Category Archives: Communication

Change Principles, Communication, Integrity

Never forget this fact: There is no such thing as factual information

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hand countThis blog title is provocatively paradoxical. The assumption is that something measured is something proved.

This is not the case.

In practice, when we decide to define a fact, we then define what it is, how it is to be measured, then measure to verify.

In deciding the measurement, we simply place a judgment – our opinion of reality, onto something that isn’t there. For example:

The label on a blanket reads “50 per cent wool” What does this mean? Half wool, on the average, over this blanket, or half wool over a month’s production? What is half wool? Half by weight? If so, at what humidity? By what method of chemical analysis? How many analyses? The bottom half of the blanket is wool and the top half is something else. Is it 50 per cent wool? Does 50 per cent wool mean that there must be some wool in any random cross-section the size of a half dollar? If so, how many cuts shall be tested? How select them? What criterion must the average satisfy? And how much variation between cuts is permissible? Obviously, the meaning of 50 per cent wool can only be stated in statistical terms (Deming 1975).

Is it now becoming clear?

“Without theory (hypothesis), data are meangingless or nonexistent. There is thus no true value of anything: true value is undefinable operationally. There are, however, numerical values that people can use with confidence if they understand their meaning (for the tensile strength of a batch of wire, for example, or for the proportion of the labor force unemployed last month).” (Deming 1967).

The trick is to understand the meaning of numbers.

Not everything that can be counted counts.
Not everything that counts can be counted.

Just because you can measure something it does not mean that you can manage it. Many things are relatively unmeasurable, but important, like staff morale, contentment of customers (or even their excitement!). Mintzberg (2015) suggests that “when we hear the word ‘efficiency’ we zero in―subconsciously―on the most measurable criteria, like speed of service or consumption of energy. Efficiency means measurable efficiency. That’s not neutral at all, since it favors what can best be measured“

Deming was very clear on this point: “It is wrong to suppose that if you can’t measure it, you can’t manage it – a costly myth.” We can end up spending effort measuring and reporting the wrong things and also losing sight of the ball – forgetting the real purpose of our work.

So the first useful question about an issue of performance is:

“what do we know about this?”, then “what will help us to improve?”

Think about this next time you set a goal, or measure results…

 

Further Reading:

Deming W.E. (1967) Walter A. Shewhart, 1891-1967. The American Statistician, 21(2): 39-40

Deming (1974) On probability as a basis for action. The American Statistician, 29 (4): 146-152

Fellers G. (1994) Why Things go Wrong: Deming Philosophy in a Dozen Ten-Minute Sessions. Pelican Publishing

Mintzberg, H. (2015) What could possibly be wring with efficiency? Plenty. 9 September 2015. http://www.mintzberg.org/blog/wrong-efficiency

Communication, Integrity, Leadership, Trust

The Integrity Radar: warning to all leaders

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bullshit detectorHuman beings have an innate sense of when people are not quite right. This is played with by fraudsters and con-men, but most of us can sniff a ‘bad-un’. This is an evolved capability, reading verbal and non-verbal signals. It is also based upon our previous expereinces of people (either a specific individual or groups of simialr types fo people). This can be conscious or unconscuious. We can make decisions obliquely and irrationally (Jacobs 2009; Peters, 2012).

Whatever it is, if we are given a chink of something to be suspicious about, we will be. In contemporary speech, a ‘bull****’ detector.

So this is the challenge for leaders: if you don’t believe it, don’t say it. Act with integrity. If you don’t, people will see straight through you anyway, most likely as not. So you will not win out in the long term.

Further Reading:

Jacobs, C.J. (2009) Management Rewired: Why Feedback Doesn’t Work and Other Surprising Lessons from the Latest Brain Science. Penguin Group Portfolio, NY

Peters S. (2012) The Chimp Paradox: The Mind Management Programme to Help You Achieve Success, Confidence and Happiness. Vermillion, London.

Communication, Dialogue, Leadership

Decision making: a place where rationality and identity should meet

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Throughout our lives we are educated to make rational decisions. What are the costs, what are the benefits, what are the impacts, what is possible? These are relatively easy elements to learn. Unfortunately our experience tells us that things don’t always work out as planned.

Later in life we understand that we need to make value-based decisions. Not on economic value, but using another criteria. Many decisions are not based on rationality but on our identity (Heath and Heath, 2011). It would seem that there is a dynamic tension between the rational/economic side and the identity side of decision making.

For example, people make identity-based decisions on politics , but can also make economic decisions contrary to their ethical principles. Furthermore, people say they will do one thing, but can decide something entirely different when it comes to the crunch (Azjen, 1991).

This is why it is important to keep your rational/emotional/guts radar switched on when making decisions; to be transparent in decision-making. This will convey credibility and maintain our own integrity.

Reading:

Ajzen, I. (1991) “The theory of planned behavior,” Organizational
Behavior and Human Decision Processes, 50 (2): 179–211.

Heath C. and Heath D. (2011) Switch: how to change things when change is hard. Random House, NY

 

Change Principles, Communication, Dialogue

Networking: talk, then work (and see the benefits).

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It is easy to be busy and to forget the value of building positive working relationships with people. After all, working relationships are often the source of ideas, innovation, encouragement and better use of resources.

Finding time to make proper contact with people can be tricky, especially in roles where “meetings,meetings, meetings” rule, or if you are stuck behind a computer screen. Nevertheless, if we have the right mindset and a clear sense of purpose, we can make the most of personal networking, even if the opportunities are fleeting.

I recall an occasion when a colleague from an operational department picked up an idea with me for developing a training programme. She had previously drafted out a proposal which had been discussed with a couple of  colleagues, but had not yet discussed the idea at senior levels. We both worked up the idea and, with a minimum of scheduled meetings (I can recall three1/2 hour discussions), by simply keeping our bosses in the loop, within 2 months we had  the programme up and running, briefed to managers, marketed to 150+ people (many of whom voluntarily applied for a place with management approval) and the selected cohort had attended the first event. The normal turnaround for this type of activity – about 6-9 months.

How did things work so effectively on this occasion? Well, for one thing the personal enthusiasm of the people involved, secondly, the trust that each person had in delegating the work (and the trust shown by senior stakeholders in allowing us to get on with it) – and thirdly the purposeful use of time when we briefly met or had a conversation on the ‘phone. These behaviours set the tone when engaging other colleagues for support and encouraged a collaborative atmosphere in the project team. The work needed no significant new resources and the administration was hooked into existing procedures and workflow. The advantage  was a 60 – 80% improvement in turnaround time.

Of course networking may involve a host of other things; ideas, innovation, opening  up opportunities in new markets, new career pathways, business partnerships, research collaboration, cost saving opportunities, learning. There is no magic networking chemistry – ALL effective networking behaviours can be learned. If networking fails it is probably because one or both people choose for it to fail either consciously or sub-consciously…or they let the potential impact of the contact to ‘wither on the vine’ through lack of effort.

Networking is not just a social process – it needs to be far more than that in order to work properly. Good work involves the use of knowledge, understanding the psychology of people, understanding how systems work, and responding to the comings and goings of events in an appropriate manner. Networking that just involves chat delivers what it deserves…

Incidentally on a separate note – during the same two-month period described above, I had a contrasting experience. I was involved in various discussions (I lost count of the meetings, but it must have been at least six or seven) with essentially the same types of positive people (so the same positive chemistry SHOULD have been working), to resolve some minor concerns in a half-day training workshop. Now on this occasion maybe I was the problem, but progress in this instance was simply not very productive. Avenues were examined which did not require consideration and assumptions were taken which only served to delay decisions (until the real facts were extracted). This experience reminded me of some observations made in a recent blog which included some interesting ideas (attributed to the likes of Deming) but which were summarised as equations. A few choice ones are shown below:

  •              Opinions+opinions+opinions = opinions
  •              Meetings = opinions x people + documents

And the moral of these equations?   –    None of these activities is real value-adding work.

We need to be diligent in how we use our time. When networking, be purposeful – look to bring something to offer to a discussion as well as have in mind something that you want to get out of it for yourself. Remember that talking together is fine, but working together can be much more rewarding.

Further reading:

Coppin, A. and Barratt, J. (2002) Timeless Management, Palgrave MacMillan, New York.

Deming W.E. (1993) The New Economics, MIT CAES, Cambridge MA.

Change Principles, Communication, Effective Meetings, Updates

Tips for Meeting Participants

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By Cindy Vallance @cdvallance

Even if you’re not ‘in the Chair,’ all participants still have responsibilities when it comes to ensuring that all receive the full benefit from effective meetings.

Prior to the Meeting

Submit agenda items if and when asked to do so

Come to the meeting prepared to discuss the agenda at hand

Read and be familiar with any information that is distributed in advance

At the Meeting

Attend all meetings and if for any reason you can’t, send apologies in advance along with your legitimate reason for being absent

Arrive at meetings on time

Stay until the end of the meeting

Actively participate – that is why you are attending in the first place isn’t it?

Understand that within the meeting everyone has an equal right to participate

Exert peer pressure on other group members by fully supporting the Chair in managing inappropriate behaviour

Share ideas in an honest and open manner

If conflict exists, air these items in the meeting in a professional manner, not after the meeting

Retain confidentiality for any meeting items when agreed to

Once actions have been decided, support the group’s decision

Refrain from complaining about other participants or the group itself when outside the meeting

Raise concerns with the Chair directly

After the Meeting

Complete any tasks that you have responsibility for within the timeframe discussed

Share with the Chair any observations that might provide helpful learning for the future

In conclusion, the ‘how’ of the meeting is just as important as the ‘what’ since it is the collective energies, commitment and actions of the group that will help us to accomplish so much more than any of us can individually. Note that further consideration was given to the ‘how’ of creating a thinking environment for meetings in this earlier blog series.

Since this is my final blog for 2012, I would also like to take this opportunity to thank everyone who has been reading these pieces.  While formal comments within the blogs have been minimal, I have appreciated the references that colleagues have made about the blogs along with the retweets when these have been posted to twitter. I hope that you have found these blogs to be of interest. Do check back in the New Year and in the meantime, I wish you the very best for the holiday season and for 2013.

Change Principles, Communication, Dialogue, Effective Meetings

Team briefings – a particular kind of meeting…

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By Cindy Vallance @cdvallance

In my last blog, I discussed the importance of identifying the purpose and goals of meetings so that the Chair and participants can be clear on what should be accomplished. Regular team briefings are one common type of meeting. How can these be constructed?

Relatively short, regularly scheduled team briefings are most often for:

passing on information…I have news to share with you about …

decision-making…What are we going to do about…?

Depending on the length and regularity of the meeting, there may be time to include:

gathering information…What do you think of …?

problem solving…How should we resolve…?

However, often these last two items may involve additional people beyond those in the immediate team since there may be considerations that would benefit from input beyond the team itself.

A handy discipline to think through the team  meetings process is to apply the five P’s mentioned by Peter McCaffery in his book, The Higher Education Manager’s Handbook: Effective Leadership & Management in Universities & Colleges.

PROGRESS – how is the team doing in relation to specific objectives that have previously been set? It is important for the team to know that while the team’s ‘to do’ list will never stop growing, taking a moment to reflect on progress and accomplishments keeps us motivated to keep pushing ahead.

POLICIES – a shorthand word for what might be any range of initiatives. Are there new activities or changes in policies, systems or processes underway that team members should be aware of? When we are personally deeply involved in something we can forget that others are just as busy with completely different things and won’t have a clue what we are doing unless we regularly find a way to share this information so the team can gain a sense of the whole.

Note: There may be opportunities with the top two items to share information prior to the meeting to make discussion more effective. Depending how large the team is, maintaining an action log (to track ‘progress’) and circulating updates in advance (to share ‘policies’) can be practical ways to keep on track.

PEOPLE – are people joining, leaving, or changing roles? Have team members been involved in activities or attended events where information has been gained that could be usefully shared? Open and transparent sharing leads to a stronger and more cohesive team.

POINTS FOR ACTION – what do we need to do before we meet again? Who will do what? Identifying action points is critical so that discussion at meetings can lead to successful implementation and progress.

PRAISE – do we show appreciation for individuals and for the team as a whole? This important element is often missed in the rush to focus on the ‘what’ but can do much to keep the team feeling positive about the work to be done and the support we have in doing it.

If you aren’t a hundred percent happy with your team meetings, why not try applying the five ‘P’s within your next few meetings to see if the approach works for you and your team? Let them openly know what you are trying. They may have even better ideas.

My next blog: what are some of the challenges and possible pitfalls to avoid when chairing meetings?

Change Principles, Communication, Dialogue, Updates

Conversations, Not Just Words

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By Cindy Vallance @cdvallance

One of my favourite thinkers in the areas of  innovation, strategy and change leadership  is Harvard business professor, Rosabeth Moss Kanter .

A blog she wrote has relevance to the Social Sciences Change Academy and to the University more widely. It’s entitled Ten Essentials for Getting Value from Values  and in it she first confirms what we all know – that the ‘values’ words contained in vision and mission statements and in strategic planning documents across many organisations are eerily similar and are usually somewhat generic (eg. respect,  trust, equality, etc. – in fact, some of the same words we have used in describing what we say we care about within the Social Sciences Change Academy).

What can we possibly take from sets of words that could be used to describe any organisation? I agree with the view of Rosabeth Moss Kanter; the value comes not from the words themselves but from the conversations and dialogue that they have the power to initiate.

I was in a meeting very recently where we discussed ‘inclusivity’ and ‘diversity’ as two words that underline what we want to achieve at U of Kent in supporting the student experience. To me, these words describe the values of what the group is working to achieve. As Professor Moss Kantor states “Values are aspirational, signaling long-term intentions that guide thinking about the future.” But how do we make time for these conversations that make values real over time? Aren’t we all just too busy getting the work done? Here are just a couple of options:

One way is to intentionally combine different sets of individuals across a range of roles and functions in project work so that a larger group can contribute to work to be done – individuals who are perhaps beyond the range of what sometimes may seem to be ‘the usual suspects.’ Be sure to include discussion on the values underpinning the work from the outset.

Another way is to find out what others are up to. This then can help us make values connections across seemingly disparate areas. An easy way to do this is through social media. One of the biggest benefits I find from twitter, for instance, is that it gives me quick access to a range of what is going on within and outside U of Kent.

In 10-15 minutes, I can read the latest newsletter from the School of Anthropology and Conservation (@SACA_Kent), catch up on Kent Union Sabbatical Officer Kenny Budd’s most recent blog (@kbuddinyourface) and see at a glance what the THE (@timeshighered) has to say about the latest HE league tables. I can often then have more productive conversations because I know a little to start with about a wider range of activities than I would otherwise have time to explore; how else would I know that a big long term priority for @KentUnion is an improved facility – for, you guessed it, conversation, meetings, and network development.

What can we all do? Get a conversation going about values. Having coffee or lunch with someone we don’t normally interact with is a simple way to start. What are they working on? What is important to them? How might this intersect with the work we are doing? Values then start to become both real and shared.