a compelling reminder when I work with folks.

Pete Mockaitis
And a favorite habit?

Jim Detert
So, I am a big reader of other folks’ advice on writing. And while people vary across the board – they write in the morning, they write at night, they write with a suit on, they write naked – you name it, there’s huge variance. But one thing that all writers seem to agree on is you got to have butt in seat, that books do not get written, articles do not get written, if you aren’t at the desk, if you aren’t writing.

And so, for me, a really important habit is just butt in seat. I don’t have to feel it, I don’t have to think I’m going to have great wisdom, I just do it. And, in fact, when I wrote Choosing Courage, I set a goal that I was going to write 15 minutes every day, just 15 minutes, I said, “If that’s all I got in me, fine. I’m going to write 15 minutes every single day until it was written.” And I did. And some days, because that was such an easy goal to achieve, I wrote for several hours, but there was no pressure to do just 15. And I think I wrote the first draft of Choosing Courage in 173 days of my 15-minute rule.

Pete Mockaitis
Cool. And is there a particular nugget you share that resonates with folks; you’re known for?

Jim Detert
So, I think I have said and seen multiple people quote this notion that leadership is not a popularity contest. We grow up thinking, because we see leaders as folks who emerge in the playground or in student council elections, or whatever, we think leadership is a popularity contest but great leadership is much, much harder than that and actually involves a willingness to sort of stand alone and sometimes do unpopular things. So, leadership is not a popularity contest. And then, more recently, I think this notion that competent courage comes from practice not any innate quality or capacity is, I think, something that has resonated with people.

Pete Mockaitis
And if folks want to learn more or get in touch, where would you point them?

Jim Detert
So, I’m pretty active on LinkedIn. I do a lot of writing and posting on LinkedIn. And I also have a website, simply JimDetert.com where my different projects, writing, curriculum, etc., are all shared.

Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Jim Detert
Build that courage ladder for yourself and commit today, not tomorrow, not next week, not next month. Commit today to what you’re going to do. And the particular challenge, beyond just build the ladder and choose something, is lock yourself in. So, if you know you have a hard time following through on things you find sort of difficult or risky, put some stake in the ground. Tell your boss you’re going to do it. Make a pledge that you will give a sizable amount of money to a charity or political party you hate if you don’t take the action by a certain date. Somehow lock yourself in. That’s how people end up doing hard things.

Pete Mockaitis
All right. Jim, this has been a treat. I wish you much luck and success in all your courageous choices.

Jim Detert
Thank you much. Same to you.

694: How to Make Your Voice Heard with Connson Locke

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Connson Locke says: "Making your voice heard is not just about dominating other people."

Connson Locke reveals the factors that get people to sit up and take notice.

You’ll Learn:

  1. Why we pay attention to some more than others 
  2. The elements of an influential voice
  3. The simple secret to becoming more likable 

 

About Connson

Professor Connson Locke joined the London School of Economics (LSE) in 2008 where she teaches Leadership, Organizational Behaviour, and Negotiation and Decision Making.  Connson has over 30 years’ experience as an educator, coach, and consultant working in Europe, Asia Pacific, North America, and Australia. Prior to entering academia, she served as Regional Training and Development Manager for the Boston Consulting Group where she was responsible for the learning and development of consulting staff in 10 offices across Asia Pacific.

Connson holds a Ph.D. and M.Sc. in Business Administration (Organizational Behaviour) from the University of California, Berkeley and a B.A. in Sociology from Harvard University where she graduated with honours. Her new book, Making Your Voice Heard, uses the research on power and influence to help people speak up to those who have more power than they do. 

Resources Mentioned

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Connson Locke Interview Transcript

Pete Mockaitis
Connson, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Connson Locke
You’re welcome. Thanks for inviting me, Pete.

Pete Mockaitis
Well, my pleasure. I am excited to talk about how we can go about making our voices heard. But, first, I think we need to hear just a bit about you, bungee jumping in Thailand.

Connson Locke
Well, bungee jumping in Thailand, it was in my early 30s and I was going through an early mid-life crisis and I didn’t know what to do with myself, and I thought, “I’m just going to go away on vacation by myself.” And in Asia, at least at the time, it was quite safe for a woman traveling alone. So, I went to Thailand and I thought, “Oh, look, there’s a bungee jumping place that’s over a lake.” And I’d always wanted to bungee jump, and I thought, “It’s over water so it’s probably safe, right?” It was only afterwards that I found out if you hit water at such high speed, it’s like hitting the ground.

And so, I went, I got this tuk-tuk driver, and the tuk-tuk is like the local taxi, he didn’t speak any English, and I pointed out where I wanted to go, so he took me there. He had never seen bungee jumping before so he was the only person there that was watching me, essentially, except for the staff. So, I stand up there, and the thing about bungee jumping, you see the photos, it looks like people are flying. You do not fly. You drop like a rock.

So, I stepped off the platform thinking, “Oh, I’m going to fly like a bird,” and I just went, boom, straight down, screaming. So, afterwards, I go back to the tuk-tuk, and the driver was staring at me, like, “Oh, my God, I cannot believe what you just did.” And he’s like tapping his chest going, “Boom, boom, boom, boom, boom,” like your heart must be going crazy, and I said, “Yes?” And so, he bought me a bottle of water, which he makes hardly any money but he bought me a bottle of water because he felt so bad for me. That was me bungee jumping in Thailand.

Pete Mockaitis
Oh, wow. Boom, boom, boom, boom, boom? I bet that probably plays in your head from time to time. That’s unforgettable. Well, so I take it that it wasn’t something you’re going to do again?

Connson Locke
No, no, it was one of those things I wanted to try once but that’s it.

Pete Mockaitis
Okay. Well, there you have it. Well, I’ve been skydiving and hang gliding, and I loved it, but bungee jumping just feels like my stomach would go, “Waah,” just from the jolt.

Connson Locke
Yes.

Pete Mockaitis
And I don’t know if I would do so well. Okay. Well, so I’m glad we covered that. That’s important. And now it’s also important, your book Making Your Voice Heard. That is something, boy, our listeners have asked for before. Can you tell us what’s kind of like the core thesis here?

Connson Locke
So, this is all about what I call upward influence. How do you influence people who have as much or more power than you do? And this is something that has always interested me. And I teach leadership at the LSE, so I’ve been teaching leadership for about 13 years now. And what I noticed in a lot of leadership courses, the focus is very much on, “How do the leaders influence their team?” But, come on, if you’re the boss, how hard is it to make your team do what you want them to do? Like, okay, you’ve got to engage them and all that, but still.

What’s really important and what I struggled with for the 16 years before I entered academia was, “How do I influence my boss?” or, “How do I influence the client?” or, “How do I influence the people who have more power than me, the government official, or whoever it is that I’m trying to convince?” That’s the challenging thing and that’s what the book is focused on.

Pete Mockaitis
Okay. Well, I’m looking forward to digging into the particular details. But maybe could you start us off by sharing with us a particularly surprising and counterintuitive discovery you’ve made while doing this research?

Connson Locke
I suppose what I find interesting about it is that it’s possible. What I mean is I’ve always been a very shy introverted person and, growing up, I’m Chinese-American, and growing up my parents were very traditional Chinese, I always grew up with this idea that, “Hierarchy is hierarchy and you’re not supposed to argue with your boss. Like, you don’t disagree with your boss. That’s crazy. And why would your boss change his or her mind because of what you say? They are the boss.”

And so, to me, I guess it’s not counterintuitive but it was something that was surprising for me is that, actually, this is something your boss wants you to do in a lot of cases. Like, they want to hear your voice, they want to get your opinion, and if you think that something is going wrong and you can fix it, they want to know that. So, it’s one of those things that, once I realized it’s beneficial for the organization, oftentimes the people in charge want to hear your voice, then that kind of changed the way I looked at it.

Pete Mockaitis
Well, yes, I concur as someone who has been both the boss and the follower. As the boss, it is genuinely helpful when I say something and someone tells me, not necessarily, “That’s the stupidest idea ever. You’re so wrong.” But rather, “Hmm, do you think that’s the best course of action, given X, Y, Z?” and I go, “Oh, shoot. Yeah, you’re right. Sorry, thank you.” And then, “It’d be like disastrous if we went ahead and charged ahead with the thing I originally thought of, so thank you, collaborator, for bringing that to my attention.”

Okay. Well, so then I want to dig into the how-to of that. But maybe, zooming out, can you tell us, kind of fundamentally, what makes some people more influential than others? And I’ve had listeners say something like, “Hey, sometimes I’ll be in a meeting, and I’ll say something, and then someone else, and it was sort of like, ‘Hmm,” kind of barely acknowledged. And someone else will say just about exactly the same thing, and they’ll say, ‘Oh, yeah,’ and there’s like enthusiasm and movement, and I think, ‘What the heck is going on here?’ And it feels horrible.” You feel so small when that happens. But what are some drivers behind that? What makes someone more influential than someone else?

Connson Locke
So, sometimes it’s pure bias, sometimes there is maybe the person who is being paid attention to is maybe physically bigger, or is taller, or has been around longer, or is more senior. So, these are things you don’t necessarily have control over and there are biases towards listening to those people more. But what you can do to be that person that people listen to is there’s reputation, and then there is delivery style, and, of course, there’s content, obviously, but we’re talking about two people presenting the same amount of content, so who gets listened to more, assuming all other things are equal.

Reputation is what’s called basis of power. So, basis of power are where you get your power from, and if you’re the boss, you get your power from things like you have access to rewards and punishments. But if you’re not the boss, you get your power from two things. One is called expert power, which is people respect you for your expertise. And the other is called reverend power, which is people like you, but this takes time, you have to build it over time.

And if you’ve built that respect, if people respect you, and they go, “Oh, okay. Well, I’ve worked with Connson for a long time, and when she says something, I know that it’s worth listening to,” or, “I’ve worked with Connson a long time, and I really like listening to…I’ve really liked working with her, so I think I will listen to her.” That is something that can really feed into that. So, that’s the reputation.

But the other thing is the delivery style. And delivery style is everything from your body language. We think a lot about body language but, actually, I think what’s even more important than body language is the voice. What are we doing with our voice? Are we emphasizing? Are we being monotone? Are we using pauses? And that’s something that we can practice, but, also, it’s delivery is like it’s being pithy, it’s like getting to the point, it’s catching people’s attention. So, it’s that combination of how do you sound, how do you look, and what are you saying.

Pete Mockaitis
Okay. Well, so then let’s talk about both the long-term game and the short-term game. Let’s hear first some quick hits, the do’s and don’ts of sort of like the voice and the presentation and the delivery style because that’s something we can do immediately and, hopefully, see some impact. So, what are the top things that give us an influence boost versus an influence ding?

Connson Locke
Okay. So, when it comes to delivery style, think of how you look and how you sound. And I’m going to assume that what you’re saying is the same regardless, so let’s focus on how you look and how you sound. How you look, if you’re online, you need to pay attention to lightning. If you’re not online then, obviously, you don’t have to worry about that, you’re all in the same room anyway. If you’re online, you also need to pay attention to sound quality, so getting a good headset so people can hear you.

The other things about how you look is think about your clothing, your hairstyle. Are you standing up straight? Are you slouched or are you taking up space? So, the good things are, if you’re standing up or sitting up straight, you’re taking up some space, which means you’re not shrinking, you’re not kind of hiding, but you’re really owning that space. You’re using eye contact while speaking because that’s what makes people…that’s what makes you come across as confident. And you’re using a tone of voice that’s confident and natural, a pace that’s natural, and you’re willing to pause.

Pete Mockaitis
Okay. Well, could you maybe give us a verbal demonstration then associated with what does a nice influential voice sound like versus a not-so influential voice?

Connson Locke
Sure. So, if I’m trying to tell you about what makes me influential, yeah, and I’m talking and I’m just kind of using a lot of filler words, it’s not very engaging and, after a while, you kind of tune out. Instead, if you’re short, sharp, sweet, you deliver the information, look confident, sound confident, and deliver your information in sharp bites. Okay, I’ve got a confident tone of voice, I’m pausing in between each point, and sometimes I’ll change my tone if I’m emphasizing something or maybe I’ll say something a bit softer if I want to get your attention. That’s using your voice to its potential and it’s something you can practice. Everyone can practice at home. You record yourself on your phone, you play it back.

Pete Mockaitis
Yeah, that’s great. It’s so funny, in the first one, my attention started drifting just within a couple of seconds, and this is kind of my job is to pay attention to everything you’re saying.

Connson Locke
Exactly.

Pete Mockaitis
And think about how we’re going to package and present it. So, I thought that was pretty funny and then there may very well have been some listeners, I think you’d notice the same thing or maybe even skipped ahead, like, “Oh, I’m bored right now. Let’s get more.” So, that’s potent there. And then part of it is practicing and recording yourself so you can just hear and see the difference for yourself. Any other tips in terms of doing the preparation so that that is possible?

Connson Locke
You know, who I think one of my best coaches has been, and he hasn’t meant to be my coach, my husband who I have been married to for about 20 years now. He’s a very impatient person. And when I first started dating him, I would tell him stories about what happened to me at work, and I’d go on and on and on, and he would just drift off, like he was not listening anymore.

So, over the years, I learned to be very much to the point. Like, I think a great way of practicing is to find a friend or a family member who you know is pretty impatient and practice telling them a story. If you can keep their attention, you’re getting to the point.

Pete Mockaitis
Okay. I like it. Okay, so that’s the vocal stuff. You mentioned clothing, and maybe this is common sense but maybe perhaps not common practice. What are the do’s and don’ts when it comes to clothing?

Connson Locke
With clothing, you have to pay attention to the culture of the organization you’re in. Don’t make assumptions. I had a student who went for an interview at an advertising company, and she wore a very conservative dark blue suit, and she noticed that everyone around her was wearing colorful funky kind of creative clothing. She did not get the job. So, don’t make assumptions about what’s the appropriate clothing or not. Really, you need to observe the culture around you and adopt what is best in that environment.

Pete Mockaitis
I notice in my own clothing game, which is mediocre – I’m wearing a T-shirt right now but you’re cool with it. Thanks, Connson – is that just sort of little things in terms of like, “Oh, there’s a wrinkle I didn’t notice before but, oh, now I see it and it’s there,” or, “Oh, there’s a little bit of a spot of, I don’t know if it was maybe a little bit of grease or oil or ketchup I got to wipe up and had just a smidge of that sort of oil or residue left behind.” So, it’s like a wet spot but it’s there for, I guess, the day. That’s what I find with clothing is those little things.

And, I don’t know, sometimes I wonder how much do people care but I think I’m coming around to thinking that even if it’s not fully in their conscious purview, it’s sending a little bit of a signal that’s impeding influence. Would you agree with that or what do you think about those little clothing things?

Connson Locke
I think with clothing, it’s the impression that you make. So, if there’s a little stain and you hardly notice it, I doubt anyone else is going to notice it, unless you point it out to them, which I would suggest you don’t do. But, otherwise, it’s about the general impression. And so, as long as, in terms of the general impression, if you’re making the impression that you want to make, sometimes you want to make a more casual impression, sometimes you want to make a more formal impression, and so it’s all about that kind of broad impression that you’re making, and that’s what you should be aiming for. I wouldn’t worry too much about the little wrinkles or the stains.

Pete Mockaitis
Okay. Well, thanks for that. That helped there. I think fit also can factor into things in terms of if it’s a little too tight or a little too baggy, it looks quite different than when it’s sharp, like, “Oh, yeah, that fits you just right.” You just look good no matter the context. Okay, so clothing, we’re not going to say much more about that. When it comes to that expertise and the reputation, sort of the long game, how do you recommend we develop that well?

Connson Locke
So, developing expert power, the most obvious way to do it is just to be really good at what you do, be really good at your job, but also to make sure people know that you’re good at your job. So, for example, when I first started working at LSE, I got a lot of good evaluations as a teacher, but not everyone knows what evaluations everyone else is getting. But the head of my group was so impressed with my teaching scores that she actually had this little, at one of the staff meetings, she gave me a little award for getting the best teaching evaluations that she’s ever seen.

And so, that was great because I didn’t have to brag on my own behalf, which never looks good. She was the one who kind of let people know what I was doing, and that helped me gain expert power. So, then my colleagues were like, “Oh, wow. I didn’t know that Connson was good at that.” So, it’s being really good at what you do but also making sure, finding a way to let people know that you’re good at it.

If you want to build expert power with a particular person, it can really help if you can help them solve a problem that they’re working on, that they’re struggling with, because then you’re helping them solve this problem and they’ll be grateful, and they’ll also be like, “Oh, you’re pretty smart.” So, those are the ways of building expert power.

Pete Mockaitis
And then what I’m intrigued by your fantastic evaluations, and maybe particular pedagogical things that are not within the scope here, but is there anything you do in the classroom you think that is particularly powerful when it comes to being liked and influential by your students?

Connson Locke
I think, in terms of the evaluations that I’ve received, there are two things that students usually say. One is they can tell that I love what I teach, like I really care about this. But it’s not just that I’m so fascinated about the topic that I teach, it’s that I care about helping them become better leaders. So, when I teach, it’s not me kind of indulging myself. When I teach, it’s about helping my students become better at leadership, at influence, at doing better in their careers, and they can tell that. They can tell that I want to help them. So, that really engages them.

The other thing is I tell lots of stories, and they love the stories. So, I tell stories about my kids, about my husband. I guess I’ve already mentioned something about my husband today, and it’s just I bring all of my personal experiences into it, and they think that’s very engaging.

Pete Mockaitis
Yeah, certainly. Okay. Well, so then when it comes to the workplace, well, hey, that’s been a common theme we’ve seen in terms of just caring, just is huge in terms of people pick up on it, they want to reciprocate, you’re motivated, you get more creative ideas, you look out for their good, and so all kinds of great things happen just by caring, and caring can be rare in some environments, so it really is a distinguisher. So, what else do you recommend folks do to bolster their likability at work?

Connson Locke
So, in terms of likability, so expertise is one thing, and we’ve already talked about that. Likability is different in that it’s really about getting to know people as people, not as work colleagues. It’s really having that curiosity in a person. It’s wanting to connect with people just for the sake of connecting. So, for example, I don’t know, if you’ve got someone who works at the front desk, and you’re walking past the front desk to go to the stationery cupboard, pause at the front desk, chat with them, get to know them, at least get to know their name and who they are.

It’s that connecting with colleagues, chatting with people at the coffee machine. I know that doesn’t happen so much now with the pandemic and everything. I had a colleague, just today, who’s helping me with something, and she was so amazingly helpful. I said to her, “I’m going to take you out to dinner in return.” And so, it’s that taking the time to get to know people and appreciate people. That makes you likable.

Pete Mockaitis
All right. Thank you. Well, you also write a bit about energy and body cues. Can you share with us a little bit about what are these, how do we identify them, and use them to our advantage?

Connson Locke
So, when it comes to body cues, I think most of what I think is important to focus on is what you are communicating to other people because that’s what you have control over. And what I think is most important, when you’re trying to be influential, is communicating confidence. And so, confidence, communicating confidence is everything you learn in presentation skills training – stand up straight, take up space, use eye contact, sound confident, all of those things.

When we’re trying to interpret other people’s body cues, we have to be very careful because it’s really easy to misinterpret. So, one thing I usually warn people about is narcissists are great at looking confident, and we confuse confidence with competence, and, obviously, it’s not the same thing. If someone looks confident, we think that they’re pretty competent. The next time you are interviewing someone or listening to someone, and you think, “Wow, they really know what they’re talking about,” just question yourself a little bit, “What am I basing this on? Am I basing this on the fact that they sound really confident? Or, am I actually basing this on something concrete?”

Like, if you’re interviewing someone, how do you protect yourself against a narcissist? There are a couple of things you can do. One is you ask for specific examples of what they’ve accomplished, because once you get the examples, then you can hear how they talk about the examples. Do they talk about it as if they did everything themselves, or do they give other people credit?

And the other this is you ask other people how they were treated by this person, especially the receptionist or the junior people, because narcissists tend to talk down to people who they don’t think are very important. So, I guess the bottom-line is don’t read too much into other people’s body cues, and, in fact, try to get additional data to make sure that what you’re interpreting is accurate.

Pete Mockaitis
Yes, that sounds dead-on. And then I find there’s an interesting blend, I was chatting with my buddy Connor about this, not Connie, not Connson – Connor. And he said, I think I was chatting, it was a speech therapist. I was taking my son to a speech therapist, and she said, “Yeah, his pronunciation on words is pretty good but when it gets stretched out to a whole sentence, it does get a little bit harder to understand.” And I thought, “You know, I’ve always thought the word was pronounced pronunciation, and you’re the speech therapist, so I would imagine pronunciation is your whole game. So, if you say it’s pronoun-ciation, then I’m inclined to think maybe it is.”

And I think it’s so fascinating, and maybe this is agreeableness, the personality trait that I’m capturing here, but it’s like there are some folks who seem, and she was very sweet, but there are some folks who seem very confident and positive that their way, their thoughts are correct. And I, who have, I guess, a decent bit of humility and agreeableness, or whatever the construct is, when I receive that, I go, “Oh, okay. Well, I kind of thought it was this,” or, “Hmm, that doesn’t make much sense to me given A, B, C in my own experience, but you really seem to think…”

And so, it’s tricky and, often, that’s the conversation I have with friends, it’s like, “Wait. Am I crazy? What’s the deal here?” And so, hey, help us if you can. Help us decode that. Like, how much stock should we put in the confidence of another person relative to our own knowledge, data, expertise? And it’s probably not a one-size-fits-all answer. I’m putting you on the spot, but how do you think about that dance?

Connson Locke
The way I think about it would be trying to break down, “Is this person…Do I feel like this person is confident in what they’re saying because of the way they are saying it? Or, are they actually putting some data and some logic and some actual concrete support behind what they’re saying?” Because if they’re giving me some concrete support, okay, maybe I’ll be a bit more confident in what they’re saying. If it’s simply they’re delivering it with confidence, no, don’t be fooled by that.

I’m just going to use my husband as an example again. When my children, my daughters are now teenagers but I remember when they were younger, when they were like eight and ten years old, and my husband is the full-time parent. And one time I heard one of my daughters asking her father about a history question. We live in the UK so, obviously, they’re not going to ask me a history question. I don’t know about the queens and the kings of England and all of that.

So, they asked their father, who’s English, and he gave a very definitive answer, and so they went and did their homework. And then they came back to me the next day, and they said, “I got that question wrong. I asked daddy, and daddy was so confident, and so I thought it was right, but it was wrong.” And I was like, “Yes. Well, you should really double-check for yourself. Daddy says things confidently but that doesn’t necessarily mean it’s right.” And so, my daughters were learning that lesson very early on, but I think it’s something we all have to keep in mind. Just because someone is saying something in a confident tone doesn’t mean it’s right.

Pete Mockaitis
All right. Thank you. Well, Connson, tell me, any other key things you want to make sure to mention about making your voice heard before we shift gears and hear about some of your favorite things?

Connson Locke
I think one of the most important things we need to understand about making your voice heard is that it’s not just about dominating other people. It’s not just about being heard. Like, you have to have something to say. You have to have a reason why you’re doing this. So, what has helped me over the years, as I said I was very introverted before and had a lot of trouble making my voice heard. But what has helped me over the years is that I have a higher purpose in a way. I’m helping people learn, I’m helping people be better at what they do, and that’s what drives me.

So, I think instead of just thinking, “How do I get loud enough so everyone is going to hear me?” you should be asking yourself, “What do I want to say and is it worth saying? Is it actually going to add to what’s happening out there?” The other thing I would say also is influence is a two-way street. So, it’s not just about trying to convince the other person that you’re right. It’s actually about getting to know the other person as well and being open to them, asking questions and finding out what their perspective is, and having a two-way conversation.

Pete Mockaitis
All right. Thank you. Well, now could you share with us a favorite quote, something you find inspiring?

Connson Locke
Yes, so there’s a book by Kahlil Gibran called The Prophet, and there’s a quote from that that says, “Your pain is the breaking of the shell that holds your understanding.” And it took me a very long time to understand this, but now that I’ve been through failure, I’ve been through a lot of pain over the years – I’m 55 so I’ve lived, you know, I’ve done a lot of things – I now understand that when you go through a painful experience, you’re growing and, as a result, you actually get bigger.

And I kind of think of it as it’s kind of like a snake shedding its skin. So, each time you go through this painful experience, you kind of shed a skin, you’re getting bigger and bigger and bigger, and it’s how you grow. It’s how you develop. And so, when I look back on my life and the painful experiences I’ve had, I now no longer regret any of them. There was a time when I hated it, I was like, “Oh, my God, why did I do that job? Why did I have to go through that? Why did I have that horrible boss?” But now I’m like, “You know what, I learned from that and I’m better for it and I’m bigger for it.”

Pete Mockaitis
All right. Thank you. And how about a favorite study or experiment or bit of research?

Connson Locke
I would actually say, and this is a little bit controversial, the power poses study.

Pete Mockaitis
Oh, yeah, Amy Cuddy.

Connson Locke
Yeah, Amy Cuddy, power poses. And it’s only controversial because in her original research with her colleagues, what they found was that holding a power pose changes your hormones. It reduces cortisol, the stress hormone, and increases testosterone, makes you more confident. And other researchers that tried to replicate it did not find any effect on hormones. And so, it became this big thing, like, “Oh, we can’t replicate it. It’s a false study. You should stop talking about it.”

However, what they did replicate was that people who held a power pose for two minutes – and a power pose is not something you do in front of other people, you kind of do in the privacy of a bathroom or something – you do feel more confident as a result. And when they actually did things like they had people do a presentation. Half of them did a power pose before the presentation, and the other half didn’t, and the people who were judging the presentations didn’t know who had done a power pose, but they judged the presentations.

And the presentations that they found more engaging turned out to be the people who had done the power pose. So, I actually think it’s one of those things that it’s so easy, a two-minute power pose. I do it before a big presentation when I’m really nervous. It’s just one of those really easy practical things that, yeah, that’s what I love. I love those easy practical things that you can just work into your day and it doesn’t take much time.

Pete Mockaitis
Okay. Thank you. And a favorite book?

Connson Locke
The Artist’s Way by Julia Cameron.

Pete Mockaitis
All right.

Connson Locke
It’s a 12-week course in rediscovering your creativity and it doesn’t take much time. I did it while I was working at the Boston Consulting Group, actually, so I didn’t have much time. But it took maybe half an hour a day, and then maybe a couple hours on the weekend, but, as a result of following that 12-week course chapter by chapter, it just kind of put me back in touch with, I don’t know, the joy of being alive, kind of put me in touch with rediscovering, like noticing colors and nature and all of these things that I had kind of lost touch with.

Pete Mockaitis
Beautiful. Thank you. And a favorite tool, something you use to be awesome at your job?

Connson Locke
A favorite tool I actually think is in my job I lecture so I’m using PowerPoint all the time, which I actually love PowerPoint if it’s used properly, if you’re not using it as a Word document, but you’re actually using it for visuals and shapes and all of that. But PowerPoint has this notes function which I really like using.

The other favorite tool, nowadays when I’m teaching online on Zoom, the polling function. I love polling and I found I can really get students, especially my undergrads who normally won’t…I’ve got like 200 to 300 undergrads at a lecture. In a lecture hall, they’re not going to raise their hands but if I give them a poll, it’s anonymous, and they’ll answer, and I get to know them that way as well. So, I love the polling function.

Pete Mockaitis
And a favorite nugget that you share that really seems to connect and resonate with folks; they quote it back to you often?

Connson Locke
One thing that my students have said, they appreciate that I share, is how much I used to struggle when I was younger with my making my voice heard. And I often tell the story of when I was a teenager, I think I was about 15, when I was on vacation with my parents, and we were in a hotel, and my mother said, “Can you go downstairs and ask the front desk for a newspaper?” And I was so stressed out by that, I was like, “What? No, I can’t. You want me to ask a stranger about…? What? No.”

And my students laughed when I talk about that but I think they appreciate me kind of revealing how far I’ve come and how it is possible if you are painfully shy and introverted to evolve and to actually get your voice heard.

Pete Mockaitis
And if folks want to learn more or get in touch, where would you point them?

Connson Locke
I have a website ConnsonLocke.com, and that’s Connson, C-O, double N, S-O-N. C-O, double N because I was born in Connecticut, L-O-C-K-E.com.

Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Connson Locke
You know what, I think one of the most important things is to take time for yourself, is to really not just take time for yourself, but to take time to get to know yourself and to really understand, “What are your priorities? What are your values? What do you find important in life?” Because if you don’t understand that, you can’t bring your best self to work.

Pete Mockaitis
All right. Connson, this has been a treat. Thank you and I wish you lots of luck in all the ways you make your voice heard.

Connson Locke
Thank you.

693: Building Better Relationships through Validation with Michael Sorensen

By | Podcasts | No Comments

 

 

Michael Sorensen demonstrates the simple superpower that vastly improves our relationships: validation.

You’ll Learn:

  1. How to improve conversations with the four-step validation method 
  2. How we unintentionally invalidate others
  3. How to move past the discomfort of emotional conversations 

About Michael

Michael Sorensen is a marketing executive by day and a bestselling author, speaker, and relationship coach by night. His book, I Hear You, has helped hundreds of thousands of people across the world become masters of connection in business, love, and life. 

Michael has been invited to speak at some of the world’s largest organizations, had his work translated into over a dozen languages, and has even conducted training for the United States Navy. 

 

Resources Mentioned

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Michael Sorensen Interview Transcript

Pete Mockaitis
Michael, thanks for joining us here on the How to be Awesome at Your Job podcast.

Michael Sorensen
Thanks for having me.

Pete Mockaitis
Well, I’m excited to get your wisdom on validation and the good stuff from your book, I Hear You: The Surprisingly Simple Skill Behind Extraordinary Relationships. But, first, I need to hear you made your own mattress. What is the story?

Michael Sorensen
Yes, I wonder when that would come up. Your intro or your intake sheet asked for something kind of unique and I started thinking, “Well, what do I not talk to many people about?” It’s that. It’s something I’m a little bit embarrassed of, and I’m a little bit proud of. I’ve got a bad back and I set out a few years ago to find the perfect mattress to try to make that back pain go away, and that’s was when Casper and some of these other direct-to-consumer companies were coming online, and they’ve got free return policies, so I thought, “Why not? How can it hurt to order?” so I ordered that. It killed my back.

I ordered the next one, that still hurt, and I actually ordered seven mattresses and then returned them or donated them before I actually sourced my own foam and cut it up and found a cover for it and all of that just to try to find the mattress that would work best for my body. The irony is I ended up finding one that actually works and I tossed my homemade one but, you know, it’s still fun to build things.

Pete Mockaitis
Well, I got to know, what was the difference? What did your homemade version and your final version have the others did not?

Michael Sorensen
This is incredibly nerdy. I would take a picture of myself laying down with my shirt off so I could see my spine alignment, and all of them had my hip sagging lower than my shoulder because my shoulders were propping me up but my hips were down so it was creating this curve. And so, I actually got a different density creating the foam for each section and so my shoulders had a lighter foam and my hips had a heavier foam to try to get that optimal spine alignment.

Pete Mockaitis
Well, that’s good. And someone made one with that in mind. Is that the…?

Michael Sorensen
Actually, I actually didn’t have that. I just lucked out. It’s the Brooklyn Bedding. They don’t even make that one anymore but it’s just the latex mattress but it was my final…it was probably my eighth mattress actually. I slept on it for a few days, a few weeks, a few months, and I’m still loving it today. I’m not paid to promote it but I probably should be.

Pete Mockaitis
Well, I’m impressed with just the sheer force and persistence that you rocked in arriving at this. And, likewise, you’ve got something that you call a superpower – validation. Tell us, what do you mean by validation? What does it do for us and why is it a superpower?

Michael Sorensen
Yes, absolutely. I find, especially in the workplace, since this is largely a podcast about the workplace, we place a lot of focus on the value of listening, being a good listener, and we talk about how important that it is. I think we all kind of nod our heads and we say, “Yeah, I could do better at listening.” But, really, the main premise of my book and the main thing that we’re going to talk about here today is that the truly good listeners of the world actually do more than just listen. They listen, seek to understand, and then validate.

And that validation, that’s kind of a secret sauce. That’s what, like you mentioned, that I call a superpower because so many people are craving that. And validation is essentially just telling someone, “Hey, I understand how you’re feeling and you’re not crazy for feeling that way.” That’s really the essence of it. And it sounds so simple, it is simple, but I’m telling you, Pete, it makes all the difference in the world because most of us just jump in with feedback or advice or we try to help people, we try to make them feel better when they’re coming to us with a complaint or a concern or a question, when really what they’re wanting is simply to feel heard and understood.

You’re venting, you’re complaining, and you just want someone to say, “Man, that’s tough,” or, “Then what happened?” and ask a few questions to kind of get into it with you. That’s validation. And it makes all the difference in the workplace, in your relationships at home, with your friends and family, because it helps us feel better connected to each other.

Pete Mockaitis
Okay. Well, so then can you share, whether maybe it’s in terms of a dramatic transformational relationship that went from poor to okay, or to okay to grand, a nice upgrade, or even maybe some data, some studies? Can you share an illustration of just how powerful this is?

Michael Sorensen
Absolutely. I talk early on in the book about a research conducted by Dr. John Gottman. For your listeners who might not be aware of him or familiar with him, he’s a world-renowned marriage and family therapist, and a number of years ago, he and his colleague set out to determine what makes the healthy happy couples of the world stay in a happy long relationship compared to those who separate or divorce.

And I love the study they put together. They decorated their lab, I think it was the University of Washington, to look like a bed and breakfast, and they invited 130 newlywed couples in, and they said, “Spend the weekend here. Just do what you normally do on a weekend. Cook, eat dinner, watch some TV, read the news, whatever it is, while we observe you,” which, I think, is kind of creepy but it’s funny what people will do for money and science.

And as the observers watched, they noticed that throughout the day, these couples would make small seemingly insignificant requests for connection. They’d be sitting there at the table and the wife would look out the window, and say, “Oh, honey, check out that car.” And what they noticed is that the way the spouse could respond in that instance made all the difference in the connection that they had in their relationship.

So, in that particular instance, the wife notices the car and her husband could look out and respond in one of three ways. He could say, “Wow, that’s awesome. I love that color,” positively, and that’s validating, matching her emotion, getting excited with her, stepping into it is validating. The second way he could respond is negatively, of course saying, “Oh, I hate that. That’s the worst car in the world.” Or, the third way is simply passive, just go, “Huh, that’s nice dear,” maybe not even looking up from the smartphone.

And it seems simple but when they went back, they gathered all the data, they started analyzing it, and then they waited six years, and they followed up with these couples, and they said, “How are you doing? Are you still together? And if you are together, are you happily married still or have you separated?” And what they found was the couples who had separated validated each other only 33% of the time. Whenever they would make a comment like that, their spouse would either be passive or even negative about it, but they wouldn’t engage, they wouldn’t connect with them.

Whereas, the couples that were happily married six years later validated each other 87% of the time. Nearly nine times out of ten, those healthy happy couples were meeting those bids or those requests for connection. And I thought that was interesting. At that time of my life, I was in a relationship that wasn’t going so well, and I realized, “Oh, my gosh, it’s because this woman isn’t validating me. She’s not connecting with me in this way.”

And I flipped the page on this article, and apparently Dr. Gottman and his colleagues can predict with up to 97% accuracy whether people will be together and happy or separated years down the line simply by observing these types of interactions. So, I love that study because it made a big difference for me personally in my romantic relationships but, I can tell you, it’s every bit as powerful in the workplace because work is relationships, business is relationships.

Whether you’re a manager, whether you have colleagues, whether you have clients or customers calling in, you’re working with people, you’re talking with people, and we want to feel connected and understood. And so, validation is one of the most powerful ways to build that.

Pete Mockaitis
Okay. Well, there you have it. So, then you’ve got a particular four-step method for doing the validation. Can you walk us through this?

Michael Sorensen
Absolutely. And I’ll preface this by saying validation is simple. And so, sometimes people look at four steps and they’re like, “What’s this? It seems complicated. Why do I have to do this?” I’ve reverse-engineered this four-step method to try to help people apply it in some of the more difficult situations.

Maybe we can talk later, Pete, about how to validate someone when they’re angry with you or when you disagree with them because I find that’s where a lot of people get tripped up but it actually makes all the difference in the world if you can, first, hold your defense for a moment, listen to them, validate them, and then get in to your side of the story.

And so, the four steps are, first, listen empathically. Like, really listen for the emotion that the person is sharing, not just the words they’re saying. And then once you’ve identified how they’re feeling, the second step is to validate, just identifying their emotion and offering some justification. So, again, if they’re upset, saying, “Of course, you’re upset. You were up all night working on that and they just threw your work out the window.” That’s validating.

Then, step three is where you give feedback or advice. So, again, if you disagree with someone, or if you have a suggestion, you can give advice but it comes after the validation because it allows that person to feel heard and understood first. And then the fourth and final step is to just validate again. It creates a nice little validation sandwich. Following up the conversation whether it was a difficult conversation, then you wrap it up, and you just say, “Hey, thanks again for coming and talk to me. I know these conversations are uncomfortable and yet we got to have them. I really appreciate your candor.”

Or, if it’s positive, your friends are telling you about something awesome that happened at work the other day, and you’re all excited, and at the very end you say, “Hey, congrats again. You worked your butt off on that presentation, I’m happy to hear it went well.” It’s that final step there to kind of tie it all together.

So, again, those four steps: listen empathically, validate the emotion, offer feedback or advice, and then validate again. And you can go through all those in 30 seconds or you might do it several times in a two-hour conversation but it gives you kind of a loose framework and a basic idea of, “Oh, yeah, hold back on the advice, listen, validate, and then get into it.”

Pete Mockaitis
Okay. Cool. Well, so one of my favorite parts in your book were the demonstrations from like heavy relationship situations and then a toddler exchange, and so it’s nice to show the breadth of it. But let’s take a look, let’s say we’re in the workplace and someone…well, hey, maybe I’ll just take one of the roles and you take one of the others, if that works for you.

Michael Sorensen
Great. Yeah, roleplay. Here we go.
Hey, Pete, how is it going?

Pete Mockaitis
Oh, it’s fine.

Michael Sorensen
Fine? Just fine?

Pete Mockaitis
Well, I was working on this process to get things that, well, automated into be way more efficient whenever we’re handling the widgets and, well, it just all went to heck. Absolutely nothing works the way they say it’s supposed to work. People have told me they’re going to get me things and just, straight up, haven’t gotten me the things. The software keeps crashing my computer. It’s basically a total failure.

Michael Sorensen
Oh, geez. Man, I’m sorry. How long were you working on that?

Pete Mockaitis
Yeah, it’s been about four months.

Michael Sorensen
Four months of work to have it just fall apart at the last minute.

Pete Mockaitis
Yeah.

Michael Sorensen
Oh, my gosh, that’s so frustrating.

Pete Mockaitis
Yeah.

Michael Sorensen
Are you…? What are you going to do? Do you think you can salvage it or is it going to…you have to throw it all out?

Pete Mockaitis
Oh, I guess I’m just going to keep calling these people until they finally give me the right answer and, hopefully, that works eventually.

Michael Sorensen
Oh, man, I’m sorry. I hate it when you spend that much time minding on something and then it just falls apart. You would hope that with a product that expensive, people have it figured out, right?

Pete Mockaitis
Yeah, totally.

Michael Sorensen
Oh, man. Well, let me know if I can help in any way. Honestly, I don’t know if I can offer much help but I’m happy to if there’s any way I can.

Pete Mockaitis
Cool. All right. Well, thank you. All right. So, I saw the steps in action. Anything you’d comment upon in that exchange?

Michael Sorensen
Obviously, where it’s kind of roleplay, we’re both kind of stumbling through it.

Pete Mockaitis
Making it up.

Michael Sorensen
But one of the most important things that I encourage people to do is ask a lot of discovery questions early on. If you already know what’s going on in the person’s life and the situation, you don’t have to ask a lot of questions. But if you don’t, that’s really important to make sure you’re validating the right things and that you’re actually understanding.

I’ve worked with some people who they try to validate right away, and so somebody, they just get right in, they’re like, “Oh, that must be so…you must be so angry,” and they’re like, “Oh, no, I’m not angry. I’m actually embarrassed,” and you kind of go through it. So, I asked a couple questions, not a ton, but then, pretty quickly, I was matching your emotion. I was trying to kind of reflect what I was seeing in you, which is, “Ah, yeah, of course you’re upset if you spent four months on that.” And I’ve actually said as much, “Of course, you’re upset because…” and I showed that justification in saying, “Yeah, it makes sense. That’s maddening to go through all of that.”

And that little piece is so powerful because, oftentimes, we, as humans, are taught to kind of bury our emotions, we’re taught to not be upset, and sometimes we tell people as much, like, “Oh, don’t worry about it. I’m sure it’ll work out,” but that doesn’t usually feel very good. Like, “Well, I am upset. I’m looking for you to see that.” And so, that was that validation piece of me just saying, “Hey, that’s really frustrating, especially if this and that. You would think if they had all this time and money put into it that they would have it figured out.” Those are all validating statements because they are giving you permission to feel the frustration that you’re feeling.

Pete Mockaitis
Now, as you say it, it sounds so simple and yet it feels a little rare. I don’t know if you’ve got stats on this but it seems like we’re all hungry for this and we’re not having our fill, broadly speaking. Is that fair to say?

Michael Sorensen
A hundred percent. And I wish I had stats, Pete, but the stats that I can give you are just looking at the reviews of my book and the emails that I get, the hundreds of thousands of people that are saying, “Oh, my goodness, this is what I’ve been missing.” And it’s all over the board. You see people saying, “I didn’t realize that this is what my spouse was asking for.” Then you see people saying, “If my partner had done this, we would still be together.” Then I get emails from customer service managers saying, “Can you do a training on this? Because I listened to your book and I started implementing it and customers are 1000% happier,” whatever it is.

But, you’re right, it’s so simple but we are craving it and that’s one of the things that makes it a superpower is we’re all craving it, few of us recognize that that’s what we’re craving, but we do recognize that we’re not getting it. And that’s where a lot of relationships kind of hit this rocky point because you’re going, you’ll talk to your boss, and your boss, maybe you’ll express a concern or something, and if he or she just says, “Don’t worry about it. I’ve got it…”

Pete Mockaitis
There you go.

Michael Sorensen
…that doesn’t…you’re like, “Okay.” Well, what do you say to your boss? Versus, if your boss says, “Well, help me understand what’s going on,” and they ask a few questions and they get into it. And if you’re upset, and they say, “First off, thank you. I can imagine how frustrating this is given blah, blah, blah” and you sit there and you go, “Yes, they get me.” It makes all the difference in the world.

Pete Mockaitis
Yeah. Well, so let’s hear about things that are wrong things to say. And I love, in your book, you did this nicely. I remember a couple was struggling with infertility, and then someone said, “Oh, boy, yeah, I just look at my wife and she gets pregnant,” and I’ve heard people say that before. And, of course, when you’re reading it in the context of the book, you’re like, “Wow, that is absolutely a horrific thing to say to a person in that context,” and yet people say it because I don’t think they’re tuned in on this wavelength yet. So, “Don’t worry about it, I got it” is another example of, “We’re not going to get into your feelings. This is already handled.” So, what are some other choice things you hear people say a lot that are kind of the opposite of validating?

Michael Sorensen
The invalidating statements, yeah, it’s things like, “Oh, you’ll be fine,” “It could be worse,” or, “At least it’s not…” fill in the blank. As you listen or you’re hearing these things, ask yourself, “Have you ever said this to someone?” Because you’re right, Pete, people say it all the time, where we say, “Oh, don’t worry. Things will just work out.”

I’ve got a couple siblings who are still single and they desperately want to find their person and I can’t tell you how many times, when they come to someone, and I’m kind of the fly on the wall, and I’m like, “How’s dating going?” and they’re like, “Ah, not super well.” And then, almost immediately, the response is, “Oh, I’m sure you’ll find them eventually. You’re a great catcher. I wouldn’t worry too much about it. It’s going to work out.”

And you can see the look on their face, they’re like, “I know that, I’m not stupid, but I’m not enjoying life right now.” It’s kind of hard. I was looking for a little of that validation. Everybody means well. It’s not like we’re trying to be rude to people but we think that’s helping when, in reality, it’s hurting.

Pete Mockaitis
Yeah. And I think, not to get too deep into this, but one reason we don’t do it is we’re not aware; two is we think we’re helping. I think the third might be that, for a segment of folks, it’s like, “We’re just kind of uncomfortable getting into all that emotional stuff.” And so, hey, if that’s you, what do you do about that?

Michael Sorensen
Well, to that, I would say, and obviously everyone is different, the situations are different. I still hit moments when I’m like, “I don’t really want to talk about it,” like timid people. Obviously, you have to kind of judge the situation. But this is where I think validation becomes, again, such a valuable tool because one of the key reasons I believe people are uncomfortable in those situations is they don’t know how to help, especially if it’s heavier.

I remember talking to a friend whose parents passed away recently and unexpectedly, and prior to knowing how to validate, I would’ve been like, “Oh, what do you say? Like, really, what do you say because I haven’t dealt with that? I’m not about to think that I can give this amazing advice.” But validation is so powerful because you don’t have to say much of anything, you don’t have to fix it. The fix they’re going to figure out and so validations just gives them that space.

And so, when you talk with someone, I like, Pete, your example how you said, “Okay. Well, ask me how I’m doing,” and you say, “Fine,” because that happens a lot. And, usually, it’s when people kind of want to talk about something but they’re not quite sure you want to so they’ll just kind of say, “I’m fine.” And you can read their body language, and then you get to decide whether you want to follow it deeper, but if you do, you can just ask questions. You can see how they’re doing and you just ask questions and then you validate, and you ask questions and you validate, and you don’t ever have to get into solutions.

With my friend, I just said, “Oh, my gosh, I can’t even imagine,” and I just sat there for a moment, and I let her sit for a second, and she said, “Yeah, it’s brutal.” And I said, “So, how did you find out?” and she explained it to me, and I just, again, “Ahh.” And even with that response, “Ahh” is validating. I didn’t even have to use words there. Again, it’s just showing respect, it’s like, “Man, I see how you’re feeling,” and we were able to kind of go through the conversation. I didn’t give one bit of advice. Heaven knows, she didn’t want advice. She just wanted someone to kind of sit in it with her and feel it.

And so, if you’re a little uncomfortable with these emotional situations, I do encourage you to try, the next time you have an opportunity to try it and try to just validate the person. Ask some questions, respond with the emotion that you can tell they’re feeling. And, to tie it off, you can just say, again, like we did on the example, “Hey, I’m here for you. If you ever want to just talk, let me know.” And they’ll usually say thanks, and then you move on.

Pete Mockaitis
Yeah, that’s good. And how do you feel about the “I’m sorry. I’m so sorry,” because sometimes people hate that? And other times, it seems completely appropriate.

Michael Sorensen
In what context?

Pete Mockaitis
Like, so if it’s tragedy or like they say a divorce, a death, an illness, you say, “Oh, I’m so sorry,” and they’re like, “Oh, I’m tired of everyone saying that.” Like, I don’t know, where do you come out on this one?

Michael Sorensen
Again, it’s very situation-dependent. So, in that situation, if they actually responded like that to me, I’d be like, “Oh, hey, I’m sorry. How can I help?” It’s difficult because you kind of have to roll with the punches a little bit. I was talking with someone just the other day about this and, well, yes, I put validation into a nice clean four-step framework. The reality is it’s more of an artform than it is just a tight framework. It’s not something you can just like pull out a sheet, and go, “Okay. Michael says to say this, and this, and then you’re going to feel better, and then we’re going to ride off into the sunset.”

It doesn’t work like that. It’s a skill. It’s a tool, which means we have to figure out how to kind of use it in the right situations. And so, you’re right, certain people are going to respond to those “I’m so sorry,” or whatever, and they’re going to get defensive, especially if they’re hurt, or they’re going to come back at you, and you can still use validation again.

So, let’s just say that you had said that to me, Pete, again, I’d say, “Oh, I’m sorry.” And if they say, “Yeah, everybody just says they’re sorry, and I don’t want to hear that. I want to move on,” then I might say, “Yeah, I don’t blame you. This is a heavy situation.” And then they might say, “Yeah, da, da, da,” and we can keep going on. But you see how I was even able to validate their frustration at me, and just say, “Wow, okay. Yeah, you know what, the more I think about it, I see how that was hard. I’m sorry for that,” or whatever the right response would be.

Pete Mockaitis
That’s good. Well, I guess now I’m curious, so, you said at the very beginning, validation basically conveys, “Hey, I hear you. I understand what you’re feeling, and you’re not crazy.” I’m curious, like when folks are crazy, I mean, maybe either literally, that we’ve got like a sort of diagnosable situation, or they are kind of blending their emotions with like the exact wrong answer, like, “My boss is such a jerk, I’m going to march in there right now, slap him across the face, and tell him in no uncertain…” whatever, I don’t know.

Or, someone is like, “I’m so worthless. The world would be better off without me,” like intense, like I’m sure the right answer is not, “You know, you’re right,” not the right move there. So, yeah, in those trickier places where folks are saying something oh-so wrong, how do you think about validation?

Michael Sorensen
I’m so happy you bring this up, and I’m going to preface this by saying that the FBI uses validation in their hostage negotiations. It’s a critical part. And if you think of high-stake situations, you got people in a building threatening to kill them and themselves, and so that’s very much what you’re saying, Pete. You don’t want to just say, “Yeah, do it. Yeah, you’re right. Yeah, your life’s not worth living.” You don’t want to go there. But that’s not quite what validation is and that’s where the four-step method comes into play here.

Again, first step is listening empathically. So, let’s keep it with the co-worker example and they’re really upset with their boss, and they’re about to march right in there and yell at them, well, let’s just say for a moment, we think that’s a bad idea. So, if we just say, “You can’t do that. You’re going to get fired,” how are they going to respond?

Pete Mockaitis
“Go ahead and fire me. I’m sick of this. This is war.”

Michael Sorensen
They’re probably going to go, yeah, exactly, “I don’t care.” Exactly right, they’re just going to push back, and you can push back, and they’ll push back, and you’re not going to get anywhere. And so, you have to first listen to them, “Well, what happened?” and they vent and they complain. And, again, you can validate there, so you don’t have to validate, you don’t have to say, “Yes, go in and yell at them.”

But if he says, “Well, he called me out in front of everybody in that meeting,” then you could say, “Seriously?” “Yeah, and I’m so…aargh, I’m so angry because I worked my butt off all week.” “Well, yeah, like I’d be upset too.” That’s the validation piece. It’s not, “Yeah, you should go in and yell at your boss.” It’s, “Well, of course, you’re upset given what just happened.”

And so, you keep going through that conversation. You listen, you validate, you listen, you validate. When you can tell they’ve calmed down just a little bit, or maybe they’re about to march right in the door, then that’s when step three comes into play, and you say, “Well, hold on one second. I do have a few thoughts on this. Do you mind if I share it?” Okay, now that intro, that transition to step three is big because it shows respect. If you just say, “Hold on. Don’t do it. It’s a bad idea,” again, they might get defensive and start arguing with you.

But if you, first, ask permission to share your thoughts, most people will say, “Fine. What? What is it? What are your thoughts?” and then you can say, “Maybe yelling at your boss isn’t the best idea. Have you thought about this? Or, have you thought about that?” And what you’ll find is, if you’ve listened and validated first, they are a hundred times more likely to listen to your advice when you bring it up. So, it all comes down to that order.

And, again, you see the same thing in situations where someone is angry at you, you see the same thing in the hostage negotiations. They don’t say, “Sure, kill yourself. Sure, ignite the bomb.” They say, “What’s going on? Where are you…where is this coming from?” and they talk through, they listen, they validate, and they say, “Well, can we just talk? Can we just talk face to face?” And you can see they kind of…The power of validation is to bring the emotion back down so that you can have a human-to-human conversation.

Pete Mockaitis
Yeah. Boy, you know, I remember you talked about FBI hostage negotiation, and we had Chris Voss on the podcast, who wrote an awesome book Never Split the Difference and did FBI hostage negotiations. And I believe there’s a story there in which they just kind of said the same thing over and over again, kind of like, “Hey, it seems like you’re scared that you’re not going to be able to make it out of there, and you’re worried about what’s going to happen to you and your family,” something along those lines, just like repeatedly, and then hours later, the dude just kind of walks out. And so, it’s wild how potent that is.

Michael Sorensen
And that’s why I joke in the book it’s like a superpower. Early on, when I started using this, in my day job, I’m a manager of about 30 people, and I was a very young manager at the time when I wrote the book, and I didn’t know how to deal with certain situations. And as I’ve started using validation, I had some pretty tense conversations, some people yelling at me, some really difficult things, I had made some mistakes, all of that. When I started using validation first, it was shocking at how it made everything easier, and helped me mend relationships, and helped me earn trust and respect.

I had a gal who once worked for me, left the company. A few years later, she was one the beta readers actually of my book. And she actually called me up after she read it, and she said, “I get it now.” She said, “I could never understand why I felt so comfortable talking to you.” And I don’t say this to pat myself on the back, but I say it to illustrate the power it has. She said, “I always felt so comfortable talking to you, and I couldn’t figure out why, and now I get it, and it’s because you listened to me and you validated me. Thank you.” So, it’s powerful.

Pete Mockaitis
That’s good. I’m intrigued by when you made some mistakes, how might validation work in that context? Like, “Hey, I can understand to be really frustrating that this guy…” mainly you, means you have to redo a bunch of things now. Or, how’s that go?

Michael Sorensen
Yeah, really, it just comes down to ownership, and that takes humility. It’s not an easy thing to do but if you do make a mistake, there’s no sense in beating around the bush or making an excuse. That never looks good in work or just in life. So, in the times that’s happened to me, I’m trying to think of a concrete example and I’m drawing a blank right now.

But if we just go with a hypothetical, they come back and they say, “What happened? You told me you would have this yesterday,” and I take a moment and I go, “Oh, shoot. You’re right.” And I just say, “You’re right. I’m sorry. I dropped the ball on that. I’m going to figure it out.” And they say, “Well, it threw off my whole presentation, blah, blah, blah, blah, blah, blah,” again, there’s a chance to validate. So, they tell me how it affects them, and instead of saying, “Well, you should’ve followed up with me,” it doesn’t look good. I own it. Again, I say, “Aargh, I’m really sorry. I overbooked myself. It sucks to be expecting something I committed to. I didn’t deliver. You’re right. How can I help?”

It’s almost like a parody but it’s honest, and there’s actually, in my opinion, a great respect that comes from that, and strength to say, “Yup, I messed up. I’m going to figure out how to make it right.” And, in most instances, people will come down on their anger pretty quickly when they see you’re not going to fight them, you just say, “Yup, I’m sorry. I see how that affects you. Let’s figure out how to make it work.”

Pete Mockaitis
Yeah, that’s good. Well, so then you used the phrase, “Hey, I have some thoughts. Do you mind if I share?” asking permission. Any key kind of words and phrases that you like and naturally show up a lot when you’re validating, or some key words and phrases to be banished?

Michael Sorensen
Yeah, so when you get into the validating and such, we’ve talked a lot about that. But if I may, Pete, let’s take it into that step three where you’re giving feedback because that makes a big difference. One place a lot of people trip up, and, again, this is going to sound so simple, but using the word “but” can be quite dangerous when you’re connecting two sentences together.

So, if you try to validate someone, let’s say they’re angry at me, we’ll stick with that example, and I say, “You’re right. I missed it but it’s really not that big of a deal.” Well, I just undid everything. Like, I was going down the path, I was validating, and then I said “but” and that now puts up a red flag in most people, and they’re like, “But what?” Here comes your counterargument, and I say, “It’s not that big of a deal.” Well, woosh, that’s an invalidating statement, and they’re like, “What do you mean it’s not a big of a deal?” and away we go into that cycle.

I’m a big fan of changing that word from “but” to “and.” Now, you still shouldn’t say, “It’s not that big of a deal.” But let’s say, in that situation, I say, “You’re right. I committed to do that, I didn’t. I’m sorry and I wasn’t the only one responsible for it. Can we talk about X, Y, and Z, other ways?” So, there’s the “and” connection point is very powerful, and I get that feedback a lot from people, saying, “Wow, I had no idea changing that one word,” because, for some reason, we, as humans, we really key in on that.

And if someone is saying, “Hey, I really like…” the example I used in the book is, “I like what you’ve done with your hair but…” we go, “Uh-oh, but what?” There’s something else versus “I like what you’ve done with your hair and I like it better the other way.” You still don’t want to hear that but at least it’s a little easier to hold.

And so, when you’re giving feedback to your colleagues, when you’re giving feedback to your friends, or, heck, even your boss, try to avoid the word “but” and just use “and” in there. It actually makes a pretty big difference.

Pete Mockaitis
Okay. Very good. And, I’m curious, if you just don’t feel like you’re relating in any way to their emotion, in terms of you’re like, “I’m mystified as to why you’re so angry or so annoyed by this thing that really seems like nothing to me,” what do you do?

Michael Sorensen
This is where it gets a little tricky because I get this question every now and then. I didn’t address it in the book but in the years since, I’ve really given it a lot of thought. I’ve paid a lot of attention to how I still validate in those situations. First off, I do encourage you to always try to find a way to empathize. Oftentimes, it’s easy to just say, “I don’t care. I don’t care about people.” There’s a lot of value that comes from learning to empathize with people, learning to identify emotions, and that’s a bit of a different topic though.

If, in the moment, you’re like, “Dude, like what’s going on? Why are you so upset about this?” again, ask some questions first. Don’t just dismiss it out of hand and assume they’re being crazy because most people, when you really get into the full picture, act quite rationally. But if you really feel like they’re not, there is still value in, I don’t want to say lip service but, in still kind of going through the motions, and saying, “Yeah, it makes sense that you’re angry. Of course, you would be,” even if inside I’m like, “I don’t really think so,” but it does make a difference still.

Again, it’s not where I recommend going first. Always prefer genuine empathy, but at very least, you can have some sympathy, then you can at least see the emotion they’re feeling, and you can see that they’re upset because such and so and so yelled at them. And that alone can still be valuable and still be helpful to them.

Pete Mockaitis
Yeah, that’s good. And I guess I’m also thinking about have you really entered into their world? I guess I was recently on a fishing trip and someone was angry that another person had parked nearby our campsite and started fishing. And I actually don’t care that much about the fishing on the trip. They’re just great guys, I like hanging with them, and they go fishing so I go with them.

And so, someone is getting kind of worked up about this. And I thought, “What’s the matter? It’s a big old river or lake.” But I think, as I dove deeper into it in terms of what this person wants most is to catch big fish. It is rare they have the opportunity to go catch fish, and they perceive rightly/wrongly. I don’t actually know enough about fishing but that person’s placement there is going to diminish that, and that there are many other places he could choose from, then I can understand, “Yeah, that’d be irritating that that guy did that when he could just go somewhere else.” But it takes some doing for me to get there.

Michael Sorensen
Yes, it does, and there are times. Again, going back talking about how it’s a tool. It doesn’t mean you always have to use it. I am guilty almost every week of my wife and I’ll get into a little argument, even just have a discussion, and if she gets upset about something, I want to jump to fix it, and “I’m literally the guy that wrote the book on it.” And I’m just like, “You know what, let’s just do this, do this, fix it, and we’ll be done.” And she’s like, “Really? You’re not going to validate me at all?” And I’m like, “Ahh, crap. You’re right.”

But there are times when you have to just kind of pick and choose, and there are times also when you might just jump in. If we stick with your example there of that guy, if he comes up and he’s yelling at you because he wants your spot, you’d be like, “Dude, really? Like, it’s a campsite.” And he’s like, “Well, blah, blah, blah,” you can then choose to validate or you could choose to just dismiss it. If you paid for it, it’s rightly yours. You can walk away, you don’t have to engage with people who are upset or angry, but if you want to, it will work. Nine times out of ten, 95%-99%, I’m making out stats here, but most times it’s amazing how you can calm someone down.

And so, if he’s all upset, you say, “Yeah, yeah, I’m sorry. We booked it.” And he’s like, “I booked it too.” “Well, there must’ve been an issue with that. That’s really frustrating. If you came all the way down here expecting to see this, I get it. Let’s go chat with the front office at the campsite or whatever and let’s see if we can figure it out.” But just that little, “Yeah, if you expected all this and came down here,” that’s validating, and that can help tone it down just a little bit.

I’ll give you an example of, this was a few months ago now but it worked, a certain employee, who’s no longer with the company, placed an order for 40,000 T-shirts that we didn’t need, but he thought we needed them, he thought he was going to be awesome. Well, a few months later, I get a call from another guy in my team, saying, “Hey, just so you know, the T-shirts arrived. This other company who prepared them, they’re expecting payment. I don’t think we owe it to them because we didn’t approve it, so don’t worry, I’m handling it, but you just might hear about it. You might want to know.” And I thought, “Well, hold on one second. Can you send me the email thread? I want to make sure that we’re being honest here. If we said we’re going to order them, we got to pay them.”

So, he sends me the email thread, and I see this back and forth, and it was my guy was being quite invalidating, frankly. He was very kind of traditional negotiation tactics, “Hardline no, not going to happen.” And, obviously, that’s not going to go well on the other end, and it was getting really heated. And so, I actually took over the conversation and I reached out to the guy, and I said, “Hey, do you mind if we hopped on a call?” And his response was very curt, “Yeah, this time.” Period.

So, in advance of the call, I did a little bit of research, and I determined that we actually weren’t on the hook for the T-shirts, but I still wanted to smooth things over. I still wanted to do right by them. So, in advance of the call, I thought, “Okay, I’m going to come right into this, he’s going to come in ready to fight, he’s bringing his A-game, I’m just going to validate him first thing.”

So, I picked up my phone, I gave him a call, he answered, and I said hello, but then, before anything else, I said, “Hey, before we get in, I just want to apologize. This has obviously gone on far longer than either of us want. As I’m digging through, it looks messy, there’s a lot of back and forth, emotions are running high. I apologize for that. I’m hopeful that we can get on this call and just talk man to man and figure something out.”

And, literally, the shock was audible in his voice. He literally stuttered on the other end, he was like, “Oh, ah, okay. Well, what do you have in mind?” And we were able to chat, and we talked through it, and I explained my side, he explained his side, and we reached a resolution that both parties felt good about. It didn’t take long but it had been going on for months, literally months, Pete, back and forth, and tensions were running high. And in about five minutes, I was able to undo almost all that tension and find a resolution with just a little bit of listening and validating.

Pete Mockaitis
That’s beautiful. Well, Michael, tell me, any final key things you want to share about validation before we shift gears and hear about some of your favorite things?

Michael Sorensen
I think maybe the last thing I’ll say on it is I think it’s important to point out that when I talk about validation, we’re not validating people’s worth. That’s one thing that sometimes validation gets a bad rap because people say, “Well, validate me. Tell me I’m worthy. Tell me I’m good enough.” That’s dangerous. I’m not talking about that. We’re talking about validating emotions and situations that people are dealing with.

And so, if you have a co-worker, or if you have a family member, or even a spouse, who’s constantly complaining, where they’re always just like, “Hmm, I need more. I need you to tell me that I’m good enough,” that’s a separate conversation, that’s a place for boundaries, that’s a place where having a conversation, and saying, “Hey, I care about you,” or, “You’re my buddy, and…” again, there’s the “and” instead of “but” “…and this isn’t working for me,” or, “I’m not sure how to help you because every time I give you advice, it seems to go in one ear and out the other.”

So, I think it’s an important clarification because I never want people to think that I’m saying, “Well, just tell people what they want to hear. Just tell people that they’re great and everything is going to work out.” Again, validation being a tool, you use it with other tools, and use well that earns you respect, that helps you set boundaries, that helps you earn trust with those around you. And that is why it’s such a powerful skill.

Pete Mockaitis
Thank you. Well, now could you share a favorite quote, something you find inspiring?

Michael Sorensen
The quote that I go to most often is “Action kills fear.” I don’t even know where it came from or who said, it but I stumbled across it years ago, and I print it out, and I stick it up in my offices because it’s just true. If I find myself kind of getting paralyzed or I’m uncertain about something, just take action, any kind of action, even if it’s just the first step, it unlocks that and allows you to move forward.

Pete Mockaitis
Okay. And a favorite book?

Michael Sorensen
I love The Compound Effect and The Slight Edge. They’re both the same principle, two different authors, all about how small simple things build up over time to great results. And that’s been…that’s, frankly, how I got to writing the book in the first place. I committed to 15 minutes a day at least, and sometimes it would snowball into hours and into weekends on end. But 15 minutes, small simple things got me to where I am today.

Pete Mockaitis
And a favorite tool?

Michael Sorensen
we’re talking tech tools. I’m a big fan of the TextExpander.

Pete Mockaitis
Oh, yeah.

Michael Sorensen
Where you type in a shortcut or like a snippet, like I type in Cphone and it types out my full cellphone, or Pmail, it’s my personal email. Little things like that to save a ton of time, that and a clipboard manager. So, I copy a lot of things and paste a lot of different things. If you, listeners, don’t use those, you should check them out.

Pete Mockaitis
You know, what’s the best clipboard manager for a Mac in your opinion?

Michael Sorensen
I use Copy’Em. That’s what I found thus far. There’s probably better ones but it works well for my needs.

Pete Mockaitis
Thank you.

Michael Sorensen
You can do a lot of form-filling. I don’t know, man. I use it all the time. I think it’s an underappreciated or underutilized little tool.

Pete Mockaitis
All right. And a favorite habit?

Michael Sorensen
Well, I spoke to this earlier on The Compound Effect, but it’s just these simple little things every day. So, if I have a goal in mind, or I’m a big goal-setter, I’ll break it down into tiny little chunks that I can’t not do five minutes a day, 10 minutes a day, 15 minutes a day, just to make sure I’m doing it.

Pete Mockaitis
And is there a particular nugget you share that seems to connect and resonate with folks; they quote it back to you a lot?

Michael Sorensen
Yeah, it was, because I think off the top of my head, that idea that when people vent or complain to us, they usually already have a solution in mind; they’re not looking for advice. They’re just looking to be heard and understood. As I go into the Kindle book, in the most popular highlights, that’s number one. It’s the, “Hey, if someone is venting to you, chances are they don’t actually want your advice. They just want you to hear them and they’ll figure it out on their own.”

Pete Mockaitis
And if folks want to learn more or get in touch, how do you point them?

Michael Sorensen
My website is probably the best resource or the best place to find me, MichaelSSorensen.com. You can contact me via contact form there, and read a lot of my free content.

Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Michael Sorensen
The biggest thing that I’ve learned is, at least what I appreciate most, is people who really don’t use the word “can’t.” I guess it kind of comes full circle. We joked about my building my own mattress. But I’m a big believer that you can do anything. That’s so trite when we say it. I don’t mean in like, “You can be an astronaut,” though you can be. But if you want something, you can figure it out. And it just depends on if you’re willing to put in the time and the effort and the money.

And so, people on my team or at work who say, “No, I can’t do that. Can’t do that,” I hate it because it’s so small-minded. I’d much prefer to say, “Well, we probably could but it would take the world.” I’d rather say, “What would it take? How could we do it?” Even if it’s wild and out there, you’re just, “What would it take? How can we get there?”

My opinion, people bring that into the workplace, that can-do attitude, that “I’m going to figure it out no matter what it takes,” that stands out to me, and I think that is what makes people very successful in life.

Pete Mockaitis
Michael, this has been a treat. I wish you much luck with validating and being validated.

Michael Sorensen
Thanks, Pete. Appreciate the time. Great chatting.

692: How to Optimize Teams and Drive Engagement Using Data with Mike Zani

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Mike Zani says: "You need to modify yourself to get the most out of your people."

Mike Zani shares data-driven approaches to improving your team’s performance.

You’ll Learn:

  1. What businesses can learn about teams from baseball 
  2. The top two predictors of team performance
  3. Top three do’s and don’ts of effective teaming

About Mike

Mike Zani is the CEO of The Predictive Index, a talent optimization platform that uses over 60 years of proven science and software to help businesses design high-performing teams and cultures, make objective hiring decisions, and inspire greatness in people. Its 8,000+ clients include Bain Capital, Blue Cross Blue Shield, DoorDash, LVMH, Nissan, Omni Hotels, and VMware. Zani is also the co-founder and partner at Phoenix Strategy Investments, a private investment fund. An avid sailor, he was coach of the 1996 US Olympic Team. He holds a BS from Brown University and an MBA from Harvard Business School. 

Resources Mentioned

Thank you, sponsors!

  • Setapp. Try out up to 200 of the best software tools in one streamlined place at setapp.com

Mike Zani Interview Transcript

Pete Mockaitis
Mike, welcome to How to be Awesome at Your Job.

Mike Zani
It’s great to be here. I think that’s an important task. Got to be awesome at your job.

Pete Mockaitis
Well, I think so too. And you’ve really done some homework on how that happens and I’m excited to dig into that wisdom with The Predictive Index and your book The Science of Dream Teams. But, first, let’s hear about you coaching the 1996 U.S. Olympic Sailing Team. How’d that go?

Mike Zani
That was one of the most romantic times of my life where you’re living some bizarre dream with these amazing athletes, and Muhammad Ali lights the torch for the ’96 Olympics in Atlanta.

Pete Mockaitis
I remember that.

Mike Zani
It was pretty awe-inspiring. And you get to work with these amazing talents, coaching these athletes. But I think it was back then when I started down a people path, trying to figure out how to modify myself to get the most out of your athletes because everyone sort of learns differently and has different styles. And when do you use analogies? They work great for some people. When to be super literal with others? Who can handle negative feedback immediately? Some people can’t. And how to weave, come in where it’s not quite as negative, it sounds more like growth feedback? But it was that journey with those athletes that I think started me on this, and I did not know it at the time.

Pete Mockaitis
That’s cool. That’s cool. Well, not that it’s all about the gold but I don’t actually recall how the 1996 U.S. Olympic Sailing Team did. How did we do?

Mike Zani
We had two medals out of ten events. It was actually pretty disappointing unfortunately.

Pete Mockaitis
Well, that’s cool. It was not as many as you hoped before.

Mike Zani
It wasn’t. And my star athletes, Kristina Farrar and Louise Van Voorhis, were in medal contention for nine of the ten days, and finished in fourth which is a very tough place to finish.

Pete Mockaitis
Oh, fourth, yeah. I hear you. Well, how did you cope with that?

Mike Zani
I think it’s different for the athletes. It definitely impacts them in different ways but I saw a lot of athletes who fell short of their goals and they never really sailed competitively again. They were doing it for this thing, to do something as unbelievable as the Olympics. They maybe weren’t doing it for the love of sailing. And that’s probably important, to have a love for what you do so that you keep doing it. You see those long-distance runners who, they may not run competitive marathons anymore but they still run 50 miles, 100 miles a week because that’s what they do.

Pete Mockaitis
Got you. That’s cool. That’s cool. Well, let’s dig into The Predictive Index. First of all, that’s a great name. I like predictions, I like index, and the name itself has a promise within it. What’s your organization all about?

Mike Zani
The Predictive Index helps companies sort of optimize their talent, and, we do it with a series of algorithms through assessments which feed the data model on the software, which gives companies the information they need, pre and post hire, ideally in their time of need. And we have about 700 certified partners who work with our clients to take that data from the software and from all of the algorithms and the assessments, and help bring it to life within organizations.

And the way I like to say it is every CEO has got a strategy, some good, some bad. Most have a one- to five-year financial plan to support that strategy but tragically few of them have a talent strategy. And strategies do not execute themselves. It’s the people who execute them. And it’s really surprising, most people have just boxes in Excel saying, “Hey, I’m hiring five people in Q1,” and there’s nothing about what type of people they need and what are the gaps, and how they’re going to fit on this team, and how do they change the culture, and are they high performers. And what about the ones who are there? How is it going to impact the ones that are already there? And that’s what talent optimization does.

Pete Mockaitis
And so, what is the impact of using your platform versus just kind of, I guess, winging it or doing what everybody else does?

Mike Zani
Yeah, I think our number one competitor is not some other company. It’s people using the old way of doing things. Things like unstructured interviewing with resumes, which are among the greatest fiction in all of business. And somebody walks in and they have a neck tattoo and you just can’t get used to that or comfortable with that so you don’t hire them. And you hire people who sort of think the way you think or you promote people who think the way you think because you have more comfortable interactions with them as opposed to maybe creating more diverse teams.

So, I think when people aren’t doing this, some people get it right, more often than not, but that’s not very scalable. There are those gifted talent people who really invested in their own tools and frameworks. But this is really trying to make sure that you can bring it to every company, sort of a systems approach to, “How do you hire right? How do you build world-class teams? How do you make sure that the interactions between people are really optimized? How do you make sure you have an engaged and high-performing organization?” And even with all the tools, because people are messy, we still get it wrong 10%, 15%, 20% of the time. But it’s better than the two-thirds of the time that most people get it wrong and doing it the old way.

Pete Mockaitis
Well, those are some interesting figures there in terms of how do we measure right versus wrong? And are those figures fairly accurate in terms of “Yeah, without this stuff, you probably expect to be right only a third of the time versus four-fifths of the time you could be right.”

Mike Zani
Yeah, it is hard to do that. Without really great performance analytics, it’s really hard to take it from the world of qualitative to quantitative. I think we can learn a lot from sports. In sports, 30 years ago, they used to do the same thing we did in business. Scouts used to go look at recruits in baseball stadiums and look for the five tools of, say, baseball: their running ability, throwing ability, hitting for power, hitting for average. And they would look at these tools and sometimes quantitative, most of the time it’s qualitative, and they got it wrong all the time. Five out of 100 players recruited made it to the major leagues.

And then they adopted sabermetrics using stats and analytics to predict, part of the name that you like, predictive index. How do you predict who’s going to be a higher probability to get to the major leagues and contribute? And not just contribute, it’s also contribute for the dollar, because not every team is the New York Yankees that can spend millions of dollars. It’s sort of you need to have performance for the buck.

And that attitude that sport took on, starting in baseball, they’re 30 years ahead of us in this process in terms of business because they’ve got great metrics, they’ve got great performance data. And until you have great metrics and performance data, you’re kind of guessing, “What was right? Is this a good team for this job to be done?” And we’re just starting to be able to get there so that you can have a learning machine so that you can hire, promote, manage, craft teams to super high performance and then track that performance, and, “We didn’t quite get that right. That was a good team but not a great team. Let’s keep working on that.”

Pete Mockaitis
That’s cool. Well, so you’re summarizing a lot of your wisdom over the years in your book The Science of Dream Teams. It sounds like we’ve covered it here. But what’s sort of the big idea? Is that it’s all about using science and data to engineer dream teams? Or, how would you summarize your core thesis?

Mike Zani
I think it’s a journey on yourself. There’s really a call to action for each person who manages people, and I don’t just mean managing down. I mean, managing across and managing up, that you have to adopt this discipline to have great relationships, and it actually starts with yourself. You have to know yourself. Be self-aware. Know what the things you’re good at and try and play the game on those terms. But also, just as clearly, know the stuff that you’re not good at and make sure you understand those triggers.

I think once you become that self-aware leader, you can really start attracting talent to you. And even if you’re an individual contributor, the best managers want you on their team, and you can then do that. You’ve got a culture of performance. You’ve got a culture of being engaged. You’re one of those people who always add value when you’re around your team. And you can go on this journey.

And I think the book is really a call to action to change the discipline, to take it out of the old way of subjective, qualitative, and bring it into a newer way where you can start bringing data to the equation, and we’re really in the early steps of this. The data is just starting to come on and we’re just starting to create these learning machines and prediction so that you can articulate whether you’re going to be a good fit for XYZ role on this team, doing this strategy. And it’s great because it’s tantalizingly close and a lot of companies are getting there.

Pete Mockaitis
Well, so can you walk us through in practice, like we’re thinking, “Okay, we got a role, we got a candidate, or maybe we have many candidates, how do we choose? What are sort of the step-by-step here?”

Mike Zani
Let me give you an example. I know that you’re a former consultant, high-end consulting firm. Am I allowed to mention the name?

Pete Mockaitis
Oh, sure. I’ve mentioned it too many times for some of our listeners, according to the surveys. I’m sorry about that, guys.

Mike Zani
Okay. So, Bain & Company. So, at Bain & Company, you’re constantly reassembling teams into work groups based on an engagement. You might have one partner on the project, a couple of managers, half a dozen, dozen consultants and associates, and you’re constantly reassembling these teams every few months depending on the work.

And what you’re trying to do is determine, “What is the work that needs to be done on this engagement?” and then, “Is this team a good fit for that work?” So, in order to do that, we’ve mapped behavioral analytics, psychometric tools, to strategy so that, let’s just say, you’re on that 10-person team. We’ll call it a 10-person team. And you can look at the team, “Are we homogenous behaviorally or are we heterogenous behaviorally? If so, what gaps do we have? Where are we homogenous?”

And then, we can actually find out, “Are we aligned on our strategy? What is our strategy? Are we aligned on it? And is that team, as it’s currently assembled, a good fit? Maybe it’s an okay fit.” And then you’re like, “Well, what are the gaps? Okay, there’s a couple of gaps. Can we stretch to get there? Is it an easy stretch? Is it a hard stretch? Can we augment this team with some other things? Can we actually change out a few players?”

And the reason I’m picking your consulting team, because changing out a player on a consulting team, you just go to another engagement. It’s not you’re getting fired. And it’s in these reassembling teams that you can create super teams for the work to be done because a team is not inherently good or bad, but they might be a good or bad fit.

Now, I use an example. If I took the senior team for Mass General Hospital, center of excellence hospital in Boston, heavy research, they’ve got some of the best doctors, some of the best research, tons of money, and they’re near the cutting edge but they also have The Hippocratic Oath, “First, do no harm,” so they’re inherently risk-intolerant. They are not going to be a good team to do a startup and they wouldn’t be a good team. If a private equity firm, like Bain Capital bought Mass General, so we’re going to do a rollup of every center of excellence in every major city.

The senior team that might’ve been great at running a single center of excellence is not going to be the team to run that rollup for the private equity firm trying to put together a massive organization because they’re not going to have the risk tolerance. They’re not the right team for that job. So, it’s like assemble the team to do the work they’re supposed to do and unlock that potential and find out where there are gaps. If a strategy changes, you’re like, “We’re going to need to stretch, add someone, take someone away.”

Pete Mockaitis
Well, so we talked about the fit. I’m thinking, I’ve been playing some Tetris lately, so I see that in my mind’s eye. So, we’ve got what is demanded of the team, certain things are necessary. And then we’ve got what the individual teammates are bringing to the table. But how do we break down the whole universe of work into a manageable set of is it parameters or competencies? I’m thinking about the Korn Ferry list right now. So, how do you break it down? Like, how many parameters or drivers or factors are we looking at? And how do we measure folks on them?

Mike Zani
There are numerous, numerous parameters you could measure, and Korn Ferry’s competencies are a good form of measurement. You’ve got these frameworks that say, “What are the skills? What are the competencies needed?” But more than skills and competencies, one level higher in prediction, the number one predictor of workplace performance is cognitive fit for a role, making sure the person has the cognitive capabilities, the learning capacity, the ability to manage complexity to deal with the requirements of that role.

Pete Mockaitis
I guess with cognitive fit, what is it they call it, G, general intelligence? I mean, are there sort of multiple flavors of cognitive fit? Or is it just all sort of like raw smart that’s going to show up, like on the GRE type cognitive stuff?

Mike Zani
Actually, you bring up a really important element of cognitive science. If you do a short format test, like a 12-minute assessment, you can see the sub-facets of cognitive, sort of linguistic, mathematical, spatial, abstract reasoning. But you have to take a longer format cognitive assessment to be able to have high degrees of validity that those sub-facets, the importance.

But, in an ideal world, if you had the time, and not every organization wants to have their people take a 90-minute cognitive assessment. It might be too much load, but you would have diverse teams. Let’s just say you’re amazing mathematically but I’m really good spatially, and we’d be a great match. And then when we’re going to publish our findings, we’re like, “Well, who’s the person really good linguistically who can write this stuff really well?” and putting together diverse cognitive teams, and you might even have people who have gaps.

And the beautiful part, if you look at the sub-facets, language is the biggest bias in cognitive-based assessments because it picks up socioeconomics, especially in the United States, and it’s a testament of our education systems. But lower socioeconomic categories do worse in cognitive, especially in the verbal part, and that picks up race and ethnicity in the U.S. which needs to be corrected for, so you cannot use cognitive as a single variable disqualifier for a role or you’ll create bias on unfortunate points like race and ethnicity.

Pete Mockaitis
Okay. So, we got to make sure we got the cognitive stuff. It’s like your brain can handle what’s going to be thrown at it, and so we might get a quick view in 12 minutes versus 90 minutes. By the way, what are these tools we’re using to assess in 12 minutes and 90 minutes?

Mike Zani
There’s thousands of cognitive assessments. Ours happens to be a short format that is used whether you’re a Subway sandwich artist or whether you’re a Ph.D. in biotech for Moderna. And, actually, it’s important because say, you are a Subway franchisee and you’re hiring temp workers, mostly high school and college kids for the summer, to be sandwich artists, the cognitive requirements for that role are not massively high.

But if you have a choice, you want the higher end of the range because you’re teaching them how to bake bread, how to make sandwiches, rules and processes, maybe it’s procedures for like a pandemic where you have sanitation requirements. But you don’t need the same cognitive requirements of the Ph.D. running a biotech firm. That’s legitimate. You need someone with cognitive requirements that are probably in the top decile, and you’re building those teams.

And this is no different than, “Hey, this person is fast.” You’re like, “They’re fast for a linebacker but they’re not fast for a wide receiver.” You have different requirements for the role.

Pete Mockaitis
Okay. And now I’m curious, can you have too much of a good thing in terms of if your sandwich artist has too much cognitive power, are they going to be bored and say, “This job is lame. I’m out of here” and bounce kind of quickly? Or, is your view like, “Hey, the more the better”?

Mike Zani
Actually, there was a famous lawsuit with a detective agency where they disqualified a candidate to be a detective because of too high of a cognitive, and it went to the, I think, the State Supreme Court. The police department was saying, “Hey, it takes like three years to make a good detective. There’s a lot of learning and the job is not as exciting as it is on TV. It’s actually a pretty mundane, boring job, high repetition.” And they’re like, “What we found is that high-cognitive people get frustrated at the pace and challenge of this job and move on, so we don’t want to train you for three years for you to leave and not be a productive asset,” if you will.

And so, it’s interesting, the actual scientific data does not say that you can have too high a cognitive that your performance goes down but the curve flattens. So, it’s not like if you’re three times as smart, if you’re 99.9 percentile versus 92, it’s going to be so indiscernibly different that it’s other factors that are predicting success. So, it does flatten out.

Pete Mockaitis
Sure thing. And so then, I guess, it’s really down to personal preferences. First of all, what happened with the State Supreme Court case? How did they rule?

Mike Zani
You’re going to have read it in the book.

Pete Mockaitis
Okay.

Mike Zani
I’m kidding. I’m kidding. No, the police department was exonerated. They had a process. They were looking at the data, and they said that, “In our estimation, people with this criteria will churn more, and we have a high cost of training.”

Pete Mockaitis
Okay. So, that can happen. And so, generally, it seems like more is better but if it’s oodles and oodles more, you might have a different problem to contend with in terms of churn rate as opposed to performance. So, that’s the number one predictor, is the cognitive fit, “Do they got the mental horsepower to get it done?” And you’re about to tell us number two but then we went deep.

Mike Zani
Well, I think it’s behavioral fit, and some jobs have very tight criteria. You think of sales. The sales role, highly predictive, high dominance, low patience, great risk tolerance is highly predictive of sales success. And what’s interesting, three are subclasses of sales. You might have collaborative sales per big enterprises where one person is starting the sale process but you’re bringing in several other people to support it, like there might be sales engineering, there might be a customer service team that comes in. And that person is going to need more collaboration and more people skills to do that quarterbacking.

There could be highly technical sales which, if you’re selling data security, cutting-edge data security into the C-suite, CIO, and the tech teams, and the really brainiacs on the other side who are all introverted, you’re going to want a very introverted highly technical, high-detail oriented, high formality sales process. So, there’s sub-facets.

But then there are some roles, like product, that are completely open behaviorally. You can have success in product development with almost any behavioral profile but then you want to look at not the fit for the role. You want to look at fit for the team. Because if you already have eight people on this team, and maybe they’re all one profile, you don’t want more of that. You want some diversity, or the manager of that team might be like, “I’ve already got two of those. I can’t handle a third. They’re good but they’re a real handful with my personality, and I’m the manager of the team.” So, you start crafting and architecting.

But the short story is, some positions are really open from a behavioral benchmark and some are much tighter. And we provide companies tools so that they can actually create those benchmarks, as well as we feed them from our data source. We feed them suggestions, “For roles like these, we suggest these behavioral profiles,” but then we let them refine it for their companies.

Pete Mockaitis
And just as we sort of segmented cognitive fit into the four sub-facets, you talked about a behavioral profile. What are the ingredients or sub-facets that we can characterize people on as being high or low and that really matter?

Mike Zani
Each tool is different. Our tool measures four primary factors that are commonly found in the workplace: dominance, extroversion, patience, and formality. And we measure it in high or low on a normalized Bell curve. So, there’s someone who could be four standard deviations high dominance. And while you might want high dominance, you may not want that much.

And then we actually measure combinations of those factors. So, high dominance and low formality make you very risk-tolerant. Whereas, high formality and low dominance makes you highly execution-oriented and risk-intolerant. So, it’s not just the four factors that you measure but the interplay between them that’s really important.

Pete Mockaitis
Well, boy, this is fascinating, and so a lot of juicy conceptual stuff to ponder. I’d love it if we could maybe shift gears a bit, Mike, and hear some just, boom, best practices, whether someone is going to go deep into these fun assessments or they’re not. What are the things that professionals need to start doing and stop doing to have more dream teams according to science?

Mike Zani
I think the number one thing that people need to stop doing is overweighting their own opinion. Human beings are so good at heuristics. So, you can see a dog and, within milliseconds, know, “Is a type of dog that I want to pet? Or, is this a type of dog that I want to pull my hands back, and I’m concerned?” To even the point of, “Is this a dog that I should be running from?”

And so, we’re good at that heuristics, and false negatives are false positives happen all the time. We’re actually, we’re good at the heuristics but our rates of being right and wrong are really bad, so like about 50%. But if you run from a dog you shouldn’t have, then you just look silly, but you’re still safe. So, it’s a good thing and we’ve evolved it through evolution. But those same heuristics will say, “Is Pete giving me eye contact? He looks kind of shifty.” And that’s a false read, “Maybe when Pete is thinking, he’s introverted and looks to the side.” That doesn’t mean it’s good or bad.

So, people bring all of these conscious and unconscious bias to bear. And then, like driving, if you interview drivers, 90% of people think they’re above average at driving, which is impossible. I think the same holds true, 90% of people think they’re a good read of people, they’re like, “Oh, yeah, I’m a good read. I would not hire this person. This is not a good idea.” And they’re wrong, and they have these biases. First and foremost, we need to get rid of that. And if you don’t get rid of that, you’re going to continue doing it in the third of the time getting it right.

I think the next thing people need to get rid of is the over-reliance on what we call the briefcase, which is the resume. There’s the head, the heart, and the briefcase. And the briefcase is the book of experience you’ve had, you’re like, “Pete, you’ve had three great jobs in customer service. You’ve had it at companies a lot like ours, and you’ve kept going up the line from individual contributor to manager to director. We want you to be the senior director of customer service at our firm.” And that makes sense. It sounds good but teaching someone customer service, literally if you break it down, takes a month.

And finding someone is a good manager really has nothing to do with their resume. So, you can throw out a lot of that resume because it’s a false reliance, you’re going, “Oh, this person must be great at customer service.” And there are roles that you need a lot of experience, “I want my surgeon to have done this surgery a few times before,” but most of the roles in business are not mission critical like surgeon.

You can train this and companies under-invest in their learning and development, so that you can hire thinner resumes and train, but don’t shortchange the behavior, the cognitive, and the passion, the heart, making sure they’re a good fit for your organization, and they have the type of cultural qualitative stuff that will succeed in your organization, that gets them up in the morning.

Pete Mockaitis
I’m intrigued by…so we talked about the cognitive and the behavioral, and so we got assessments for that. How do I get after whether they got the heart?

Mike Zani
It’s difficult. Those tests are really hard to do predictably. I want to pick on grit. I think grit is an amazingly cool sort of metric to try and get your arms around. So, Angela Duckworth wrote the book Grit, and I got to ask Angela, “How do you measure grit in mission-critical situations?” And she goes, “It’s very difficult because the test is easy to game. You ask questions like, ‘When faced with a challenge, do you roll into the fetal position or do you assault the hill?’”

Pete Mockaitis
Never. Always.

Mike Zani
And you’re like, “Hmm, I normally roll in a fetal position but I don’t want to tell you that so I’m going to check the climb the mountain.” Now, there are ways to test for grit. If you look at the Army and bootcamp, you take these rookies through bootcamp, and it’s really hard to fake bootcamp for whatever it is, 12 weeks. So, at the end of bootcamp, they know, they’re like, “This batch of people has a lot of grit. This middle, these, not so much.” But most people don’t have 12 weeks and a bootcamp to measure that factor.

But we coach people to have structured interview processes around their culture. So, you’re trying to get people to test themselves in or out of the culture, that if I realized that, let’s say I’m running a nonprofit mission-driven organization, and speaking with you, I’m realizing, “Pete, you seem pretty financially motivated.”

Pete Mockaitis
Cash is king, Mike.

Mike Zani
I’m like, “We do not pay top 50%.” That’s right. And I’m like, “If you’re not connected to this mission, you’re not going to make it here because you’re going to want to make money and have promotions beyond what social enterprises is willing to do at this time.” So, you need to really send like a beacon, your culture, your cultural mores, your way of working, and get people to be like, “I really want to be part of it,” or, “That scares me. I don’t want to be at all part of this.”

And people can start self-selecting in or out, but you really need to broadcast loudly and have some structured interviewing to help find out what’s at heart, and it’s still difficult. It’s easier with internal hires than with fresh material from the outside world.

Pete Mockaitis
Yeah. Well, that’s handy. Well, lay it on us, any other quick do’s and don’ts that we should keep in mind for getting more dream teams going?

Mike Zani
Yeah, I really think you need to train your managers to be good managers. I think the management construct is a little flawed. So, if you’re a good performer individual contributor, they start giving you resources. You manage a process at first and you hold people accountable to that process. You might manage a project and then you do a good job, and they give you more resources. Soon, you have people reporting to you and a little budget. And then you wake up in the morning, going, “Gosh, I got to manage my people. How do I do that?” So, you look back and you say, “Oh, I had a good manager once. I’m going to manage like them.”

And that just means that that manager managed you the way you wanted to be managed and that’s why you thought they were good. We need to teach managers to modify themselves to be flexible and pliable in their styles so they can actually get the most out of their people. And I go back all the way to the first comment about the Olympics when, even as a coach, even as a teacher, you need to modify yourself to get the most out of your people.

And I think when a manager realizes their job is to leverage their skills to get the most out of their people, that is what managers should do. We have to reinvest in the development of our management corps so they really can be world-class managers of people, so they can get the most out of their dream teams.

Pete Mockaitis
All right. Cool. Well, Mike, tell me, anything else you want to make sure to mention before we shift gears and hear about some of your favorite things?

Mike Zani
No, I would say if you are unhappy with how stuff is being done, talent is being managed in your organization, look at your organization and find out, “Does the head of talent, whatever they’re called, chief people officer, chief human resources officer, are they reporting directly to the CEO or not?” I think that is the number one predictor of whether a company takes talent seriously. Because if you think the two most important assets in a modern business, first, people, 65% of an income statement of your expenses is people or people-related.

So, the new triumvirate is the CEO, the CFO, and the Chief People Officer. And that Chief People Officer better be reporting to the CEO because why wouldn’t the most important asset, 65% of your expenses, be reporting to the Chief Executive Officer? So, you can find out whether your organization is taking it seriously.

Pete Mockaitis
All right. Thank you. Now, could you share with us a favorite quote, something you find inspiring?

Mike Zani
Yeah, Sir Francis Drake wrote this prayer when he had to tell his crew they were sailing around the world, and the only one who had ever done that before was Magellan, and most of them died.

I’m not going to quote the whole poem or prayer, but he does say, “Where the storms will show your mastery,” and I always hang onto that because I think when things really start going sideways, like the beginning of the pandemic, that you have to dig deep for the whole team the entirety. Like, the storm is going to show our mastery and we’re going to get through this, and we’re going to prove that all the work and all the talent that we have comes to bear right now.

Pete Mockaitis
And a favorite book?

Mike Zani
I’m going to go back to The Goal.

Pete Mockaitis
Oh, yeah.

Mike Zani
The reason I like The Goal is once you learn that concept of looking for the bottleneck in everything you do, take a systems or operations approach, you actually see it everywhere. I see it with my kids, they’re like, “I need more socks.” I’m like, “No, you don’t. You need to wash your socks more.” I love The Goal. I have two boys; we have a lot of sock problems.

Pete Mockaitis
That’s good. And a particular nugget you share that really seems to connect and resonate, it gets quoted back to you often?

Mike Zani
There’s this concept that I mentioned in the book, and you may know the framework creator, Jim Allen. He’s a partner in the UK office of Bain, came up with, “Front of T-shirt, back of T-shirt.” And front of T-shirt is all the things that you’ve been given jobs for, your superlatives. You puff up your chest when you hear them and your mom would probably rattle them off. The back of T-shirt stuff is not as easily identifiable for the wearer of the shirt. But people who know the subject know the back of T-shirt and can say it just as loudly as the front but only when they walk away from you because it’s inappropriate to say it.

So, the really self-aware person looking for what’s on the back of your T-shirt, finding out these things that can manifest themselves at bad times and take you out. The reason Jim Allen brought this up is if you’re about to become a partner at a major consulting firm, the front of T-shirt is clear. You wouldn’t be there if you didn’t have a massive front of T-shirt. But it’s, “Are there things in the back that’s so out of control or egregious or triggered so frequently that we just can’t let you get to that next tenure level?”

And this framework has a lot of legs, and it’s in the book, I mentioned it. I give Jim Allen credit as often as I possibly can. But a lot of people really go on to that because going on a journey to find out, “What’s on your T-shirt? What’s on the front? What’s in the back? What are the triggers? How do they take me out? And how do I live with it because you’re never going to get rid of these things?”

Pete Mockaitis
And if folks want to learn more or get in touch, where would you point them?

Mike Zani
For the book, I would point them to DreamTeams.io, that’s the book’s website, and you can take some free assessments there, and read a sample chapter. For more about The Predictive Index, PredictiveIndex.com has a lot of content on talent optimization, all free that you can really start snacking on to start learning about this discipline change that we all need to go through.

Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Mike Zani
Yeah, create better workplaces. I think if we send home our workers more energized because they enjoy what they do, we’re going to create a better world, create better parents, spouses, homeschooling individuals, community members. So, create better workplaces. We spend too much time working there to let people go home de-energized and unhappy.

Pete Mockaitis
All right. Well, Mike, this has been a treat. Thank you and I wish you much luck to be on many dream teams in your future.

Mike Zani
Pete, thank you for having me and I really appreciate the work that you do.

691: How to Listen Like You Mean It with Ximena Vengoechea

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Ximena says: "Listening really can be learned. It's a skill just like any other."

Ximena Vengoechea breaks down the formula for effective listening.

You’ll Learn:

  1. The psychological trick to help you stay in the conversation 
  2. The questions that create better conversation
  3. The cues to look out for in a conversation 

 

About Ximena

Ximena Vengoechea is a user researcher, writer, and illustrator whose work on personal and professional development has been published in Inc., The Washington Post, Newsweek, and Huffington Post. She is the author of Listen Like You Mean it: Reclaiming the Lost Art of True Connection (Portfolio/Penguin Random House). 

She is a contributor at Fast Company and The Muse, and writes Letters from Ximena, a newsletter on tech, culture, career, and creativity. She is best known for her project The Life Audit. An experienced manager, mentor, and researcher in the tech industry, she previously worked at Pinterest, LinkedIn, and Twitter. 

Resources Mentioned

Ximena Vengoechea Interview Transcript

Pete Mockaitis
Ximena, thanks so much for joining us here on the How to be Awesome at Your Job podcast.

Ximena Vengoechea
Thank you so much for having me.

Pete Mockaitis
Well, I’m excited to dig into your wisdom about listening but, first, I want to hear how your experience in user experience research helped you understand and think about this whole world.

Ximena Vengoechea
Yeah. So, user research is a field and technology that I think not everyone is familiar with. I think of it as one of the more people-centric roles in tech, and my job as a user researcher is really to understand people and to get to know their needs and their motivations and perceptions, ultimately in order to help companies build better products.

And, for me, my specialty is in qualitative research, and so what that means is that the tools of the trade that I’m often using are conversations, workshops, interviews, and, crucially, listening. And so, a lot of the lessons that come from my experience in the UX lab, in the book, I’ve sort of translated them into everyday world, like circumstances and conversations.

Pete Mockaitis
Well, that’s intriguing and I imagine listening well can make or break the difference between getting that huge insight that makes the product fantastically better and just being blindly unaware that that is an issue for people. Go ahead.

Ximena Vengoechea
No, I was going to just agree with you. Yes, in the sense that when you are conducting a session and you’re trying to uncover a set of insights, if you are distracted by your own thoughts or if you believe too deeply in the product that you’re testing, and let that bias get in the way, then that’s definitely going to affect the outcome and what you’re able to learn in terms of that key set of insights that you’re trying to uncover.

Pete Mockaitis
Well, could you share with us a story, either from your own experience or someone you know who’s been working with your tools, where you saw such a transformation in terms of the listening got upgraded and, wow, what a cool result emerged from that?

Ximena Vengoechea
Yes. So, several years ago, I was conducting a study on meal planning, so I wanted to know, “How do people cook? How do they meal-plan? How do they budget for their meals?” And I remember that there was a really strong hypothesis on the team that certain features were sort of must-have features and others were less important. And, specifically at the time, there was a really strong interest in using things like voice activation in the kitchen, and it sort of made sense that you’re cooking and so you want to be able to tell Siri or Alexa or whomever, “Pull up that recipe. Tell me what to do next,” handsfree so that you can chop and do other things.

And, at the same time, it also kind of felt like a very “tech” kind of feature, like a very Silicon Valley desire. And so, one of the things that I did was I scheduled these sessions and we went out to Chicago, which felt a little more representative than the Bay Area of maybe the broader population, and we did cook-a-longs. So, I interviewed people but I also observed them in their kitchen. And we often think of listening as just using your ears but this was a great example of using your ears and your eyes, where you’re observing what someone is doing.

You have all of these questions in the moment that you want to ask them, but you have to really kind of catch yourself and learn to harness some patience because, if I were to interrupt a participant every time they moved from working on their phone to a cookbook or the back of the pasta box, if I had a question around, like, “Oh, do you normally do that?” that would totally change, it would completely alter the course of their actions. And, at worse, someone might begin to perform for me and think, “Oh, she wants me to cook in a certain way,” or, “She wants me to use my iPad but not my recipe cards,” which was certainly not the case.

So, in that study, that was an example of being able to go and immerse myself in an environment, crucially picked people who weren’t necessarily like me or my group of colleagues, and bring in both the aspect of listening, which is about asking questions and creating space for others, but also that observation piece and being patient and not letting that instinct, that I think many of us have in conversation, to say the first thing that pops into our head or ask that question right away, but instead just to take a beat instead and see what we can learn that way.

Pete Mockaitis
Okay. And then so, in doing that, I’m curious, did you learn what you were seeking to learn? What was the takeaway, the insight, the aha? Are people into the voice-activated business or not as much?

Ximena Vengoechea
At the time, it turned out to not be a crucial feature and it was something that we didn’t pursue. I think the sort of less sexy but really basic features became much more important, like being able to filter and say, “I’m a vegetarian so don’t show me recipes that have meat in them,” for instance, or, “I’m lactose intolerant. I want to only see recipes that don’t have dairy.” Those kinds of basic but really important functionality end up trumping the sort of bells and whistles of anything like voice activation.

Pete Mockaitis
And so, having spent so much of your career doing listening and you’ve put some of your wisdom in the book of yours, Listen Like You Mean It, what are some of the most surprising and fascinating discoveries you’ve made along the way about how we listen and form connections here?

Ximena Vengoechea
Well, I think one of the biggest takeaways and maybe the most counterintuitive thing that I’ve learned about listening is that we have this idea, when we think about listening, that we’re there for the other person and that it’s all about the other person. And that’s true, we are there to learn about someone else. But we also, critically, are bringing in so much of ourselves into conversations. And in order to really be an effective listener, you have to build some self-awareness about exactly what you’re bringing in.

So, those thoughts that you’re bringing into conversations, the emotions you’re bringing into a conversation, your personal experience, your personal history either with that person or a topic, all of those things are part of what make us unique but they’re also part of what can prevent us from fully engaging and listening to another person. So, it’s an interesting dynamic when you want to be there for someone else, but you really also need to be kind of tracking what’s going on for yourself in any given moment.

Pete Mockaitis
Okay. So, then let’s hear it, the big idea with the book Listen Like You Mean It. To what extent do you think folks are listening like they mean it? What’s the state of listening today?

Ximena Vengoechea
I would say we could probably all be doing a lot better. I think most of us are typically engaging in what I would call surface listening mode. So, we are catching enough of what the other person is saying in a given moment to nod and smile, be polite, to keep our relationships more or less intact, but we’re only catching the literal, the surface level of what’s being said, and we’re often missing the subtext, the meaning beneath what’s being said, and also the emotions behind what’s being said.

And I think that that, when you’re able to go all the way down to the level of emotions, that’s where the real human-to-human connection occurs, and that’s where I think we could all be playing…we could be going much deeper in our conversations.

Pete Mockaitis
Intriguing. Well, so then could you maybe give us a demonstration here between what surface listening looks, sounds, feels like versus the deeper listening that creates the connections?

Ximena Vengoechea
Yeah, surface listening, that is something where you’re catching a little bit but you’re also engaging in those thoughts that are running through your head. You might be thinking about your to-do list, or maybe you’re in a meeting and thinking, “Okay, I’ve already heard enough. I know what I need to do. I can tune out now or start on my list of action items,” or maybe we are kind of missing that the other person is upset or is having some strong emotional response where we’re just not tracking that.

Whereas, empathetic listening is when that thought comes up that we’re distracted or we’re creating that to-do list, it’s noticing that and it’s going, “Oh, okay. I’m getting distracted, let me come back to center.” Or, it’s noticing that we’re having an emotional response to something, and saying, “Oh, you know what? I’m feeling my throat start to tighten up a little bit, I’m feeling my chest start to pound a little bit. I’m having an emotional response. Let me see if I can center myself before returning to this conversation.” So, it’s about tracking those things and then returning to the present and being there for someone else.

Pete Mockaitis
And so then, in practice, if we’ve got other thoughts going on or emotional reactions and such, how do we just stop and return? Do you write them down, your extraneous thoughts? Or, is there a mantra or a trick either with your mind or your body? How do we return?

Ximena Vengoechea
Yeah, it’s a good question. I think it’s less about trying to forever stop those thoughts because I think even meditation experts would say, “It’s not like you have a completely blank mind. It’s just becoming aware of those thoughts and acknowledging them.” So, I recommend a trick that psychologists are using in cognitive behavioral therapy, which is labeling.

And so, that is actually saying in your head, “I am being distracted by this thought,” or, “I’m having this response,” so you’re labeling it. That helps you release it. Other things that can be helpful, one mantra that can be helpful is reminding yourself that if it’s really important, the thought is going to come back to you. Typically, that’s the case. We sometimes get nervous and want to cling to every thought that comes into our mind, but the really, really important ones tend to come back to us.

And then I also recommend focusing on the emotions of what’s being said. Sometimes we’re so caught up in trying to capture all the details, like there’s a tendency to want to write everything down in a conversation, or take copious notes, but you will remember if someone is upset or confused or stressed, and that’s the thing to hone in on. And so, if you can give yourself the benefit of the doubt of, “Okay, if I can get the emotion, the rest will follow,” that can also relieve some of the anxiety around, “I have to jot everything down right now.”

Pete Mockaitis
And so then, how do we go about getting to the emotion? Like, are there…? Because, in some ways, it just seems some people just intuitively just do this and others don’t. So, if you don’t, then how do you start?

Ximena Vengoechea
Yeah. So, part of it is coming into conversation with what I call listening mindset, and that’s bringing in humility, curiosity, and empathy, and that’s different than how we normally show up in conversation, which is often we’re bringing in our own assumptions or opinions or ideas, and this is really about creating space for someone else. So, humility is taking the position of a student rather than an expert, and reminding yourself that there’s something that you can learn from the other person.

Curiosity is taking that a bit deeper by asking questions, asking in particular open-ended questions that allow the other person to lead the way. And then empathy is tapping into their emotional experience, not in the sense that you have to have shared a given experience. Maybe someone has just been laid off and you have not been laid off so you don’t know exactly what that feels like but you probably have some idea of what it feels like to grieve over something that you thought you had and no longer have, or to experience something like shame over that. And so, it’s tapping into those emotions as well. And all of these are really about shifting the focus away from yourself and towards another person.

Pete Mockaitis
Yeah, that’s nifty. And I think sometimes it’s tempting and it may even really be the case that you know way more about something than the person that you’re listening to does. But I imagine you’ve got some suggestions when that’s the case. What do we do there?

Ximena Vengoechea
Yeah, it’s a great point. Because I think when we do have a given level of expertise, those are the moments that are often the hardest to set that aside and really listen to the other person. So, in that case, I recommend asking yourself, “What else?” Like, “What else can I learn here? Even if I have expertise, what else might I learn? And, specifically, what can I learn about this other person?”

So, maybe there’s a topic that you’re a wiz at, maybe it’s like personal finance or something like that. Okay, so maybe you’re not going to learn much more from this person about that topic, but what does they’re talking about this topic tell you about them and how they relate to you, to this conversation, to that topic at large?

So, it’s looking for other threads, it’s looking for understanding someone else’s expertise, and that expertise may just be their lived experience. That’s what they’re an expert in, and you can learn something from that.

Pete Mockaitis
Certainly. And then with curiosity, it’s funny, sometimes I’ve got tons of curiosity and sometimes I just don’t care if I’m just going to be really blunt and honest about it. So, I’d like to be curious. I feel like that’s the person I aspire to be. So, if curiosity isn’t naturally bubbling up, what do you recommend?

Ximena Vengoechea
Yeah. So, I think this is somewhat common. I think we all have topics that we’re not naturally interested in, and that’s okay. And I think, in this case, you’re looking for what’s the overlap maybe between the other person’s interest and your interest. So, to give a tangible example, in the book I talk about sports as not being my personal thing. It’s something that I struggle to and pay attention to and really focus. And if my husband is talking about sports, I have a couple of options. I could totally tune out, and say, “Hey, I’m not the sports type so we’re not going to talk about that.” That’s probably not going to go over super well. Or, I can try and find something that I’m interested in that overlaps with what he’s interested in.

And, in my case, something that I know about myself is I’m interested in people and I’m interested in their stories. So, if I can get the conversation away from the scoreboard to, “Tell me about the coaches. Tell me about the team dynamics. Tell me about their rituals,” that’s interesting to me and it’s interesting to him. So, you’re looking for that sort of overlap between two interests, and that’s where you can start to tug and have a pretty interesting conversation.

Pete Mockaitis
You know, that’s clever and what’s funny is that is I’m thinking about the Olympics. That’s exactly what they always do. So, we got this sport, and then we go to zoom in on the Olympian’s life and their childhood and their history and their dedication and their story and their difficulty. And I think they do it because it works, in terms of, “Okay, we’re trying to maximize the viewership. We’re going to need to do more than just fancy triple axel spins on the ice-skating rink or running really fast on the track. We’re going to have to go there to rope in all the more folks.”

Ximena Vengoechea
People like me.

Pete Mockaitis
Yeah. Well, that’s a really lovely example. Let’s go with, I’m just going to put you on the spot here with another one. Boy, I get a little bit glazed over when we talk about like compliance-accounting things. It’s funny. Except, as I recall some conversations with my accountant, except when we’re discovering opportunities to save on taxes, I was like, “What, I can do that? Oh, wow, that’s amazing.” Like, I get really jazzed. So, I guess there’s one example there but I’ll ask you to do the same. And maybe you’re into that, I don’t know. But how might you curiously maneuver into a fun place there?

Ximena Vengoechea
Yeah. Well, I think one thing I’ll caveat is that you’re not always going to maneuver into a fun place but you will maneuver somewhere. So, in the case of something like accounting and compliance, those topics that kind of leave you with eyes glazed over, if there’s not an obvious thread, if there’s not an obvious overlap that you can kind of pull at, and this is a conversation that you kind of need to have and you need to be present for, like it’s important, another thing that you can do is to look for the underlying need. So, what does the other person need from this conversation, need particularly from you in this conversation? And, in some cases, it’s going to be really obvious, in some cases it’s not going to be obvious, but you’re looking for, “What is the need and how can I meet it?”

So, maybe the conversation about compliance is super boring but there’s a need there for you to approve something or for you to sign off on something. The sooner you can uncover that need, the sooner you can meet it, the sooner you can have a different kind of conversation, or talk to someone else. And so, sometimes when you are looking for that common ground, it is about extending the conversation, sometimes it is about being more efficient with the conversation and just tuning in more quickly to, “What is the other person trying to get out of this conversation with me?”

Pete Mockaitis
Okay. And then, as we’re listening for emotions, are there particular signs, indicators, that you’re on the lookout for in terms of vocal intonation or facial expressions? Like, I’m thinking about we had former FBI agent Joe Navarro who wrote “What Every Body Is Saying.” That was fun. So, I guess I’m curious, are there particular signals that grab your attention or you proactively look out for?

Ximena Vengoechea
Yeah, definitely. I think the biggest thing that I look for is a change over the course of the conversation. So, if someone starts out speaking in measured tones or a deliberate even pace and then suddenly speeds up, or their pitch changes in some way, that’s something that I would want to pay attention to and try and figure out, if the topic is changed, or if they no longer feel safe in the conversation, or suddenly do.

So, we’re looking for or listening for a shift. Certainly, body language is part of that. So, I’m familiar with Joe Navarro’s work, and he talks about where your feet are pointing. So, someone can be looking at you eye to eye but their feet are pointing towards the door, and that’s a tell that maybe they’re ready to leave the conversation and just haven’t been able to articulate it.

He also talks about collar bone, like neck touching as a self-soothing mechanism. If you’ve ever seen somebody play with their collar, that kind of thing. So, you’re tracking voice and tone and body language, and also, obviously, what they’re saying as well. And I think it can be hard to do if someone is not explicit, if someone doesn’t explicitly say, “I’m really upset about X.” Sometimes it’s obvious that they are upset and we just need to ask about it.

Other times, we have to kind of feel around and they’re also feeling around in conversation, and so you’re listening for things like, literally, “I feel like…” when we place the word “I feel…” or if someone says, “I’m swamped with…” Okay. Well, that’s interesting. They’re underwater. They feel overwhelmed and under water. Do they feel under pressure and under water?

So, you’re listening for certain cues, signals in terms of what they’re saying as well that you can, again, get curious about, so that it’s less, “Oh, I’m swamped,” and you’re like, “Yeah, me too.” But, “Oh, you’re swamped. Oh, what’s that like? So, what’s happening? What’s on your plate? And how do you feel about that? How do you feel about having such a busy schedule?” That’s going to have a different outcome in terms of a conversation.

Pete Mockaitis
And I’m curious, let’s say, so you pick on some emotions, and I guess maybe talking about the connecting side of things, what’s the best way to work with that? I guess I’m just imagining, like you could say, “It sounds like you’re really upset.” Sometimes that’s the right thing to say and sometimes it’s not. But how do you think about that?

Ximena Vengoechea
Yes, that’s a good question in the sense that we’re not mind readers so we don’t always know what the other person wants, but this is where I think there’s two things that can be really helpful here. One is knowing what your default listening mode is, so how you usually how you tend to hear things in conversation. Maybe you’re someone who tends to hear things at an emotional level; or someone who is more of a problem-solver, they tend to hear things through the lens of a problem to be solved; or a mediator, someone who tends to hear things through the lens of, “Well, what does this person think? What did that person think? How can we make sure that everybody’s point of view is present here?”

And all of these modes are good and useful but need to be matched to the current moment and situation, and that’s the need. That’s going back to, “What is this person’s need?” So, if you don’t know what the need is and you don’t know your default mode, then it’s going to be very hard. You are going to be taking a guess when you say, “Hey, it sounds like you’re upset.” You’re kind of going out on a limb there to see if that’s what they need.

But if you’re able to identify your default listening mode, then you have a little bit of a gut check. So, you can check with yourself, “Okay, my instinct is to offer advice here. Is that what’s really needed? What does this person need?” Sometimes it will be obvious to you because you have a personal history with them, and you know, “Oh, this, for instance, colleague always talks around their requests. They don’t say point-blank, ‘I need another resource for this.’ They kind of give you the long and winding road.”

Sometimes you won’t have that context, so here’s where asking clarifying questions is a great path forward and so you can ask things like, you can say, “My instinct is to offer advice. Would that be useful here?” Or, “I actually have a similar experience. Would you like to hear how I’ve navigated this in the past?” Or, and I think this is the most general clarifying question but really useful one, is, “Would you like me to listen or respond?” Because sometimes there is nothing for us to do, and I think that’s very hard for us to internalize. But the only thing to “do” is to bear witness to someone else especially when it’s emotional.

And so, if they’re sharing something and we’re not sure, we can be there with them and give them that space, and maybe reflect back what they’re saying because it’s affirming, or maybe just check in with them on what would be useful in that moment.

Pete Mockaitis
Well, that is a beautiful question because it’s like because you can respond any number of ways and that maybe you hadn’t even anticipated. Because I imagine, in my imaginary conversation I’m having, which you’ve said this to me, I can imagine saying all kinds of things, like, “What I need from you right now is to tell me I’m doing a great job.” It’s like, “Well, okay, that would not have occurred to me but, yeah, I’ve got tons of things to say about that, and so glad you asked. And here we go.” Or, it might be, “You know what would be awesome is if you could somehow just make hours appear in my life because things are insane.” It’s like, “Oh. Well, sure. Well, hey, how about you don’t bother with these three meetings that we got scheduled.” It’s like, “Oh, cool.”

And so, it feels actually kind of rare that someone would just ask that question and, an effect, is really giving a gift. That’s like, “Oh, all right. I am at your service.” And somehow it feels a little bit more specific and real and meaningful than, “Let me know I could be helpful to you,” which feels like that happens a lot in conversations of like a network-y format. And it’s funny because I never quite really know what I should ask for because it’s like, “Well, if you want to like, you know, promote the crap out of the podcast, that’d be great.” Whereas, when it’s seated in a conversation, you say it like that, it goes, “Okay. Well, yeah, here is really what I need from you.”

Ximena Vengoechea
Yeah, and I think those other questions that you’re mentioning are hard to respond to. They’re so broad. They’re so vague. I like the question of, “Would you like me to listen or respond?” also because it gives you two options. It gives someone something tangible to respond to. And, usually, the response, the actual need, is what they’ve been trying to say maybe implicitly.

Maybe they haven’t been able to explicitly say, “Hey, what I really need from you right now is to feel supported, and here’s how you can do that.” Or, maybe they thought they were saying that. Like, most of us aren’t very practiced at being explicit in expressing our needs. And so, offering this question is a really gentle way of saying, “I am here for you and you can guide me in a way that would be most helpful to you in this moment.”

Pete Mockaitis
Yeah, that’s great. Well, so that was a lovely question there. Can you share with us any other favorite phrases, questions, that you just love and are very versatile and useful in many conversations or maybe some phrases, words, questions that you don’t love and we’d probably be better off losing them or using them much less frequently?

Ximena Vengoechea
Yeah, so I would say this is where the type of questions you ask really can make a big difference in conversations. So, we’re often not really paying attention to the questions we ask and they can be leading or biased in some way, and those questions, they don’t take the conversation anywhere. They end in one response or, yes or no responses, they tend to be close-ended in nature.

And so, that’s questions that start with do, is, or are. For example, “Are you nervous about tomorrow’s presentation?” “Are you nervous about this meeting?” That suggests that the person might have reason to be nervous, which maybe they should be, or maybe that’s your own, your nervousness being projected onto someone else. You’re going to get a very different response than if you start out with something more open-ended, like a how or a what question, “How do you feel about tomorrow’s presentation?” Okay, now the person can say, “I’m super excited about it. Like, I’m stoked and I’m ready to go,” which is a totally different response than we were leading them earlier. So, I think shifting from close-ended to open-ended questions is key.

And then the other thing I would say is to avoid having too open of a conversation, where the conversation is just like so broad and sprawling. You also do want to have handy follow-ups in your pocket. And so, those follow-ups if there’s a thread that’s particularly interesting or promising, you can say something like, “Oh, say more about that,” or, “What else?” or, “Tell me more,” or one that I really like is just to say, “Oh, and that’s because…” So, whatever it is they said earlier, I ask, “Oh, because?” and then the person will naturally fill it in. So, you have both the open-ended questions and then these gentle nudges that keep the conversation going.

Pete Mockaitis
Well, what’s lovely about that, “Oh, and that’s because…” is that it, well, it’s much less defensiveness-provoking than “Why? But why?” It’s like, “Explain yourself,” like an interrogation. Whereas, “Oh, and that’s because…” is effectively a why without the threat. So, that’s cool.

Ximena Vengoechea
Yeah, and that’s why I don’t recommend asking why very often. Of course, we all want to know why but it does sound defensive to our ears. And so, you can ask the question of why in a different way using, “That’s because…” or even, “How do you feel about that?” or, “What do you make of that?” Again, those how and what to start to get the why without kind of grating on the other person’s ears.

Pete Mockaitis
Okay, cool. And then, I’m curious, when it comes to the third part of your book is about resting and recharging. Well, hey, I’m all about resting and recharging, but didn’t expect to see that in a book about listening. So, what’s the importance of this and how do we do it well?

Ximena Vengoechea
Well, I felt this was really important to include in the book because when you are practicing this type of listening where you are getting down to this emotional level and just really past the surface, it does take work and it is a natural side effect of this kind of listening to feel a little bit drained. It’s almost a sign of good listening at play. It’s like when you go out and you have a good workout, you’re excited but you’re also a little bit tired afterwards.

And so, we want to be able to take care of ourselves so that we don’t push ourselves too far because I think a real risk, if we’re not careful with this kind of listening, is that we start to create space for someone else in a conversation and we never take up space ourselves. So, become a sort of vessel for receiving everybody else’s feelings without having that same care and support returned to us, which really just means that the conversation has moved from a dialogue probably to a monologue where we’re on the receiving end of it, so we don’t want to go that far.

So, ways that you can take care of yourself in the process are thinking about things like what’s your magic number in terms of the amount of these kinds of conversations you can have a day, and how do they need to be distributed throughout your day. So, really concretely, when I was managing a team, I remember in the very beginning, I would try and stack my one-on-ones, like, “Okay, I’ll do all my one-on-ones on Tuesdays. We’ll just do them back-to-back and we’ll bang them out,” and I was exhausted by the end of it, and I also, frankly, wasn’t doing a great job of listening because I would be context-switching from one person’s challenges to the next without having taking a beat to pause and breathe.

And so, in my case, I learned, “Yeah, you probably shouldn’t have five back-to-back one-on-ones in a day. You should maybe try and spread those out over the course of a week or to a couple on one day and a couple on another day.” So, it’s about figuring out what is your magic number, how many of these kinds of conversations can you have effectively where you’re still listening and not exhausted, what kind of breaks can you have in between.

And I talk to a lot of people who say, “Well, I’m not in control of my calendar. Like, I am at the mercy of my calendar. So, what do I do then?” And to that, I say you can always take a 90-second breather in between meetings. Just you’re taking a little bit of a palette cleanser to reset, to say, “Okay, this person just gave me this. I’m going to put it aside, and now I’m going to be present for the next conversation.” So, even if it’s a microbreak, that becomes really, really important for helping you keep things running along.

Pete Mockaitis
Well, now I’m curious, in a 90-second, a microbreak, what are some great things to do that make a world of rejuvenation difference in just a few seconds?

I’ll do some sharing right now. I’m taking a look at my silent mini-refrigerator in my office, which is pretty wild. It emits no noise, which I like for recording. And I have a bin of water, a little Tupperware bit of water, that’s cold, and I will shove my face in it. That’s weird but there’s cool science behind it – the mammalian dive reflex. And when you stick your face in cold water, you’d wake up in a hurry. So, that’s one of my quick rejuvenation rituals. I’d love to hear what you and others do that makes for some great recharging for more listening in a short amount of time.

Ximena Vengoechea
Yeah. So, I think it could be something like that. It could be maybe a more toned-down version, like just splashing water on your face, like room temperature water on your face can also maybe give you a version of that. But, yeah, another thing that you can do is to take those 90 seconds and write down every thought that comes into your mind, just like brain dump it out because sometimes that’s what we’re holding onto in between sessions. So, you can just write it and release it that way.

Sometimes just our closing your eyes, like literally just closing your eyes. Set a timer if you want, think about whatever you want, that can do it too. Don’t use that 90-second microbreak for doom-scrolling, for news-reading, or social media. It’s not going to have the same effect. It’s probably just going to cloud things even further. And then I also think there are certain mantras that you can repeat, especially if you are in a profession or in a role where you’re going to be carrying something, kind of on someone else’s behalf, where you can say, “Okay, this isn’t mine to keep. This doesn’t belong to me. I can safely let this go.” That’s especially useful, let’s say, if you’re in a caregiving role or industry, something where you’re really taking on someone else’s emotions.

Pete Mockaitis
All right. Well, Ximena, tell me, anything else you want to make sure to mention before we shift gears and hear about some of your favorite things?

Ximena Vengoechea
I think the last thing that I’ll mention, and I hope this is is clear from this conversation, but I think we often think about speaking, presentation skills, effectively negotiating, influencing, those are things that can be learned and we think of listening as something that people are innately good at or not, and so we might write it off a little bit if we’re not one of those people who is just magically good at it, but it really can be learned. It’s a skill just like any other. And that’s, ultimately, what the book is trying to do, is to really explicitly lay out what are some of those techniques so that you can begin to take them up and practice them in your everyday.

Pete Mockaitis
All right. Well, now could you share with us a favorite quote, something you find inspiring?

Ximena Vengoechea
Yes, so a quote that I love is “Never judge a man until you’ve walked two moons in his shoes.” And that’s from a book called Walk Two Moons. And it’s really about empathy. It’s about not judging someone, and understanding that people have rich lives beyond what we know, and making space for that to be the case, which I find helpful in general, but especially when you’re…the day someone cuts you off while you’re driving, or if someone is slightly rude to you in a meeting, it’s like, “Okay, something else is going on. It’s probably not about me.”

Pete Mockaitis
And how about a favorite study or experiment or bit of research?

Ximena Vengoechea
I find myself often returning to Sherry Turkle’s work. So, she is the author of Reclaiming Conversation and several other books. She looks at the intersection of society and technology, and she’s done a lot of research on how devices are changing our conversations in person, things like how even having a cellphone on the table, even if it’s face down, decreases our ability to empathize with the other person in conversation. So, I find her work to be very interesting.

Pete Mockaitis
And a favorite book?

Ximena Vengoechea
A favorite book, I mean, I do return to Reclaiming Conversation quite a bit so it’s certainly top of mind. And another book that I just finished, which is a totally different topic, is called Big Friendship, and it looks at maybe underrated relationship in our lives that doesn’t get much attention, but it talks about relationships, specifically in the context of friendship and how we treat those versus other relationships in our lives.

Pete Mockaitis
And a favorite tool, something you use to be awesome at your job?

Ximena Vengoechea
I really love analog tools, so my favorite being Post-Its and Sharpies. I find that I’m far less precious with my thoughts and that I don’t get overly attached to ideas. If I start something where I’m just in a deck and I’m immediately trying to work on a presentation that way, things look better than they are if you just write them on a sticky note. You kind of know that that’s the rough draft and I find it easier to rework ideas that way.

Pete Mockaitis
So, when you say precious, it means you’re more attached to it the more it’s all digitally dressed up and beautified. It feels like, “This is something that I cannot throw away or dramatically rework because of attractiveness.”

Ximena Vengoechea
Yeah. And I think you also tend to rework in minor ways, so you’d be like, “Oh, something is off with the sentence. Let me move the comma or fiddle with this thing.” And it’s like, “Well, something might be off with the idea.” So, Post-Its allow you to work at the level of the idea and then, once you’ve gotten beyond that, then, sure, go and refine and prettify your deck and do all that stuff.

Pete Mockaitis
That’s true. And I also find that when I’m in the constraint of a slide, it’s sort of like, “Well, this is the point I’m making, and this is the cool chart that I have, so I only have this box to do the thing.” It’s like, “Well, maybe it doesn’t need to be confined in that box in the first place.” And so, the format kind of pre-ordained or influenced the content prematurely. Well, I’m going to chew on that. Thank you.

Ximena Vengoechea
You’re welcome.

Pete Mockaitis
And a favorite habit?

Ximena Vengoechea
A favorite habit, taking breaks in terms of taking walks. Like, if I’m stuck on a challenging topic or can’t break through, I have learned to step away from the screen and just take a walk. I think our brains will often noodle things, on things, on our behalf when we’re not paying attention.

Pete Mockaitis
All right. And is there a particular nugget you share that really seems to connect and resonate with folks; they quote it back to you frequently?

Ximena Vengoechea
I think the default listening modes really resonates with people because they can easily identify a mode, and whenever you have a type, you feel like, “Okay, I get this now.” And then the other one, I would say, is the role of silence in conversations is something that’s come up a lot where I talk about waiting 10 seconds, waiting a little bit longer than is comfortable in order to give the other person space. And that seems to be resonating with people because it’s hard and it goes counter to what we usually think about silence in conversations.

Pete Mockaitis
And if folks want to learn more or get in touch, where would you point them?

Ximena Vengoechea
Best place to get in touch is on my website, so that’s XimenaVengoechea.com, and that’s kind of the hub for all of the offshoots, social media, and newsletter, book, all that good stuff.

Pete Mockaitis
And do you have a final challenge or call to action for folks looking to be awesome at their jobs?

Ximena Vengoechea
Yeah, I would say do your best to uncover what that hidden need is in conversation, especially in professional settings. The person’s job, function, whether they’re in marketing or sales or design, is a really good starting clue to uncovering that need.

Pete Mockaitis
All right. Ximena, thank you. This has been a treat. I wish you many great conversations.

Ximena Vengoechea
Thank you. Thanks so much for having me.