The Daily 5 Minutes: 9 Questions

Preface: If this is the first you are hearing about the Daily 5 Minutes (D5M), read this first: it is the excerpt from Managing with Aloha which will describe how it came to be, and why it is now the single best tool you can learn in the MWA sensibility for great management practices.

In the classes we personally present at Say Leadership Coaching, we teach the D5M in connection with two values, Kākou and ‘Ike loa;

• Kākou is the value of inclusiveness and it promotes the “language of we.” Thus, we think of Kākou as the value of effective communication. When communication is Kākou, it connects everyone in an organization, so everyone is “in the know.”

• ‘Ike loa is the value of learning and knowledge, and in using the Daily 5 Minutes, you will get to know your staff exceptionally well while simultaneously improving both your listening skills and your relationship with them.

To give our seminar participants the best overall view of the D5M in the classroom setting, we have a teaching model we call the 9 Boxes. Each box covers one of 9 basic questions about the Daily 5 Minutes. I presented them to an eager, enthusiastic group of managers today, and they inspired me to share them with you, the readers of ManagingwithAloha.com as well.

1. What is it?

It is a simple habit: Each day, without fail, managers are to give five minutes of no-agenda time to at least one of their employees. Log the event in a simple checklist of names to ensure you don’t miss anyone, and speak to each employee in turn on a regular basis. This is a spontaneous process to fill dead time wonderfully, however it is a formal organizational practice for everyone, not an increased frequency of the random “talk story.”

2. Why is it a habit?

Consistency is the key to having this work, for to be kākou, it cannot be hit and miss, it must be inclusive. Good habits perpetuate good things naturally, as by definition, habits are “predictable patterns of behavior.” Therefore, good habits make up a personal work system you can trust in.

3. What is the benefit for me?

The D5M is designed to give you practice in cultivating better listening habits. As a result, it delivers better relationships with your staff, and employees don’t slip under your radar. You will have fewer operational surprises, and you can be pro-active instead of re-active. In addition, the D5M has been proven to minimize voicemails, emails, and other work interruptions because so much is handled within the regularity and predictability of the D5M practice.

4. What is the benefit for the employee?

They feel included, valued, and continually “in the know.” At minimum, they know that they always have a chance to catch up with you on a regular basis. The D5M is like a DMZ (a demilitarized zone)! D5M conversations are not documented, they present coaching opportunities, and they are therefore a safe, unthreatening time, with no ramifications or repercussions.

5. How do I start?

Tell your receivers what it is, and why you want to do it. It is a gift of your time given to them, where you are completely open to just listen and respond. Let them know when and how often they can expect it – for instance, it is not daily for them, but for your own practice. “Clear the plate” if you feel it necessary, starting with a 20-minute session first to simply check if you are on the same page, and to catch up with each other; start with a clean slate. [Go to question 8: You are the D5M giver. When you tell your receivers what it is, you have to tell them what role they play too.]

6. Who do I start with?

It’s generally a good idea to start with your direct reports and your peers first, for these are the people you want to be sure you have time for, and should be connecting with regularly and most frequently – they are the ones to build into your habit. Then, add your boss to the mix – the D5M is a great way to “manage up.”

7. How do I give it?

As a gift, and with the intention of aloha. In starting each D5M, use language cues and ask permission, “Is this a good time to Take 5 with you? I’d like to give you my Daily Five Minutes.” Take ownership of the where and when; e.g. never in your office, and not when a bad time for them. Remember: you have no agenda; you intend to listen, and increase your own comfort and relationship with them by responding well. Get comfortable with silence; give them time to think. If you must help them, help by asking “appreciative inquiry” questions.

8. How do I receive it?

When you receive it, you are the leader in the conversation, so you must be willing to engage and take that lead. The giver initiates it, and then responds to your agenda for the conversation. Use the time wisely, and respect the 5 minute time frame. This does not replace all other communication! Engage in the process by bringing your aloha to the relationship as well.

9. How do I end it?

When this is a formal practice in an organization and everyone knows how to engage in the D5M, the beauty of it is that it really takes only 5 minutes – or less! To end it, say “thank you for sharing this time with me” or, “thank you for talking to me about this” when something new has been shared with you. Seek partnership: if an issue did come up, be sure you each know what the next action step is that you have mutually agreed to take. (Update: Click here for a new article on how to finish conversations well when an issue is shared with you.)

These 9 Questions make up the D5M primer we start all our managers with; then, as they begin to practice the D5M, we engage in peer-to-peer coaching to help each other continually learn how to best handle different situations that come up – great management is a situational art!

Your time is one of the most precious resources you have, and to give it as a gift to someone in the form of the Daily Five Minutes just may be one of the best work-expressions of unconditional aloha there is. Start today.

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An excerpt from Managing with Aloha on the Daily Five Minutes;
Knowing well enhances relationships (pdf file, Adobe Acrobat Reader)

The Daily 5 Minutes index on Talking Story

• Hey boss, what do you want to know? - Part 1 - Tips for the employee.

• Hey boss, what do you want to know? - Part 2 - Tips for the boss.

• Logistics of the Daily Five Minutes. How do you fit this practice into your day?

• It really does take only 5 minutes! A success story.

Comments

[Five5ths]

This is useful..I will incorporate into my life.