Shipulski On Design

When there are too many projects, all the projects move too slowly.

When there are too many projects, adding resources doesn’t help much and may make things worse.

To speed up the important projects, stop the less important projects. There’s no better way.

When there are too many projects, stopping comes before starting.

All projects are important, it’s just that some are more important than others.  Stop the lesser ones.

When someone says all projects are equally important, they don’t understand projects.

If all projects are equally important, then they are also equally unimportant and it does not matter which projects are stopped.  This twist of thinking can help people choose the right projects to stop.

When there are too many projects, stop two before starting another.

Finishing a project is the best way to stop a project, but that takes too long.  Stop projects in their tracks.

There is no partial credit for a project that is 80% complete and blocking other projects.  It’s okay to stop the project so others can finish.

Queueing theory says wait times increase dramatically when utilization of shared resources reaches 85%.  The math says projects should be stopped well before shared resources are fully booked.

If you want to go faster, stop the lesser projects.

Image credit – Rodrigo Olivera

You can’t see if you don’t look.

You can’t look if you’re distracted.

You can’t be distracted if you’re living in the present moment.

You can’t live in the present moment if you’re sad about the past or afraid of the future.

You can’t be sad about the past unless you want it to be different.

You can’t be afraid of the future unless you want to control it.

You can’t want the past to be different if you accept things as they are.

You can’t want to control the future if you accept you have no control over it.

Yet, we want the past to be different and we want to control the future.

When you find yourself wanting the past to be different or wanting to control the future, focus on your breath for a minute or two.  That will bring you back to the present moment.

And if that doesn’t work, go outside and walk in nature for fifteen minutes then quiet yourself and focus on your breath for a minute or two.  That should bring you back to the present moment.

Everything gets better when you’re sitting in the present moment.

The projects you choose define the problems you solve.

The problems you choose to solve define the novel value delivered to the customer.

The people you choose to run the projects set the character of the projects.

The choice of the projects’ character defines how the people feel about working on the projects.

How people choose to feel about working on the projects influences the character of the projects.

The people on the projects choose how the problems are solved.

How people choose to solve problems defines how well the problems are solved.

The choice around how well problems are solved sets the level of goodness delivered to the customer.

The level of goodness you choose to deliver to the customer governs the incremental revenue you create.

It doesn’t seem right that the amount of incremental revenue is a choice.

But, when you choose the right projects and the right people to run them and you choose the right problems and the right people to solve them, incremental revenue becomes your choice.

image credit — officallychaz

You can solve problems that reduce the material costs of your products.

You can solve problems that reduce the number of people that work at your company.

You can solve problems that save your company money.

You can solve problems that help your customers make progress.

You can solve problems that make it easier for your customers to buy from you.

You can solve too many small problems and too few big problems.

You can solve problems that ripple profits through your whole organization.

You can solve local problems.

You can solve problems that obsolete your best products.

You can solve problems that extend and defend your existing products.

You can solve problems that spawn new businesses.

You can solve the wrong problems.

You can solve problems before their time or after it is too late.

You can solve problems that change your company or block it from change.

You are defined by the problems you solve.  So, which type of problems do you solve and how do you feel about that?

Image credit – Maureen Barlin

If you can’t imagine it, it’s impossible.

But if you can imagine it, at worst it can only be almost impossible.

Who controls your imagination?

What you think about something affects you like it’s true, even when it isn’t.

And what you think is true often isn’t.

Are you responsible for what you think?

If you have two things to do, that’s doable.  So, do them.

And if you have twenty things to do, chose two and do them.

What if getting ten things done in a week is enough?

If the work is good, it’s likely you’re doing it with people you enjoy.

And if you work with people you enjoy, the work gets better.

Which comes first, the good work or the people you enjoy?

If you tell someone what to do and how to do it, they can do it.

But if you’re not there to tell them, they cannot.

Will you always be there?

If you show you care, people know you care.

And if you tell people you care, they’re not sure.

Why not show them so they can be sure?

If you tell the truth, people can work with you even if they don’t share your truth.

But if you sometimes tell the truth, it means sometimes you don’t.

And how does that work?

image credit — Miranda Granche

When there’s a disagreement between the stated strategy and the active projects, believe the active projects.

When there’s a formal objective to reduce the number of meetings and the number of meetings doesn’t decrease, the desired outcome isn’t really desired.

When there’s a desire to reduce costs and there’s no hiring freeze, there’s no real desire to reduce costs.

When it’s acknowledged that there are too many projects and more projects are added, the doers’ morale tanks while the approvers’ credibility is decimated.

When people don’t talk openly about the mismatch between words and behavior, it does not mean they’re unaware.

When there’s a mismatch between words and behavior, people see it.

When you notice someone having a difficult time, take the time to check in with them.  An in-person “Are you okay?” is probably the best way, but a phone call, text, or video chat will also do nicely.

When you’re having a difficult time, when someone notices and checks in you feel a little better.

When someone reacts in an outsized way, use that as a signal to check in with them.  Your check-in can help them realize their reaction was outsized, as they may not know.  It’s likely a deeper conversation will emerge naturally.  This is not a time to chastise or judge, rather it’s a time to show them you care.  An in-person “You got a minute?” followed by a kind “Are you doing okay?” work well in this situation.  But a phone call or text message can also be effective.  The most important thing, though, is you make the time to check in.

When you check in, you make a difference in people’s lives.  And they remember.

Is a simple check-in really that powerful?  Yes. Does it really make a difference?  Yes. But don’t take my word for it.  Run the experiment for yourself.  Here’s the experimental protocol.

1. Pay attention.
2. Look for people who are having a difficult time or people whose behavior is different than usual.
3. When you notice the behavior of (2), make a note to yourself and give yourself the action item to check in.
4. As soon as you can, check in with them. Do it in person, if possible.  If you cannot, call them on the phone or send them a text.  Email is too impersonal. Don’t use it.
   1. To initiate the check-in, use the “You got a minute?” and “Are you doing okay?” language. Keep it simple.
   2. After using the language of (4.1), listen to them. No need to fix anything.  Just listen.  They don’t want to be fixed; they want to be heard.
5. Enjoy the good feeling that comes from checking in.
6. Repeat 1-5, as needed.

After running the experiment, I think you’ll learn that checking in is powerful and helps both parties feel better.  And the more you run the experiment (demonstrate the behavior), the more likely it will spread.

And, just maybe, at some point down the road, someone may reach out to you and ask “You got a minute?” and “Are you doing okay?”.

Image credit — Funk Dooby

If you always want to be right, it’s time to ask new questions.

If you want to listen well, don’t talk.

If you want to start something new, stop something old.

If you want to do it again for the third time. give someone else a chance.

If you want it to be perfect, you don’t want to finish.

If you want to do something new, be unsure about what to do next.

If you want to hold tightly to things as they are, all you get are rope burns.

If you want to teach, find a student.

If you want someone’s trust, earn it.

If you want all the credit, you’re fast becoming a team of one.

If you want the Universe to change, don’t.

If you want to earn trust, tell the truth.

If you want good friends, be one.

Image credit — Sowhuan

If you want your new product development projects to go faster, reduce the number of active projects.  Full stop.

A rule to live by: If the new product development project is 90% complete, the company gets 0% of the value.  When it comes to new product development projects, there’s no partial credit.

Improving the capabilities of your project managers can help you go faster, but not if you have too many active projects.

If you want to improve the speed of decision-making around the projects, reduce the number of required decisions by reducing the number of active projects.

Resource conflicts increase radically as the number of active projects increases.  To fix this, you guessed it, reduce the number of active projects.

A project that is run under the radar is the worst type of active project. It sucks resources from the official projects and prevents truth telling because no one can admit the dark project exists.

With fewer active projects, resource intensity increases, the work is done faster, and the projects launch sooner.

Shared resources serve the projects better and faster when there are fewer active projects.

If you want to go faster, there’s no question about what you should do.  You should stop the lesser projects to accelerate the most important ones.  Full stop.

And if you want to stop some projects, I suggest you try to answer this question: Why does your company think it’s a good idea to have far too many active new product development projects?

Image credit — JOHN K THORNE

When there’s a disagreement, listen before you talk.  And if that doesn’t work, listen more. With this approach, disagreement cannot blossom into a problem.

When there’s a decision to be made, make it.  There are problems with any decision you make, and you might as well learn them as soon as you can.

When there’s a change coming, get people together and talk about what’s coming. One thing to remember – the talking you do before the change is much more meaningful than the talking after the change causes problems.

When an important project is behind schedule, pause the project.  Nothing causes dialog, problem-solving, and movement of resources like pausing an important project.

When person A says one thing to person B and another to person C, call a meeting with A, B, and C and within fifteen minutes the source of the problem will be apparent to all.

When someone doesn’t do what they said they’d do, send them an email asking when they’ll do it.  Then, at the same time every week, “reply all” to your email and ask them when they’ll do it.  That way, they get to see the ever-growing, time-stamped record of their problematic non-performance.

When there’s no owner of the problem, there can be no solution.  And that’s a big problem.

When it’s your problem, solve it.

When someone tries to give you their problem, don’t take it.  Like any gift, if you don’t accept it, the would-be giver still owns it.

When there are no problems, there can be no learning.

Image credit — Rob Oo

When you work in domains of high uncertainty, creating goals for the next year is exceptionally difficult.

When you try to do something that hasn’t been done before, things may blow up instantly, things may work out after two years of hard work, or things may never work.  So, how do you create the goal for that work? Do you give yourself one month to complete the work? And things haven’t worked out at the end of the month, do you stop the work or do you keep going?  If it blows up instantly, but you think you know why, do you keep going? Do you extend the due date for the goal?  At the start of the work, should the timeline have been set to one year instead of one month?  And who decides that?  And how do they decide?

When you have to create your goals for something that hasn’t been done before and the objectives of the work are defined by another team, yet that team hasn’t done the prework and cannot provide those objectives, what do you do? Do you create a goal for the other team to define the objectives? And what if you have no control over that team’s priorities and you don’t know when (or if) they’ll provide the needed information?  What does a goal look like when you don’t know the objectives of the work nor do you know when (or if) you’ll get that information.  Can you even create a goal for the work when you don’t know what that work is?  And how do you estimate a completion date or the resource requirements (both the flavor and quantity) when you don’t know the objectives?  What does that goal look like?

When you have to create your goals for a team of ten specialized people who each have unique skills, but you don’t know the objectives of the work, when that work can start, or when that work will finish, how do you cascade the team’s goals to each team members?  What do their goals look like?  Is the first goal to figure out the goal?  How many goals does it take to fill up their year when you don’t know what the work is or how long it will take?

When working in domains of high uncertainty, the goals go like this: define the system as it is, define something you want to improve, try to improve it, and then do the next right thing.  Unfortunately, that doesn’t fit well with the traditional process of setting yearly goals.

And your two questions should be: How do you decide what to improve? and How do you choose the next right thing?

Image credit — Rab Lawrence