Gotta Have Snacks! – vLab at EMC World, Day 2

Day 2 begins with a run to the local Walmart for provisions.  An army runs on its stomach and so does the vLab team.  In this case the fuel is lots of soda, water, and chips of all kinds.  We all piled into room 407 at the Sands Expo to begin our final prep.  Conversations around the content and guides will run most of the day.  Meanwhile the platform is being prepped for the massive VM churn that the show brings.  Sessions will be drained and refilled to test the ability of vLab’s orchestration to deal with students taking labs throughout the day.  The labs within vLab are pre-popped so that students don’t have to wait more than a few seconds to get a lab.  We avoid waiting for provisioning by having the labs ready well before the customer steps foot into vLab.

The weather has been strange since we got here.  It has rained more in Las Vegas in the last two days than I’ve seen in all my prior trips combined.  They don’t do a great job of street drainage which isn’t surprising in the middle of the desert…


Luckily we survived and once we returned, we dragged the snack and a whole bunch of network switches, cables, and power strips to room 407.  As food is a priority, the table of snacks is set up first!

Fuel!  Introduced the Irish to spicy pork rinds… they were surprisingly open to the idea!

The show floor is starting to come together… first photo was Friday night (courtesy of @quinnwill) and the second was Saturday morning.  Power and network have been run and the drapes are starting to come down.  Carpet will come in along with the plexiglass dividers that form the walls of the vLab space.  It’s unreal the change in this space over time and the logistics companies do this almost every weekend as one trade show flips to another.  Amazing stuff.

A bare canvas

Each student station (200 total) gets a LAN drop and power… everything is run before the carpet goes down

Unfortunately there is a grand total of one power outlet and network port in the entirety of room 407.  Tables are moved and clustered around them.  Power strips are chained together and spidered throughout.  Wired and wireless (affectionate SSID: GoatRodeo) networks appear and we’re good to go.  This will be our home for the next couple days until we move onto the show floor.  I like what we’ve done with the place!

Update 1 – 3pm ish LV time

The lab is starting to come together.  The carpet is completely down and the walls are beginning to be assembled.  Tables have arrive and are being set up in the main room.  Monitors have arrived and so has vLab’s reception desk.  Long way to go but good progress has been made!

Walls being assembled on the ground
Walls standing up with the open doors being used to support them

Massive amounts of materials show up on pallets and in crates.  There are about 20 people milling about vLab’s space building various portions.  The crates on the right contain all the monitors for the lab – ~200 plus spares.  We got some shiny new ones this year… you can probably guess why!

Update 2 – writing Sunday morning – too tired to post last night!


A ton of activity took place in the vLab space on the show floor.  All user stations were deployed – monitors, keyboards, thin clients and everything else.  Deploying 200 such stations isn’t nearly as fun as you think it would be.  Our shiny new monitors and thin client came with about 5 cable combinations from the rental company.  We should have had multiple options to actually get them to work but unfortunately, none of them did.  After many phone conversations, we got line of sight on a solution.  Something as simple as a cable with mini displayport on one end and displayport on the other caused a lot of stress!  Thankfully they would arrive in the morning.

Waiting for stations.  And a Coke.

Registration desk for vLab

Each thin client had a numbered sticker on it… with a corresponding numbered box.  We’ve been asked to get them all back in the correctly numbered box… should be a blast!

It was a long day but we are ahead of where we normally are.  FitBit let me know that it was quite and active day.  Tiring but good thing for sure!

Wheels Down in Vegas! – vLab at EMC World, Day 1

Executing vLab at EMC World has become somewhat of a spring ritual for those of us involved in it every year.  Months of prep culminate in a pilgrimage to Las Vegas.  The journey starts with three days of intense testing, setup, testing, and more testing.  Then the doors open and hundreds of customers flow through over the 4 days of the show.  Each customer selects a lab demonstrating an EMC product – this lab is in reality a live virtual environment designed specifically for EMC World.  They take the lab and when complete (hopefully) walk out a little more informed than when they walked in.  If all goes well, the customers won’t even know most of us are there.  We live in the back of the room behind blocked out plexiglass – a hive of activity designed to keep everything running smoothly out front.  Helping to run vLab at EMCWorld is one of the most stressful weeks of the year.  It’s also one of the best demonstrations of teamwork I’ve been part of.  A small team comes together and works toward success.  No bullshit.  Just get the job done.  And we do.

This beginning of this year’s show will be remembered for terrible travel experiences.  Missed connections, plane re-routes, and hours sitting on the tarmac marred most of our trips to Las Vegas.  I was one of the lucky ones, arriving on time without any issues.  Some landed at different airports to refuel, others were forced to LA and took a bus to Las Vegas.  Connections were missed, sleep was lost.  Most of us were at the Palazzo / Venetian by late Thursday or early Friday and were able to meet for breakfast before getting down to work.  It is an awesome thing to see friends and colleagues that you work with year round, always from a distance.  EMC World brings us together – literally and figuratively – to face the challenge of delivering vLab to EMC’s customers.

After breakfast we headed off to a conference room at an area data center to meet and begin testing.  We go over various operational plans, test plans, communication, failover / failback contingencies.  We QA the lab content, making sure the students will have a clean experience.  We test, test, and test again.

Our fearless leader makes speeches – note the vLab SuperMan T-Shirt!

Tomorrow we will be in a conference room at the Sands Expo.  Building the show floor will commence overnight – luckily others take care of that but we still make sure walls, tables, network, and power are put in the right places for the lab layout.  vLab at EMC World is starting to come together!

I’m Hiring!

I’m hiring a Manager to lead a team of very talented cloud / virtualization engineers!  The team provides cloud-based solutions internally to EMC Engineering, Pre-Sales, and other constituents. Please take a look and send me a note if you’d like to discuss the position in more detail.   
Job Title: Manager, Cloud Engineering – Platform Engineering
Job Location: US – Massachusetts – Hopkinton

The Manager, Cloud Engineering – Platform Engineering position is accountable for managing a distributed team that provides virtualization and orchestration engineering for Common Engineering Cloud, our internal cloud service for Engineering, Sales, and other functions. This includes working with leading-edge technologies to proactively maintain a world-class cloud environment that meets the needs of the EMC. This position will participate in strategy formation but also in the tactical activities of the team as well, so strong technical qualifications are necessary. 

This position reports to the Senior Manager of the Cloud Engineering Team. 
Job Responsibilities:
• Supervise a team of eight engineers who are distributed globally
• Align group with overall strategy created in partnership with the rest of the Cloud Engineering team – in particular, Software Engineering
• Maintain relationship with the Cloud Operations organization, ensuring successful transition of support for new services / technologies
• Measurement and reporting of service demand / consumption – leading to proper capacity planning
• Maintain and continually improve Cloud Engineering’s services
• Provide cloud expertise, best practices, and assistance to content developers and Cloud Operations
• Fluent English language skills (written and verbal) 
• University Degree with a major in Computer Science or equivalent
• 2+ years in a management position or equivalent experience
• 6+ years, detailed experience in VMware virtualization deployments
• Familiarity with DevOps and experience in a DevOps culture a big plus 
• VCP certification required
• In depth knowledge of vSphere, vRA, vCD, and NSX required
• In depth knowledge of storage technologies (EMC a plus)
• In depth knowledge of networking (Cisco primarily)
• Working knowledge of ITIL and its implementation in the production environment (certification a plus)
• Working knowledge of SQL Server / database technologies
• Working knowledge Windows and Linux
• Working knowledge of Docker a plus but not required
• Working knowledge of 3rd party clouds – AWS, Azure, etc.
• Ability to work in a global team environment with participatory decision-making
Job ID: 163233BR

Click to Apply

Presenting at UConn – Solving Business Problems with the Cloud

Last night, I had the wonderful opportunity to present to a group of engineering students at the University of Connecticut.  It was great to be back on a college campus after quite a number of years away.  The energy and curiosity in the room was wonderful to experience.  I was excited and more than a little bit nervous about speaking.  No matter how many times I present to groups, I have pre-game jitters.  Regardless, it was a topic I knew well and once we got rolling, the discussion was engaging and free flowing.  The topic for discussion was “Solving Business Problems with the Cloud”.  I framed the discussion in terms of the needs of the business rather than the technical intricacies of the cloud itself (I’m hardly qualified to do that anyway).  I did so by walking through use cases from my personal experience.  My hope was to provide my audience with some real-world insight into the technical concepts they were learning in class.

The first use case I went through was vLab, cloud success story from early in my career at EMC.  I worked within the team that created and evangelized a cloud platform for virtual sales demos.  We took the corporation from sales engineers developing demos on laptops to a centralized platform that provides fully functioning, virtualized content to the tune of almost 100,000 demos per year.  The content is co-developed with the product business units and aligns with sales campaigns.  vLab is a perfect example of the value of an internal, private cloud.

The second use case I described was the application of cloud based services to enable the engineering teams that deliver EMC’s products.  I introduced the concept of a Product Delivery Platform (PDP) which is essentially a combination of tools and resources designed to be a workspace for engineers across EMC.  It is certainly a challenge to standardize and extend services such as source code control, build, and test / QA to engineers across diverse teams.  Having acquired over 75 companies in the last decade, you can imagine the diverse processes and tools that exist within EMC.  We’re well on our way but there is a lot of work left to do.

If you’re interested, here’s the deck I used:

Solving Business Problems using the Cloud

Dell (well Silverlake) Buys EMC

For the second time in my career, the company I work for is in the process of being acquired.  It’s never a good feeling to wake up and see the news that you have to go figure out a new PowerPoint template or get new business cards (or worse, maybe not).  It brings a ton of uncertainty, questions, fear, panic, angst, and anything else that comes with your professional life being a little less certain than it was the day before.  Once the initial shock passes we have a choice on how we want to move forward.  We can work through the uncertainty, striving for answers.  We can live with the uncertainty and focus on the work.  And finally, we can settle on doom and gloom and be depressed.  Assuming that wallowing in self pity isn’t a long term strategy, we’ll put the doom and gloom option to the side and consider the other two.

The first company I worked for that was acquired was Genzyme Corporation.  It was, at the time of acquisition, something like the 5th largest biopharmaceutical company in the world.  At that time, it was believed that Sanofi Aventis was buying Genzyme’s R&D pipeline.  It was a way of cementing their future as their profitable drugs faced generic competition.  More information / commentary on the acquisition can be found in this article.  When the acquisition was announced, Genzyme was already in the midst of trying to save money / cut operating expense.  Within IT, where I resided, outsourcing was being considered.  Outsourcing is never an easy conversation because it affects people’s lives in a very direct way.  Being acquired on top of that only added to my discomfort because my own employment future was seemingly vague.  My approach at the time, for better or for worse, was to advocate strongly for my team.  I strongly criticized the outsourcing effort because I didn’t believe the financial picture being pitched.  This led to a lot of sleepless nights and frustration.  I was trying to control a situation that I could not control.  This lack of control over my team’s future and my own affected my quite deeply and eventually led to my departure for EMC.

Upon reflection, I have realized that while my angst over outsourcing was a concern, my own future also weighed heavily on me.  My future with Sanofi was likely secure.  I was a well performing employee and I likely could have found a good home within such a large company.  From an objective perspective, I should have felt confident.  Instead, what I attempted to do was to formulate a clear picture of the future.  This was an impossible task because no one knew what the combined companies would look like.  Striving for answers wasn’t the right place to put my energy and only led to frustration.  Sure, a certain amount of inquiry is fine, but as answers can’t truly be known, there’s a certain amount of insanity to it.

Fast forward a few years and Dell has just come to terms to acquire EMC.  Everyone is curious as to what will happen but no one can know for certain.  I’ve spent a fair amount of time wandering around the web, reading commentary, discovering what a tracking stock is, watching interviews, and absorbing information as best as I can.  I’ve read what competitors have said (IBM, HP, and PureStorage) and, predictably, they are opportunistic.  I don’t think I know much more about the acquisition after all that than I did when it was first announced.  For myself, I believe the best approach is to focus on the job at hand.  That may seem naive or overly simplistic or like sticking my head in the sand but it resonates for me.  To strive for answers that I won’t be able to find will only end in frustration.  And, to be clear, no one knows yet what the combined company will look like.  The answer to that question is a ways off from being written.  There’s a certain amount of relief in relinquishing any attempt to control a situation one cannot hope to command.  The alternative did not work for me in my last go around so I’m going to try a different tact this time.

Many folks might find this to be naive and given the uptick in recruiting calls, the outside world seems to be betting on EMC employees fleeing the company.  I’m sure many will and it is a sensible course of action – solidify your future rather than waiting for the EMC/Dell deal to work itself out.  For me, however, as unknown as things may seem, there is a plan.  For a dozen banks / investors to make billions of dollars worth of a bet, there has to be a lot of analysis done on the success of the combined entity.  People don’t invest that amount thinking they’ll lose money.  Combine that with a confidence in my own skills / marketability, I’m going to wait and see where the chips fall.  Change usually provides opportunity for those that embrace it.

One man’s opinion for sure, ymmv.

Action over Discussion

One of the complaints that I hear over and over again from my team is that they spend far to much time in meetings.  They spend too much time talking about work so they have little time to actually do it.  It is usually coupled with the gripe that the meetings themselves don’t accomplish what they’re supposed to or don’t have a stated goal to begin with.  While I don’t always buy the venting as complete fact, I know that there is a lot of room for improvement in the meetings that I myself run.  But this post won’t be about how to run a meeting… there’s plenty of info on that topic here, here, and here.

As a leader, it is important that when a decision needs to be made, you make it.  Waffling, entering into analysis paralysis, or simply delaying because you’re unsure can quickly lead a team into the ground.  Timelines become extended, people have more idle cycles, and tend to lose focus.  Setting direction is a responsibility we all have as leaders.  Take the right inputs, analyze them, and decide as quickly as possible.  The cost of not acting in a timely fashion generally outweighs the greater degree of quality gained by further deliberation.  This is certainly an art more than a science but in general action should be favored over debate.  See this post on decision making in teams for some more info on the topic and how it applies in the technology space.

There is a fine line between acting too quickly and taking too long to act.  It is a skill that we must develop as leaders because straying too far to one side is detrimental to our teams.  Acting to quickly leads to a higher percentage of incorrect actions and more time spent cleaning up the mess you’ve created.  On the other hand, not acting quickly enough has opportunity cost and generally ends up accomplishing less in the long run, even if you’re correct more often.  But I guess it’s fairly obvious that one extreme or the other isn’t the way to run things.  Somewhere in the middle is likely the best course.  My belief is that on the continuum from brash action on the left to over-extended deliberation on the right, a little left of center is where I’d be.  Consider all the facts you can with a bias toward action.

I favor action over discussion in most cases because you can adjust course later on but you can’t go back in time to make a decision earlier.  No matter how much discussion / thought occurs, mistakes will be made.  If perfection could be obtained with enough thought, I might deliberate a lot more before acting.  Perfection won’t happen and I don’t believe a few percentage points of accuracy is worth tacking on extra time to every decision.  Making an incorrect choice can be corrected and being wrong isn’t something to fear.  Besides, I’ve learned a lot more from my mistakes than my successes.

Managing a Remote Team

In today’s larger organizations, it is commonplace to have teams spread out across the globe.  This is challenging for many reasons, not the least of which is developing the relationships that make you an effective manager and that allow the team to operate at their fullest potential.  Managing folks from far away is difficult and a skill that must be developed.  Remote employees often feel disconnected from the team and require more/different communication than the people on your team that you see every day in the office.

Communication is the most essential skill for managing a distributed team.  The spontaneous conversations that occur in a centrally located team simply do not happen when coworkers are spread around the state/country/globe.  These conversations need to be replaced by intentionally targeted time set aside for the purpose.  In my opinion, a manager should have 1:1s with every employee in her organization at least once per week.  This may get untenable once the group reaches a certain size but I believe it is critical for remote employees.  Even if it is just 30 minutes, it is essential for keeping in touch with the concerns of those you don’t see every day.  It is their time on your schedule to raise issues, talk about the local (home) office they’re in, or just have the casual conversations that build a relationship.  These conversations build some semblance of connection that would otherwise be impossible.

In addition to frequency of communication, the type of communication is also important.  There are a million blogs / articles / studies that talk about non-verbal communication and its importance in conveying meaning.  Certainly all layered meaning is lost over email.  Written (be it email, Twitter, or whatever) is the default communication method for many in technology but, much of the time, it is simply not sufficient.  When you cannot speak face-to-face (many companies limit the ability to travel), using the phone or preferably video conferencing are much more effective than email.  While this is not always possible, I find that having a five minute conversation over the phone is far more beneficial than trading a couple emails.  Take the time to pick up the phone.  For directs that sit outside your office, it would be odd to send an email for something quick when you could simply ask them in person.  Similarly for remote employees, make the call.

In addition to communication, there are other ramifications of having a distributed team.  When do you have a team meeting?  Do you have multiples to cover different geographies?  How do you form project team so that regions don’t become segregated?  If necessary (think operational support), how do you make sure skill sets are properly distributed?  All of these issues emerge when you start to spread the members of the team apart.  I don’t believe there are answers that apply in all or even most cases.  To a certain extent, the proper course is unique to the individual team.  I would say, though, that as managers of distributed teams, we must be sensitive to these complexities and develop skills / techniques to deal with them.  Some techniques I’ve implemented include rotating meeting times so that, in the event of non overlapping timezones, you rotate the pain of a non business hours meeting.  Similarly with project teams, mix them as best you can and rotate the leadership opportunities so that one region is not always in charge.  The solutions will be what the team needs – the important thing is to consider them carefully and be sensitive to the locations of your team members.

For those with teams dispersed over long distances, as opposed to a few local offices, culture is also a complicating factor.  People from different places operate in different ways.  Similarly to learning to interact with different personalities, managers should be sensitive to cultural differences.  In my experience, the manner in which folks in Asia work is far different from those in Eastern Europe.  Western Europe is different from those and the US is another case entirely.  Understanding and managing differently based on the cultural norms of the remote employee is another way in which we can bridge the divide of distributed teams.  Some people are used to working for an American company (in my case) and are thus used to a US style of management.  That can make things easier but does not remove responsibility from the manager to lean into those differences.

The final point I would make about remote management is that it pays to build a relationship with a manager local to your remote staff.  Assuming they come into a local office (rather than working from home), there will be a management presence of some sort.  It is important to have someone in that office you can rely on for local HR information, facilities, benefits, or any of the other items that may vary based on location.  It is also useful to have someone to use as a sounding board to better understand a particular employee or situation.  S/he will know the culture and the person better and can be incredibly helpful in navigating difficult situations.

Having a remote team is a level of complexity higher than one that is centrally located and these types of teams cannot be managed in the same manner.  Simply realizing that and paying attention to the differences on a daily basis will go a long way toward making you successful.

This Has to Stop.

I read a short post from a fellow blogger this morning.  It was at the same time upsetting and eye opening.  You can read the original post here:  I include it below as well.  Thank you to @frazelledazzell for posting.  The challenges facing women in the tech industry are many, and I knew that harassment was one of them.  I was blind to the fact that the harassment went as far as Jesse Frazelle describes.  

Here is her post in its entirety:

I will admit that this shocked me.  What she describes is appalling and sadly, I’m sure, not an isolated case.  I was ignorant to the fact that this occurred, that people would be so utterly awful.  I guess it should not have surprised me and that is the problem.  Upon reflection, I tend to ignore this side of our industry.  If I don’t think about it, perhaps it will go away – almost willful ignorance.  That is not the right attitude.  As leaders and as members of a wider community, we must actively root out and remove this behavior.  Evidence of this problem is all around us.  From “booth babes” at conferences (which have, thankfully, come under some criticism) to lewd remarks about women in the office, the signs are there.  The question I must ask myself is, “What will I do about it?”  The beginning of an answer, I believe, is two fold.  
We must challenge this behavior whenever we see it.  Silence is acceptance so don’t be silent.  The frat boy mentality that pervades a percentage of this industry cannot continue.  If you find yourself joining in inappropriate conversation about a coworker, stop.  If you overhear remarks by co-workers, don’t let them stand.  This is a cultural issue and small acts of defiance will begin to change things.
Second, show support for the women in this field.  I will admit that I don’t know what this looks like.  I don’t exactly know how to help, at least in an active sense.  Shedding light on the issue is one way but that feels too passive to me.
I don’t want this post to come off as preachy – I’m not on a soapbox.  I want it to raise awareness and challenge all of us to be better.
Thank you to Jesse Frazelle for not being silent.  Go read her blog  She has awesome posts on Docker among other things.

When People Leave

People can leave your teams for a variety of reasons.  It almost always has something to do with the manager – don’t take it personally.  People can leave voluntarily or involuntarily.  For the latter, as a manager you may or may not have a say in it.  I’ve experienced people leaving for all sorts of reasons: better pastures, performance issues, lay offs, and code of conduct violations.  None of them are easy and all take a toll on both the team and yourself personally.  I’d like to explore managing through these experiences.

I’d like to start with the deep impact and employee’s exodus can have on your team.  Rest assured, there will be an impact felt for quite some time.  I’ll approach situations by the questions I’ve gotten from the folks that remain.  Absorbing the work of a former colleague is daunting for a team and the, “How will we get this done?” questions will come up.  The simple fact is that all your work is still there but fewer people left to accomplish it.  As with any workload issue, I think the best approach here is prioritization.  Get all the work out on the table and put it in order of business importance.  Confirm with those above you that the stuff on the bottom of the list may lag.  Then report back to you team any agreement / leeway you were able to negotiate.  It is a sign to them that you will advocate on their behalf – and will normally be appreciated.  Back fill head count may or may not be an option and even if that does come, it takes time and prioritization of current work will need to occur.

The second question I always get is, “Why did so and so leave?” or in the case of lay offs, “Why was so and so chosen?”  In 100% of cases, I find it best to simply not comment.  No good can come of going into details.  It simply churns the rumor mill (which is likely already in full swing).  I usually respond with, “I’m not going to talk about that, I hope you understand.”  Most employees wont ask the question in the first place but some inevitably will.  Respect for the privacy of the individual that left is the best policy here.  In some cases, particularly with a poor performing employee, folks will know why someone left and may thank you for it.  A silver lining here is that remaining team members will see that you’re willing to take action.

The last question I normally get, in the case of lay offs is, “Are there more coming?”  This is the most difficult for me because as someone who manages mostly individual contributors, I don’t know.  Unless the company has publicly announced that there will be, you don’t know.  In the case where you do know through some other means, you’re likely not at liberty to say.  It is best to reassure your team and get the work done.  It is truly one of the hardest things to manage through.  While I know it is part of the job description for management in a large corporation, it is very difficult.

This leads me to the final topic I want to cover in this post – how this affects you as a manager.  For me, this depends on the reason for the employee departure.  If it was a good employee and voluntary, it is natural to ask, “What could I have done differently?”  Self reflection is good to a point but don’t harp on it.  Figure out if there was a situation you can learn from but move on.  You cant control the thoughts of another person, a huge offer they were given, or a family situation that forced a job change.  Try not to dwell on it.

In the case of managing someone out for performance or code of conduct issues, the aftermath cuts both ways.  Someone that consumed an inordinate amount of management time is now out of the team.  But at the same time, someone no longer has employment and their life has been impacted.  That can hit you emotionally, acknowledge that but, assuming you did your best to coach up and retain that person, rest easy.  They weren’t a fit for the role and in the long term, it will be better for both of you.

Layoffs are the final and most difficult case.  Many times, the person(s) leaving are good employees who are being let go for skill set or financial reasons.  Corporations are businesses and have to be run as such.  Let me say this – the situation is worst on the affected employee.  The affect on the manager are secondary in magnitude to this.  By focusing on the latter, I’m not diminishing the former.  For any manager with a soul, terminating someone is difficult.  It is especially difficult during layoffs because it isn’t an isolated occurrence.  The mood of everyone is generally down and managers are asked to fire people and then do their best to raise the morale of the remaining team.  In these situations I try to be transparent about how I’m feeling.  If asked, “How are you doing?” I usually respond, “Pretty crappy.”  Because I am.  It isn’t easy to go through.  In my opinion, putting on a happy face is disingenuous and folks will see right through it.  You’ll lose a degree of trust the team has in you.  Be honest and work through the emotion together with your team.  I think this is the best way to bring the team through.

Career Planning – Own It! (part deux)

I planned to take a break from this blog but it turned out to be far longer than I expected.  I didn’t stray for any particular reason except the business that life in general throws at us.  In any event, I am back and will strive to post on a more regular basis!

This entry is the follow up to this post that I wrote back in March about career planning.  That post was on career planning from the individual contributor’s perspective and went into detail around approaching your manager, what to plan, etc.  Take a look for more info!  This post will approach the same conversation from the opposite side of the table.  From the manager’s perspective, what can we do to enable our employees to succeed in their career?

I strongly believe that a manager’s primary purpose should be to develop your people to their fullest potential.  Engaging with employees in career planning is a critical piece of that development.  This planning cannot simply be an annual review.  “What do you want to do over the next year?” is simply not sufficient.  It is important that this be an ongoing conversation because people change, new interests arise, and people can become bored at any point in time.  Staying engaged in a dialogue will help you, as a manager, stay better in tune with your team and show them you are committed to their success.

The first step in participating in employee career planning is creating a safe space for the discussion.  The daily tasks and deadlines we all face often get in the way of planning conversations.  1:1s are consumed by project updates or other tactical topics and rarely focus on the bigger picture.  It is important to convey to the employee that the time to talk about their career is whenever they are comfortable.  Take a couple minutes to talk about his or her goals – open ended questions are fine because the real aim is not the specific answer but to get both of your minds thinking on the topic.  What does the person like or dislike about their current role?  What would he like to do more?  What would she like to jettison?  All of these give you as the manager an idea of what keeps this person coming in every day.  Understanding that is the first step in career planning.

It is important during these conversations to set expectations.  Career planning is something that takes time and requires involvement from both the manager and the employee.  It does not progress overnight and will not move forward in a vacuum.  Organizations have certain goals and if you’d like to be an interior designer, a tech company isn’t the best place to achieve that.  That is an extreme example but if you wanted to sharpen you Linux skills in a Windows driven environment, there’s not much a manager can do – very little to justify training dollars or time for such activity.  That doesn’t mean those ideas should be dismissed.  They should be remembered because there may come a time when a project comes around that does require Linux and now you have a ready and eager participant already lined up.  Setting these expectations is important.  You must be honest with the employee around potential opportunities for growth.  If for example, someone wanted to go into project management but you know he has a tough time managing his own schedule, you might suggest working through personal organization as a first step.  That sort of feedback, while potentially taken negatively is important.  You want your employees to be successful and putting someone in a situation where they are likely to fail isn’t aligned with that goal.

Another important step in the process is to document the discussion and turn the notes into a plan for reference at subsequent conversations.  This is not a rigid timeline but rather a living document that will evolve over time.  It serves as a record for both of you so that opportunities do not slide by without consideration.  If someone shows interest in a certain technology or needs to develop a certain soft skill for advancement, the plan could be referenced explicitly citing a current project as a means for doing that.  It raises the awareness of the employee that her manager sees the effort as a growth opportunity and also shows that the leader is providing the opportunity promised.  The worst thing a manager can do in this space is putting up X as a roadblock to success and then not giving the employee a chance to work on X.  That is disingenuous.  At the same time, if opportunity is given but not taken, the employee must realize that the burden of success lies on them.  The plan serves as an objective reference point.

The key to successful career planning is to have both the employee and manager engaged in the discussion.  When a common understanding of goals and the path forward is reached, the only thing left to do is execute.  As leaders, we should coach along the way but it is the employee who is ultimately responsible for his or her own success.