Category Archives: Timespan

How Many Manager Levels?

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From the Ask Tom mailbag –

Question:
The template you sent out looks like it only handles five levels of work. Our organization has seven manager layers, total headcount 62 people. How do we fit in the extra two layers?

Response:
The reason you have more than five manager layers in your company is that you use some other criteria to define a managerial layer. You decided someone in your company needed some manager experience, so you promoted them with a new title, and gave them someone to manage. Your criteria for creating a new manager level was that someone needed experience. Your criteria has nothing to do with the complexity of problem solving or decision making. You created a managerial layer as an accommodation to a single person. Don’t organize the work around the people, organize the people around the work.

With a headcount of 62 people, I can safely assume that your company should have no more than five layers and possibly needs even fewer. Stop looking at the people you have, and look at the work. What is the necessary work required to accomplish your organization’s mission? When you base your organizational structure on the complexity of decision making and problem solving, the work naturally falls into the levels described below. Using that framework, you can identify where your organization is bloated and where it is thin (too thin).

Levels of Work

  • S-V – Business Unit President or SME CEO. The focus is on the entire enterprise as it sits in its marketplace.
  • S-IV – Executive manager. The focus is on the integration of departmental workflow. Looks closely at work handoffs from one department to another and the output capacity of each department as it sits next to its neighboring departments.
  • S-III – Manager. The focus is typically on a single department, which contains a single serial system, or a single critical path.
  • S-II – Supervisor. This is a coordinating, implementing role, making sure production work is complete, within spec and on-time.
  • S-I – Production. The focus is on pace and quality, how many units at a specific spec.

Art Form or Detective Work?

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From the Ask Tom mailbag –

Question:
Love it – the four levels of thinking directly related to the flow of inputs, manner and tempo. This helps so much in understanding an additional vector of complexity, in addition to future ambiguity (as measured by timespan).

Is there a measure that is commonly used and can be attributed to positions in a Requisite Organization design? Can we measure the amount of activity needed in each/any of the four levels to know what type of sophistication a) the org needs at that level and b) that a candidate has? Or is it intuitive only (we sense it and we know it when we see it)?

Can you use this to help bring clarity to the org chart?

Response:
Some would say that identifying capability is an art form, know it when we see it. My take is that it’s more detective work, assembling clues within a framework. The brilliant insight in the question is the focus. Typically, in an attempt to identify capability, we focus on the person. More brilliant, in the question, the focus is on the work, flow of inputs, manner and tempo.

I don’t judge people, I’m not very good at it. But, I DO judge the work. My calibration of level of work always ends with timespan, but at first blush, timespan might mislead, I need other clues, and then timespan falls in place. If all projects are one-week projects and we have twenty of them, it might seem the timespan is one week. But, to handle twenty simultaneous projects, the start time and the stop time begins much earlier and ends much later than the one-week project.

Before the projects start, we have to examine, in all the projects, what is the same? Can we apply the same solution to identical problems? In all the projects, what is different that requires a unique solution? What is our capacity to handle twenty simultaneous projects? Do we need two project managers or four project managers? If we only have two PMs and need four, where will we find two more? What steps in the project can be started immediately? What steps can be done at the same time? What steps must be done sequentially? When we start to answer those questions, we find the timespan is much more than one week?

Laying out the org chart, I generally use a pre-cursor document (spreadsheet) that has columns for each function on a team, or columns for each team in a department, or columns for each department in the organization. The rows in the spreadsheet designate level of work. If you would like a copy, just drop me an email. I use this spreadsheet to clearly identify the level of work before I translate the structure into an org chart.

Assessing Capability

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“Your turn,” I said. “Step me through these four levels of work and tell me where you think Jason is struggling.”

Elisa started slowly.

  • Direct action – Jason began as a project manager. We started him on simple projects, things (variables) came at him slowly enough where he had the time to immediately respond, and in that, he was very effective.”
  • Diagnostic Accumulation – Jason did so well on a single project, that we gave him two simultaneous projects. The just reward for hard work is more hard work. With two projects, he did the second project the way he did the first project. He was able to effectively put things together, recognize similarities, connect the dots.
  • Serial Thinking – is where Jason begins to struggle. We asked him to work over the shoulder of junior project managers, up to twenty simultaneous projects. We thought the project management software would handle all the detail, but the sheer volume of decisions and problem solving required Jason to think ahead, anticipate. He had to play “What if?” He had to look at twenty projects and see all the things that were the same, simultaneously understanding the nuanced differences between each project. He had to put a system together and that’s where he struggled.
  • Interactive Systems Thinking – is way beyond Jason. Project management sits inside our organization next to estimating, procurement, logistics, workforce and finance. Most of that is outside of Jason’s scope.

“And, so, where would you peg Jason’s level of capability?” I asked.

“Now, it’s very easy,” Elisa nodded her head. “Jason is on the upper end of Diagnostic Accumulation, but struggles with Serial Thinking.”

“Understanding this framework, can you now, as Jason’s manager, more accurately determine what project assignments, how many, how complex that Jason can effectively handle?”

Four Levels of Work, Four Levels of Capability

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“Okay, okay,” Elisa replied. “You are right, easy to see the number of variables in a single project multiplied by twenty projects.”

“This will help us understand the complexity of what we are asking Jason to do and Jason’s capability to actually do it. When we look at levels of work, identifying the level of work in a project, we have to look at the variables. More variables, the more complex the variables, the more difficult the task, more difficult problems, more difficult decisions,” I began to lay the groundwork.

“We understand projects and we understand variables,” I continued. “Let’s look at Jason’s capability* to effectively respond.

  • Direct Action – are variables we can deal with one at a time, that come at us at a pace where we can see it arriving and deal with it.
  • Cumulative Action – are variables that arrive together, where the pace of incoming is faster. We are required to diagnose things together (diagnostic accumulation). We can solve problems that look alike the same way, but only if we are able to see those similarities quickly enough.
  • Alternative Serial Thinking – are variables that arrive in groups, the pace of incoming groups is so fast that to effectively deal with the problems and decisions, we have to anticipate. That is why this level of work requires as much thinking (ahead) as it does action.
    We have to think of each group as a system, with internal cause-and-effect elements.
  • Mutually Interactive Groups – are groups of variables that, as they arrive, begin to impact other groups of variables. If we can see each group as a system, we have incoming systems that impact other systems, systems thinking.

“Our ability to think and act effectively is an accurate way to understand an individual’s capability. You can also see the progression in variables as we move from five simultaneous projects to twenty simultaneous projects.”
——-
*Four levels of mental processing. Elliott Jaques. Requisite Organization

Complexity of Similar Projects

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“Jason is our best project manager,” Elisa described. “But, I gave him just a little bit more responsibility and he is failing. Not only that, it’s impacting the rest of our project management team.”

“How so?” I asked.

“When Jason started here, he did so well on his first project that I gave him another project at the same time, two projects. And, he did that so well, I gave him a third project.”

“And?”

“After a year and a half, I asked him to look over the shoulder of another junior project manager, who was struggling with two projects.”

“So, that’s three projects plus two projects,” I confirmed.

“By then, he already had two more projects himself, so that would be five projects plus two projects,” Elisa replied.

“I see where this is going. He is failing. How many projects does he have on his plate, now?”

“Well, we have five project managers on the team. Everyone is handling two to three projects. I just asked Jason to look over everyone’s shoulder and make sure all the projects are running smoothly.”

“I have ten fingers and ten toes, how many total projects?”

Elisa stopped to compute the number. “Okay, let’s use all your fingers and toes, let’s say twenty projects.”

“Twenty projects is different from his original five projects,” I started. “Let’s talk about the complexity of twenty projects, Jason’s natural capability, and where the mismatch may be. Looking at your project management software, how many variables on a single project? Are the projects all the same, with the same variables? How are the variables grouped into phases, related to time? Can some variables be accomplished simultaneously, while other variables depend on each other and have to be done is a specific sequence? Now, multiply all that by twenty. Handling five projects is one level of work. Handling twenty projects is a different level of work.”

Moving From a Level of Competence

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“If James sees the world in a whole new way, not as a set of unbending rules, but rules in the context of reality, how competent is James at this new approach?” I asked.

Marie was quick to answer, “He’s terrible at it. He appears unsure, he questions, so the people around him question. I agree that it is a better idea to check the project status before we show up, but now what? His crew becomes disorganized, they don’t know what to do.”

“Do you think, with more experience, that James will get better at anticipating project delays and get better at deploying his crew in a different direction?”

“Of course,” Marie replied. “It’s just, that it’s a mess now.”

“When James showed up on schedule without regard for the project status, how far did he have to think in the future?” I asked.

“Not very far,” Marie observed. “It was easy, plan for the project schedule, whatever the schedule says, is what he planned for. He didn’t have to think that far into the future.”

“And, now that James checks project status before he shows up, how far does he have to think into the future?”

“It’s much different,” Marie replied. “He has to think ahead and create contingency plans so his team knows what to do in the event of a schedule change.”

“So, he is getting better at detecting a schedule change, AND, he is in learning mode in creating contingency plans. You’re his coach, you now have some direction on where he needs your help. What questions can you ask James, where he focuses a few more days in the future and confidently directs his team in a different direction? What you are observing in James is a maturation in timespan. Maturation doesn’t move from one level of competence to another level of competence. It moves from a level of competence (always abiding by the rules) to a level of awareness (the rules don’t always fit reality) that creates confusion and a bit of struggle. Help James through that struggle, he will become more competent, in due time.”

A Shift in Coaching Strategy

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“When you talk to James about his new way of checking project status the day before his crew is supposed to work, what does he say?” I asked.

Marie had to think back to her last conversation. “James is right. There is no sense showing up if the project isn’t ready, even if our contract says we are supposed to show up according to the project schedule. He still documents the delay, but says he looks for a more productive use for his crew, rather than having them stand idle waiting for the project to catch up to us. He used to look only at the project schedule, but now, he says, he looks for buffers in the schedule where another team might take longer than expected. He used to be a stickler with the schedule, now he says, why get so upset, go with the flow, plan for the schedule, but execute for reality.”

“And?”

“I guess I do the same thing,” Marie said. “It’s just such a change for James.”

“Are our projects different, now? Are the other project teams different? Are we using different materials? Are we using different equipment? Are our project schedules any different? What has changed?”

“You’re right,” Marie concluded. “The thing that is different is James.”

“My guess, as James’ manager, you didn’t have to coach James very much because he was always predictable, by the book. But, James woke up one morning and saw, sometimes, the book was wrong. The schedule was not right. He began to see the schedule, not as black and white, but something variable, you used the word buffers. And, you admit, you do the same thing in your role.”

Marie nodded, so I continued. “James is maturing. It’s not just that he is gaining more experience, he is maturing in the way that he sees the world. He used to see the world as a set of unbending rules. He now sees the rules as a set of intentions embedded in reality. You observed this new way has created some problems with his crew, not knowing, for sure, what they are supposed to do. Your job, as James’ coach is also shifting.”

Timespan of Uncertainty

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“You know, that’s really the most difficult part,” Taylor explained. “I have to make decisions today that might not come into play for another year. I have to make decisions. I have to make commitments. Sometimes, I even have to gamble.”

“What makes it so difficult?” I asked.

“It’s the uncertainty of what might happen. It’s the uncertainty of the future. Our projects are complex, you know, detail complex. But the real complexity comes from the uncertainty.”

Timespan of Discretion

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“Your goal is to make it all happen according to your schedule?” I continued. “Sounds easy. Can’t you just make up a schedule and tell everyone they have to follow it?”

Taylor chuckled and shook his head. “I wish. No, my schedule has to meet the Contractor’s schedule and it has to mesh with all the sub-trades on the job. And most importantly, my schedule has to be tight enough to match the budget and man-hours in our original estimate. There are a thousand things that have to go right. By the way, we have 30 other projects that will happen during this same twenty two months.”

“So, let’s talk about the decisions that go along with your goal. Every role has decisions that must be made. That’s the work that must be done. Your effectiveness in managing this schedule depends on the decisions that you make. When I look at the Timespan of your goals, I also look at the Timespan of your decisions, your Timespan of Discretion.”

Longest Project

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“Tell me, what is your longest Timespan goal?” I asked.

Taylor sat across the conference table. He was in charge of project scheduling. At any given time, his company has 30-35 projects in play. Some of the projects only last 4-5 weeks. Others last 12-15 months. Yet, every project is important. No details can be dropped, no matter how small.

“What do you mean?” Taylor asked. “I work with a Project Management software. I spend time meeting with all the Project Managers, looking at their contracts, their change orders, the deadlines in their project segments.”

“What is your longest project?”

“The longest one, is the Phoenix project. We got the contract last week. I have already been looking at it for a couple of months though, ever since it came through our estimating department. It’s a big project and we had to see if we could even mobilize to do it. Twenty two months is the schedule.”

“And what is the goal, what is your goal?” I asked.

“At the end of the project, all of the materials showed at the job site, all the crews showed up to do the production. The equipment required, whether we own it, or rented it, was on-site. All the trades that we had to coordinate, everything happened according to my schedule. That’s my goal.”