…aren’t supposed to be easy.
The person you need to have the conversation with might be a peer, a friend, a long-term colleague.
The conversations are uncomfortable in the planning, in the preparation and in the aftermath – often because they highlight your own weaknesses or lay you open to charges of hypocrisy or favouritism, however hard you’ve tried.
But avoiding the conversation will put an even bigger strain on you, your team and your organisation – and possibly beyond. Your reputation, your work and your impact will suffer.
In short: this is your job, and you have to have the conversation.
Have it as close as possible to when you discovered the problem. Prepare, speak clearly and directly, and don’t run away from the uncomfortable feeling of calling someone out or confronting something that’s wrong. Instead hold onto that feeling as a sign that you’re doing you job.
Do your job.
Following on from yesterday’s post about supervision, here are some links to Seth Godin on responsibility:
“Use your best judgment.”
Bureaucracies have a very hard time saying this to their staff.
They create an endless series of scripts and rules, procedures that force people to not care. “I’m just doing my job,” which is the precise opposite of, “I see the problem and I’m going to fix it.”
As any organization hits a sufficient size, it will increase rules in order to decrease responsibility. Because they’ve gotten big enough that they no longer trust the people who work for them.
Is that a job you want?
Is that a company you want to hire?Seth Godin
- What are you worried about? Why do you want this person or task supervised?
- How much time and effort will the recording and reporting cost the person being supervised?
- How much motivation and goodwill?
- Is the supervision actually going to happen the way you think? How much time and effort will reading the reports, checking the output, meeting with the person being supervised cost the supervisor?
- Who will supervise the supervisor?
- What other costs are there?
- Besides the supervisor knowing what’s going on, what positive things will come out of this?
Accountability is necessary, and supervision can be helpful… but a lot of the time it isn’t. And the cost of supervision is often far more than we think in terms of time, mental overhead and money.
If you can’t do it well, and if the benefits don’t significantly outweigh the costs, don’t do anything until you’ve found a better way.
Whether you’re improving your own work or helping others improve theirs,* it pays to spend time talking about who is responsible for what – and what you hope people will take responsibility for as they grow into their roles.
There are layers of responsibility.
1) Given all the necessary inputs…
Do you take responsibility for getting your job done?
2) If an input is missing…
- Do you shrug your shoulders and put down your tools?
- Or do you take responsibility for passing the problem to the relevant person – a colleague, supplier, manager?
- Do you take responsibility for chasing up the solution?
- If needed, will you work with the relevant person to make it easier for them to fix it?
- Will you give thought to whether this problem is likely to happen again – and think about what you can do on your side to fix it (by, say, allowing more time in your process)?
- Will you take responsibility for the breakdown in communication or process – by talking about it, asking for help, trying something new?
3) If the inputs are fine and the process is working…
- Will you ask how it could be done better?
- Will you think about whether you could entirely replace the process, or do away with it entirely?
4) Above and beyond the level of processes…
- Will you take responsibility not just for the defined outcomes of the process, but for what those outcomes are actually supposed to achieve?
- Will you set an example of excellence in the quality of your work…
- Including how you treat people while you do it, both in and outside your organisation?
- Will you take a degree of responsibility for other people do these things – that is, for setting and improving the culture?**
Basic competence in a defined task is just the start – taking that as given, members of your team become more valuable the further down this list they go.
There’s a world of difference between managing someone where you responsibility for their work, and working with someone who takes responsibility to make sure the right things get done in the right way – and helps you and others to do the same. Find more of those people.
*it’s usually best to think about both at once
**No-one likes a meddler, but most of the time most of us make the mistake of not taking enough responsibility for making things better.
If you’re asking someone to do something for you, an appropriate spec goes a long way.
A good spec saves everyone time and effort* and demonstrates that you value the work and other people’s time and energy.
You might include answers to the following questions:
- Big picture, what needs to happen?
- Why is it important – what will doing this thing achieve?
- What are the details that you need to specify? (Mainly focused on the outcome. This will vary depending on the task, the skills of the person doing the job and your relationship to them – i.e. what can you take on trust – but must include anything that would cause you to reject the product.)
- What are the details you don’t care much about? (Probably about the process.)
- What suggestions or resources can you provide?
- When should it finished by?
- Who is responsible for getting this thing done?
The last question is critical – it’s really easy to hand over a task and still have it be your responsibility. In which case you will be the one filling in the holes and chasing up last details, which defeated the point of getting help in the first place.
*Perhaps that should read “a good spec given to a competent person, where competence includes knowing how to read, follow and question the spec where needed.”
We’re familiar with the externalities of industrial production and consumption. They’re fairly predictable, and often visible. Even air pollution, the silent killer, is usually visible when it happens, before the poison spreads. It’s a perfect example of a negative externality – something put into the world that everyonepays for, not just the producer or the consumer.
What are the externalities of your project, program or product? What invisible outputs do you have?
What does your way of working with users, customers or clients say that your words leave out? How do they see you seeing them? Do they leave feeling smaller, more pressured, less competent – or with a greater belief in their ability to get better and to make a difference? (As you teach that vital knowledge and share those crucial skills, what else are you teaching?)
- What about your suppliers – the people who serve you as you serve others. What externalities do you have for the people in the photocopy shop, the electrician who comes to the office, or for your cleaners?
Not polluting – ‘do no evil’ – isn’t nearly enough.
Make your systems strong.
Have a clear process: where does the money come from, where does it go?
Account for it transparently: how are movements of money planned, approved, recorded, tracked and evidenced?
Have checks and controls: Who sets things up? Who approves payments? Who checks? Who checks the checker?
Minimise temptation and opportunity.
But at the end of the day, if you can’t trust someone – don’t work with them.
Love it or loathe it, you’ve got to know where the money’s going to come from, and where it all goes.
Get it right from the start – it’s essential to the health and credibility of your project or organisation.
It also works like an extra sense, helping you spot trends, opportunities and issues earlier than you might have otherwise.
Financial Intelligence, Revised Edition: A Manager’s Guide to Knowing What the Numbers Really Mean by Karen Berman and Joe Knight is a really great place to start.
If you’re in a book group, social pressure is going to get you to read that book. The act of joining the book group is the hard part. Once you’re in the book group, the books are going to get read, because now you’re playing a game. It’s a game you’re enrolled in, it’s one you want to move forward.
The easiest way to start creating this game dynamic is to form a group. To find others, to find others and challenge those others to play the game with you. Because we all know that solitaire might be a little fun, but solitaire isn’t the kind of game we dream of when we dream of games.
We do better when we do it together.Seth Godin – Akimbo – The Wedding Industrial Complex
Make it happen. Find others. Say the words.