Main Index Template Management Unplugged — on being a good enough manager
Management Unplugged header image 1

TRAJB – exploring the new world of work and organization

May 11th, 2009 · Future, Management, Networking, Organization

A new week, a new era dawns, I am participating in a new blog, where we are exploring the future of work and organization – TRAJB

→ No CommentsTags:

No Comments so far ↓

Like gas stations in rural Texas after 10 pm, comments are closed.

Does a manager’s personality and values affect job performance?

January 25th, 2009 · Management

In one sense a manager is paid to do the job and act and behave in such a way that goes with the job and company policies. What the job is and which behaviors are required should be very clear.

A person considering a job as a manager then needs to assess his/her own personality, preferences and values and as if they want to do the job as required. If not look elsewhere.

A manager and his/her manager need to have conversations to ensure that there is a match between the required behaviors and what the manager wants to do. If there is a mismatch, then that will impact job performance and they need to handle that and maybe consider separation from that particular job.

(This is a response to a question posed at LinkedIn)

→ No CommentsTags:

No Comments so far ↓

There are no comments yet...Kick things off by filling out the form below.

Leave a Comment

Check out this amazing source of knowledge

January 25th, 2009 · Books and films, Organization

The Global Organizational Design Society (phew!) has done a complete revamp of their site. It is an incredibly rich source of information. Many of the key books in the area are available for free download as well as many articles. Videos from interviews and past conference are there for viewing. 

→ No CommentsTags:

No Comments so far ↓

There are no comments yet...Kick things off by filling out the form below.

Leave a Comment

Why do we have Matrix organisations?

April 28th, 2008 · Management, Organization

This is a response to a LinkedIn question.  Forrest Christian suggested in a comment to another post that I post my responses here as well. Those of you are LinkedIn members can read the whole question and all other answers here .

My answer was:

No matter how a company is organized formally, for stuff to get done people need to communicate and work across boundaries. Researchers have done social network analysis in organizations and have seen that some bosses cannot handle this; they force everything to go through them, so of course they end up being bottlenecks. 

My belief is that matrix organizations were “invented” to address the non-cooperation between unit managers. But we still have a lot of turf wars and alpha-male behavior. We also see organizations apparently in endless committee meetings. 

My opinion is that matrix organizations were a “quick fix” to a larger and more deep-running problem. If we “solve” those problems we will not need matrix organizations. Managers needs to be selected ,trained and rewarded for abilities to: 

  • work with talented staff who do not need constant direction 
  • being able to work in collaboration and yet be held accountable 
  • that company results are more important than personal position

→ 3 CommentsTags:

3 Comments so far ↓

  • Kevan Hall

    Hi Paul – I agree that this is often one objective. I also think managers assume that if they reflect the external complexity of customers, geography, product groups etc.. in the formal structure then this will somehow solve the problem.

    In reality the structure solves nothing, it is how people work together that makes everything work (or fail) in the matrix.

    See more at my blog http://www.lifeinamatrix.com

  • Ralf Lipold

    Hi Paul – thanks to linkedin I have stepped over your blog.

    A learning organization would be what we all would like to have where information is willing shared and flows to the points where it is needed for decisions.

    Unfortunately, today managers are leading organizations (not the owners as used to be at the beginning at last century) and they have their ownn agendas, that drive them to do the things they do. One of these is to establish their own “power silos” where their decisions are coming to reality whether they are good or bad for the organization (which often doesn’t count as much).

    Looking for further postings like such.

    Cheers,

    Ralf

  • jane modong

    hi there you are really right about matrix organisaton. ITs tre that man managers today believe that they have all the powers and therefore may even use them wronly which is a hinderance to an oranisation’s progress as intended.
    Chau

Leave a Comment

The Matrix revisited

April 26th, 2008 · Management, Organization

The matrix is an organizational mystery to me. So popular, so reviled, so dysfunctional, so often suggested by the major consultancies.

My first encounter with the matrix was in the eighties when one of the major consultancies had suggested a matrix to the big international chemicals company where I was working. Fantastic product company, but they needed to know about marketing and markets, to which the matrix was the answer. The new region to which I belonged got a forceful manager who quickly made his mark, pushed the right sort of issues and quickly got the product division to hate and undermine him. A “war” in which we in our market had to do our best to survive, while keeping customers happy and churning out plans and reports in all directions to keep the matrix happy. Good job that chemicals were so profitable then that they could afford using 20-25% of our resources for planning and reporting.

Not so long ago I did a specific organizational audit in an exceptionally profitable company. They had been wrestling with the issue of emulating their one-product/one-market success to more products and more markets. The big consultancy had solved this by implementing a matrix. Now everything seemed to be decided in committee, where all participants appeared to have the right to veto decisions for their particular market/product. Accountabilities were vague and unclear and role descriptions inflated. Good job they have all those profits so they can afford all those people sitting in meetings.

In one organization where I worked the combination of the matrix and Parkinsons law led to the proliferation of jobs. On the product side of the matrix they started adding people to deal with market areas and on the market side people to deal with product areas. The least one could say is that we did double our efforts.

My most absurd encounter with the matrix was in a major government agency, interviewing a manager with a vertical responsibility. Being a seasoned bureaucrat used to sitting in headquarters issuing edicts he was concerned with his mandate. “Look here”, he said pointing to the intersection between his vertical and a specific horisontal responsibility. “Look at that box”, he said, “could one not draw a diagonal in that particular box, so that I am in charge of that resulting triangle, and the horizontal manager in  charge of the remaining triangle”.

I believe that the matrix was an honest attempt to address the fact that people need to cooperate to get stuff done and that drawing the matrix was the quickest way of fixing that. However, the nature of people does not seem to have changed. We still had the same issues with power, office politics and accountabilities. The managers on the top team more concerned with making their mark and jockeying for pole position.

More about what I think matrixes are attempting to solve and alternative solutions will follow in coming ports.

→ 3 CommentsTags: ··

3 Comments so far ↓

  • Forrest Christian

    I am looking forward to seeing more of your thoughts on this. My own experience has been that the matrix organization, taken to what seems to be its common extreme, results in no real management whatsoever. One software trainer with whom I worked had four distinct managers, one for each type of work. Which resulted in no management or context whatsoever.

    I’m now wondering if executives who matrix the organization are trying to solve the problems that Wilfred Brown addressed (through his works councils, strengthened management, and appeals process) but without his concomitant ceding of power.

  • Justin Codreanu

    What is most amazing is that despite the considerable organizational pain when using matrix, it’s still around. Current management mainstream considers the matrix the right answer to inter-functions organizational cooperation.

  • Nicolay Worren

    I have recently completed a paper on this topic after having examined the design of several large and complex firms. I conclude, as you do, that the matrix is problematical and one reason that it is still used is perhaps that the alternatives are less well known. I have posted a presentation on my blog that summarises some of the key points in the paper.

Leave a Comment

Blog redesign etc

April 26th, 2008 · Uncategorized

In January I wrote “over the coming weeks I will be changing the look of this blog”. That was a overly optimistic. I was set back with a cold, the flu and serious computer problems and finally I had to prioritise book-keeping and end of year accounts. At last I am back!

I keep having all these plans about what to write and get overwhelmed. Recently I have taken to responding to questions in LinkedIn. It gets me focused on specifics. I will be expanding on some of my answers info full posts here.

I will get going on the redesign again. I have bought a theme which I think will suit the kind of posting and publishing I want to do. It will take me some time to figure it all out and convert.  Until I am ready you may either encounter “Closed for maintenance”, when I am testing out the new design or experience that items are reposted. Sorry about this, but I am hoping that I end up with a design and structure that will help me to become a better blogger.

→ 1 CommentTags:

One Comment so far ↓

Leave a Comment

Organizations, bandwidth and social networking

January 15th, 2008 · Management, Organization

I have read that the human bandwidth for communicating with and perceiving the outer world that is 10- 11 Megabits per second, most of it visual. We are not conscious of most of this information flow. Consciously, we can handle 30 to 40 bits per second. This of course has implications on how we manage and structure organisations. Let’s assume that we are looking at a first-line manager with 10 subordinates. They totally absorb 10 by 10 Mbit = 100 Mbits per second. With the manager only being able to consciously manage 30-40 of those bits, there is a huge overflow.

This completely overthrows the concept of the manager being able to see and hear everything and take informed decisions. It means that the manager cannot micromanage as that reduces the capability of the organisation to the communication bandwidth of the manager, i.e. nothing gets done, which is what we often hear about micromanaged organizations.

So what can we do about it?

  • Allowing employee discretion.
  • Context setting and information chunking.

Employees need to be allowed to use their discretion in taking decisions. Their bandwidth is closest to the point of need of the decision-making. But they need to see not only the local context but also the overall company context. That means that the manager needs to spend most of his/her bandwidth to set context and understand the situation around the employees, guiding them in their decision-making.

If employees absorb 10 Mb per second the possibilities are immense for them to overflow the bandwidth of the manager by telling him/her absolutely everything. Many managers fall for this and become micromanaged by their employees. Employees overfeeding info and demanding desicions become like Denial of Service attacks, where web servers get blocked by overwhelming traffic. However managers and subordinates need to communicate and discuss what is important. The manager cannot only be fed aggregates and what is thought to be significant deviations. There can be weak patterns that not one single employee can see – it is found in the context of several employees.

In some organizations I have seen higher managers that are like albatrosses gliding over the ocean, believing that from up there they can see the big picture. But like albatrosses they can spot a significant bit down in the water. Suddenly they swoop down and catch the fish that broke the waves. Great eyesight, but not the big picture. Sometimes higher managers dive into something that they just spotted, that everybody else thought they had talked about in strategy or budget sessions, a project is terminated suddenly, and people learn to avoid being conspicuous.

Elliott Jaques talked about information chunking. How are relevant bits of information “fed” to the manager. The employee knows a lot more than what managers may see a self-evident. Managers at different levels and employees need to talk about what is important and patterning, so that information can be fed upwards in significant chunks.

I recently read “Freedom from Command and Control”. Seddon gives an example from call centres were managers focus on number of calls, call time and call forwarding calls per hour but completely miss the fact that 47% of all calls were avoidable as they were prompted by sloppy routines elsewhere. All those who took he calls knew, but not the managers as they were busy “manageing”. Clearly an example of a severe lack of communication between managers and employees.

We consultants often play games. The one I am thinking of usually has a poker-related name. There are three managers and 8 employees in a formal hierarchy. Only written communication along organizational lines is permitted. Everybody has got four playing cards and may swap them along lines. Only the top manager knows the objective, but does not know that nobody else does not know. People start swapping cards making assumptions based on the poker name. Notes fly all over the place. Eventually the top manager realizes the problem and starts organizing.

The middle managers are overwhelmed by communicating. At the debriefing the middle managers table are cluttered by mostly irrelevant notes from understimulated subordinates. In fact the “chatter” is so overwhelming that the real clues as to what is going on gets hidden. Usually the task is solved by command and control. I have done experiments where I do not distribute the cars randomly but in such a way that a few cards need to pass through the top manager so that most of the solution could be delegated. It would be interesting to consider what would happen in social networking was allowed i.e. employees were allowed to talk with each other.

Social networking is how stuff really gets done in an organisation. A manager can still be held accountable for the results of the unit, while not micromanaging but creating the circumstances for the employees to a sort out and resolve the situations at hand.

I sometimes wonder if matrix organisations are a way of imposing structure on something which is better left informal. I often find that matrix structures create dual and competing command and control structures that in the end are incapable of taking requisite decisions and action. The tiny available bandwidth gets completely filled up by coordinational demands.

The only way to be “in control” is to be “out of control”.

→ 1 CommentTags:

One Comment so far ↓

  • Michelle Malay Carter

    Paul,

    I hadn’t heard the bandwidth statistics before. That’s really interesting.

    I think one of the reasons managers are leery about allowing employee discretion is because they do not understand the role, and then they can’t understand the cognitive requirements, and then they cannot hire well. If they mis-hire (too low capability), then they have every reason not to be comfortable giving discretion because the employee will not be able to deliver the requirements of the role.

    Having said that, even when properly matched to their roles, employees cannot use their discretion without proper context so this is truly a partner piece.

    A manager’s not providing context can be due to ignorance or laziness, but it can also be that they are providing context, just not at the right level! When the manager is incapable of his role, the context he is able to provide to his direct reports (who are equally capable) will not feel like “big picture” context to the employees.

    Nice post.

    Michelle

Leave a Comment

Only the one at the top can get away by doing nothing

December 4th, 2007 · Management

Managers and those of us who work with them need to be aware of the jokes and cynicism about managers and what they do.

The crow is sitting at the top of a tree and doing nothing.

A rabbit passes by.
Rabbit: “That looks great, can I do nothing as well?”
Crow: “Of course. Just sit down there and do nothing.”
As the rabbit sits there enjoying doing nothing a fox comes by and eats it.
The moral – You can only get away with doing nothing it you are at the top.

The conventional response to this is probably that being down there you can’t really see what managers are doing. Another interpretation is that is always is blindingly obvious to subordinates if managers are creating value in their role or not.

Many managers keep themselves busy by intervening in the work of subordinates instead of giving them the context for doing their job and using their discretion and common sense in doing what they see needs to be done and how to do it. In other words doing what they are paid to do.

→ 2 CommentsTags:

2 Comments so far ↓

  • Ralf Lipold

    Very true – sadly:-(

  • Ashley

    I completely agree! Many times those managers are not promoted for their interpersonal or people skills. They get promotions for their work, but that does not make them effective managers. There needs to be training and personal development involved in this promotion, I think.

    I came across an interesting book that addresses such issues in an easy and readable fable about management and how to handle those “seagull managers” It is called Squawk! How to Stop Making Noise and Start Getting Results.

    If anyone is interested in a complimentary copy, they are giving them away….you can contact Melissa at MAM@talentsmart.com!!

    Regards,
    Ashley

Leave a Comment

Metaphors we organize by

November 11th, 2007 · Management

Often when I interview people in organizations I ask them which animal they would liken the company to. The responses are interesting and very revealing of how they perceive the culture of the organization. After all there are huge differences between squirrels, boars, elephants and cats. When I ask them to tell me more I get fascinating descriptions of the behavioral traits of the animal that adds a lot of color to the interview.

Just as revealing is the difference between higher managers and subordinates. The managers almost invariably select powerful animals such as tigers, lions and sharks, which are seldom mention by others. Subordinates seem to select animal metaphors that describe the organizational culture, whereas manager selects according to wished external effect and power towards competitors.

These experiences makes me wonder about metaphors about how we organize. Are teams and symphony orchestras wishful metaphors of target and structure driven managers? I have never heard higher managers liken their organization to a circus or a dance band, only other people in the company. I have only heard consultants use the jazz band metaphor as being useful to explain organizations or groups with high creativity.

The team
The focus is on winning the next match and eventually the tournament. Short term success is dependent on training, tactics and pepping the team (GO team GO!). Longer term success is seen as dependent on getting the right people on the team and the right manager/trainer. If the team doesn’t win, first sell some players, buy new one’s and if that doesn’t help then sack the trainer.

This metaphor seems to drive mostly male managers experienced in or fascinated by team sports. “If we just try hard enough we will be in the premier league”. In reality a lot of workgroups are more like Charlie Browns baseball team, made up of the available locals. Can be fantastically creative, but not in the direction that the manager was targeting.

My main difficulty with the sports team metaphor is the belief that you can motivate people. People motivate themselves. And there are few organizations were people actually do work together like teams.

The symphony orchestra
For a while the symphony orchestra was a metaphor in the vogue. Independent knowledge workers co-ordinated by the great master. But everybody have their fixed positions and the work is predefined by the composer. There is no way that the troboneist can come to the help of the third violinist. Those who come to the concert get to hear exactly what it says in the program. A clever factory with all the cogs in place producing high quality and hopefully somebody will come. A metaphor probably mainly used by those who like to see themselves as conductors.

The primadonna show
Without the starbilled primadonnas nobody would come to the show. The primadonnas are more important than the organization, and boy do they know it. Here we probably find what the British call “the chattering classes”, politicians and media, but probably a lot of consultancies as well. But who would want to admit being part of a travelling circus, when they see themselves as having the lead role? How many higher managers talk about their primadonnas in a positive sense rather than seeing them as negative and impossible to manage.

The dance band
Nothing special or to write home about. Next week another indistinguishable band will be on the stage, delivering what is expected, not more, not less. Since they all sound the same and play the same tunes they do try to make themselves different by inventing even more flashy and tasteless dress.
Like your average company. Humdrum, plods along. Delivers average quality but tries to differentiate by doing the wrong things. Not a metaphor that anybody but people with a cynical turn like me would use.

The jazz band
Jazz bands are interesting, they would consider themselves a failure if the tune is the same on Wednesday as on Monday. The musicians create as they go along and in resonance with their audience. Miles Davis refused to let his band practise together, he paid them to play. One jazz musician I spoke to said that while playing a tune he would have another two or more tunes in his head. The same musician told me of one of the great bands he played with, where several people could not stand each other. They respected each other professionally, but as soon as the gig was over they disappeared in different directions. Quite different from the “we like each other” or politically correct “we pretend to like each other” and “we pretend to like team building” in the modern workplace.
Is the jazz band where most people really would like to play, but probably would have difficulties coping with the constant pressures of creativity and innovation? And how many managers in organizations have the temper and direction to lead what they see as a herd of cats? There ain’t many like Miles Davis out in the business world.

Any more metaphors anyone?

→ 5 CommentsTags:

5 Comments so far ↓

  • Forrest

    On orchestras: my sister-in-law is a professional cellist. She argues that the conductor role really developed because the players needed someone to keep time. That’s it. No art, just keeping the beat. The modern, Bernstein conductor role developed as orchestras (as organizations, not players) needed a face to the public. The whole idea that the conductor is an artist is a product of mass culture orchestras, where the bandleader ran the organization.

    There’s little that is more amusing than watching a conductor trying to lead an orchestra that doesn’t want to follow him. In the same way that it can be fun to watch a software development manager that the developers don’t want to follow.

  • Paul Holmstrom

    Thanks for your comment.
    Gives me a lot of thoughts. How many of us haven’t seen managers eagerly and almost desperately trying to “manage”, their subordinates, but they just keep on doing whatever they think they should be doing.

    The conductor as a time-piece is interesting. People need to be able to use their discretion in organizations, so managers need to stop micro-managing. But then on the other hand some sort of coordination is needed. How can we use a revised symphony orchestra metaphor to emphasize the coordinative role instead of that of the “great” manager?

    I suppose that an able conductor has an important role in interpretation and balancing different parts of the orchestra?

    • Ken Hundert

      Please consider reviewing the collaborative effort of musicians within the orchestra known
      as Orpheus; no conductor!

  • www.youtube.com

    Superb, what a weblog it is! This blog provides helpful information to us,
    keep it up.

Leave a Comment

Keep your eye on the ball

November 10th, 2007 · Management

Whoever won a match by looking at a set of instruments showing the speed, angle and forecast path of the ball. Yet that is how most business seems to be managed.

Many years ago I was working with a major ski resort hotel and their change and development. I was there in off season when business was virtually non-existent. The hotel belonged to a major tour operator and they were using a customer satisfaction survey. Every year when they had recovered after the heavy season they pored over the data. The business plan stated that they wanted to increase customer satisfaction from 3.9 to 4.3 on a scale 1-5.

When I came the management team was heavily involved in that years major project aiming to achieve the goal – they were rebuilding the bar. Which they apparently did every two years, absolutely certain that this time they would make it. I asked how they knew that was what the customers wanted them to do. Well, they just sort of knew that was the right thing to do. In the season they did not really have the time to talk to the guests.

I was flabbergasted. Guests stayed for an average of about a week. Apart from the time they are on the slopes, they are virtually captives at the hotel – and nobody talks to them? If I had been the manager I would have invited 2-3 families a week to drinks before dinner. I would have rewarded staff for talking to customers and finding out what was important to them.

→ No CommentsTags:

No Comments so far ↓

There are no comments yet...Kick things off by filling out the form below.

Leave a Comment