Handle the Pressure and Avoid These 3 Leadership Traps | Sabina Nawaz

10 Mar 2025 · 1 h 5 min

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In short

Podcast Notes: The Art of Charm - Episode: Handle the Pressure and Avoid These 3 Leadership Traps | Sabina Nawaz

Introduction

  • Guests: Sabina Nawaz, CEO of Nawaz Consulting, and author of *"You're the Boss: Become the Manager You Want to Be and Others Need."*
  • Focus: Essential leadership skills that transform good managers into great ones, navigating the complexities of leadership, influence, and communication.

Key Takeaways The Risks of Promotion

  • Promotion as a Dangerous Moment:
  • Getting promoted is often one of the most perilous times in a career.
  • Skills that enabled promotion may become ineffective in a leadership role.
  • Pressure vs. Power:
  • It is pressure, not power, that can corrupt even the best leaders, causing negative behaviors.
  • Power tends to insulate leaders, leading them to become out of touch with their team's perceptions and needs.

Communication and Leadership

  • Blind Spots in Feedback:
  • Many leaders fail to provide effective feedback, often focusing too much on corrective advice.
  • Two-Word Question: The phrase "Say more" can significantly enhance communication and understanding.
  • 5-to-1 Feedback Ratio:
  • Research shows an ideal positive-to-corrective feedback ratio is 5:1, meaning leaders must emphasize positive feedback to build a supportive environment.

Avoiding Leadership Traps

  • Singular Thinking:
  • Leaders can fall into the trap of viewing situations from only their perspective.
  • Mental Exercise: Encourages leaders to consider multiple viewpoints to prevent siloed thinking.
  • Delegation Issues:
  • Many leaders struggle to delegate effectively, often treating delegation as an on/off switch rather than a dial with various levels of involvement.
  • Delegation Dial Concept: Leaders can improve their delegation skills by adjusting their involvement based on team members' skills and experiences.

Mastering Self-Leadership

  • Influence of Childhood Experiences:
  • Past experiences shape leadership styles and behaviors.
  • Micro-Habits for Improvement:
  • Leaders can benefit from small, consistent changes in their behavior, such as asking coaching questions instead of always providing answers.

Effective Meetings

  • Avoiding "Death by Meeting":
  • Not all meetings are necessary; meetings should focus on discussions and decisions rather than mere information sharing.
  • Meeting Framework:
  • Meetings should include:
  • Context: Recap previous decisions.
  • Goal: Define the purpose of the meeting.
  • Outcomes: Set clear exit criteria.
  • Expectations: Clarify what is required from attendees.
  • Open Floor: Allow space for additional input.

Closing Thoughts

  • Exercise for Leaders:
  • To foster better communication and leadership, practice asking "Say more" to encourage dialogue and understanding.
  • Resources:
  • Sabina Nawaz's website and her book *"You're the Boss"* for more insights into leadership.

Conclusion

  • The episode emphasizes the importance of self-awareness, effective communication, and the ability to delegate in leadership roles. These skills are crucial in transforming how leaders approach their responsibilities and interact with their teams, ultimately driving better performance and relationships in the workplace.

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Transcript

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0:00When it comes to what your family eats and drinks, you know your choices matter. You're the expert because you know what fits your life. And getting it right starts with good information. That's why America's beverage companies are sharing more information about our ingredients at GoodToKnowFacts.org. No spin, no judgments, just the facts straight from the experts for more than 140 beverage ingredients. Visit GoodToKnowFacts.org. Well, one of the reasons we don't delegate is because most of us do a really shoddy job of delegating. The single most common mistake I see people make, new managers, middle managers, CEOs, is they treat delegation like an on-off switch.

0:52All right, let's kick off today's show. Today, we're talking with Sabina Nawaz about how to become the manager you want to be. Sabina is an elite executive coach who advises C-level executives and teams at Fortune 500 corporations, government agencies, nonprofits, and academic institutions around the world. During her 14-year tenure at Microsoft, she went from managing software development teams to leading the company's executive development and succession planning efforts for over 11 ,000 managers and nearly 1 ,000 executives. Her new book is titled, You're the Boss, Become the Manager You Want to Be and Others Need.

1:24Learn why promotion is the most dangerous time in your career. discover how to avoid the power insulation that blinds great leaders, master the delegation dial that transforms overwhelmed bosses into great leaders, and use the two-word question that instantly makes you a better communicator. Welcome to the show, Sabina. So great to have you. Thank you so much. Excited to be here. When we think about success in our career, I don't think many of us envision ourselves being the world's greatest boss or considered an excellent manager. We often think about personal success and accomplishment and achievement and recognition that comes along with that.

2:00But oftentimes, once we've had that point in our career, the next step is managing other people and our talents and our techniques and technical ability is less important. But so many of us don't go to school for management, don't learn how to manage people and become better bosses. And we really struggle with that. What is the surprising view from the top that many of us face once we reach success? You're right. Nobody tells us and suddenly we've arrived and we've arrived because we've done a great job technically. There are three things that can constitute this surprising view from the top. One, that being promoted is often the most dangerous time in your career.

2:38Two, that it's not power that corrupts, but pressure that corrupts. Corrupts as in makes us act out in ways that have a negative impact on the people we manage. And three, power then insulates us, isolates us. The more we know, the less we know about the impact we're having on others. Combine all of these three things together. And if you don't mind this carefully, you end up as someone you don't recognize. Now, the good news is you don't have to have a personality transplant. You do not need to go on long multi-day retreats. there are some proven tools and techniques you can use to address these quite fast.

3:19Well, hold on. Promotion is dangerous. I think that's very illuminating for those in our audience who are fighting so hard to be promoted, maybe being passed over for promotion and not recognizing what lurks ahead. Be careful what you wish for. And of course, AJ, getting promoted is wonderful. It comes with perks. It's something you work hard for. It's something I certainly achieved many times. What we don't realize is that it's not all sunshine and roses. And the way that plays out is that the very things, our superpowers that have got us promoted, that get us to this point, look very different from the other side of the power gap, if you will.

4:05because the more you get promoted, the more there's a gap in power between you and other people. Suddenly, when people's necks are craning up, their views of you are less charitable. You don't wait, you're no different. You wake up the same person. You don't wake up in the morning going, let me make life miserable for everyone around me. And yet, here's how they see it. Let's say that you are really meticulous about details. You're gonna show up as a micromanager. Let's say that you're very strategic. People are going to think of you as manipulative. Calm, uninterested, not passionate. I had somebody I was working with who is incredibly strategic and tends to hold back what they say until they understand the temperature of the room and where things are headed before they speak.

4:58And suddenly, this person is being viewed as extremely political, going where the wind is blowing, which is not at all their intent, but that's how it's coming across. And with that new role, exactly as you said, comes a lot of pressure. As an individual contributor, that pressure can often lead to success for us personally. It can help us meet deadlines. It can help us perform at our best. And oftentimes that inner critic might drive you forward. But when that inner critic spills out to your team members and they're seeing the downsides of the pressure, it's really difficult then for you to be a great leader.

5:33Why do we not recognize this pressure oftentimes when we start this new leadership role? And how does it sneak up on us? Yeah, and it's not just new leadership roles, but roles that are further promoted up the chain, because the higher up you go, the more pressure there is. And when there is pressure, our tendency is to hunker down, to compartmentalize, to become more monofocused, if you will. And so we start to lose sight of the collateral damage we're leaving in our week. And, of course, the higher we go, the less we know about how our actions under pressure are showing up with other people.

6:10You're absolutely right, AJ. Pressure is a great thing. It makes us all get creative. We love working with constraints. We love that adrenaline rush. It's just that when it spills over. We've heard bad boss. We've all seen the movies, terrible bosses. We don't want to be a bad boss. But you stated it's a myth that there are good bosses and bad bosses. What's going on there? When I sit on an airplane next to somebody and chit chat and they find out that I'm writing a book about bosses, they go, oh, yeah, I've worked for that boss. And everybody has a bad boss story. Now, a funny thing happens when you talk to bosses, nobody says, I'm a bad boss.

6:55So where is that gap? Is it just that we lose awareness when we become a boss? No. We're the same person. Our circumstances have changed. Instead of labeling bad boss, good boss, what if we said there are bad behaviors that bosses exhibit that are forged under pressure? So pressure transmutes our behaviors and causes those things to happen. It happened to me. I went from best boss ever as feedback, somebody who cared deeply about people, to a job with incredibly high pressure, where now suddenly people were crying in their offices because of having had conversations with me. And the worst part of that, this is why we don't know, is nobody told me.

7:43So I had absolutely no clue this is what was going on until finally a colleague was kind enough to hold up a mirror. Yeah, it's so difficult to get that feedback. I know when we started the company, I wasn't envisioning being a boss or managing lots of people. And I came in hoping to create a team with Johnny where we're all friends and we're all equals. And it's like a big, happy family. And unfortunately, then difficult times happen, turbulence, things don't work out. And all of a sudden you go from, hey, we're friends to I need you to hit this deadline. You're not performing. You didn't do a great job on this.

8:16Why aren't you living up to my expectations of you? and now they're coming back and being, we're not friends, AJ. You're actually quite difficult to work with and prickly in these situations. Ouch. But we don't recognize it when it's happening to us. We're obviously feeling the pressure and we want people to perform at their best, but that communication gap then forms and it's very difficult for other people to feel comfortable enough to express themselves or perform around us. So the other thing to be mindful of is the role that you're performing. It's not personal, But in your role as manager, you're going to show up differently than in your role as friend.

8:52It is possible to be friends with your direct reports, and I've written an article on that as well, but it has to be done incredibly mindfully. A friend of mine, we were very close, and this was my first job as a manager. There was a reorg in which she was going to be moved to a different manager. And once the reorg was announced, she said, so did you know about this? And I said, yes, of course, I was in meetings where we were making these decisions. How come you didn't tell me I'm your friend? Well, because I have a different role and a different set of ethical obligations to fulfill as manager than I have as friends.

9:31And that balance between roles, when we're juggling it, we're doing the best we can, but the people around us, they can't see what's going on. They don't understand the roles that we're juggling. For them, they're wondering, why are you so different? last week you were you were my friend and now i don't understand why you're not being my friend exactly it's like well i actually have to be your manager which is why the chapter in communication is the largest chapter in the book because there are so many what i call communication fault lines that open up fault lines and we can fall through those divides in quite precipitous ways if we don't make the implicit in our mind explicit for the people who are following us Well, there's going to be plenty of ways to be able to navigate this power gap, and that is going to be through communication.

10:22So why don't you go ahead and take us into that part? Yeah, there's many ways we can slice and dice the communication piece, John, and there are seven different communication fault lines that I've identified in the book. But perhaps the fastest way to become a better communicator is to say nothing. What I mean by that is exercising what I call your shut-up muscle. as a boss, it is really natural. We talk about pressure. We feel a lot of pressure to feed our people, to provide them with answers, to tell them how to do things because we know how things should be done. And we're often right. All that does is increase more pressure on us where we think, why am I the only person who's always coming up with ideas?

11:21Why am I the one who's working harder than everyone else. And it stunts the growth and development of the people around us. So the shut up muscle is actually a thing. It's a set of tactics you can use very quickly to address some of this communication rift. First is be the third or fourth or fifth person to speak. No sooner than the third in a meeting. Very hard to do. Here's a pro tip. If it's a virtual meeting, put yourself on mute by default. Because by the time you go to unmute that button, perhaps you'll realize, ah, yeah, shut up muscle. So that's one. Another is to ask a two-word question.

12:08It's not even a question. Before answering, what if you said, say more? Say more, John. What did you mean by that? Now John is saying more and I might realize the thing I was going to say is already understood and said by John. Well, what I recognize in this communication piece that's so important is the power gap at play here. So your words when your peers or when your colleagues are far different than when you now have ascended and you have created or witnessed that power gap. So those words that you speak in meetings now that you're the leader with the power gap, carry way more weight than you even realize.

12:46And we're not being told, hey, AJ, you're promoted. Now you're leading. And mind the power gap here, because what you're going to say in that meeting is going to be seen completely different than you being proactive, supportive, cheering people on in previous meetings. But we don't recognize that as leaders, especially new leaders. And all of a sudden we leave that meeting thinking one thing, and then our team is fretting and worried about everything we said, even though we said the same things that we were saying before as individual contributors or colleagues. Exactly right. Exactly right. I cannot tell you the number of times people have meetings after the meeting with the great one to divine what was said.

13:25And if there were 12 people in the meeting, they've left with 12 different ideas. So a simple thing to do might be to say, hey, I'm working on my communication. Can you play back what you're taking away as the most important point here. That's one. Ask for a simple paraphrase by placing it on yourself. The second is to use numbers. I've studied computer science, so I'm a little partial to numbers, but here's how that works. See, AJ, what you're talking about, and John, what you talked about, is that there's a two-way volume switch when power comes into the room. It amplifies downward and it mutes upward.

14:08So everything you say is taken personally and more dire, oh my gosh. They said, come see me at three o 'clock, must mean something terrible. And I'm not going to say that upward as much. How did that presentation go? Oh, that was great, boss. In fact, you were wonderful. While I'm thinking they really sucked at it. So how do we get at this discordance in volume levels, upward and downward. You could simply say, on a scale of 1 to 10, when you come to see me, it's on a topic that's a 2. Or on a scale of 1 to 10, this is an 11 in terms of importance. The added benefit of this is that now things that are truly a priority to you will be treated as a priority before everything you say becomes a priority.

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18:38Free shipping and 365 day returns. Quince.com slash charm. And I think for many of, especially our clients that we work with, they don't recognize the impact that communication has because up until that point, deliverables had been on their talent, their hard work and their skill. So their communication, they could be a terrible communicator. They could be prickly. They could be difficult to work with because they were still getting tasks done. And that's all that mattered in that role. But once you shift to leadership, your communication is by far the most important thing. It's the skill that is going to be the most impactful in everything that you do, yet we're not really trained on it.

19:18We don't have, as you said, great feedback loops on it. So when we are communicating poorly as a leader, we're not hearing it back from our team. And then our team inevitably is scheduling side meetings or they're asking you for one-on-one meetings after the group meeting to clarify because they don't understand what's going on. So what are those signs that communication is lacking and we've created these fault lines or they're happening and we don't even see them. Or they simply don't, they say they understood and give you the wrong deliverables. Right. So all of those things can happen. And guess what?

19:52You're still getting rewarded for getting things done, except that you can no longer do them yourself. The people around you have to do them. And in order for them to do it, you've got to communicate and you've got to be mindful of your impact on them. So they do their best work instead of sabotaging results as a revenge against that jerk boss. that they think of you as. So what are some signs that the communication fault lines have opened up? There are 42 questions at the end of the book that are diagnostics to say which power gaps, which pressure pitfalls do you fall into? But here are a few shortcut ones from that list.

20:25One, nobody argues with you or gives you a different point of view. That likely means you are sitting as a sage on the mountain. giving them all advice, telling them what the right thing to do is, and no one's going to disagree with you, or they're tired of coming up with ideas because you're going to swoop in and take over. So that would be one sure sign that something is going on. And in our busy lives, with all the pressure we're under, when we don't hear debate, discussion, argument, we go, oh, does anybody have a different idea? And before we've even finished that phrase, We go, okay, good, let's go.

21:06So we don't pay attention to that. So what if you were to hold a little bit of silence and see what happens? If nothing happens over and over again, that's an early signal that communication is not happening. Another, of course, is when you get back the wrong things that you thought you'd communicated clearly and you're not. And I know for myself and my own leadership journey in the company, a big part of it with that pressure that we're facing once we're now managing and leading people is feedback. And oftentimes the feedback comes rapidly in a negative fashion, criticism. Hey, you didn't meet the deadline.

21:44Hey, that wasn't what I asked for. I thought I communicated it. Why aren't you doing this? But the big gap is actually the positive feedback and it's the support and building up the team so they can actually handle the negative feedback. Because oftentimes if all they're receiving from you is negative feedback and I got this feedback from our team, like AJ, it feels like you're just hypercritical of us I started to recognize, oh, wow, I'm not celebrating the wins. I'm not highlighting the positive things that I want to see as a leader to build the team up to be able to handle the criticism that comes with the job.

22:16And you write that there's a bit of a ratio here that we want to pay attention to, to really help be supportive of our team and allow them to manage the critical feedback that inevitably comes as a leader. Two things there. One, the research on couples shows that for your partner to say that you're giving 50-50 positive to corrective, it's actually five positives for one negative because we are primed as human beings to pay more attention, to pivot more to the negative, to watch for the threat and the tall grasses of the saber-toothed tiger that's going to jump at us. So it's a five-to-one ratio.

22:52Now, when I talk to my clients about that, they all have this, they just start laughing. They're like, I don't even do one-to-one and I don't want them to get a swollen head. And wouldn't that be fake? Because I wouldn't be authentically giving them five pieces of positive feedback. And my job with them first is to bring it up just to a one-to-one. And you can give authentic feedback. It's just that most of us think our biggest room for improvement is in finding the false and correcting those. Whereas if we actually, and this is the second reason to give positive feedback, AJ, is not just so they can withstand the negative feedback, but so that when you give them feedback and with as much care as you give them corrective feedback, they know exactly what they're doing right.

23:39And when they're being built up on what they're doing right, they're going to do more of that. So you're going to get from good to world-class by working on the positives. You're going to get from poor to mediocre by working on the negatives. Johnny and I were laughing with the last guest about gardening. And if you've ever gardened, tried to grow tomatoes, you recognize that if you just plant a tomato seed and let it grow on its own, the tomatoes are going to rot on the ground. You have to provide scaffolding to allow the tomatoes to make their way up to the sun to catch light and the heaviest tomatoes to actually stay on the stop.

24:14Oftentimes as leaders, we don't think about the scaffolding. We think about because the pressure has narrowed our focus. What's the deliverable now? Why are we not hitting the deadline. Why did this thing fail? We're not recognizing that all that positive feedback creates the scaffolding to build the world-class team that allows us to hit the deadlines, that allows us to advance and actually become the team that everyone wants to be a part of. But oftentimes we find as individual contributors, we've also been conditioned by not getting that positive feedback. So it's this cultural thing too, as we rise, that can be difficult for us to break free of.

24:48And we had a business partner once who joined a meeting and just came in guns blazing, super hypercritical. And after the meeting, we said, hey, that's not how we do things here. And he's like, well, I come from investment banking. I had a book thrown in my head across the room. And we're like, OK, that's a different culture, but that's not how we're going to thrive as a team. We often don't understand culturally, as we've risen as individual contributors, how we've been immersed in this negative feedback loop. Then we get the leadership role and we kind of do the same thing that we've been accustomed to.

25:19So what do you say to leaders that want to break that culture that's going on around negative feedback where they're really struggling because that's just how the company has been operating? And that is such an important point. And there's this sort of a survivor's bravado. Like I went through this, so you're going to go through this and it's going to make you stronger. Gosh darn it. and we know that's not the case. Like the tomatoes would literally die on the ground if they didn't have that scaffolding. So it's very hard when the whole culture is based that way and then one person is going to do something differently.

25:56So the first thing I would do is say, don't look downward and figure out how to do this. Look sideways. Build alliances with others who want to make that same change because if you're the only one who's going to poke the cultural bear, you're going to become the problem. and the sights are going to be trained on you. Suddenly, your peers are going to go, well, I don't want to be like AJ. He's gone soft in the head. All he does is give positive feedback. Where's the growth in that? So I think it's first about testing the waters and building alliances of who else will be on board with you so you don't do any work that's countercultural alone.

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26:33The other thing about it is for those leaders to expand their ability and how they deliver praise. because if you're giving somebody, hey, I think what you did there is awesome, five times to one, I can understand where, well, I don't want to be a robot, or if I keep saying this, it loses its effect, it dilutes the power. So, you know, finding other ways in which you're able to do that. So if somebody comes back with work that maybe they've gotten to the same result, But in another way, well, showing your curiosity and interest of why they chose the way that they've done it and giving them praise on the journey that they took to get there that was different than yours that ended up in the same result.

27:21I mean, there's plenty of ways throughout the way we communicate that is going to give tons of praise. And a lot of times, if you can find the ways that maybe somebody isn't used to or a new way that they have gotten value for the work they've done, well, you're going to make a new ally for life. That is so true. So true. There are many different ways. And there is a way that we know really well. We just somehow de-skill ourselves when it comes to positive feedback. Because praise is, I agree with you, it's kind of empty and hollow and it lasts as long as a good massage, you know, overnight. But if, look, we already know how to give corrective feedback.

28:06We make it behave, when we do it well, we make it behavioral, we tie it to specific examples so people know what not to do. Why not use the exact same formula for positive feedback? what specifically are you doing that's causing this result? I had somebody tell me in a class, you're very passionate. And I thought, okay, first of all, is that a good thing or a bad thing? And he said, oh, no, no, it's a really good thing. Okay. So I don't know what to do with passionate. How do I bottle that and replicate it? So can you tell me what is it that I did that make me appear passionate? Oh, you speak a lot with your hands and you vary your vocal tone.

28:43So now I know I can study more around hand gestures and vocal tone and deliver more passion. How did that passion help you? Oh, it keeps me awake. It gets me interested in the topic, etc. So now I know when I'm more deliberate with the hand gestures, my vocal tone, it actually lands my message more effectively. Now I can replicate that. One thing that I want to stress in a lot of these situations around pressure is the default mode that we're in as leaders, which is we're searching for answers. We've a lot of our clients that we work with come from very analytical backgrounds. So we're trying to hone in our focus to solve the problem, move forward, hit the deadline.

29:26And that zoning in often creates the singular story of what's going on. And the only thing we have to relate to is our own experience. So we talk to a lot of frustrated leaders who are like, I can't believe my team members not doing this one thing the same way that I would do it. it's like, well, of course, they're not going to do it the same way as you would do it. As Johnny was saying, they might take another path to get the same result. But that pressure really hones our focus into our own experiences and then frustration with our team members when they're not executing the same way we would.

29:59How do we unravel that? Yeah. And the power position we're in keeps everyone from saying that that's not the only way or maybe even not the best way. it's funny you bring this up and i know you've just got a newborn when my boys were before they were teenagers one day i started thinking what is the most common thing that people come to me they get into trouble with my clients in their 40s and 50s and how do i future proof my kids against it and that one of the biggest things i came up with aj was this singular story and the gap that that creates. And of course, the more I know, the more singular my story gets, because that's what I've been rewarded for.

30:43That's what's worked in the past. So we created a game called multiple meanings. And I use that just like with my kids. I use that with the people I coach, which is with the kids, we would be crossing this bridge on the way to school. It would usually take about 90 seconds and we would pick something at random that's going on and take turns making multiple meanings about what was happening. So let's say somebody was biking across the bridge and she didn't have a helmet on. I could say something like, well, she doesn't believe that helmets help with safety. One of my sons might say, well, she actually fell down and smashed her helmet yesterday and hasn't had time to go buy one.

31:29And my older son might say, she's very fashion conscious and the helmet color clashes with the patterned animal print writing pants that she has, and so on. By making multiple meanings of a situation, we realize that our view is not the view, that actually we may not know what the truth is, like with this random stranger who's going by while we're in the car. And it builds a muscle. It builds a capacity when in moments of conflict to stop and do that. This is a really effective tool I've used with many C-suite teams when there is a butting of heads. Somebody comes and says, oh, he's proposed that idea because clearly he wants to encroach on my turf.

32:22Well, maybe he's actually trying to give you head count or he didn't know it was your turf and so on.

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34:18a meme or milestone, all protected with end-to-end encryption. It's time for WhatsApp. Message privately with everyone. Learn more at whatsapp.com. It's in our psychology to get an answer to questions that we don't have answers for. But we have to also recognize that just because we put an answer there doesn't make it true. And that exercise shows that there's an infinite number of answers and varying probabilities. Absolutely. And by the way, this is really helpful in my marriage as well, when I do remember to do it. Well, speaking of marriages, Johnny and I joke as being partners as long as we have that we come to each other for that singular story and say, hey, AJ, this is what I'm seeing.

35:13Hey, me out here. And we've been fortunate to help each other unravel that singular story in these moments. But inevitably, as partners in the business, we find that much like a marriage, you know, kids will divide. Your team members will go to one leader over the other because they feel like, OK, maybe I can communicate better or maybe I can get an advantage or maybe I can get my perspective across. And it's created challenges for us in our partnership to keep things even, to allow the team to perform at their best. And also for us to avoid those blind spots that come with that of, you know, Johnny knows more than me now because people are having side meetings with him or AJ knows more than me because people aren't communicating with Johnny.

35:55And then that creates a larger need for Johnny and I to communicate even more, which sometimes we're both time-starved and can be difficult. So in those situations where, you know, there's leaders at the same level, but team members below them who are kind of running around, How do you approach that? And what can we do to strengthen our leadership as a boss when we're basically in a partnership scenario? Sounds like you're doing a lot of things right in that situation. And you're right. Again, time is not infinite, but these conversations happen in so many different directions. So how do you do that without sinking all of your time in it?

36:31And one might be in the conversation you're having with the employee, asking them, so have you talked to Johnny about this? And what did Johnny say? So now, again, they might embellish it or garnish it a little bit, but you're saying, okay, I've got eyes on you. I'm going to hold you accountable to have conversations with both of us, not do an end run and lobby things with one versus the other. so that's one that does not take any extra time you're just doing it in the conversation you might also decide if you have clear swim lanes in certain situations hey that's actually something you need to talk to johnny directly about is there is there something i can do to help coach you to have that conversation with johnny yeah and and then a follow-up email that cc's both of us or completes the circle on that communication because I've also found in those situations, especially for Johnny and I as leaders, we're on to the next thing.

37:30That person who had the meeting with either one of us is thinking about it, it's doing over it, crafting the follow-up message, then go to Johnny about it. And their recollection can be vastly different than my recollection or Johnny's recollection in the moment as we've moved on to the next thing. Yes. And have them do the first draft of that email. So have them send the email going, hey, it's really important that Johnny and I are us summarizing what we've just discussed. And then you can always fly on top of it and go, actually, it's not A, it's A prime. Here's how. But have them do the work.

38:02So a principle underneath this is if they are trying to play games with you, take up more of their time so that there is a barrier to them doing this instead of you sucking it all up to yourself and working hard and running between Johnny and AJ. Right. So putting the onus on them slows them down from the game playing. Now, you mentioned something there that I think a lot of leaders find once they're in a new role is this the swim lanes. Johnny and I have been fortunate that we have completely different skill sets. So there's not as much overlap. And it's pretty clear for us organizationally, who's in charge of what.

38:40But oftentimes, when we join a team of leaders, and everyone is type A and trying to get that next promotion, it can be very difficult in the jockeying to establish yourself and what you're working on and then also protect yourself from those other leaders who are trying to encroach or take credit for your swim lane. So what do you say to those leaders who are struggling with that interplay between leadership of the same level to allow them to be successful with their team and create the opportunity to be promoted when it feels like everyone's jockeying against each other? One of the hardest aspects of exercising leadership is exercising leadership without authority, which is with your peers.

39:20Often we confuse leadership with authority. When we have authority, it's not leadership. We're just exercising authority. Whereas with our peers, no one's giving us, who are you? You're not the boss of me. How do you do this? If possible, it's about naming the elephants in the room without accusing anybody, but simply saying, look, we all want what's best for the company. We are all eager to do this, and it seems like we are all trying to work on the same thing here. Can we have a conversation? This is such a common thing that some of the organizations I work with have a term for it. They call it cookie licking, where there's this plate of really nice, wonderful, melt-in-your-mouth cookies, and somebody goes and licks every single cookie.

40:10Now no one else can eat those. And of course, this person's going to get sick if they eat all the cookies. So it's about actually putting that issue on the table and seeing if you can have a conversation. What's covert? Can you make that overt? The other one is managing up in those situations, not in a smarmy end run, let me lobby the boss to get the biggest share of the pie way, but more to say, I'm curious, how are you seeing our roles and responsibilities play out? A lot of times bosses will say, you go figure it out. But there are some times where it is necessary to involve the person who does have authority to help arbitrate these situations.

40:52I know many of our listeners and as well as our clients are growth minded and they want to achieve success in their career. And oftentimes when we're in that individual contributor role, the feedback loop is pretty clear. It's obvious to our manager what we can and can't do or what we should be doing. But once we move into middle management, where there's layers of management now. And now we're managing a team and the team members might not be performing as we're a new manager, new leader or boss. And then now all of a sudden we're in the feedback cycle and we're not getting the same feedback.

41:25It's not clear what those gaps are and how we can improve. So you mentioned managing upwards. What can we do in that middle management role to elicit the feedback we need to grow as a boss if it isn't coming from our traditional feedback cycles? You're the boss of people who report to you. So ask them. Now, again, remember, it's going to be muted. It's going to be less pointed than you want. But by asking specific questions, what's one thing that I could do better? What's one thing that I'm doing well? I think the quality of feedback is proportional to the quality of the question you ask. And so asking very specific questions.

42:07Another way to work around the muting effect is to ask in the third person, Hey, I'm new to this role and I'm wondering for the people who seem to think I'm doing a good job, who tend to agree with me most of the time, what do you think they're saying about me? And then what are people who don't always agree with me, who are my detractors, what do you think they're saying about me? So now you're not putting that particular person on the spot. They can speak on behalf of somebody else, but give you the feedback that you need. Yeah, that's super helpful, especially to allow the people that you're eliciting the feedback from to share a bit more openly, specifically, versus the platitudes and the compliments that we receive, passionate, excited, charismatic.

42:57That's a lot more difficult for us to take as feedback and then do more of or do less of or improve. and one of the key perspectives you write about in the book is being the boss of you. Oftentimes when we move up the ranks, we're looking for strategies to manage other people. Okay, how do I get this person more productive or how do I give them feedback or how do I make this thing happen faster so everything's outward? And we get asked those questions all the time from our listeners and clients. Hey, how do I handle this one conflict strategy? Very rarely are we taking the mirror up to ourselves as a new boss and saying, okay, what can I do myself here to improve?

43:33So what does it mean to be the boss of you? And what are those habits that we need foundationally to start with to become better bosses? Well, the first thing is to never go to work hungry. When we go to grocery stores hungry, I don't know, AJ, what do you pick up in the aisles when you go hungry to the grocery store? Not the good stuff, not the stuff I want to share with Johnny or our listeners. Right. So it's stuff that's junk. And when we show up to work hungry, we engage in junk behaviors, whether or not we get feedback on it. And what are those junk behaviors, the behaviors where we're not treating people as well?

44:12And we tell ourselves all these stories. Yeah, but I'm super busy right now. Yeah, but I had told them already and so on. And we have a negative effect. So first thing is to recognize what are your own inner hungers or inner needs, which are very human, like wanting to be praised a lot, wanting to be seen as the hero, or wanting to be seen as the martyr, or wanting to show up as the smartest person in the room. Are there other places you can get those needs met? Because otherwise, people are going to divert you from your agenda. Like somebody who said they wanted to really hold their direct report's feet to the fire about the budget, but the team knew that they really appreciated praise.

44:55They diverted the whole conversation about this wonderful customer call that this person did, and they failed to hold the team accountable. So first is recognizing those. Second is to develop a micro habit. And a micro habit has two characteristics. It's ridiculously small, and you do it every single day. Let's say that one of my hungers is to show up as the smartest person in the room. And I really need to exercise that shut up muscle that we talked about earlier instead and allow the brilliance of everyone else to emerge first. So maybe my micro habit then becomes once a day for one meeting, I'm going to ask a coaching question as opposed to provide an answer.

45:47A coaching question like, how did you think about that? To Johnny's earlier point, if they've done something a different way and it's worked just as well, what was your thought process? Something like that. So just a very teeny tiny question that I ask every day. So it curbs my desire to always be the one popping up with the answer. Yeah, it can be very difficult when that hunger and what's really interesting about all this is how much of our childhood plays a role in our leadership. We think as adults, we're fully formed and now I just got to focus on the future. But to be the smartest person in the room, I'm sure a lot of our listeners are nodding their heads.

46:26People watching YouTube are nodding along. I have that feeling. It's hard because so much of our validation comes from those key moments, whether it's winning the spelling bee or being the person who got the highest test score and really showcasing that intelligence has allowed us to achieve so much. But once you get to the boss role, that intelligence is not going to be celebrated by your team. It's not as impactful as you had hoped or thought. And you can't rely on it as your go-to tool. But that hunger is still there. It's still present. Exactly. And ironically, if you allow others to shine, you're still going to look incredibly smart because your contributions are going to be more unique.

47:11They're the things that others haven't yet contributed. And with your elevated perch, you might have a better vantage point to be able to provide those. But if you're constantly speaking, then nothing is standing out. Now, with the pressure, there are these pressure points, these triggers that create emotional reactions in us that maybe in the past you've bottled or you've only really seen yourself. But now with teams and peers and people looking up to you, those emotional trigger points are not helpful in any way. How can we start to recognize those triggers if in the past maybe they drove us to success, they haven't hindered us, whereas now they're actually impacting us as a boss?

47:54A colleague of mine says that the fastest way to change your mind is to change your body. And often when we are triggered, there is some sort of a physical reaction going on in us. For me, the tips of my ears get hot. And I know that if I open my mouth at that point, I'm going to say something that I'm going to regret. So mute button to the rescue. So notice what are some of your physical cues when you are triggered and how, and by time, that would be the generic strategy, buying time. It could be simply taking a sip of water. It could be paraphrasing the question back. By the way, it could also be doing slightly complex math, like countdown by seven, from 100 to 80.

48:44If our brain gets shifted from the amygdala, the ancient part, which is fight or flight, to doing something more analytical for about six seconds, we are able to shift our emotional reaction. It's so key to recognize the physical sensations and then to start to relate it to, well, what are the moments that I find that happening the most? Is it certain types of people? Is it certain types of situations? Is it in conflict? Is it on Zoom? Is it when I'm public speaking? You know, in these moments of presenting in front of the room, oftentimes we might be able to acknowledge the emotional impact, what's going on physically, the sensation, but we're often not paying attention to the patterns that go along with that and the environments and the factors that are triggering us.

49:32Exactly right, Ajan. You talked about childhood. Many of these things get formed in childhood as well. Just like our hungers are sort of love equals showing up as the smartest person or the martyr or whatever, these are danger happens when horrible consequences happen, when I disagree with someone in a position of power or when I present in a certain situation. So when you recognize these situations, you're able to manage yourself better ahead of time. Often, I tell my clients, if possible, simply go outside, even if it's for three seconds before that difficult meeting. Just get one deep breath in of fresh air and come back in and then have the meeting.

50:13But that just mindfulness of, okay, I'm acknowledging this is going to be hard and I'm doing something to be the boss of me, to manage myself before I go in. And there's certainly all the pathways that have been built from every time that you have replicated those certain behaviors. So there's going to be a chain reaction that you're well aware of for all of these opportunities where you've been triggered. And if those behaviors are not going to be helpful for you, well, then you're going to need to know when you've been triggered well beforehand, as you were mentioning. And for us, with our clients, we have comfort zone challenges for them to do just so they can begin to learn to identify what their early warning signs are that they're being triggered.

51:06Because once it kicks off, in the moment, you are going to resort to old behaviors, to the programmed behaviors. And if you're looking to grow as a leader, those behaviors are going to need to be changed. And that takes some time. And it's not as difficult as most people think. It takes a little bit of effort, a little bit of attention to details and understanding when you're triggered, but it's a process nonetheless. So to think that you're going to go into this meeting and do a new behavior under pressure, it's just not going to happen. And if you try, it could end up being a little bit worse than you planned.

51:52So learning these moments and what it feels like when you are triggered and the very early warning signs is very beneficial. Yes, and experimenting with them in safer, smaller ways before that big thing. Because then you're going to do a face plant if you've never done it that way before. I often tell people, here's your best tool, a simple sticky. Yep. Because in the moment, see, it's easy to say, don't do something, but it's very hard to don't do something. What am I doing instead? And so on the sticky, write down five possible ways in which you're going to manage your trigger, because in the moment, your brain is not functioning.

52:33But the sticky is right there. So I go, OK, eenie, meenie, pick this one. Great.

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53:25Or like a month? Want to keep tabs on that instant offer? With OfferWatch. Want to have CarMax pick it up from your driveway? You want to get it done to it? You want to do it all over here? So, want to drive? CarMax. Pickup not available everywhere. Restrictions in fee may apply. Yeah, we have to replace that behavior. It's just like habits. You know, you can't just undo bad habits. They have to be replaced with some other action because that trigger is still there. And unfortunately, many of us don't recognize those triggers until we are in the high pressure situation. Part of what's causing the pressure, and we see many leaders who are constantly drowning in their own inability to delegate.

54:10So because they want to be seen as the smartest, they've been advancing their careers, being the problem solver, always knowing the solution. Now they're in a leadership role and they're really struggling to delegate to their new team members, to people that they're managing. And because of this, they end up in the sole provider role that you say that all of a sudden we're overwhelmed. And how could I possibly find my triggers, AJ? Or how could I possibly work in my communication, Johnny? I'm just drowning over here. And yet their team is starving for opportunities and tasks and things to take off their plate so that they could perform and so that they could be promoted and achieve.

54:45But here they are holding themselves off in their office, trying to plow through work that could easily be delegated. So what's going on and how do we start to recognize that we're in this situation and overcome it? Because so many of us complain about drowning when as leaders, if anything, we should be allowing our team to support us. Well, one of the reasons we don't delegate is because most of us do a really shoddy job of delegating. And there is a very common, the single most common mistake I see people make, CEO on down, new managers, middle managers, CEOs, is they treat delegation like an on-off switch.

55:22So instead of treating delegation as an on-off switch, treat it as a dial. This happened with one of my clients where she was the CFO and she was working with a direct report who was working on investor relations. And his writing was just not up to par. And they spent months and months and months. And each time she'd just go, oh, yeah, not a good job. And then she would rewrite the whole thing herself. Now, if she used the delegation dial, recognizing that this guy didn't have the skill yet, he didn't have the understanding or the depth of experience that she had. Now you can use notch number three on the dial, which is teach.

56:08She could be very prescriptive, saying, here's the steps to write when you're writing to these folks. and this is why I choose these kinds of steps. So now they're learning the why behind why she keeps rewriting this memo. And then after that's done for a while and you see that the person is learning this, now they might come up with their own ways to do things. Now you can slide the dial one notch up to coaching, which is, so how did you approach this? What other options did you consider? What were the pros and cons of these options that led you to this decision? So you're helping them clarify their own answers and their own way of thinking before you finally do the switch and go, okay, I'm here as a safety net.

56:54I think what's so interesting about the delegation piece on the other end of it is so much safety right now is in busyness. We feel good when we're notching things off our to-do list and when we're busy. And unfortunately, as a manager, that busyness actually keeps you from the deep work, the thoughtful stuff that pushes the larger initiative forward. but we play to our comfort zone of just being busy and checking things off to the detriment of our teams. And then, of course, we feel stuck and our family's getting the worst of us. Our partner is getting the worst of us. We have no time for our social life and all the other things we need in our life.

57:31So what do you say to leaders who really need to understand creating space, not so many meetings and certainly not so much busy work and allowing the delegation piece that's created safety for them of being busy and having the full calendar, which feels good checking those boxes, but in actuality is holding them back from being that great boss. It's also protecting them from their imposter syndrome fear. I'm busy because I'm doing things that I've already done and I know how to do. If I stop being busy and others take that on, everyone's going to find out I don't know how to do my real job. You're not earning your paycheck to be busy.

58:06You're earning your paycheck to do this. So now let's dig into that. One of the ways to do this is to do nothing. We talked about saying nothing before. Here's a do nothing, which is this idea of blank space. Blank space is two hours back to back once a week that you leave the office or your home office or your home. You don't read. You don't talk. You don't research things on the web because we know what rabbit hole that takes us down. you simply carve out that time to think and to be. Research shows that our best ideas, our best insights are already hiding in plain sight inside us. And they come out when we give our thinking brain a rest in the shower, on our commute, while jogging.

58:56So why not carve that time out as part of your job? Now, most people, when I propose this to them, have a near panic attack. What do you mean? Do nothing? Like action? Like, can I make a to-do list? Can I do this? Can I do that? No, none of those things. So if you have a hard time getting used to that idea, start it as a micro habit. Start with one minute a day. Think about it. In our days, these days, where's my phone? When we're always tethered here, could you even tolerate one minute of complete lack of noise and space, and then slowly build it up to two hours or bring to your two-hour blank space time a big idea, one of those things that you really want to noodle on but never have time, and start thinking about that if you need a little bit of a scaffolding to use your word.

59:52Well, one of the comfort blankets that I think a lot of new bosses or even senior management and C-suite executives lean into then is meetings. So we've delegated and now all of a sudden we're looking at a blank calendar, but that's very scary because I got to be doing something with my time to get paid. I'm trading time for money and now it's death by meeting. And oftentimes, especially as we become leaders and things are growing, we're not trained on how to run meetings or what a great meeting is or a bad meeting is. And unfortunately, our direct reports are dreading those moments on the calendar where they're just being tied up when they could be going off and doing the things that you delegated to them.

1:00:33So what is your advice on the death by meeting and what leaders should really look to accomplish in meetings? And are there goals or frameworks to work with to allow us to be better at meetings so that no one is feeling this death by meeting? First of all, if your meeting is just about information sharing, it's not a meeting. It's a team's message, a Slack channel, an email. So meetings should be about discussions, debate, generative conversations where ideas come up or decisions get made or difficult conversations happen. Second, is it a one-on-one or is it a one-for-all? Often leadership meetings are where the manager is benefiting from getting updates or looking into each department.

1:01:16but the department heads are busy on their email or their devices and they get animated only when their particular silo comes up. So be clear about is there a reason to have a joint meeting and if so get everybody on the hook. Don't allow that one-to-one tennis match to happen. Third of all there is a framework that I found really helpful in meetings. It has five elements to it. First is context. When we last met, we agreed on X and Y, and that's why we're here today. Second goal, the goal of this meeting is to look at our branding strategy. Third, outcomes, because the goal is pretty broad. You're not going to cover a branding strategy in a one-hour meeting.

1:02:04So what are the exit criteria around the branding strategy for this particular meeting? We want to leave this meeting with everybody understanding X. Fourth, here's what I want from you. The best way to get people to not get distracted away from the meeting agenda is to give them a task. I want you to play devil's advocate. I want resources. I'm going to need you to make a decision. I'm going to ask you to give me some feedback, etc. So what is it that you want from them. And number five, is there anything else you would like to add? Because another reason that we get distracted is we have another agenda in mind and we don't want to lose that.

1:02:45You may not be able to deliver that to them, but by parking it and telling them you're going to come back to it next time will allow them to be fully present. I love that. And I'm ready to start using it as a framework in our own meetings. As I know, we're constantly trying to call as many meetings as we can and be as impactful with the time shared together with the team. So that's such a great framework for our audience. What I love about the book is there's just so many great exercises. And I know we covered so much ground today, but if we could leave our audience with one really impactful exercise that you love from the book that will make them a better leader, I'd love to hear it in closing.

1:03:21Wow. Yeah, there's so many to choose from. You know, all my children are important to me. So it's a mini exercise. As you may have noticed, I'm a fan of doing as little as possible and taking as small an action as possible. So the exercise would be two words. Say more. It signals curiosity. It allows space for other points of view to exist. It makes you recognize you're not always right. And it gives you more ideas, more tools with which to proceed, especially in our times, which are so pressure-filled, ambiguous, uncertain, and constantly changing. Thank you so much for joining us and helping new leaders and old leaders deal with the pressure in ways that actually help build great teams.

1:04:12Where can our audience find out more about you, the book, and all the great work that you do? Thank you for having me. The book is available, You're the Boss, anywhere books are sold. You can find out more about me on my website, sabinanawaz.com. You can also follow me on LinkedIn, Instagram, Sabina Coaching. And I look forward to hearing how those meetings go for you, AJ and John, as you adopt these five elements. And same for your listeners. If you put these tools to practice, I'd love to hear what the result was. Thank you again for joining us. This was a pleasure. Thank you. Thank you.

1:05:01That concludes another episode of the Art of Charm podcast. And now comes a part of the show where we showcase one of our X Factor Accelerator members. Take it away, Preston. Hey, everyone. This is Preston from Mesa, Arizona. I joined the Art of Charm because after transitioning out of the military, I noticed I was struggling with building connections and relationships with people on a personal scale. And it didn't help on the business side of things either. I tried a lot of different coaching programs, YouTube, personal growth videos, the works. And the great thing about Art of Charm is it's not a pill that you can just take to quickly fix everything.

1:05:33They have a system and a structure so that you can build what you need to to see the matrix in yourself and actually get the results that you're looking for in the end. The awesome thing, AJ, Johnny, Michael, they work with you one-on-one as well as they put out a lot of time and effort to set up continual meetings there during the week and groups. Again, I would highly recommend this. You're going to see the matrix. You're going to see things that will help you connect and build great relationships. Thank you, Preston. And it was a pleasure working with you too. And good luck to you and your future endeavors.

1:06:04If you've gotten value out of this or any of our podcasts, head on over to your favorite podcast player and rate and review the show. And mean the world to us and it helps others find the show. All right, before we head out, a huge thank you to our producers Michael Herald and Eric Montgomery until next week go out there and be charming yeah I remember you you were the bad boy you threw your love away like you were just a toy and you sold the world you're a song of a tragedy Cause you had your taste Of black on the yesterday Yeah, but I remember you Oh yeah, I remember you

1:07:04Rinse takes your laundry and hand delivers it to your door expertly cleaned and folded so you could take the time once spent folding and sorting and waiting to finally pursue a whole new version of you. Like tea time you. Mmm. Or this tea time you. Or even this tea time you. So did you hear about Dave? Or even tea time, tea time, tea time you. Mmm. So update on Dave. It's up to you. We'll take the laundry. Rinse. It's time to be great.

From the publisher

In today’s episode, we explore the essential leadership skills that transform good managers into great ones with Sabina Nawaz. As the CEO of Nawaz Consulting, Sabina has advised Fortune 500 executives, government leaders, and nonprofit organizations on how to navigate the complexities of leadership, influence, and communication. Sabina is also the author of You're the Boss: Become the Manager You Want to Be and Others Need.
Introduction
Join us for an eye-opening conversation with Sabina Nawaz as she breaks down the biggest leadership challenges that most managers never see coming. Why is getting promoted one of the riskiest moments in your career? How does pressure—not power—corrupt even the best leaders? And what simple shifts can transform an overwhelmed boss into a high-impact leader? 
What to Listen For
Introduction – 00:00:00

Why is getting promoted one of the most dangerous moments in your career?

Why do the skills that get you promoted stop working once you’re in a leadership role?

What are the three biggest mistakes new leaders make without realizing it?

How Communication Defines Great Leadership – 00:09:19

What is the biggest blind spot leaders have when giving feedback?

How does a simple two-word question ("Say more") instantly improve communication?

The 5-to-1 Rule: How Feedback Shapes Performance – 00:19:45

What is the ideal ratio of positive to corrective feedback—and why is it so high?

Why do managers fear giving too much praise, and how does this backfire?

How can positive feedback be structured so it actually drives high performance?

The Danger of Singular Thinking in Leadership – 00:27:08

How can a simple mental exercise help leaders see multiple perspectives?

How can managers prevent team members from playing one leader against another?

Mastering Self-Leadership – 00:39:05

How do childhood experiences shape leadership styles, and why does this matter?

What micro-habits can leaders use to stay composed and effective under pressure?

The Delegation Dial: Why Leaders Struggle to Let Go – 00:49:26

What is the Delegation Dial, and how can it help leaders empower their teams?

Why do most meetings waste time—and what should they focus on instead?

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You're the Boss: Become the Manager You Want to Be (and Others Need)
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