Being positive about business meetings

Archaeologists involved in fieldwork projects spend most of their time thainking about arcaheology, and talking about it to other archaeologists. This is , unfortunately, poor training for dealing effectively with non-archaeologists (see What not say at a client meeting, for example). But meetings are a critical part of the relationship between an archaeological contractor and their client; if done well, they can ensure that the project runs smoothly and any problems are resolvedin a sensible and fair manner; if done badly, they can negate all the work on marketing, branding and image and lead to misunderstandings and costly delays. So it is worth getting them right, and needs non-archaeological skills: there is therefore good reason why office managers will usually handle this part of the work. But eventually any project manager will have to attend a meeting. How they can they ensure that they come away with the right result?


Be Prepared

Print out the agenda and minutes. If you have little time, check the minutes to see whether there were any action points relating to your wokr: you can be certain that you will be asked about these. Also make sure that you know where the meeting will be held, and how to get there.

If have more time, it is worth looking at the list of attendees in order to work out who they are, and which firm they represent, and to think about whether there is anything you might want to discuss with them.

You should also prepare, preferably in writing, a short account of your progress in terms designed for a non-archaeological audience.

Be On time

It sounds obvious, but you'd be surprised. The people you meet may have no interest in or understanding of your work, may never listen to a word you say or read a report, but they will notice if you are late, destroying all the effort that your company has invested in appearing as an efficient and businesslike contractor.

You should also bear in mind what they will expect to see: if you want to confirm their opinion of archaeologists as bumbling eccentrics this is a good ay to start.

Be Smart

Don't look like an archaeologist. In most professions, status is demarcated by dress codes: important people wear ties. So if you want them to think that you're important, wear a tie. Again, confound their expectations: you want to be treated as an equal.

Be Informed

This development is probably the first time they've had to deal with archaeology (every project is a first date). Having an archaeologist there will be an excellent opportunity for them to find out about planning policies, archaeological methodologies, recent legislation, and anything else they can think of (they may well as about fossils and dinosaurs too). So it's best to be able to respond in a coherent way, at elast to the moe directly relevant questions.

Be Tactful

You may work for a lot of different developers; you may undertake work on adjoining plots for different clients. Although (from your point of view) there is no conflicty of interest, the devloper may feel that you are not 100% loyal if you spend a lot of time talking about your other work. It is important to remember that you may have been given access to commercially sensitive information (completion date, for example), and you should respect confidences.


Be Interested

Other specialists involved may mention things which are directly relevant (the ecologist may be doing some work on hedgerows; the engineer may be planning geotechnical work). But even if not, it is worth keeping your ears open so that you can understand their role better.

Be Vague

You will probably be asked questions that you cannot answer: "How long until you're finished? How much would it cost to extend the excavation? Can you move to seven-day working?" Don't feel that you have to offer guesses. If it's beyond your expertise or mandate, say so. It's better to say that you'll check back and let them know than to give a misleading or wrong snap response.

Be Efficient

After the meeting, sit down and tidy up your notes, taking special care on anything that relates to your work. Tell the office about anything substantive that you have learned.


To put it all together, be P O S I T I V E !

Guide for new readers

This website started out as the developing contents of a talk at the 2008 IFA Conference, 10 simple steps to better archaeological management, also available as a book and powerpoint.

Since then I have gone on adding material on how to deal with failing projects , the law and ethics and identity.

More recently I have covered questions arising from the impact of the downturn on archaeological organisations:

* hard times economics
* marketing in a recession
* downsizing
* what it means for organisations and individuals

These expand on many of the themes raised in the paper I wrote with Kenny Aitchison, "Hard times: archaeology and the recession", The Archaeologist 71 (Spring 2009), 10-11.

Email is your friend, not your enemy

A recurrent feature of any discussion about time management and working practices is the feeling that email is out of control; people say that they have to check it constantly and yet know that the old messages stack up, and they can never deal with it all. As a result, they say that if only they could handle the email mountain and have confidnce that they'd seen the important stuff, they'd be able to cope, leading to the desperate arbitrary expedients of 'email free Fridays' or 'no email after 3.00' rules.

This self-analysis may not, in fact, be accurate: an overflowing inbox may just be the symptom of a wider malaise. But since handling email forms such an important part of modern working, it is worthwhile thinking a little to get it right. Unfortunately, most of the problems come from other people, sending you stuff, but you can at least try to make life easier for your recipients.

WRITING EMAILS

Use the subject line

. . . to say what the subject is. The actual subject, preferably. Anything sent under a geenric heading, or [no subject], will be difficult to locate later when you're trying to find it. Don't use ALL CAPS, and start the subject with the key words.

It's often possible to put all the necessary info in the subject.
Not:

Subject: Re: Meeting tomorrow?



Text: Yes, 10am is fine.

But:

Subject: Meeting 10am ok



Text:

Email conversations tend to drift onto new topics; if this happens it's best to re-title messages periodically, rather than end up with:

Subject: re: re: re: re: re: re: Dinner tonight?



Text: Will you marry me?

For similar reasons, it's much easier to keep track of threads if you stick to one subject per email, so that if there are three issues you want to raise with someone, send three messages: this will allow them to respond to each on its own timeframe. Otherwise it's likely that only the first, or most urgent, issue will actually be addressed.

But there is an even more basic question: should you be writing an email at all? Email is great for short, quick, transient and non-controversial communication with people with whom you have an established relationship. It is not good for arguing, or explaining at length. A good rule of thumb is the 10/5 minute rule: if it will take longer than 10 minutes to write or 5 minutes to read, don't send it by email. Turn it into a Word dodument, or talk on the phone. Few people read long emails carefully, so don't expect them to.

Think hard before you use 'reply all' It is annoying to be copied into a two-sided debate in which you have no interest. Much better to have the debate in private and then circulate the conclusion to all.

If you are going to forward an email, it is helpful to add some sort of gloss: "Do you want to go to this conference?", "See the comment in para 2 which we might want to respond to", or even just a simple "any use?".

I would discourage the use of automatic read receipts. Somebody who has read the subject of an email, and decided to open it, is ready to read the contents, and the intrusion of a pop-up that they must read and click on before they can do so breaks the flow. There are a few occasions when a positive response is needed: I would just add a note in the text: "please confirm you've had this message".

In theory it should be possible to use priority markers (red text, !) to gain the reader's urgent attention to a particular message, but unfortunately these tend to be used only by spammers, and will therefore make people less likely to read it. Instead, start the subject line with "Urgent! "

Having a corporate signature text with phone number and a web address is a good idea. Having one which is bloated with legal disclaimers and vague threats against unintended recipients is a bad idea. Often these disclaimers are so broad that anyone wishing to conduct serious business would be justified in refusing to respond and insisting on dealing with someone whose word could be taken as some form of official sanction. It would be better to train staff in what they should say than to rely on these probably unenforceable clauses. Similarly, asking "do you really need to print this email?" may be ineffective. You could argue that the environmental impact of adding to the size of a message that has to be colelcted and stored by multiple recipients might outweigh the tiny number of trees saved by indecisive readers who were persuaded not to print it.

Don't apologise for cross-posting. The days when you only got messages you wanted have, alas, gone. Wasting everbyody's time by making them read this before getting to the substance is more annoying than getting the same message twice. But equally, don't circulate needlessly. Reading irrelevant emails can absorb an enormous amount of staff time, especially if they are labelled (unhelpfully) "Important notice to all staff" but in fact are of interest to three people in the organisation.

Finally there is the question of tone. It used to be common for people to treat email as if it were an electronic letter, written in the fairly stiff and formal language adopted in many businesses. Increasingly, though, it is coming to resemble speech, and it is hard to maintain that it should necessarliy be any more formal than would be used in, say, a telephone conversation. In general, peopel would rather recive an instant response, even if brief, slangy and mis-typed, than wait half an hour for one which said the same thing but in more coherent prose.

READING EMAILS

So maybe your readers will start being glad to get messages from you. But right now, that isn't really much help with your inbox. What can you do?

Break your messages up into folders. A good way is have folders for individuals or groups. When you're looking for an old message, you may have forgotten its subject or date but probably can remember or guess who had sent it.

Use message rules and filters. It is worth setting up rules so that new messages are moved straight into the relevant folder. You can then at a glance spot responses you were waiting for while leaving others to one side.

Have a folder for newsgroups. Those messages can go straight there and wait for your leisure; alternatively you can periodically use 'mark folder as read' so you can forget the rest. If the newsgroup has an acessible archive (as Jiscmail groups do), you can safely delete these messages en bloc.

Process your emails. Leave non-urgent unread messages in their folders. Scan the messages in the active folders, open the important ones, and respond to the simple ones straight away. Then go back and deal with the important complex ones. Whether you then go on to deal with the others is up to you, but you can be confident that you know about everything you need to for now.

Book proposal

I'm drawing up a book proposal at the moment:

Project Management for Archaeologists: A handbook

Contents

Introduction: archaeology and management

1 The archaeological manager
Ethics
Time management
Training and accreditation
Team leadership
Task management
Specialists

2 The project
Context Legislation and guidance
Documentation Briefs, specs, project designs, standards
Clients Contracts, meetings, reports, correspondence
Curators Roles, powers, styles
Fieldwork
Post-excavation and reporting
Publication
Archiving
Marketing


3 The responsibilities
Health and Safety
Employment law and administration


.. not sure whether to write it first or send the idea round to publishers.

The secret of painless downsizing

The secret of painless downsizing is that it is impossible. Even if done well, it is a negative, distracting, unsettling, upsetting and stressful experience, not just for those directly affected but for the whole organisation. Any downsizing will absorb enoroums amounts of unproductive time in meetings, paperwork, and gossip. If done badly, it will be all of this, and more, and still fail to solve the problems of the business. So what are they keys to doing it right?

Be open

Everybody involved will feel like shit. Those who suffer will blame you, the organisation, the profession, the economy, themselves. This is not the time to forget politeness, or play favourites. Information should be clear and shared transparently. How you behave can have a determining effect on how those who are made redundant feel about your organisation, and in general.

Planning ahead

Being bounced by a sudden crisis into taking snap decisions about staff is hardly the right approach. Well before things reach that stage, you should be looking at your core business area, at trends in the marketplace, and at your staff's skills. The temptation to keep going and hope for the best should be resisted.

Take the right action

Be as drastic as you need to be. Wishful thinking isn't a business strategy, so you may have to close down entire teams or operations. What you don't want to do is have successive rounds of cuts because you couldn't face them at first.

Keep the right people

Ideally, you should have a forward plan, of how your core business will survive and in due course grow again. This should define what people you need to keep: their value to you now, and in the future, rather than in the past.

Be fair

Last in first out is a clear system: at least people know who is at risk. But it isn't likely to be the best way of deciding who best fits your business needs. Any alternative needs to be fair and transparent: this is not a chance to get rid of the people who have annoyed you at some point in the past. This is hard work, but essential. If moral arguments aren't enough, maybe the prospect of an employment tribunal would help.

Look after your leavers

It's not their fault. You should do everything you can to smooth their transition, to find new jobs, providing references. They will be talking about your organisation wherever they go: what will they be saying?

The archaeological marketplace

In times like these, effective marketing can make all the difference between survival and closure. Does your current strategy deliver business? Or are you wasting time and money?

If you're relying on repeat business from your existing developers, you will starve

There were 4,500 developer-funded reports per year sent to HERs in England before the credit crunch (source: Archaeological Investigations Project)
There were 500,000 planning applications per year (source: Planning Portal)

So, on average, 1 in 100 planning applications leads to archaeological work of some sort. So even if a developer is highly active and submits a lot of applications, they are unlikely to need archaeological assistance more than once in a blue moon.*

If you're relying on word-of-mouth you will starve

Developers don't talk to each other very much, and certainly don't share their commercial secrets. They won't recommend you to their competitors. And in any case, given the low incidence of archaeology, it won't be often that someone who has had a problem meets someone who has got one at the moment.

If you're relying on your reputation you will starve

You can't rest on your laurels and wait for work to turn up based on your reputation. The only archaeologists likely to be recognised outside the archaeological community are Time Team (and maybe Bonekickers).

Every project is a first date

You need to make a good first impression. It's no good muddling along and then producing the best report in the world at the end: they won't hang around. But managing that impression is difficult.

What will be noticed
Price
Answering emails and phone calls quickly and politely
Having professional-looking stationery, staff and premises
Professional and quality accreditation
Friendliness, enthusiasm and efficiency
What curators say about you

What won't be noticed
Academic credibility
Specialist knowledge
Previous experience
What past customers say about you

I man ways, this is depressing, since it means that the qulaities we value highest are least effective. But it's probably better to realise that, I think.



* Environmental Assessments are different: developers for types of development that require these *will* be repeat customers and *will* know about archaeology.

Training without a training budget

It may seem a bad time for the IfA to be promoting CPD, when for once there really is a rational case for reducing expenditure on training. But much of the entrenched (ho ho) opposition to compulsory CPD schemes over the years has been the result of a misconception that CPD must mean training and training must mean formal expensive courses. For some topics that may be the case, but there is a great deal of value to the individuals and the organisation that can be done at little or no cost.


Sharing expertise

Do all your field staff recognise finds? If not, it would be well worthwile spending an afternoon looking at local pottery types, clay pipe, animal bone, glass. Many recent graduates may have had little opportunity to handle material and learn the diagnostic features.

Make sure everybody in the organisation takes decent photos: this may involve looking at the various cameras you use and what the options mean. Perhaps more importantly, it is a chance to discuss why we take photos and what use they are. It is depressing to think quite how many hours have been spent over the last two decades taking multiple poor photographs of uninteresting features which have each been carefully catalgued and archived.

Most organisations have people working in silos: they may have adjoining offices but have no idea at all what other people do or why. Get them to explain their role. Quite apart from anything else, it's good practice in giving presentations.

Talk about project costings. These shouldn't be mysterious: an understanding of how they are done, and what they eman, may well have an immediate pay-off in attitudes and behaviour, once they realise quite how much money goes on plant hire.

Also, it's easy for organisations to forget that new staff don't know the history: it would be useful for them to know a little about why it was set up, what its major projects have been.

And one thing you can't do enough of is discussing grammar and layout and the real nitty-gritty of report writing.


Goal-orientated learning

Arcaheologists have a long and honourable tradition of teaching themselves new stuff when they need to. This is particularly true of software. Over the last year I have picked up some html, xml, wiki formatting, Powerpoint design, and print-on-demand publishing, because, in each case, I needed or wanted to achive something and so had to work out how to do it. It's true that this reactive type of learning is hard to fit within the CPD framework, although it is possible to some extent to predict areas you might want to develop.


Updating knowledge

Unlike a lot of things for which training is expensive, gathering archaeological information, on developments in Mesolithic studies or Roman urban sites, is free or cheap. Read some books and journals; go to a talk or two. These are real and worthwhile learning activities and, who knows, may even make you better at your job.



With a little imiagination, it's possible to carry out a transfomative training porgramme across an organisation without ever having to write a hundred-pound cheque to an 'expert'.