Category Archives: Timespan

What Do You Train?

Leave a reply

From the Ask Tom mailbag:

Question:

You say that most companies do a fair job of technical training, but a poor job of supervisor or management training. How do we go about creating that training? What do we teach?

Response:

On Monday, I talked about the core skills of supervision. Most companies think people have those skills waiting in the wings, ready to go. Good technicians get promoted to supervisor without a second thought that the skills of supervision are totally different than the skills of doing the work.

Here is some of the material we cover for supervisors (Strata II) in our classroom program:

  • Time Management
  • Communication
  • Coordination
  • Delegation
  • Scheduling
  • Motivation
  • Short term planning
  • Problem Solving

Here is some of the material we cover for managers (Strata III) in our classroom program:

  • Accountability
  • Communication
  • Team Problem Solving
  • Goal Setting
  • Follow-up & Evaluation
  • Short & Long term planning
  • Control systems
  • Root Cause Analysis
  • Selecting Talent

Hope this helps. -TF

Tour de France Update

Some of the riders came to Tuesday’s stage ready to exhaust themselves in this last flat stage before the mountains. All of the sprinters lined up belching smoke and fire after a well deserved day of rest. Others came reserved, saving themselves for the first mountain stage on Wednesday.

Monday, Floyd Landis (USA-PHO) revealed his physical struggles over the past two years. At the young age of 30, he is a candidate for hip replacement surgery, yet he is riding the helm of the Tour in the catbird seat, just one minute behind the yellow jersey. Sergiy Gonchar (UKR-TMO) was able to hold the jersey without getting caught in the chaos at the finish.

Oscar Friere (ESP-RAB) took his second stage win of the Tour barely edging out Robbie McEwan (AUS-DVL). Tom Boonen (BEL-QSI) was in the fray, but couldn’t get his legs together, finishing fourth.

Wednesday begins the first of five mountain stages this year, two in the Pyrenees and three in the Alps. One of the climbs is “Out of Classification” and will surely spread the field. Watch for some interesting breakaways with a downhill finish.

Overall Standings after Stage Nine

1-HONCHAR, Serhiy -UKR-TMO -38hrs 14min 17sec

2-LANDIS, Floyd -USA-PHO –+1min

3-ROGERS, Michael -AUS-TMO –+1min 8sec

4-SINKEWITZ, Patrik -GER-TMO –+1min 45sec

5-KLÖDEN, Andréas -GER-TMO –+1min 50sec

6-KARPETS, Vladimir -RUS-CEI –+1min 52sec

7-EVANS, Cadel -AUS-DVL –+1min 52sec

8-ZABRISKIE, David -USA-CSC –+1min 53sec

9-FOTHEN, Marcus -GER-GST –+2min 3sec

10-MOREAU, Christophe -FRA-A2R –+2min 7sec

11-SAVOLDELLI, Paolo -ITA-DSC –+2min 10sec

12-MENCHOV, Denis -RUS-RAB –+2min 13sec

13-MAZZOLENI, Eddy -ITA-TMO –+2min 14sec

14-KESSLER, Matthias -GER-TMO –+2min 16sec

15-LANG, Sebastian -GER-GST –+2min 22sec

16-SASTRE, Carlos -ESP-CSC –+2min 27sec

17-HINCAPIE, George -USA-DSC –+2min 30sec

18-PEREIRO SIO, Oscar -ESP-CEI –+2min 57sec

19-LÖVKVIST, Thomas -SWE-FDJ –+3min 1sec

20-ROUS, Didier -FRA-BTL –+3min 15sec

Strata and Levels

4 Replies

From the Ask Tom mailbag:

Question:

What is Strata I and Strata II?

Response:

Looking at most company’s organizational charts, you can see the different levels of work. Jim Collins, in his book Good to Great describes them this way:

Level V – Level 5 executive work

Level IV – Effective leader

Level III – Competent manager

Level II – Contributing team member

Level I – Highly capable individual

It’s curious that while Collins wrote his book in 2001, there is a much clearer description of these roles written by Elliott Jaques, dating back to 1963.

Strata V – Business Unit President (Strategic Vision)

Strata IV – Manager (Integrator – Multiple Parallel Systems)

Strata III – Manager (Single Serial Systems)

Strata II – Supervisor (makes sure the work gets done)

Strata I – Team member (does the work)

Elliott used the word Strata as opposed to Level, in part because the word Level connotes the superiority of one level over another. Strata, in any geologic formation, require all layers to be robust and strong, none better that any other, all serving a requisite purpose.

I find Elliott Jaques research and writing much more detailed and helpful in building efficient organizational structure. To learn more about different Strata, you can visit www.managementblog.org and follow the Category link on Time Horizon.

Note: I have talked with several people who did not realize that we have more than 400 articles on our site all catalogued and indexed according to subject matter. Happy exploring.

Tour de France Update

Monday was a rest day. Tuesday is the last flat stage before we hit the Pyrenees. While preparing for the challenges ahead, why not unwind with some slot online gacor for a fun and exciting break before the next adventure begins?

Twisting in the Wind

2 Replies

From the Ask Tom mailbox:

Question:

How do you teach Strata II to a new manager? I have a problem at work because a peer who is also a manager is failing miserably in his new role and our boss will not help him or train him in any way, shape, or form.

I tell him things when he comes to me for advice for a particular situation but since I am trying to manage my department and people, I cannot spend the time and I do not have the authority to step in and diagnose all the problems and restructure and re-organize since I am a peer. I have instructed him to go to our boss and that did not help a bit.

The morale is getting worse & worse and the boss is ignoring it!

How do you teach Strata II?

Thank you very much for your guidance!

Response:

Your new Strata II manager is in a tough spot. It is not unusual, but it is still a tough spot.

He has been promoted to being in charge of a small number of people. He has a new completely different role that requires a brand new set of tools. Without any baseline experience as a supervisor, his self-confidence will be unstable.

Worse yet, your company will let him twist in the wind without direction. It’s not malicious. Most companies do not know how to work with brand new supervisors to make them successful.

You say you don’t have the time or the authority, but you appear to be willing to help as long as it doesn’t cost you the farm. If you are up for it, we can create a game plan. This is precisely the skill set we teach in our Working Management program (next session – July 24).

Step One is to specifically define the role. Remember, Strata I does the work. Strata II makes sure the work gets done. The core skills are scheduling people, coordinating materials, supplies and equipment, breaking down larger goals into daily work targets, monitoring work progress, checking for accuracy and completeness.

I don’t know what that means in your company, but that is where I would start. The written description to those questions should fit on one page.

The biggest tool for the Strata II manager is the weekly schedule, kept two weeks in advance. The two other important tools are checklists and short meetings (daily and weekly huddle meetings).

Get started on these items and brief us back here with an email.

If you (the rest of you) have a helpful suggestion related to our new Strata II manager, please post a comment below.

Tour de France Update

Stage Seven. Saturday’s Time Trial, as expected, broke the field wide open. The duo of Tom Boonen (BEL-QSI) and Robbie McEwan (AUS-DVL), who dominated the first week of racing predictably fell to 41st and 109th in the stage. Serhiy Gonchar (UKR-TMO) grinding it out in a heavy gear set a blistering pace and never faded, capturing a stage win and the yellow jersey. Team T-Mobile is doing quite well without Jan Ullrich who was scratched from the Tour 24 hours before the start.

Stage Eight. It is rare that a breakaway succeeds, but when it does, it becomes the isolated exception that keeps riders trying to break the rule. The peleton tried to organize for the catch, but it was too late with too much distance. It was an early break at 47km that held to the end (181km). The last three riders in the escape Sylvain Calzati (FRA-A2R), Kjell Carlstrom (FIN-LIQ) and Patrice HALGAND (FRA-C.A) held together until 148km when Calzati make a dash that neither Carlstrom nor Halgand could respond to. With 25km to go, Calzati was 30 seconds ahead. By the end, he had extended his lead to 2:05. It was his first career stage win.

The Tour takes a break on Monday with a relatively flat stage on Tuesday. Look for the sprinters to be back in force. Then we go to the mountains. Floyd Landis (USA-PHO), a former Armstrong teammate now racing for Team Phonak, seems poised to take advantage of his lead.

Overall Standings after Stage Eight

1-HONCHAR, Serhiy -UKR-TMO -34hrs 38min 53sec

2-LANDIS, Floyd -USA-PHO –+1min

3-ROGERS, Michael -AUS-TMO –+1min 8sec

4-SINKEWITZ, Patrik -GER-TMO –+1min 45sec

5-FOTHEN, Marcus -GER-GST –+1min 50sec

6-KLÖDEN, Andréas -GER-TMO –+1min 50sec

7-KARPETS, Vladimir -RUS-CEI –+1min 52sec

8-EVANS, Cadel -AUS-DVL –+1min 52 sec

9-ZABRISKIE, David -USA-CSC –+1min 53sec

10-MENCHOV, Denis -RUS-RAB –+2min

11-KESSLER, Matthias -GER-TMO –+2min 3sec

12-MOREAU, Christophe -FRA-A2R –+2min 7sec

13-SAVOLDELLI, Paolo -ITA-DSC –+2min 10sec

14-MAZZOLENI, Eddy -ITA-TMO –+2min 14sec

15-LANG, Sebastian -GER-GST –+2min 22sec

16-SASTRE, Carlos -ESP-CSC –+2min 27sec

17-HINCAPIE, George -USA-DSC –+2mim 30sec

18-PEREIRO SIO, Oscar -ESP-CEI –+2min 57sec

19-LÖVKVIST, Thomas -SWE-FDJ –+3min 1sec

20-ROUS, Didier -FRA-BTL –+3min 15sec

Time Span and Complexity

3 Replies

“I’m not sure that I understand time span,” Morgan said. “It’s not that I am resisting the idea, I’m just not sure how it works.”

“Let’s say I have a task that I want to delegate,” I explained, rolling up my sleeves. “I call you in and we discuss it. I lay out the delegation, talk about the performance standards. You have questions, we create an action plan. The meeting is over.

“From that moment, you begin to work ahead without my direction. You use your own independent discretionary judgment and finally complete the task.

“You arrive back in my office and say, ‘Okay, I’m all done!’ You clap your hands together and say, ‘What’s next?’

“You have just established the time span for that task and now need my direction on what to do next. Perhaps it was three days, maybe a week, whatever it took.

“Morgan, whenever I look at a position in the company, I always look at the time span for the various tasks that have to be completed. Time span indicates the complexity of the task. The longer the time span, the more complex is the task.

“Most companies underestimate the complexity of most roles in the organization and then are surprised when people fail to perform. By using time span as the measuring stick, we can be much more precise about the level of complexity.” -TF

A Supervisor’s Time Horizon

Leave a reply

Morgan was complaining. “You have been talking about checklists and schedules as the core tools for Project Managers and Supervisors. It just doesn’t seem that hard. Why don’t my PMs get it?”

“Morgan, it’s not just a matter of training. Supervising and Project Management are clearly Strata II roles. The role is different and the people are different.” I could see Morgan was struggling with this.

“But, if I take my lead technician, why can’t he seem to put a schedule together?” Morgan was pushing back.

“Morgan, I want you to think of these two roles in terms of time span. The time span required for a technician may be as short as one day. A person doing the work may only have to think about the work that needs to be done today.

“But the time span required for a supervisor is longer. And the story doesn’t end with just scheduling. Scheduling responsibilities may only require a two or three week time horizon, but there’s more. Supervisors must also think about building bench strength, recruiting technicians, training technicians, testing technical competence, cross-training. For a supervisor to be successful, I usually look for a minimum three month time horizon. The supervisor needs to be able to work into the future, without direction, using their own discretionary judgment, on tasks that may take as long as three months to complete.” -TF

Core Skills of Project Management

3 Replies

From the Ask Tom mailbag:

Question:

What do you consider the three most important parts of Project Management?

Response:

Project Management is a classic Strata II role. From a macro level, it involves the coordination of people, materials, equipment and project sequence. The three core management skills drive the project forward.

1. Project Planning (creating a comprehensive project plan including milestones and accountabilities).

2. Creating and monitoring a schedule (prioritizing and sequencing time frames associated with changing elements of a project).

3. Creating and monitoring a checklist (documenting and tracking all the details for completion and quality).

The value adds for Project Management are project control, accuracy to project specifications, timliness and completeness. -TF

One Simple Discipline

Leave a reply

“Purpose?”

“Purpose. The first step to having important meetings is to be crystal clear on the purpose for the meeting.” Phillip and I had been talking about meetings. Phillip was concerned that his Project Managers were having difficulty in what seemed basic stuff to him.

“We tell Project Managers that they need to have meetings, and then we wonder why their meetings fall apart. Bottom line is that most companies don’t train their supervisors and managers on how to conduct an effective meeting. They just expect it to happen, like magic.”

“So we need to start with purpose?” asked Phillip.

“Everything starts with purpose. Meetings run amuck when there is no purpose, or where people attending have different purposes. Until we get those purposes out on the table, our meeting is going to meander aimlessly.”

“How do we do that? Send an email out before the meeting?” pondered Phillip.

“Yes, it’s as simple as that. But think about it. How many meetings did you attend during the past month where there was no stated purpose and no agenda?”

Phillip didn’t have to think long. “You know, I don’t think I went to a single meeting last month where there was an agenda, much less, a stated purpose.”

“Now, I know some things managed to get done in those meetings, but they could have been much more effective. Do that one simple thing, and teach your PMs to do the same and you will see an improvement.” -TF

Running the Job

Leave a reply

“There is more?” Phillip asked. He was gaining a new appreciation for the role of the Project Manager. “This is more complex than I thought.”

“Phillip, one of the biggest mistakes a company makes when it hires people, is underestimating the Time Horizon required for the person to be effective in the position. The role of a Project Manager requires a brand new skill set, a skill set that most companies never train.”

“We talked about schedules and checklists, but you said there was another tool.”

I nodded. “Perhaps the most important tool. Meetings. Most PMs know they need to have meetings, but they just gut their way through. Nobody likes their meetings. They skip them if they can. Participation by team members hardly exists.

“Yet, if you think about it, running an effective meeting is an important management skill. It makes communication consistent because everyone hears the same thing. It provides the opportunity for interactive participation and questions. It encourages participation and promotes buy-in. It can be used as an accountability tool.

“But that rarely happens, because most managers don’t know how to hold an effective meeting.” Phillip was listening intently. It was beginning to sink in. Running the job is completely different than doing the job. -TF

The Next Tool

Leave a reply

Phillip was all ears. We had been talking about the core skills for a Project Manager. During the past four years, Phillip had been involved in hiring this level of project supervisor. In his mind, the most important skills were the technical construction skills.

He slowly understood that the role of Project Management was different. While the role of the crew member was to do the work, the role of the supervisor was to make sure the work got done. It required a completely different set of skills. It had nothing to do with hammers, saws or heavy equipment. It had to do with scheduling people and materials. It had to do with making sure the work was complete and finished on time.

“You said we need to teach our PMs how to put a schedule together?” Phillip asked.

“Yes, and a schedule is only one of the tools of the supervisor. Another important tool is a checklist.”

“You mean, like the punch list we use at the end of the job to wrap up all the unfinished details?”

“You got it,” I prompted. “Why use a checklist only at the end of the job. Checklists can be very useful through the entire project. There are a hundred things that need follow-up and no one can keep all that in their head. In fact, after a few jobs, a master checklist can be created for different parts of the project, like a template that can be used over and over.”

“And we should teach this to our supervisors?” Phillip was slowly getting on board.

“Yep. I know it comes second nature to you, but not to your junior Project Managers.” I stopped. Phillip had enough for today. “Tomorrow, I will come by and we can pick up the next Project Management tool.” -TF

What Does the Schedule Say?

Leave a reply

Phillip stared at me. His blood pressure was up, though he appeared calm, but not like a deer in the headlights.

“So, we should teach our Project Managers to schedule?” he asked, knowing the answer was yes.

“Look. Phillip. Think about this. What is the most frequent problem a Project Manager has to deal with?”

Phillip didn’t hesitate. “The contractor calls up and wants to know how come something on the job site isn’t happening the way he expected it to.”

“And what happens then?”

“Well, the PM starts scrambling. He jumps on his radio to find out what happened to the crew or the materials or the equipment. It can get a little chaotic.”

“Why doesn’t the PM immediately go to his schedule to find out what is happening?”

“His schedule?” Phillip almost started laughing. “His schedule won’t tell him anything.”

I stopped, waited for ten long seconds. “And why won’t his schedule tell him what he needs to know.”

It was Phillip’s turn to wait. He was trying to craft a response, but the only thing that came out was the truth. “I guess we don’t take schedules seriously enough to train our PMs on how to create them and use them.”

“So, Phillip. Yes, you need to train them on how to put a schedule together.” Phillip nodded slowly in agreement. “And that’s not all. There’s more.” -TF