Archive for the 'Consulting' Category

ICM Crisis News Annual Report Available

April 22, 2008

My colleague Larry Smith, President of the Institute of Crisis Management, has released his latest annual report on crisis news for the year ending 2007.

Not surprising the report notes the sub-prime debacle as one of the most far reaching crises of 2007. Overall business crises were down slightly in 2007, compared to 2005, yet still up considerably from the low crisis year of 2004.

ICM has been tracking 16 broad crises categories since 1990. These categories include catastrophes, environmental, class action lawsuits, consumerism actions, defects nd recalls, discrimination, executive dismissal, financial damage, hostile takeovers, labor disputes, mismanagement, sexual harassment, whistle blowers, white-collar crime, work place violence and casualty accidents.

You can read the report at www.crisisexperts.com

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Sometimes You Need a ‘Bad Guy’

April 15, 2008

In business, sometimes it is necessary to play a “bad guy” role. You may have to do this to collect fees, insist on providing services in a particular way, turn down business, or “fire” a client and end the relationship. Whenever possible we must separate the “bad guy” role from the “good guy” impression we work so hard to create. Sometimes it is better to have the “bad guy” role handled by a third party. If you have a partner, an associate or an assistant it is in your best interest to let them play this role for you. By doing so you can extricate yourself from the situation and limit the negative impact on future referral opportunities.

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Use ‘Action Teams’ …

April 12, 2008

  …to Make Quick Progress When First Starting a Strategic Planning Program

A few years ago, when I first worked at Lexington Community College in Lexington, Ky with Dr. Jim Kerley, (who is now the President of Gulf Coast Community College in Panama City, Fla.) on designing a new path forward for the college using strategic planning, we came to use a concept we called “Action Teams.”

Actually, I believe I referred to them as SWAT teams — a military and law enforcement term — that denotes the use of specially focused weapons and tactics to solve a problem quickly. Yet, I suspect already you get the idea.

Action Teams are action-oriented in design and by thought.

Actions Teams are set up by charter. That is they have a clearly defined mission, set to a definitive time line, and have a clear sense of what the possible ultimate outcome could be yet they are not confined to a singular outcome.

An example charter might be: “The Action Team will review the curriculum for the nursing program and make specific recommendations on courses that can be used for CEUs with professionals in the community. The team will prepare a set of 10-12 recommendations and deliver it in a presentation to the President ‘s Leadership Team on September 1, 2007.”

Action Team members are a carefully selected group of 9-10 people (occasionally more) within an organization usually chosen by the CEO, President, or leader or “champion” of the overall strategic planning initiative.

When choosing members for an Action Team the following positions should be a part of the team membership:

1.      The Champion. Choose a leader of the team that is also a “champion” of the strategic planning process. This is someone who understands and believes that great things can happen when plans are carefully designed, executed and vigorously evaluated. This is a person that is not afraid to question others, irrespective of their rank in the organization, and that thoroughly understands and agrees with the charter of the group. For example, if the charter of the team is to find alternative ways to reduce the carbon foot print of an organization you will want a “champion” that believes in the concept of the organization “going green”.

2.      The Expert or “Know-it-all.”Choose at least one person that will be the SME — that’s a “Subject Matter Expert” — this person knows all about the focus of the team’s charter be it a problem, an issue, or an opportunity — if it is a problem the person also will know the history of the problem or issue and how it came to be in the state it is in. This person knows most all of ”it” and sometimes these personalities are not up to change.  However, they are a critical component of the team.

3.      The Skeptic. Choose at least one person for the team that is as skeptical as they come. However, this person must understand at the front-end of the mission that they can’t just lob grenades across the fence and then go hide. This person must be open and willing to challenge the group, ask tough and insightful questions, pose different scenarios than those being discussed and be a part of the process by questioning the team. If the person is simply a negative personality that wants to complain and criticize the process find you another skeptic.

4.      The Recorder. This person along with an independent facilitator has “no horse in the race.” This person has good note taking skills and doesn’t edit comments, suggestions, criticisms, or language. They simply record as much of the dialogue in real-time as they can capturing as much of the actual language used as possible on a laptop computer. This file will be used by the team later to assess what is being said and what is not being said during the process. Sometimes the recorder will choose to capture the comments on flipcharts and then transcribe them “word-for-word” on to a word document file. Although this person can and should participate it must be in a neutral and limited fashion.

5.     The Facilitator. Choose a completely independent facilitator. This is someone who is trained in the skills of facilitation yet has “no horse in the race” and “no pre-determined opinions” about the path forward. This person enforces the facilitator and group proposed “Operating Principles”; keeps the group on time and engaged; helps explore differences of opinions within the group; provides a safe environment to question, challenge and discuss differences of opinion; and keeps the group focused on the desired outcome.

These are the key members of any Action Team.

To this group you can and should add, members of the organization who don’t fear change, members who are constantly looking for ways to improve whatever task they undertake; and people who understand the political, social, media or economic environment that the organization exists in.

Other members that could be assigned include those who represent diversity of culture, gender, nationality, age, or interests. If you are working a curriculum issue perhaps you want a couple of students that have been in the program and can speak form their unique perspective. Or, perhaps, you want a younger student and an older student to show different perspectives. Or, perhaps a student that took the course on the Internet and one that sat in class.

You get the idea.

Always ensure the following when establishing Action Teams:

1.      These teams are short-lived. They come together and focus on seeking a desired outcome. They are not standing committees. They meet their deadlines.

2.      Ensure that every single team member can attend the meetings consistently. If there is any question about their ability to attend find another candidate to assign to the team. Attendance plus involvement will equal a desired outcome.

3.      Ensure that the team has all it needs to get the job done and a pre-determined deadline. This includes space to meet, flipcharts, fresh markers, computers, etc.

4.      A record of all meetings and the outcome of those meetings should be a part of the Action team record so that any future teams can reflect on what was done in the past and how it was done.

5.      Insist on a Lessons Learned being conducted at the end of the Action Team charter. Document the good, the bad, the ugly, the positive, the deltas, the specific issues discovered and not addressed by the team because it was outside the charter. Prioritize those issues and send them up the chain of command.

6. Remember Action Teams are not necessarily those people that will implement the recommendations. Therefore, it is critical that the implementaors and evaluators of the recommendations forthcoming from the Action Team be a part of the process. 

 Finally, have some fun at this!

The only constant we can depend on in today’s society is “change” — we all must work to get over our fear of change, we must learn to embrace it and see what contributions we can make to accomplish a positive path forward.

If we don’t, we most assuredly will be left behind.

 

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Set Fees Based in Value, Not Time Spent

March 31, 2008

Consider establishing fees based on value of the services you will provide and not on the time you spend on the project. Clients will judge the wisdom of your services based on their own agenda. They want to know if your services will help solve a problem, or if using your services will benefit them equal to or more than the cost of your services. Your fees must reflect value to the client.

You must be willing to estimate the total time needed to get the job done when you are quoting fee on a time and materials basis. Just telling the client you charge $200 an hour plus expenses is not always sufficient. Howard Shenson recommends you let the client know the number of hours you will take to produce the desired results. To properly estimate requires careful analysis and attention to details, says the late Shenson, the consultant’s consultant.

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Charge for Travel Using a Per-Diem Basis

March 27, 2008

You may want to consider charging a per diem for your travel expenses (hotels, meals and incidentals) rather than direct reibursement. Most clients prefer the simplicity of per-diem expenses and this arrangement avoids any criticism about how you spend expense dollars.

Think about having multiple per-diem rates, the late Howard Shenson, the consultant’s consultant suggests. You would have one per-diem for expensive cities and another for smaller markets. Set per-diem rates and define the quality of your life on the road in a way that is consistent with the style and expense that your client feels is appropriate. People are more comfortable when you do things the way they do them.

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Get something back when you giveaway a “freebie”

March 17, 2008

So now you are a successful consultant!

As a professional in the field of consulting, you will be frequently asked to give your clients “little favors” and since you can rarely collect a fee for them, the best term we can use is that these are “freebies.”

These “freebies” can include everything from answering a quick question by telephone to sending them copies of articles and documents. The list can be quite endless.

 However, these free services can be turned into a profit center for you with the “one-minute commercial.”

Here’s the secret.

When asked for a “freebie” or a favor, quickly respond with one of these answers:

  • “I will be glad to take care of that for you … if you will make a deal.”
  • “I’ll help if you make an agreement with me.”
  • “It’s free, no problem … but there is a catch.”
  • “Sure, I can help … but you must make me a promise.”

So, what is the deal? What is the Catch? What is the promise?

Well, it’s simple really … They simply promise, agree or make a deal to call you first when they need the services you provide. Add some spice to your one-minute commercial by also getting them to promise or agree to recommend you to others or to provide you a testimonial (which you can offer to draft for them).

This one-minute commercial can be fun for you both, and is a powerful sales tool for your firm.

However, we recommend you use this technique only when you have done something for free or extra for a prospect or client.

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Don’t nickel and dime your clients

March 5, 2008

Don’t quote fees or invoice for services in any way that will communicate that you are petty or not delivering solid benefits for the services you provide.

Almost all clients would prefer to pay a little more per hour or per day than to be burdened with small charges for support services, activities, or costs that they feel should be included in the already high fee they are paying.

A feeling that fees are reasonable and predictable and that invoices are not filled with “nickel and dime penny ante stuff” will encourage referrals and future business with your client.

Until next time.

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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Starbucks is Getting Serious Again About Customer Service

February 16, 2008

Starbucks nationwide to close for emergency re-training Feb. 26

Sarah Gilbert hits the mark with her latest post. The issue of customer service is at the forefront of one of the nation’s biggest coffee bars. For a company that has been praised by Joseph A. Michelli in is book The Starkbucks Experience: 5 Principles for Turning Ordinary into Extraordinary the company is now hurting from its failure to follow-through and ensure exemplary training of all its employees. Two weeks ago I had my first unacceptable customer experience at a Starbucks near Tullahoma, Tenn. Sure enough the youngsters there were more interested in listening to their music than fixing a decent espresso. In fact, it was the worst cup of coffee I had had in a long time! Maybe the Feb. 26 shutdown for re-training will turn the company around. If not, like so many companies we may have to give them our “Stinking Fish Award” and that would truly be sad for a company we once thought set the standards for exceptional customer service.

Posted Feb 13th 2008 7:46PM by Sarah Gilbert
Filed under: Starbucks (SBUX), Employees

I know I’m not the only one who’s complained that Starbucks baristas don’t know how to make a decent latte any more. Far from its roots as the reliable place to get coffee made exactly right, the chain has lately become famous for its automatic machines and the hit-or-miss quality of its products.

Howard Schultz is here to change all that: by shutting down Every Last Storenationwide for three hours on Tuesday, February 26. Starting at 5:30 p.m., baristas in the coffee giant’s 7,100 stores will learn how to do things better. They’ll learn how to make a perfect shot, how to steam milk, and (if we have anything to say about it) how not to burn coffee, and how to wipe the milk steamer before switching from dairy to soy milk. (Vegans everywhere will say thank you.)

While it’s doubtful that three hours of training will reverse years of gathering mediocrity, it’s certainly a symbol of a company that cares about quality. If Howard is serious about this change stuff (and it’s obvious that he is), he’ll consider switching back to manual latte machines, at least in some stores located in serious coffee markets (like certain neighborhoods in Seattle, Portland and San Francisco). Speed and convenience is no price to pay for really good coffee. Some customers will agree; others will probably mutter swearwords under their breath as they pull up to their local Starbucks only to find it Closed For Training in a couple of weeks. Which customer are you?

Consider Charging Clients for their Initial Session

February 14, 2008

When dealing with small and sometimes more impoverished clients, it’s usually in your best interest to charge a fee (even if it is small) for that initial consultation.

This fee will rid your marketing hours from time wasters who are unable to afford your fee. For many clients, the advice they obtain during the first 30-minutes or hour meeting may be sufficient to meet their needs.

Such a strategy may not be a good idea when dealing with large, well-financed prospects, however. Most often, these clients are not in need or seeking free advice. Your larger clients will be interested in results over the long haul.

Don’t hesitate to charge for diagnostic and needs-analysis services. Determing  what the problem is may be the most valuable service you can provide. Giving the answers away for free in the hope of getting an opportunity to implement your solution is simply — poor marketing.

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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“Local firm thinking outside the box”

January 31, 2008

Bobbie Foust and I worked together at the Tribune Courier and Leisure Scene in Benton in the late 1960s and early 1970s. I have alway admired her as a journalist because she is consistently accurate in getting the information and the quotes correct any time she does an article. We were honored when she asked to do a feature on the recent awards we have won and our business. What follows was printed in the January 30, 2008 issue of the Lyon County Herald-Ledger. Our thanks to Bobbie for another job exceptionally well-done! Simper Fi Bobbie.

P.S. If you would like to see the tactics that won the awards go to our web site at www.armstrongandassociates.org and look to the right side column.

Local firm thinking outside the box

By Bobbie Foust/Herald Ledger Staff

A different approach to public relations recently garnered three awards for a national business based in Lyon County.

ARMSTRONG and Associates (www.armstrongandassociates.org) - a behavioral public relations firm - was cited for two brochures and a video the company produced.

Owners Darryl and Kay Armstrong won the MarCom Gold Award for an educational brochure produced for Lockheed Martin and a MarCom Honorable Mention for a brochure they produced for Ophthalmology Associates of Western Kentucky.

The international AVA (Audio/Visual Awards) recognized the company for outstanding work in producing a video for Taylor Hays, publisher of the Kentucky New Era in Hopkinsville. Hayes was looking for a way to reach future graduates of local colleges and universities and talented professionals, said Darryl Armstrong.

“We developed a recruitment video, which describes the professional needs of the Kentucky New Era along with the working environment of the organization,” he said.

Darryl Armstrong scripted, directed and produced the video in collaboration with videographer Jerry Vick, who is video editor at WKAG-TV 43 in Hopkinsville.

The Lockheed brochure, which won in the educational category, is being used in a community outreach project in the Middle River, Md. area.

“… We took highly technical government and corporate information and transferred it into an easily-understood and user-friendly format,” said Kay Armstrong who has worked with Lockheed on different projects for years.

Darryl Armstrong said the brochure, developed for Ophthalmology Associates, helped Dr. Paul Harrell increase his business exponentially.

Darryl Armstrong, Ph.D, said he started the business 14 years ago because he felt it was time to establish his own company, “and frankly I was bored.”

He had spent years working at high level positions with the Tennessee Valley Authority at Land Between the Lakes and in Washington, D.C., the U.S. Army Corps of Engineers and for the government at the Oak Ridge, Tenn. nuclear complex.

“My background is in behavioral psychology and journalism,” he said. “At the time I got a degree in behavioral psychology, I didn’t think about applying it to public relations.”

However, the discipline became popular in the 1970s especially in the federal government and law enforcement. He explained that behavioral public relations means helping the client outline his/her problem and the solution.

There’s a certain behavior the client wants the public to express whether its buying more of the client’s product or service or changing public opinion to influence a vote, Armstrong said.

“Whatever the response is that the client wants, you put it into measurable behavioral terms,” he said.

Kay Armstrong was still employed in another position when her husband left the corporate and government world. However, she too soon joined the business because it allowed them both to pursue their specific interests. She still enjoys flying around the country to help clients, while he prefers to work with clients in the southeast within driving distance.

She has a background in linguistics - bachelor’s and master’s degrees in German linguistics with a minor in English linguistics. And she has taken master’s level courses in management, communications and guidance counseling.

“Many of our clients have complex problems that we are helping them find their path through,” she said.

“A big piece of being able to be successful with a client is to first let the client just kind of dump and tell you what (he/she) thinks the problem is,” he said. “That really is a big piece of the therapy because in many cases they have defined a problem that is really not their problem at all.”

Kay added that with the discovery process, “we can usually define the problem, and what the avenues are toward a solution.”

Most of what the company does is consulting with a client to put together a strategic plan of action, implementing and executing the plan and then evaluating and adjusting it as needed. “Always with the goal of whatever behaviorally it is that you want to happen out there,” Darryl said.

Through the years, the Armstrongs have found their business associations have led to lasting friendships.

“One thing that amazed me is that there are nice people everywhere you go,” Kay said.

“If you treat people nicely, for the most part, they are going to treat you nicely, he said. “I do a lot of facilitation of meetings, which sometimes can become very contentious. In fact part of the leg we started our business on was to be able to help engineering firms and public agencies be able to deal with public meetings and get through them without being too bloodied in the process.”

He has found that treating people with respect, listening and setting parameters around which everybody can participate, accomplishes the goal.

ARMSTRONG and Associates is not a typical public relations business.

“We really struggled about what we should call our business,” he said. “… We put behavioral in it to get people to ask what we do because everybody thinks they know what public relations is all about.”

Kay Armstrong said people often associate a negative connotation with PR looking it as spin.

“I’m not into that, and we have not been into that,” Darryl said. “We do everything from strategic planning, marketing workshops for small businesses and chambers to customer service workshops.”

Another component of the business is education, Kay said, citing the educational events she has organized for Lockheed Martin.

“They have a branded educational program called Space Day, and I organize Space Day events for them for about 1,000 elementary kids at a time to promote science and math,” she said, noting that she has organized an annual Space Day in Riverside, Calif. for 10 years. “I’ve also started doing one in Sarasota, Fla.

“We go to a school and set up basically, an educational fair where we have about 40 activity stations and we rotate the kids around a precise schedule and they experience things they don’t get the rest of the year,” she said.

Darryl added that the neat thing about Space Day is “it’s a fusion of information, education and entertainment, and when those kids are having fun, they are open to being educated.”

The Armstrongs have carved a unique niche for their business.

“It’s our name that’s the basis of our business,” he said. “Someone asked me the other day what will happen to ARMSTRONG and Associates when we retire? It will go away because there is no way we can sell this … because we really built it on the unique personalities that we have.”

Dr. Darryl

L. Darryl Armstrong

ARMSTRONG and Associates

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