Author Archives: Tom Foster

About Tom Foster

Tom Foster spends most of his time talking with managers and business owners. The conversations are about business lives and personal lives, goals, objectives and measuring performance. In short, transforming groups of people into teams working together. Sometimes we make great strides understanding this management stuff, other times it’s measured in very short inches. But in all of this conversation, there are things that we learn. This blog is that part of the conversation I can share. Often, the names are changed to protect the guilty, but this is real life inside of real companies.

Noble Intentions

In 1948, in London, Elliott began to work closely with the Glacier Metals Company, a manufacturer of precision steel ball bearings. It was a company of some size and technical complication, with different departments, a complement of engineers, a management team and a president named Wilfred Brown.

Like most companies, each week or so, a high level meeting took place, called the Management Team Meeting. It was Wilfred’s intention to purposefully build his executive team by including them in on the company’s largest problems to be solved and decisions to be made.

The executive team responded with enthusiasm to be included in such important activities. By harnessing all the brain power in that room, certainly, they could tackle the toughest challenge and make the best decisions.

The intentions were noble.

As time went by, however, the productivity of the group began to wear thin. In their efforts to reach consensus, to be cooperative and supportive, to be the team they intended to be, the pace began to slow. Discussions became arguments, agendas became political, quid pro quo became active.

And then, the unthinkable. The group would finally arrive at its decision and Wilfred Brown, the President, would invoke his veto.

Not Consensus

From the Ask Tom mailbag.

Question:
I have been reading Elliott Jaques’ book Social Power and the CEO. As I read, I get the feeling that he proposes a rigid command and control structure. I have been working hard to create an atmosphere of teamwork and command and control seems to go against my current thinking.

Response:
Since you attended one of my workshops, you have a good foundation to more clearly understand the framework of Requisite Organization. Still, you must read Elliott’s books carefully. Elliott was very precise in his language and sometimes you have to fight your own interpretation of his descriptions.

Because we talked offline, I know your struggle has to do with Elliott’s description of accountability and how that lines up with your interpretation of teamwork.

Most managers think about teamwork as collective thinking, collective problem solving and collective decision making. The intent is to bring more thinking power to bear on problems and to make better decisions. The intent is noble, but the result often falls short.

A consensus decision does not mean it is a better decision. And, in the end, it is not the team who will be held accountable for that decision. It is the leader who will be held accountable. Indeed, if it is the leader who is accountable, it is the leader who must make the decision.

This is not command and control and it is not consensus. This understanding is a shift toward a more effective way for the team, working together, to achieve the goal.

Tomorrow, I will tell the story of how Elliott came to this insight.

Managing Time, Managing Yourself

How we think about Time is everything in management. It is always a trade off between pace and quality.

Next Monday, we start, Managing Time, Managing Yourself, the next Subject in our Working Leadership Online series. First, the offer.

We are offering ten scholarships to this next Subject area. If you would like to participate in this program starting next Monday, send me an email. We will take the first ten people ($250 value). Here is your commitment and the schedule.

May 18 – Read the Presentation – Managing Time, Managing Yourself. This read will take approximately 30 minutes. At the end of the Presentation will be a Field Work Assignment. The Field Work assignment will take approximately 30-90 minutes sometime during the week.

May 25 – Sometime during this week, post your Report based on the Field Work assignment. Time required, approximately 20-40 minutes.

June 1 – This last week is reserved to read other participant’s Reports and post Comments, questions, helpful advice or to share a story.

I look forward to seeing you online.

Important, Due Soon

Greetings from Dickinson, ND.
__
“Everything important is in my INBOX. That’s why it’s so clogged up. And things that need a response get lost,” Diane explained.

“And you said Outlook allows you to set up folders?” I asked.

“Yes, in fact, I set up some Project folders, but I put things in there and forget I need to respond to something in a Project folder, and then it’s too late. So, I stopped using them.”

“So, you have a Business folder and a Personal folder, those came with your system and you set up a bunch of Project folders, but you don’t use them anymore,” I confirmed.

Diane nodded.

Let me suggest the following. Delete the Business folder and the Personal folder. They are empty and useless, anyway. Set up these three folders.

  • Important, Due Soon
  • Important, Due Later
  • Information Updates

If you decide to keep your Project folders, I would recommend you keep them only for your bigger projects, and don’t put anything in there that needs a response or a decision, at least until you have responded or made the decision.

Instead of sitting at your computer all day, combing through your emails, set 2-3 times per day for a short period. Keep your INBOX empty and by the end of each day, empty out your Important, Due Soon folder. The only folder you need to comb is your Important, Due Later. Decisions that get close, you can move to your Important, Due Soon folder.

Keeping the INBOX empty is the key to this system. When your INBOX is empty, your head is clear to respond and make decisions.”

This is a big time subject in Managing Time, Managing Yourself, (begins May 18) in Working Leadership Online.

The INBOX

“I am not suggesting that you stop using email,” I continued. “I am suggesting that you use it like a tool.”

“But there are so many emails, every day,” Diane resisted.

“How many of those are junk, that don’t even need to be opened?” I asked.

“Well, there are some, but most get trapped in our spam filter.”

“And, of what’s left, how many need an immediate 1-2 sentence response?”

Diane was thinking, “About 10 percent.”

“And what do you do with those?”

“I leave them in my INBOX so I don’t forget them, until I can get around to replying.”

“And what about the ones that need a decision, where you have to think about the alternatives. What happens to those emails?”

“Those are important, so I keep those in my INBOX,” Diane replied.

“And what about those emails that are informational, don’t need a response, but you need the information for some reason, like an update on a project? Where do you keep those?”

“Well, if it’s an active project that I am working on, I will likely leave it in my INBOX so I can get to it quickly, in case someone asks me about the project.”

“Diane, do you see a pattern, here?”

Yes, But Email Is…

“You use Outlook for your email. Can you set up folders for your email?” I asked.

“Yes, it comes with a folder for Business emails, Personal emails and I guess I can set up folders for each of my projects,” Diane explained.

“What seems to be the problem?” I asked.

“I get so many emails and they stack up in my INBOX. I could literally sit at my desk all day and answer emails.”

“Really, is that why your company hired you, to answer emails?” I pressed.

“No, of course not, but email is one of my primary communication tools to get things done,” she protested.

“Is it a tool, or a weight around your neck?”

“It’s supposed to be a tool.”

“Well, is it a tool, or a weight?”

How We Choose to Spend It

We all start with the same inventory. We all choose how we are going to spend it. Some people spend it wisely, some foolishly. If we choose not to use it, it vanishes into thin air.

Time can never be recaptured. Lost money can be recovered, made back. Lost time is lost forever.

Managing Time, Managing Yourself is the next subject area in our series Working Leadership Online. Kicks off on Monday, May 18.

Here is what a past graduates had to say.

“I read the material over the weekend and immediately implemented the ideas. This is very effective, my INBOX is clean every day and I can work with my EA on the items in the folders to see what I can delegate. This was new and an immediate quick hit.”

Follow this link to register, Working Leadership Online.

“If you cannot manage time, you cannot manage anything.” -Peter Drucker

Looking forward to seeing you online. –Tom Foster

You Won’t Do Nine of Them

“I just feel like I am a little overwhelmed,” Sam explained.

“Your manager says it’s more than a little,” I replied.

“Yes, some days it borders on out of control.”

“Would you agree, that if you worked 16 hours a day, every day, seven days a week, you would still not get everything done?”

“That’s the way it feels, sometimes.”

“How can I help you get more organized?” I asked.

“You’re the expert, I thought you were going to tell me what to do?” Sam insisted.

“I can tell you what to do, but I will guarantee that you won’t do it.” I laughed.

“What do you mean?”

“The way I organize time may not work for you. You have to figure out your best way. There are a dozen things you could do, but you won’t do nine of them. You have to figure out the two or three that work for you.”

Accountability for the Goal

From the Ask Tom mailbag:

Follow-up:
Thanks, I appreciate your validation on the accountability for goals. The corrective measures I indicated include coaching sessions with the manager and a redistribution of tasks in order to accomplish those daily and weekly goals. Your recent blog on control measures hit home with this particular situation as well. The measures were set up to catch mistakes instead of preventing mistakes.

Response:
This shift in “who is accountable for the goal?” is huge and immediately changes the way the manager relates to the team. While the team may be doing the production work, it is the supervisor or manager who allocates resources, schedules resources, sets priorities, authorizes overtime, pulls a team member from one project to another.

The most important decisions for the manager are:

  • The Time Span estimate for the task to be assigned and
  • The volume of workload (number of tasks) assigned to an individual team member.

Yet, the accountability for the goal (completion) remains with the manager.

Crazy Disciplinary Action

From the Ask Tom mailbag:

Question:
I have a manager whose gifts are with task management. Unfortunately, her task lists are quite extensive. I find the tasks assigned are time appropriate, there are just too many of them. I believe this is an underlying cause of increased disciplinary actions toward our employees and am taking measures to correct. Have you seen this situation before?

Response:
Are you asking if, sometimes, we give people too many tasks to do and then beat up on them when they fail to bring everything in on time?

Just because a supervisor can put (40) one-hour tasks on a list does not mean a great week’s schedule has been created.

Your question is really one of accountability for the goal. In your crazy disciplinary action scenario, you appear to be overlooking the real culprit and going for the scapegoat.

Whose goal is it? that is being assigned? We miss this all the time. The goals (tasks) being assigned by your supervisor are the supervisor’s goals. If the goal is not achieved, it is the supervisor that I go looking for.