That Time of Year

From the Ask Tom mailbag:

Question:

This is the time of year when I’m expected to conduct annual performance reviews on my engineering staff. For the most part it’s a positive experience because I have a good group. It’s a part of my job that I really don’t look forward to though, since there are some people who will be disappointed with my evaluation. I’m looking for ways that would make this process more objective to eliminate any perception of personal bias. Do you have any suggestions or procedures for conducting these discussions that could help?

Response:

Before you can determine an appropriate format for a performance appraisal, you first must determine your purpose.

Temper your consideration with the research findings of Dr. Edward Deming related to performance appraisals. “Those efforts that focus on improving the attentiveness, carefulness, speed, etc., of individual workers—without changing the systems, processes, and methods–constitute a low-yield strategy with negligible short-term results.”

I would concur with Dr. Deming, that if you are conducting annual performance appraisals “just because,” then it is likely a waste of your time.

So, over the next couple of days, we will explore this slippery slope. Here are some purposes we will talk about.

  • Reviewing a team members participation in the systems, processes and methods to identify improvements to those systems, processes and methods.
  • Establishing the scope of a role, both the required elements and the discretionary elements.
  • Personal effectiveness related to the established role.
  • Capability assessment related to Time Span (for the purpose of additional responsibility or promotion).

Each of these purposes is a conversation, but a different conversation, with a different format to get there. -TF
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Our next Leadership program begins February 27 in Fort Lauderdale. For more information, visit www.workingleadership.com.

Creating Undergrowth

“It’s strange,” Byron said. “A couple of years ago, we were on top of the world. We were the industry leader, now things are tightening. You just never know.”

“So, this was not predictable?” I asked.

“No, our growth curves just showed, no turning back. I mean, it wasn’t hockey stick growth, but continued growth just the same. We just didn’t think we would have to pull in our horns.”

“So, Byron, what’s the purpose for a forest fire?”

“What do you mean? How can a forest fire have a purpose?”

“From an ecological sense?”

Byron thought for a minute. “I have heard that when a forest becomes choked with undergrowth, a fire can clear it out. Though it appears devastating, that’s what brings on new growth.”

“What could that tell us about business cycles?” I probed.
“Sometimes the market gets overgrown and has to be cleared out?” Byron tested.

“Yes, in fact, if you look at macro economic climates, you will see very distinct cycles. Occasionally, there has to be a clearing of the undergrowth. So, what if you looked at your own internal business cycles, within your own company. What do you now see?”

Byron pondered. “I see that, as we grew, some of the things we created weren’t good for the long term health of the company. They seemed like a good idea at the time, but, perhaps, we were just creating undergrowth.”

Our Proud Service

“But the project you are talking about abandoning is a service that we have provided for more than a decade. Our customers have come to expect it. Heck, part of our reputation stands on it,” Byron protested.

“So, is it your moral duty to continue something that is no longer producing results? Or can you accept that, what you are known for, once served a market, but that market was temporary? And that proud service no longer satisfies a customer need.” -TF

Not More Research

Byron was thinking back. “I think we have done what you suggested. Every year, in our annual business plan, we look at the cost structure in each of our project areas. And each year, we find one or two things that don’t quite measure up.”

“What was the last project that didn’t measure up,” I asked. “And what did you decide about it?”

Byron’s curiosity turned into a muffled laugh. “You’re right. Now that I think about it, the people involved, in the last project going south, negotiated more time and actually spent a ton of market research money to find out that there wasn’t as big a market as they thought. Their dwindling net profit went underwater the more they studied it.”

“And now?”

Byron shook his head. “They are still holding on to some hope that the market will turn around.”

“The answer is NOT, how can we make another research study? The answer is, how can we get out of this? Or, at least, how can we put a tourniquet on the bleeding?” -TF
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The failure to accomplish a goal does not prove that more efforts and resources are needed. The failure to accomplish a goal may indicate that efforts should be stopped and a different path should be taken.

Old Indian saying, “When the horse is dead, it is time to get off.”

Absolute Minimum

“I know how to say NO to new things coming up, but most of our troubles are from decisions we have already made,” Byron confided.

“Each year, don’t you review your decisions about what you will and will not do, including the cost structure for each of those decisions?” I asked.

“You mean, our budget?”

I nodded. “Yes, your budget. When you look at each budget item, whether it is a direct cost or an indirect cost, you have to ask this question.

“Is this absolutely necessary?

“If the answer is NO, get rid of it, dismantle it, idle it.

“If the answer is YES, move to the next question. What is the absolute minimum necessary to perform this function to our spec.?” -TF
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This conversation with Byron is essential. By this time next year, the US will be in the thick of a downturn. There is still time to adequately plan your company’s scenario to adjust.

Note that if your industry is connected to residential housing, you are already in the thick of it.

Just Say No!

“You are right,” Byron continued. “The things that hurt us now are decisions we made a couple of years ago when times were good. It seemed like a good idea at the time. We didn’t think very hard about some of our bone-headed moves.”

“And, now?” I asked.

“And, now we have to get lean. Maybe really lean. It may get worse. We have to be able to take a couple more punches and still be able to maneuver, be able to take advantage of opportunities, but it’s difficult.”

“What is so difficult about it?”

“Well, now, everything has to be focused on a result. If it doesn’t produce a result, it has to go. It’s not pleasant. In many cases, we have to learn to say NO! So often, we try to figure out what TO do. Now we have to make decisions on what NOT to do.”

Quick look ahead. Our next Leadership program begins in Fort Lauderdale on February 27 and on March 3 in Miami. Visit www.workingleadership.com.

Not Under Pressure

“I’m not sure what happened,” Byron explained. “Our company was voted the number one employer two years ago. We have the best employee benefits, we have the best equipment, we have roomy workspaces, our sales people get trip incentives. All of a sudden, to stay profitable, we have to lay some people off. The mood around here turned south very quickly.”

“Times have been good?” I asked.

“Up ’till now.”

“What happened?”

“Sales have been off. Suddenly all these great things about our company are costing us out of business.”

“When were the decisions made that put you upside-down on your cost structure?”

Byron had to think back. “Three or four years ago, I guess. Those were the best of times.”

“It’s in the Best of Times that we make our biggest mistakes.” -TF

Decision Tree

Gregory St. Germain sits in Broward County jail because of a Decision Tree. At the city commission meeting, last night, in addition to an official commendation, my wife received more than one stern warning about citizens confronting criminals. (Link to story at the bottom of this post).

People ask me what my wife was thinking? She used a Decision Tree. In a split second, she reviewed these questions.

  • How large is the intruder? Is he bigger than me?
  • Is he moving toward me or away from me?
  • What is his mental state? Aggression? Or fear?
  • Does he show any signs of a weapon?

In a split second, the answer to all those questions was NO. The Decision Tree gave my wife the confidence (and poise) to give chase, pull the intruder off the fence and put his face in the dirt.

If the answer to any of those questions had been different, it would have changed her response.

Decision Trees can be valuable in making quick decisions, but only if you plan them in advance and train to them. Police officers and EMTs use Decision Trees all the time to govern their behavior. Managers can do the same.

Most management circumstances can be anticipated. Decision Trees can be explored in advance. Given a situation in your company, you and your team can be trained in the discipline of a Decision Tree.

How will your team respond? -TF

If you missed the story, here is the CNN link.

Training to Respond

It has been a lively discussion. If you missed the story on Fox News or CNN, you can follow the link at the bottom of today’s post.

So, let’s talk about training. After all, this blog is about management. What Gregory St. Germain didn’t understand was training. My wife trained three years in kick-boxing, with five years in a martial arts blend of kenpo and muay-thai, earning her black belt, and three years of kung-fu weapons training. That’s why St. Germain sits in Broward County jail.

I was not surprised.

Why is management training so important? Over the last 13 years, more than 1,000 managers have participated in my management program. It’s training. While I like to think it has a great curriculum (I compiled and wrote the book), it’s not the book that makes it work. It is the repetitive behavior drills.

In the end, I don’t care one whit what participants know about management. What I care about is, given a situation, can they do? Can they perform? Can they respond effectively? That’s why management training is so important.

Our local police chief, a former graduate of my management program, is quick to caution people about confronting criminals (my wife got a stern warning). So, tomorrow, we will talk about Decision Trees. –TF

If you missed the story, here’s the CNN link.

Split Decision

Twenty-four year old Gregory St Germain must have missed the photos on top of the television, photos taken at Margo’s Black Belt graduation. And he certainly missed the display of Kung Fu weapons in another bedroom. For several minutes, he organized what he considered to be loot, working room to room. Donning a backpack of valuables, ready for his exit, he heard the front door slam shut.

My wife noticed the frantic commotion in the hallway, a shadowy figure trying to release a deadbolt on a side door.

“I am not a victim,” she told herself.

CNN Link

I want to thank you all for the emails and phone calls. There are times in our lives when we are called upon to respond. For the next couple of days, we will talk about training, discipline, fitness and decision trees. -TF