remain calm

I get a choice every time I have to open my mouth: that it can be with civility and dignity and grace – or not.

Dan Perino, https://www.brainyquote.com

Civility. Remaining calm, cool and collected, my father said, when you are feeling frustrated, can help you work with difficult people, a difficult situation, or when timeliness is a factor. It is a casualty of the modern world. Often, we can be frustrated by bureaucracy made doubly difficult with technology. And often, particularly among those my age and older, talking to a “live person” trumps all the automated menu selections, voice mail, email, and FAQ website responses.

For multiple reasons in the past couple months, I have had opportunities to “lose it”. As a self-employed business person, I have performed work over multiple days per month, and multiple months without receiving contractually-promised payment for service. We have had to make inquiries via email and telephone, and have gotten ambiguous, “things are somewhat behind” responses from administrative personnel. This is becoming an issue I may need to be civil, as in litigation, to resolve.

Personally, I am also somewhat frustrated by a pension that is months behind schedule. I retired from the military as a Reservist, and waited nearly ten years to receive the promised pension when I turned sixty years old. First, was the requirement, to request payment, along with various documents I needed to submit to the Government nearly eight months in advance. And then months past the promised start of the pension, to wait till my online account indicated it recognized me as a “retiree” — but without indicating whether payment would be forthcoming. I am remaining calm but it is work.

18 A hot-tempered person stirs up conflict,

    but the one who is patient calms a quarrel.

Proverbs 15: 18 (NIV)

And then there was the change in health insurance, from an employer plan to a federally-subsidized and managed Tri-care plan. The former was really quite exceptional, but the new plan has had some ‘bumps’, one involving an authorization for a prescription I have been using for 20 years. (As I determined by a telephone conversation with a live representative today, the responsibility was on the physician’s office to correctly authorize it.)

Basically, with each interaction I have had with an individual, when the ‘aggrieved party’ (me) recognizes the humanity of all parties concerned, things go better. (A computer database is only as good as the person entering the data.) As long as I treat people (operators, assistants, customer service representatives, and doctors) politely, but resolutely, everything works out – eventually.

And when possible, get people you interact with laughing or at least smiling. I had to include this ancient clip from one of my all-time favorite movies, Animal House. When everything is going nuts, here’s the one guy trying to help other remain calm.

the fog of war, and other business problems

One of the most basic issues in business that causes inefficiency or worse, confusion, is miscommunication. And as things get more technology-dependent, communication stubbornly remains an obstacle to be overcome. Communication difficulties between people or now, also between machines, can be more than an irritant. With various militaries, it contributes to lacking situational awareness and can wreak havoc in wartime.

How does this relate to your or my business venture? Everyone has, at least once, experienced a presentation to prospective clients, current clients and co-workers “hang” for a sound issue, a wireless network password mismatch, or in certain situations, restricted or “secure” computer channels failing to connect due to out-dated “digital certificates”. Being able to handle the various unexpected situations that involve either the work site, the clients, problems with technology, or bureaucracy, is part of a successful entrepreneur’s skills.

Information technology and business are becoming inextricably interwoven. I don’t think anybody can talk meaningfully about one without the talking about the other. Bill Gates

https://www.brainyquote.com

Anyone over age forty has at least heard of, if not actually used a fax machine. We use ‘analog” transmission (if you have ever misdialed a telephone number and heard a long series of tones or chirps- that’s fax) to transmit and receive client tests/reports. So it was that my business submits examinations via a fax to an nationally-recognized agency that scores and reports back in short order whether a prospective healthcare worker has passed or failed the exam.

What can possibly go wrong with that? Well, either with the human, the machine, or the medium being used! With experience, our management team recognizes when the scoring or report cover sheet is missing data “bubbles”. Or someone misses the instructions about using a pencil – and a specific one. at that. (We carry dozens to meet a need.) Anyone who has taken a multiple choice exam filled in with a No. 2 lead pencil might remember that “stray marks”, multiple “bubbles”, or incompletely-darkened ovals can be misinterpreted. Or in certain specific situations, a device with an internal battery was not charged prior to being needed. Or the communication system may be plagued with “poor line conditions” generally at the distant end we all agree , or equipment power issues. Sometimes, in an age of Voice Over Internet Protocol (VOIP), that is, phone running within the Internet, we have experienced a lack of connectivity before the “fax” transmits or receives.

fax machines
not a musical instrument nor a museum piece

In these situations, a successful business person should try to mitigate the embarrassment and irritation we all might feel. Take a moment to relax. Breathe deeply. Remain calm. And then, to quote a recent client, and entrepreneur who is a retired military man, in this situation, one only needs to “adapt and overcome”.

Conveying a simple message

In the manufacturing business as in the military, communication, particularly between two speakers of the same language, is not simple nor should anyone assume what you say will be understood by the recipient of your message.

This is painfully obvious when dealing through email.

An email sent to a group of people, including two managers, a technical peer, a manufacturing engineer, a logistician, and a quality assurance engineer, was received very differently. At least two managers told me my report was, in a word, unintelligible. My basic mistake? Adding too much detail, and confusing the recipients. I tried to answer / direct my answer to 3 separate audiences in one email.

To correct this, a man I respect offered this simple formula. In the email, subject line:” <project> <problem> will require < new part/ software/ repair/ test”. In the email body: “Approval request to issue a replacement <widget part number> for <internal customer/ test/ troubleshooting>”. (Period)

In a new paragraph, “DETAILS:”

And keep it specific to that ONE issue. And brevity is key.

After I cooled off, the situation reminds me of the time, long ago, when my Division Lieutenant asked me for a status on some equipment on his problem report. When he stopped me ( I was really a greenhorn then), he asked me to state my response in ten seconds or less:

” System requires a new <part>. $10,000 with exchange. Will arrive next Tuesday.”