Shipulski On Design

Archive for September, 2018

Your company believes everything should always go as planned.

You still have to do your regular job.

The project’s completion date is disrespectful of the work content.

Your company doesn’t recognize the difference between complex and complicated.

The team is not given the tools, training, time and a teacher.

You’re asked to generate 500 ideas but you’re afraid no one will do anything with them.

You’re afraid to make a mistake.

You’re afraid you’ll be judged negatively.

You’re afraid to share unpleasant facts.

You’re afraid the status quo will be allowed to squash the new ideas, again.

You’re afraid the company’s proven recipe for success will stifle new thinking.

You’re afraid the project team will be staffed with a patchwork of part time resources.

You’re afraid you’ll have to compete for funding against the existing business units.

You’re afraid to build a functional prototype because the value proposition is poorly defined.

Project decisions are consensus-based.

Your company has been super profitable for a long time.

The project team does not believe in the project.

Image credit Vera & Gene-Christophe

The primary responsibility of management is to allocate resources in the way that best achieves business objectives.  If there are three or four options to allocate resources, which is the best choice? What is the time horizon for the decision? Is it best to hire more people? Why not partner with a contract resource company? Build a new facility or add to the existing one? No right answers, but all require a decision.

Rule 1 – Make decisions overtly. All too often, decisions happen slowly over time without knowledge the decision was actually made. A year down the road, we wake up from our daze and realize we’re all aligned with a decision we didn’t know we made. That’s bad for business. Make them overtly and document them.

Rule 2 – Define the decision criteria before it’s time to decide. We all have biases and left to our own, we’ll make the decision that fits with our biases.  For example, if we think the project is a good idea, we’ll interpret the project’s achievements through our biased lenses and fund the next phase. To battle this, define the decision criteria months before the funding decision will be made. Think if-then. If the project demonstrates A, then we’ll allocate $50,000 for the next phase; if the project demonstrates A, B and C, then we’ll allocate $100,000; if the project fails to demonstrate A, B or C, then we’ll scrap the project and start a new one.  If the decision criteria aren’t predefined, you’ll define them on-the-spot to justify the decision you already wanted to make.

Rule 3 – Define who will decide before it’s time to decide. Will the decision be made by anonymous vote or by a show of hands? Is a simple majority sufficient, or does it require a two-thirds majority? Does it require a consensus? If so, does it have to be unanimous or can there be some disagreement? If there can be disagreement, how many people can disagree? Does the loudest voice decide? Or does the most senior person declare their position and everyone else falls in line like sheep?

Think back to the last time your company made a big decision. Were the decision criteria defined beforehand? Can you go back to the meeting minutes and find how the project performed against the decision criteria? Were the if-then rules defined upfront? If so, did you follow them? And now that you remember how it went last time, do you think you would have made a better decision if the decision criteria and if-thens were in place before the decision? Now, decide how it will go next time.

And for that last big decision, is there a record of how the decision was made? If there was a vote, who voted up and who voted down? If a consensus was reached, who overtly said they agreed to the decision and who dissented? Or did the most senior person declare a consensus when in fact it was a consensus of one? If you can find a record of the decision, what does the record show?  And if you can’t find the record, how do you feel about that? Now that you reflected on last time, decide how it will go next time.

It’s scary to think about how we make decisions.  But it’s scarier to decide we will make them the same way going forward.  It’s time to decide we will put more rigor into our decision making.

Image credit – Michael J & Lesley

We think we have more control than we really have.  We imagine an idealized future state and try desperately to push the organization in the direction of our imagination.  Add emotional energy, define a rational approach, provide the supporting rationale and everyone will see the light. Pure hubris.

What if we took a different approach? What if we believed people want to do the right thing but there’s something in the way?  What if like a log jam in a fast-moving river, we remove the one log blocking them all? What if like a river there’s a fast-moving current of company culture that wants to push through the emotional log jam that is the status quo?  What if it’s not a log at all but, rather, a Peter Principled executive that’s threatened by the very thing that will save the company?

The Peter Principled executive is a tough nut to crack. Deeply entrenched in the powerful goings on of the mundane and enabled by the protective badge of seniority, these sticks-in-the-mud need to be helped out of the way without threatening their no-longer-deserved status. Tricky business.

Rule 1: If you get into an argument with a Peter Principled executive, you’ll lose.

Rule 2: Don’t argue with Peter Principled executive.

If we want to make it easy for the right work to happen, we’ve got to learn how to make it easy for the Peter Principled executive to get out of the way.  First, ask yourself why the executive is in the way. Why are they blocking progress? What’s keeping them from doing the right thing? Usually it comes down to the fear of change or the fear of losing control.  Now it’s time to think of a work product that will help make the case there’s a a better way. Think of a small experiment to demonstrate a new way is possible and then run the experiment. Don’t ask, just run it. But the experiment isn’t the work product. The work product is a short report that makes it clear the new paradigm has been demonstrated, at least at small scale.  The report must be clear and dense and provide objective evidence the right work happened by the right people in the right way.  It must be written in a way that preempts argument – this is what happened, this is who did it, this is what it looks like and this is the benefit.

It’s critical to choose the right people to run the experiment and create the work product. The work must be done by someone in the chain of command of the in-the-way executive.  Once the work product is created, it must be shared with an executive of equal status who is by definition outside the chain of command.  From there, that executive must send a gracious email back into the chain of command that praises the work, praises the people who did it and praises the leader within the chain of command who had the foresight to sponsor such wonderful work.

As this public positivity filters through the organization, more people will add their praise of the work and the leaders that sponsored it.  And by the time it makes it up the food chain to the executive of interest, the spider web of positivity is anchored across the organization and can’t be unwound by argument. And there you have it. You created the causes and conditions for the log jam to unjam itself.  It’s now easy for the executive to get out of the way because they and their organization have already been praised for demonstrating the new paradigm.  You’ve built a bridge across the emotional divide and made it easy for the executive and the status quo to cross it.

Asking for the right work product is a powerful skill. Most error on the side of complication and complexity, but the right work product is just the opposite – simple and tight. Think sledgehammer to the forehead in the form of and Excel chart where the approach is beyond reproach; where the chart can be interpreted just one way; where the axes are labeled; and it’s clear the status quo is long dead.

Business model is dead and we’ve got to stop trying to keep it alive. It’s time to break the log jam. Don’t be afraid. Create the right work product that is the dynamite that blows up the status quo and the executives clinging to it.

Image credit – Emilio Küffer

There are four ways to run projects.

One – 80% Right, 100% Done, 100% On Time, 100% On Budget

• Fix time
• Fix resources
• Flex scope and certainty

Set a tight timeline and use the people and budget you have.  You’ll be done on time, but you must accept a reduced scope (fewer bells and whistles) and less certainty of how the product/service will perform and how well it will be received by customers. This is a good way to go when you’re starting a new adventure or investigating new space.

Two – 100% Right, 100% Done, 0% On Time, 0% On Budget

• Fix resources
• Fix scope and certainty
• Flex time

Use the team and budget you have and tightly define the scope (features) and define the level of certainty required by your customers. Because you can’t predict when the project will be done, you’ll be late and over budget, but your offering will be right and customers will like it. Use this method when your brand is known for predictability and stability. But, be weary of business implications of being late to market.

Three – 100% Right, 100% Done, 100% On Time, 0% On Budget

• Fix scope and certainty
• Fix time
• Flex resources

Tightly define the scope and level of certainty. Your customers will get what they expect and they’ll get it on time.  However, this method will be costly. If you hire contract resources, they will be expensive.  And if you use internal resources, you’ll have to stop one project to start this one. The benefits from the stopped project won’t be realized and will increase the effective cost to the company.  And even though time is fixed, this approach will likely be late.  It will take longer than planned to move resources from one project to another and will take longer than planned to hire contract resources and get them up and running.  Use this method if you’ve already established good working relationships with contract resources.  Avoid this method if you have difficulty stopping existing projects to start new ones.

Four – Not Right, Not Done, Not On Time, Not On Budget

• Fix time
• Fix resources
• Fix scope and certainty

Though almost every project plan is based on this approach, it never works.  Sure, it would be great if it worked, but it doesn’t, it hasn’t and it won’t. There’s not enough time to do the right work, not enough money to get the work done on time and no one is willing to flex on scope and certainty.  Everyone knows it won’t work and we do it anyway.  The result – a stressful project that doesn’t deliver and no one feels good about.

Image credit – Cees Schipper