Category Archives: Timespan

Could They Have Found It Here?

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“But, how could I possibly know a year in the future, what my team members will do?” Melanie asked. “I don’t even know what I am going to be doing a year from now.”

“That’s an interesting question,” I replied. “What questions could you ask? Think about the two supervisors you just lost, who graduated from night school. What questions could you have asked?”

“Well, I could have asked them if they were going to night school.”

I smiled. “You already told me you knew they were going to night school, so somehow you had managed to ask that question. Think deeper. Think further out into the future.”

Melanie’s mind began to crank. “I could have asked them what they were studying. I could have asked why that interested them. What they hoped would happen as a result of going to school.”

“And if you had known the answers to those questions?” I prompted.

“I guess I would have found out if what they wanted was something they could find here, in our company.”

“But you didn’t get that chance, did you?” -TF

Melanie’s Discovery

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Melanie was thinking. I repeated my question.

“What things do you need to pay attention to that will have an impact one year from now?”

“This company is pretty stable in what it does,” she replied. “We may replace a machine or our volume might go up or down. But what is really volatile, is the people. You never know what is going to happen with the people.” Melanie’s mind began to race like she had just discovered uranium.

“You’re right,” she continued. “The biggest thing that always changes is the people.”

“And even if the people don’t change, the people change. Even if it’s still the same people, they are not the same people.”

Melanie’s discovery of uranium was shifting to panic. This new world that opened up just a few seconds ago, suddenly got very scary.

“So, I am responsible for knowing that, a year into the future?” she asked.

I nodded. -TF

Seeing the Future

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“You were promoted because your manager was promoted. I didn’t think you were ready to make the move from supervisor to manager, but the position was open and the COO was impatient. He is now having second thoughts when he looks at your turnover statistics.”

Melanie became quiet. Her voice was calm. “I didn’t know that. But you said two of my supervisors quit because they graduated night school and got better jobs. I can’t help that?”

“We didn’t find that out until the exit interview. They had jobs lined up three months before they gave you notice. And you didn’t know.”

“But how was I supposed to know. We stay pretty busy around here,” she protested.

“Melanie, the job of being a manager is not about being busy. It’s not about scrambling to save the day. As a supervisor, you were effective at that. Now, it is killing your effectiveness as a manager. As a manager, your role is completely different.

“You said you could anticipate things, as a supervisor,” I continued. “You said you could see the future. I need you to see even further into the future. As a manager, I need you to think out 12 months.”

Melanie shifted, sat up, “But, who knows what is going to happen a year from now?”

“Indeed,” I said. “What things do you need to pay attention to that will have an impact one year from now?” -TF

From Supervisor to Manager

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Our next Leadership program kicks off January 9, 2008. For registration information, visit www.workingleadership.com.
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“Do you know why you were promoted from supervisor to manager last year?” I asked.

“Because, I was the best darn supervisor the company had,” Melanie replied.

“And, being the best supervisor, what did you do that none of the other supervisors were able to do?”

“Oh, that was easy. I could see the future. I could tell when something was going to get screwed up, weeks ahead of time, and I could adjust the schedule to make sure we stayed productive. You know, if you reject some raw material because it’s out of spec, that means you have to shift some stuff around.”

“Yes, you were one of the best schedulers around.”

“What do you mean, were?” quizzed Melanie. “I still am.”

“Not exactly. Do you know why you were promoted from supervisor to manager last year?” -TF

Three Months Notice

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“This is all spilt milk, anyway,” Melanie snorted. “I know I have to buckle down, get out there, split up the work, then see if I can put an ad in the paper. I have gone through this before, third time this year.”

“I know,” I nodded. “I have read the exit interviews. Did you know that two of the three supervisors that left you this year had graduated from night school?”

Melanie’s eyes got wide. “Well, I knew they were going to school at night.”

“Did you know they had new jobs lined up three months before they graduated?”

“Well, I thought that was all talk. I didn’t pay any attention to that.”

“I know you didn’t pay attention. If you had paid attention, you would have three months advance time to prepare a new supervisor to take over. Now, you have to scramble. Melanie, the only reason you still have a job, here, as a manager, is that you are a pretty good scrambler. But, one day, you won’t be able to scramble and you’ll get sacked for a loss.” -TF

The Manager’s Meeting

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In response to Michelle’s comment to yesterday’s post.

Question:

Will you expand upon the idea of planning like a democracy? Democracy implies to me that decisions are up for a vote and majority wins.

I am certainly all for a manager soliciting the best advice from his team, but ultimately the manager must have the authority to decide, as it is the manager who is accountable for the output of the team.

My experience is that teams are OK with the ultimate decision being that of their manager, as long as they know this upfront. Employees advise and recommend, but the manager decides.

Conversely, when a manager says or implies he’s running a democracy and the majority recommends something that the manager ultimately overrules, the team feels betrayed – and rightfully so.

Your thoughts?

Response:

In his book Driving Force, Peter Schutz characterizes the distinction between planning and implementation using analogies to organizational processes of dictatorship and democracy. His distinction is to make the point that most managers reverse the process, making decisions like a dictator and then wondering why the implementation is wrought with democratic slowness.

For implementation to be competitive, it requires the streamline efficiencies analogous to those found in a dictatorship. In implementation, there is seldom time for discussion, divergent opinions or tactful instruction.

To implement in this way, however, requires the planning process to incorporate processes analogous to those found in democracies. Planning must include the participation of those stakeholders in discussion, alternatives, contingencies, related issues, including the impact on all parties.

Your question centers around the specific accountabilities in the process of decision making. You are correct, the manager must make and be held accountable for the decision. And in fact, team members who participated in the process do not have to agree with the decision; they only have to agree to support the implementation of the decision made by the manager. It is their participation that is critical. People will support a world they help to create.

Elliott Jaques (Requisite Organization) goes so far as to rename the weekly team meeting to the weekly manager’s meeting to clarify the accountability.

What is Necessary?

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“Where do we start?” I repeated. “If the system has the most impact in productivity, efficiency, anything connected to people working together, where do we start?”

Derrick looked at me blinking. “That’s a pretty big question,” he finally replied. “I think about a lot of things during the day, but to answer that question, I have to put almost everything else aside.”

“Yes, if you stripped everything else away, back to a blank sheet, how would you design the organizational system? What are the first things to think about?”

“Well, it has to go back to purpose,” Derrick nodded his head. “I am an entrepreneur. When I think about machinery, equipment, facilities, I only think about what is necessary to achieve the purpose. So, it gets back to vision and mission.”

“So, if you connect back to vision and mission, you would put in place only what is necessary?”

“Yes.”

“When you think about machines, equipment and facilities, what is necessary, is pretty easy. When you think about the people you will need, what do you think about?” -TF

System of Roles and Relationships

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“It’s the system, Derrick,” I began. “If you imagine the relationships between Managers and their direct reports, between team members and their Managers-Once-Removed. If you can see these relationships as a system of people, do you think the structure of the system has anything to do with the way that people behave inside of this system?

“It’s the way that we define those relationships, define those roles. It’s the system. Unfortunately, most managers, most VPs, most Chief Executives never sit down to think about this structure, this system. And the system has the largest impact on things like productivity, efficiency and even morale.

“There are excellent systems and there are poor systems. Tell me, what do you think is the difference? Where should we look first?” -TF

A Judgment Most Avoid

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Picking up our discussion about Results vs. Effectiveness, Kurt posed the question.

Question:
Results can be measured, how do you measure effectiveness?

Response:
Effectiveness is a matter of judgment. Effectiveness is a matter of managerial judgment. How well does Rudy perform in the achievement of the desired goal? Given all the ins and outs, the difficulties faced, the unanticipated, unplanned monkey wrenches that get in the way, how well does Rudy perform?

This is a matter of managerial judgment.

Given that:
1. Any task (or role) requires a certain capability.
2. The person assigned has the appropriate capability.

The judgment is whether the person is committing their full capability to the task (or role).

This is NOT a “matter of counting outputs, super credits for super outputs, or penalties for lateness or sub-standard quality.” * This is about bringing their full capability to the completion of the task.

It is the job of the manager to observe and account for all the surrounding circumstances and make this most important judgment. And it is precisely this judgment that most managers avoid.

*Elliott Jaques, Requisite Organization, 1989.

Results vs. Effectiveness

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“I’m curious, though,” Jonas remarked. “As we create these tests for Rudy, to determine his capability in longer Time Span tasks, I am wondering how long this assessment period will take? If we test his capability on a 12 month Time Span task, does that mean we have to wait for the results after 12 months to make our decision? We base our Performance Appraisals on results. In fact, we hired a consultant to come in to develop our Results-based Performance Appraisal System.”

I held back, all but a glint of a smile. “You bring up a very interesting question. Many companies proclaim an undying commitment to a results orientation. Management For Results. But let me ask you this, Jonas. When you observe a 12 month Time Span task, do you have to wait 12 months for the results to determine whether the person is being effective in the position?”

Now, it was Jonas’ turn to smile, as he shook his head from side to side. “No, you don’t. You can tell way before that.” Jonas stopped, then continued. “I wonder about our system of Performance Appraisals. Perhaps instead of Manage for Results, we should Manage for Effectiveness?”