The Old Woman's Question

This is a story which sounds too farfetched to be true: it has just enough drama, heroics and dubious logistics to make it unlikely. But there is a lot of value in the idea it conveys, so let me narrate it.

Once, an old woman needed major surgery to correct a life-threatening condition. While on the operating table, as the hospital staff prepared her for anesthesia, she started chatting away with the doctors and nurses around her. She asked each of them a question: What exactly will you be doing during the surgery? She got a variety of answers:

1.       I will be cutting open your chest and enabling the surgeon to access your heart

2.       I will be administering the anesthesia and making sure you feel no pain

3.       I will be fixing the problem you have with your heart valves

4.       I will be sewing you back up after the surgery

5.       I will be monitoring your blood pressure and other vital signs

6.       I am just here to watch and learn

Each of them had a precise answer to give her, perhaps simplified to ensure that she understood what was being said. But the lady was still not convinced. She had one major concern, which she blurted out, presumably in all innocence: “Which of you is in charge of keeping me alive???”

Technically, you can say that the most senior surgeon in the room was in charge of the success of the operation. Or you can say the anesthetist was in charge of making sure she was floating comfortably between consciousness and death, until he/she was ready to pull her back to fully conscious life. They all knew their roles well, and did their best to explain it to their elderly patient. But somewhere during that effort they had apparently lost track of her priority to be alive at the end of the operation. In losing track of her priority, they may have lost her confidence as well.

How often do we do this in business? Aren’t there times when we get so engrossed in the transactional activities we are in charge of that—at least momentarily—we forget the bigger picture?

 

You may be right. But as a manager, your job doesn’t end there

Do you remember the first time you became a manager? Or at least, do you have some expectation of what it will feel like when you do become one?

Suddenly, you are responsible for the actions of a lot of people. Your job is expanded from "get your job done" to "get your job done, ensure your team members do the same, co-ordinate all those jobs and deliver the result expected". Of course, that is putting it mildly!

They say the problem with most managers lies in the fact that they do not communicate well enough. When there is a conflict or a disagreement, chances are one party will be right in his/her observation. When a member of your team is right, his/her duty is to inform the manager and possibly show him/her how. The decision is then left to the manager. But when a manager is right, his/her duty doesn't end there. In addition to informing team members, they have to be convinced that this is the path to take and ensure that everyone is on board. Just knowing you are right does not add any value in the big picture.

The key here is to over-communicate. One cannot sit back and assume things will be agreed upon and followed by everyone on the team just because he/she was told to. It takes a lot of cohesion and understanding for a team to reach that level of maturity. That could tend to infinity (call upon those math memories). Until then, lack of adequate communication by a manager is the perfect excuse for employees to slack off!

Who is to blame if the client doesn't understand you?

At a recent client visit to our offshore center, a senior executive at the client side had a very far reaching suggestion to make for the business: To develop a common language, to describe the workload in terms of a tangible unit, which can be understood by both the client as well as the service provider

Let us consider a parallel example. Say you need to get your car fixed, and you take it to a garage. The mechanic studies it thoroughly and tells you the following problems:

1.       The engine needs some work

2.       The tyres need to be realigned

3.       The air filters need to be cleaned

4.       Etc

5.       Etc

At the end of a 10 minute long list, you nod your head and politely ask your mechanic, “So you think I can pick it up tomorrow?”. Expect a blank stare from him and at times, an expletive to follow depending on how exasperating you have been. The problem there is a lack of this common language. And of course, the mechanic is assuming that you know enough about cars to know how long each of these tasks would take to be completed.

And so, to cut a long story short, it is all about setting the right expectations…and a common language just makes that easier. Do you have one with your customers? Perhaps it is time to take the lead and work on one.

It would be unintelligent on the part of a mechanic to expect a customer to know what exactly his car needs. At the end of the day, a customer would want one thing – his car must run well, and should not have any problems. It is up to the mechanic to convert this need into the equivalent list of tasks. This is very much similar to how a team of software engineers translates a client’s business requirements into a list of technical requirements.

For this same reason, a customer cannot be blamed for wishing that his car be delivered in perfect condition at the shortest time possible. He just doesn’t know what is involved! It is up to the mechanic to explain to him that it may take more time – within reasonable limits. But the key is to have clarity in the expectations set. A customer doesn’t necessarily expect the mechanic to deliver the car in 5 minutes. But he would expect the mechanic’s expertise to be good enough so he can make a reliable estimate of the time to be taken and thereby set a clear expectation.

Similarly, when a client talks demands a particular deliverable be delivered within, say X number of days, the team can always inform him/her if that is not a realistic schedule. But this must be conveyed at the earliest point of time possible and not at the eleventh hour, so there are no unnecessary expectations. And of course, there might be technical experts on the client side who could blow the whistle if your schedule is too lax – so beware of that.

Fresh Eyes Peer Review

As I walked into office today, I found a not-so-little black book on my desk. Curious, I picked it up and glanced through the pages. Now let me clarify, there was no ‘Confidential’ mark on it and so reading it is not a violation of regulations. Anyway, I found that it was a copy of a case study submitted by an ex-intern with the team I worked for, who was trying to study the role of this function in a typical organization.

It was an interesting read, especially since it spoke in an external perspective about a function I am involved with on a day to day basis. The study was done about an year ago, before I was part of the team, and so it actually gave me some information about the recent history as well as some extinct service lines. I saw entertainment value in the exercise, but I am sure there is more to it than just that.

When you are facing a nagging problem on your project – one of those kinds where you are sure you know the solution, but just can’t place it – it is often useful to have someone else take a look at it. It is a form of external consultation, except that instead of a subject matter expert or some individual specialized in offering consultancy services, you depend on someone in your peer group who would have sufficient knowledge to understand the problem and suggest a solution. This cancels the effects of fatigue caused by repeatedly tackling the same problem.

Let’s call it a ‘Fresh Eyes Peer Review’. The most obvious shortcoming is the risk of confidentiality breach and therefore please be careful while applying it to sensitive projects. This is probably common practice in some teams, but might be useful to those who have missed out.

Assuming there is some problem to be solved, and that problem is a human error, there is a clear logic that applies to why the Fresh Eyes Peer Review is so effective. It plays on psychology, and I must warn you, most writers tend to take psychology as a subject to wax eloquent on, even without a good foundation on the subject – a science misunderstood by laymen, but that is a fact we can pick up on another day. Coming back to the topic, let me take you through why the Fresh Eyes Peer Review is generally so effective. And for that, let us consider the essential elements of such a peer review exercise:

1.    One is given the opportunity to express his opinion on another’s work/idea and possibly find fault with it

2.    One is able to comment on a project he/she has not put in an effort into building, and therefore has no stake in. This enables the reviewer to suggest disruptive changes and daringly innovative, fresh ideas

3.    There are no personal favorite elements in the project for the reviewer; so there is no reason for thoughts on the lines of “We worked too hard on that part, so let us not mess with it. We can change anything else”

4.    The reviewer has a potential opportunity to contribute to the project and is likely to make full use of an idea that has merit

Many of these points dwell on the personal behavior of people and some of them border on ego and selfishness. It is not a perfect world; and the intelligent ones have to be reasonable and expect some such elements in every professional. The really intelligent ones take this thought and leverage it for the success of the business – or any other endeavor you are part of. Now that is one more reason to use the ‘Fresh Eyes Peer Review’!

Social media: To trust or not to trust

We live in a world where a human being can seldom control his/her exposure to the public eye. It isn’t easy to keep secrets any more, and they say anything once posted on the internet lingers there forever.

I wrote earlier about how close we are to a world where a manager gets information about prospective employees from his/her colleagues and former managers (and vice versa), through leveraging social media. On the one hand, it makes it easy for a manager to do the screening process, and prepare himself and his team for the arrival of the new team member. Similarly, an employee can prepare himself before joining a new organization or a new team, based on the opinion of people who have had some kind of experience at the place. But this gives rise to two possibilities that needs immediate attention.

Firstly, whoever seeks opinions through social media must have a clear idea of who to trust and who not to trust. Untrustworthy sources can wreak havoc with the process and the seeker may end up with a grossly contorted result. Given the very nature of social media, a filtration process may not be that simple to implement effectively.

Secondly, as I mentioned before, it is said that anything once posted on the internet lingers there forever. We have read plenty of stories with the same moral, each citing a case where someone was terminated from a job/rejected at a job interview due to embarrassing photographs uploaded on a social networking site. In a business context, what is ‘embarrassing’ for an organization may be very different from what an individual might choose to keep hidden. The essence here is, social media may have drastically reduced our margin for error – one mistake made long ago may come back any time to haunt an organization or even an individual as long as it exists on the web.

Gathering intelligence using Social media

I was looking at a review for mobile app called Local Mind. If you are thinking of going out tonight, all you need to do is quickly open Local Mind and put a question across to fellow users who are already at this place you intend to go to. If so inclined, they can give you a real-time update on how the place is, what the crowd is like and even quick tips on the offers that are currently on. It is the social networking equivalent of calling ahead and checking with a friend what a place is like – except, your ‘friend’ base is suddenly expanded and you can get answers from the people who are at that place right now!

Stop for a moment and think – what else can this system be used for? The concept is really simple. Take something you do in everyday life, where you are likely to call a friend and check in advance, then do the same on a social network. We usually depend on the past experience of a friend, about how he/she felt about something/someplace he went to some time ago. This time, you are getting real-time updates from people.

How about doing the same when you are about to join a new project, under a manager you are not familiar with? Or on the other side, how about doing the same about a new team member who is about to join the project you manage? From one’s fellow team members and former managers, you can collect a lot of information, even though you really don’t know them personally.

Social media can do so much more for a business than branding it in front of potential customers and investors. The easy part is getting the answers, while the tough part is to choose from what you get! More on that in the next post

Collaboration for Innovation: When and How does it Work Best?

 

The work life of a modern day professional has two key phrases in its description:

1. Continuous innovation and idea generation

2. Making oneself relevant to the business and the organization

These two key phrases are essentially tied to the concept of thought leadership. The Global CEO study by a major IT MNC showed up some telling numbers when it comes to innovation. 40% of corporate chief executive officers and other business executives suggested that employees are the primary source of innovation. About 35% attributed it to customers, while fewer than 20% suggested that ideas primarily come from internal R&D. The reason is pretty simple: At an employee level, there is tremendous amount of collaboration between unrelated thought processes. Customers may not have this luxury, nor will an R&D unit that works according to a predefined thought pattern – exceptions possible.

The first step in any major instance of transformation is when someone thinks about a situation and realizes there is a definite problem to be solved. Then comes the organized thought process and hopefully, a stage where a solution is found. But this poses a question – At what stage is an instance of innovation mature enough to be presented before the people?

If you have an idea, research upon it, build a prototype and present it, it works well for the business in the sense that it is a product that is ready to go. But in this case, you are depending heavily on yourself and your inspiration to get a product out. How often is this viable?

Several ideas that come to you may have been dismissed just because of the fact that you don’t know what to do with it. But someone else might have some excellent follow up thoughts on it, without ever having got the original spark. Collaborating at a very early stage of the innovation process will produce better results than working together on a prototype at a later stage – in terms of the number of ideas reaching the market and also the quality of the product created from the idea