Category Archives: Teams

Three Accountabilities

From the Ask Tom mailbag:

Question:
You talked about Managers and systems. And you described the most important system for a Manager as the People System. What’s inside that system?

Response:
There are three primary accountabilities for any Manager.

First, is that the Manager is accountable for the output of the team. I don’t listen to excuses that some team member failed to perform, or some other team member fell short. I hold the Manager accountable for the output of the team.
The ingredients that support that output are the ability of the Manager to assemble the team together. This has a great deal to do with identifying and selecting talent.
Once assembled, the Manager must lead the team to work together, competently and with commitment in pursuit of the goal.

Failure in any part of this system falls to the Manager.

A Manager’s Goal

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“I thought I was very clear,” Marianne grimaced. “It was important for the team to understand and take ownership. This is a very important team goal.”

“Describe what you see?” I asked.

“Their words are supportive, but their actions are passive. There is no skip in their step, no sense of urgency, no critical eye for detail. It’s as if they are just going through the daily motions.”

“You described the project, what you are trying to accomplish. Whose goal is it?” I wanted to know.

“Well, it’s a team goal,” Marianne explained, sounding like I should have figured that out on my own. “I need the team to work together, support each other, cooperate. That’s why it’s a team goal.”

“Have you ever heard that if it’s everyone’s accountability, it’s no one’s accountability?”

That was a stumper to Marianne. A slow burn in her brain. “So, I have to single one of them out?”

“If it’s not the team’s goal, whose goal is it?” I repeated.

Marianne did not like the realization. “If it’s not the team’s goal, it must be my goal,” she flatly stated.

“And, if that’s the case, what changes?”

Written vs Verbal

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Reggie was adamant. “I believe that using a written memo is the best approach to communicate my vision of the project, because it ensures consistency and allows everyone to refer back to the information whenever they need it. I feel that face-to-face communication might lead to misinterpretation or forgetting important details.”

“Written memos are useful,” I replied. “Tell me more?”

Reggie was quick to continue. “Sometimes I feel like the message gets lost or diluted when I communicate verbally. There have been instances where team members seemed distracted or didn’t grasp the complete vision during our face-to-face discussions. That’s why I thought a written memo would provide a clearer message.”

“Maybe that’s the downside of a verbal conversation. What about the upside?” I pressed.

There was a pause. Lasted forever, but silence often does the heavy lifting. “A verbal discussion, in a meeting, allows for immediate feedback on the project, understanding its purpose, its scope, its sequence. It may also surface questions that everyone has, but most are too timid to ask about. It might also create a sense of connection and trust in the team.”

“In what way could you combine both the clarity and consistency of a memo, a written description, with the improvisational value of a robust discussion?”

Drill a Hole in the Wall

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I was walking the floor. The drone of the saws was dampened by my ear protection. The conversation with Lloyd could barely be heard above the din.

“What’s with all the green shirts?” I yelled.

Lloyd looked around. “It’s green shirt day.”

I nodded as we ducked around a corner where the noise wasn’t so bad. I popped out my earplugs. “What’s green shirt day?”

Lloyd smiled. “It’s like the difference between a light bulb and a laser light. 100 watts from a light bulb will light up a room, but with all the light beams focused together, a 100 watts of laser light will drill a hole in the wall. Same thing works with my team.”

The Big Derailer

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“Tell me what you accomplished so far with the pattern we talked about?” I asked.

“We met, everybody, same room. I acknowledged the heated exchange between Fred and Jim from the week before, that there was an issue of underperformance on a project. I asked everyone to write down how they felt during the exchange, then once around the table, everyone speaking only for themselves. No one was allowed to say -we all felt this, or most of us felt that, everyone can only speak for themselves,” Ron started.

“Okay,” I nodded. “We know what the issue is, that we are attempting to resolve underperformance on the project. We were clear to acknowledge the emotional load that went with it. Fred and Jim are now aware of the impact of their heat on the team. Now we get curious.”

Ron furrowed his brow. “What do you mean get curious?”

“I mean, questions and only questions,” I said.

“Who is asking the questions and who is responding?” Ron wanted to know.

“Everyone on the team is asking the questions. Fred and Jim get to respond. Here is a quick list –

Working on the project, what did you observe? What did you see, what did you hear?
What was the impact on the project? What were other impacts on the project? How did that make you feel?”

“Whoa, whoa,” Ron stopped me. “We keep talking about feelings. What do feelings have to do with this?”

“That’s easy. First, it is out in the open that there was underperformance on the project, which is what we are trying to fix. Fixing the problem got derailed by the emotions in the exchange. We can avoid those emotions, we can stuff them down, we can ignore them, but they will come back, they always come back. Let’s get the emotions out on the table now, so we can acknowledge them, check them with reality, so we can get on with fixing the problem.”

What Would Happen?

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“But, Sue, Tony and Ricardo were just bystanders in the exchange between Fred and Jim,” Ron was puzzled. “Shouldn’t I keep them as bystanders and just deal with the two primary actors?”

“Sue, Tony and Ricardo are as involved in the fracas as Fred and Jim. They may not have actively participated on the front end of the exchange, but they were certainly impacted on the back end. Fred and Jim need to hear about that. So, yes, everyone gets a turn in the discussion, but, only speaking for themselves. And you, you are not exempt, just because you are the leader. How did you feel when the back and forth between Fred and Jim got heated?”

“I felt threatened, my stomach got a little knot in it,” Ron replied. “I wanted it to be over, I wanted it to stop.”

“And, what else?” I asked.

“I felt like the team was going to explode, or fall apart.”

“And, what else?”

“I felt if Fred and Jim continued their animosity, it might turn violent and they would never be able to work together again.”

“Good,” I said. “I assume you will hear similar things as you go around the table.”

“And, that’s it?” Ron stopped.

“No, now it is time to get curious. What was it that contributed to the heat? Now is the time for questions.”

Hall Pass

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“If you are not going to pretend to be in control of the emotional exchanges in the meeting, what do you need to allow yourself to do in the meeting?” I asked.

“I need to allow myself the ability to listen to each side before I judge the conversation off limits,” Ron replied.

“Can you give yourself a hall pass to do that?”

“A hall pass?” Ron chuckled.

“Yeah, a hall pass. Write that down. Give yourself a hall pass to listen to each side before you judge the conversation off limits,” I smiled.

“I feel like I am writing a permission slip from my parents.”

“Call it what you like,” I nodded. “Now, what do you need from the team to make that happen?”

“When Fred and Jim got into it, in the meeting, they were trash talking each other,” Ron’s turn to nod.

“So, what do you need from the team to give yourself permission to listen without judgement? And, remember, it’s the emotions that made you uncomfortable, not the fact that Fred and Jim were calling each other out on performance. What do you need from the team, including Fred and Jim?”

“If I were brave enough to ask, as the leader,” Ron started, “I would ask each of them, in the face of a shortfall in expectation, what is the impact on them, personally, and how does it make them feel. And, that they should only speak for themselves. No speaking for someone else. Fred cannot speak for Jim and Jim cannot speak for Fred.”

“And, don’t forget about Sue and Tony and Ricardo, they need to speak for themselves as well.”

Pretending

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Ron took a moment to reflect on the way he felt during the heated discussion the week before at the management team meeting. “We have already established that there was a knot in my stomach. When Jim and Fred went after each other, at first I was surprised. Then, I went into self protection mode, wondering if the expressed emotions would swing around to me. As the leader, sometimes I feel like everyone depends on me to control situations like this, especially if they are out of control.”

“That’s a good start,” I said.

“Oh. I wouldn’t tell the team that, I thought this was just between you and me,” Ron replied.

“Right now, it is just between you and me. What version of that would you consider sharing with the team?”

“Well, I wouldn’t want them to see me as some sort of a weak leader,” Ron reflected. “So, I would probably leave out the part about me not being in control.”

“Do you really think you were ever in control,” I asked. “Control is a funny thing, sometimes just an illusion. Do you think it is important that the team always sees you in control, even when you are not?”

“Can’t I at least pretend?”

“You can, but how will the team come to some resolution if you pretend to be in control?”

How Did You Feel?

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“So, there will be a little knot in each team member’s stomach,” I said. “They will remember the discussion at the team meeting last week that was none too friendly, so you quickly adjourned. What are you going to do differently this week, assuming you are not going to avoid the discussion?”

Ron had to think. “I don’t want to avoid the conflict, but I do want to manage it.”

“And, how do you intend to manage it?” I asked.

“We need some sort of ground rules for the meeting when people disagree. I want to keep the emotions out of it,” Ron replied.

“What if emotions are all part of the conflict?” I smiled. “Because if there is a conflict, there are usually emotions attached.”

“But, it’s emotions that caused the conflict,” he insisted.

“Think about this shift,” I probed. “Emotion is part of the conflict, not necessarily the cause. And, if we don’t acknowledge the emotion, it will get stuffed down. Stuffed down emotion causes people to armor up, get defensive and go into self-protection. Could you ask a question to the group that would require each person to just check-in on what they were feeling last week during the altercation and how they feel today as we work toward resolution.”

“You mean like ask them to talk about their feelings?”

I nodded. “Yes. Like this. How did you feel last week during the discussion between Jim and Fred when things got heated?”

“Is that a question for me, right now?”

I nodded again. “Yes.”

Management Blog

Management Practices based on the Time Span research of Elliott Jaques.

Category Archives: Teams

Three Accountabilities

A Manager’s Goal

Written vs Verbal

Drill a Hole in the Wall

The Big Derailer

What Would Happen?

Hall Pass

Pretending

How Did You Feel?