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Dropinceo > Blog > 2024 > January

Do this to avoid killing trust and diminishing your influence

Nothing is worse than settling into a meeting and watching a 50-page powerpoint that sucks the life out of you. Yet we continue the same behavior day after day until we realize this is absolutely insane. I’m not saying throw the baby out with the bathwater because we need some platform to convey visual information. However, there needs to be a better approach or you will kill your audience with details and fail to get the outcome or influence you seek.

The fact is, this generation and quite frankly mine as well (yes, I’m a Gen X), need information quickly. We need information to pass judgment on whether we’re going to watch more or swipe by within 5 seconds. What is missing from today’s communication in business is short concise messaging with a hook, a problem, a “how to guide” and a call to action to take a decision or engage in conversation. Our business communication style should take lessons from social media to build trust and ultimately influence.

But we’re not here to emulate social media influencers when it comes to business, but might we consider LEAN (waste removal and process efficiency) as a means to have more influence?

I see you nodding your head, so let me show you what I mean:

  • Start with the Challenge or Opportunity and why we are here: Audiences need context to know they’re in the right place. In social media, this is the hook. You need to prepare your audience and build trust that you will take them down a path.
  • Explain the impact or urgency for the topic and that you have the solution: When we express the magnitude of the issue (like marketers do), people will tune in and start to think if this applies to them and cultivate their need to continue to listen.
  • Show them the path forward: Based on your data or visualization of the issue, show them your approach and conclusions to bring people along to agree or engage in conversation to enrich the solution
  • Make it easy to implement: Show them what is needed to implement or the gaps that need to be closed in order to move the conversation forward. This gives people choices to push a button and say “yes” or “approve” or enable them to take the topic forward
  • Call to action: If people haven’t already discussed next steps, then be prescriptive as to the next step or action needed by others so that you leave the presentation with something.

Here’s an example of a project I recently asked to get involved in:

  • There’s a significant need to evolve our platform to be more efficient and competitive with our competition. Currently we have a process that is outdated and needs to evolve to help our teams through the product development process.
  • Currently, the teams are focused on siloed work without understanding the interactions of their work and there are no checks and balances for which at the end of the design cycle, we are late and the quality is below industry standard.
  • We’ve provided a framework to standardize our work and systemize it in such a way that provides full transparency and checks between the functional areas to achieve our desired outcome. By piloting this in our test product line  you can see an improvement in quality and on time performance.
  • If we can close the gap and implement this system that will automate the work within a function and also cross functionally, we believe we will surpass our competitors if we can get your approval by next week.
  • I will convene a follow up meeting with the stakeholders to review the details and guide the approval to realize its value by 3Q24.

I just delivered this message most likely in 3-5 minutes max through a careful selection of words and phrases that connect in a concise way and make it easy for people to engage. The key word is “MESSAGE” vs. sharing information. Lean removes wasteful words and enables efficient delivery of information while we craft words that connect emotionally with people for action.

For me, this is easy and has served me well.

For others, their delivery is painful and a waste of others’ time. In the process, it kils their brand and maybe yours if they work for you.

Can you coach this delivery method?  I do hope the framework can help.

But if you don’t have the capability yourself to do this or coach others, wouldn’t it be a courageous idea to gain back time with this approach?

The decision is yours to ratchet up your influence. What will it be?

Let me partner with you to review your team’s messaging and I’ll give you advice on how to hone messaging for lean and effective communication.

For the unfiltered, off the cuff discussion about this topic, please listen to my podcast airing on 1/25/24 and view the video so you see how I really feel about this topic!.

If you are a CEO who would love a partner to help you with a business challenge, be your #2 or help develop the team of tomorrow, let us partner in 2024.

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LEAN is a Four Letter Word: How to avoid the inherent waste in a Lean Initiative

Let me give it to you straight. No amount of operational efficiency you glean from a Lean Initiative is going to give you sustainable results without three fundamentals:

  • Responsibility & Accountability Institutionalized
  • Prioritization mastery
  • Critical thinking and decision logic maturity

Without these inculcated into your organization with front line leaders and those that drive the ship, you will ultimately lose money and then blame the Lean Leader for their failure.

Let’s look at waste: TIM WOODS stands for Time, Inventory, Motion, Waiting, Overproduction, Overprocessing, Defects and Skills which is the fundamental framework for eliminating waste in a Lean Organization.

However, let’s apply this to the humans vs. processes and see the waste through a different lens.

Example 1: A quality supervisor makes a decision to reject material and hold it until a disposition of scrap or rework can be made. The production manager understands the issue and pressures the supervisor that the specifications are just guidelines and in the end application, there will not be an impact and pressures them to release.

What’s wrong with this picture? While conversation is necessary in such situations, who ultimately is responsible for these key decisions? Refocusing the energy from pressuring the release of a product to identify the root cause why the product is not in specification is a better use of time. However, in this process without clear Responsibility and Accountability defined, there is Waste. I don’t care if you have an efficient production process to create products with defects; under the surface, the organization is generating waste.

Example 2: Production is realizing the benefit of Lean and is producing products with a lower takt time (a measurement in Lean for how fast you need to produce to keep up with customer demand). Management is celebrating a win, but there is a bottleneck in the quality lab. The quality manager has two people out for COVID, another is out for training, they have several research projects to complete for R&D, Customer Complaints to be resolved and they have to work with maintenance who is coming down today to repair a leak. The Manager is stressed and sees the work piling up and is working late hours to try to meet all demands.

What’s wrong with this picture? Clearly in this situation without further context, the Research work and possibly the customer complaints can be paused in favor of the leak and managing resources to get the work done with a reduced staff. However, this manager lacks the prioritization savvy to make those decisions or doesn’t have a support system to help them manage the increase in work and reduced resources. Wouldn’t it be a better use of time in concert with speeding up production to also work with Quality to ensure they are also level loaded to meet the demands of production? Could we also help this leader to have a framework for prioritization and a voice to message when they’re in trouble? Sometimes these situations cause burnout without us realizing it in the spirit of creating a lean production machine.

Example 3: Returning to the Quality Manager who is overloaded with a reduced workforce, they make the following decisions to manage:

  • Authorize overtime
  • Work 12 hour days
  • Delay the repair of the leak in the quality department

Where did they go wrong? Their decision logic based on a position of helplessness made the decisions based on what was in their control. Instead, they could have contacted customer service to see if any orders could be rescheduled. With the increased efficiency in production, there were resources that could be pulled in to do administrative work; moving resources to where the work was needed. And let’s talk about that leak they delayed. Short sightedness may cause a long term expensive issue if that leak introduces safety or health hazards in the lab. They could have reschedule to the weekend when people were not around.

Critical thinking and better decision logic might have had a better outcome for quality keeping up with production. By not preparing them with better skills, they sometimes make wasteful decisions which is what we’re trying to eliminate.

So my advice to you is next time you think of a Lean Initiative, look at yourself and the organization.

Do they have skills to prepare for the improvements you are making or are there skills under the surface you need to Lean out Waste before moving forward?

Think you got this because the Lean Consultant is on a mission to realize cost savings on behalf of your stakeholders? Think again as your Lean Initiative can be that Four Letter Word that leaves an irreparable legacy on your organization.

For the unfiltered, off the cuff discussion about this topic, please listen to my podcast airing on 1/19/24 and view the video so you see how I really feel about this topic!.

If you are a CEO who would love a partner to help you with a business challenge, be your #2 or help develop the team of tomorrow, let us partner in 2024.

To hear more about This topic please tune into my podcast that is releasing this Friday 1/19/24

Be well-Deb

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How Savvy CEOs Safeguard Organizational Stability Through Mentorship

CEO’s that gloss over mentorship realize corporate destabilization due to poor performance and retention challenges. Why does leadership invest so much in bringing in great talent to leave it unmanaged and wither with time? When we buy a car we’re better at changing the oil and rotating the tires. Why not have the same discipline with our resources who are the engine that run the organization?

I asked my mentor, what do I need to get ahead in my career and they said “Get an MBA.” At that time, I was busy with a career, three kids and doing the best I could to deliver results.  Who at the time could manage another degree? In retrospect, they could have advised how an MBA might enable me to have a greater impact on the organization. I’m sure it would have been helpful, but without proper mentorship even if I did get the MBA, I might not have reached my potential. Without that guidance, even if I got the MBA, I may have failed to reach my fullest potential. This is an example of poor mentorship and why I’m forever speaking to you about how important it is.

Let me break it down to the essentials so you can launch your own mentoring initiative:

  • Pair trained leaders to meet monthly with each of their staff. It may not be their boss
  • Focus first on the essential skills / barriers to improve core competencies and unleash their potential
  • Focus on the strategic work and evolve their thoughts on approach and progress
  • Focus on the tactical and what barriers are needed to be removed
  • Be present and really listen to the person and what are the underlying concerns
  • See them for who they should be or already are that they cannot see. Bring forward insight so they can see themselves in a new or different or higher light. When we can help them see their potential, they rise above.

You don’t need an expensive consultant to help implement such an effort. You as a leader can easily explain to your team why this is important and the measurable impact you are expecting. Then hold your teams accountable for this process just like you would manage any other Key Performance Indicator (KPI) in your organization. The mindset shift is that we are in the business of performance management. When we close gaps in confidence, capability and capacity, the results for stakeholders will follow.

For the unfiltered, off the cuff discussion about this topic, please listen to my podcast airing on 1/12/24 and view the video so you see how I really feel about this topic!.

I’ll leave you with one more closing thought:

Without effective mentorship, you are building a business on a shaky foundation of talent that may have gaps / cracks that you will notice when the planets align against you.

If you are a CEO who would love a partner to help you with a business challenge, be your #2 or help develop the team of tomorrow, let us partner in 2024.

To hear more about This topic please tune into my podcast that is releasing this Friday 1/12/24

Be well-Deb

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Building a LEAN Team: Key Strategies for Optimal Productivity

If you fell short of your Productivity Improvements in your organization in 2023, do not repeat the same approach!

If you were wildly successful in achieving your productivity results, high five and I’m right there with you! However, I do ask you if you think the efforts are sustainable? I see leaders claim victory one year to only fall into the abyss of waste and destabilization because they’ve not secured a solid foundation for apparent improvements. Might it have been brute force but with little adoption,lack of forums to remove barriers or even assure the legacy of good work is ingrained in future generations of personnel?

While you ponder these thoughts, let me share with you as building blocks to shore up good work and enable you to sustain the results. If you did not do any of these things, there is no shame in going back and revisiting these foundational elements. The only shame is to not do this and watch great work crumble.

I’m an expert in this area as I helped build a Lean Organization that started out at $500k / year cost savings to sustainably yielding $5MM annually. It was brute force in the beginning to build the capability, buy-in and enable results. It is often a tactical implementation without strategic vision and I’m here to share with you wisdom that is invaluable:

To sustain the gains of a Lean Initiative, we must build Lean Teams.

While investing in a well-being regiment including a good diet, weight training, cardio and a positive mindset is all important in building a lean body, building Lean Teams takes the same investment. A sound body and a sound mind will sustainably give you good results and longevity.

START HERE:

Build a Servant Leadership Culture: Every conversation should start with how is this going to help the people doing the work? It should never start with what are going to do to achieve $100,000 in cost savings. It should start with what do we need to do to help the people to eliminate waste and make their job easier? What is the investment needed and what do we think the ROI will be. When we start with service, the results will follow. When we start with the results, you will fail to serve.

Make Small Sustainable changes. Despite good intentions and excellent training on Lean Methodology, only 20% will truly retain the knowledge. Develop an implementation timeline that enables understanding and WIFM (what’s in it for me) and develop confidence and capability first by measuring organizational maturity. Only when we achieve each maturity level, do we progress to the next level. Let the organization dictate the timeline vs. pushing through an artificial one based on results. Lack of adoption will destabilize the organization.

Lean Communications (efficiency & kindness) : learn discipline in how we communicate in an efficient and kind manner will yield faster responses when time is critical. It’s important to teach this to our people else, the waste of excessive emails and meetings will take over any speed you were hoping for.

Misunderstandings need to be met head on: Any initiative needs a forum to identify risks and escalate barriers. Without this pressure relief valve, frustration will simmer below the surface and blindside you when you don’t get the expected result. Also challenge yourself to ask the hard question: do your people feel safe enough to escalate issues. This speaks to your culture and a bigger issue than any Lean Initiative.

Showcasing achievements builds pride and anchors the work – while it’s often built into Lean Initiatives to parade the results to senior leadership like a royal event, we lose sight of what is important. Showcasing value is not for the leadership, but it’s for the people. The outcome is to instill a sense of pride for an accomplishment such that they’re encouraged to repeat the effort and be an advocate to amplify the Lean Initiative for future generations.

When we invest in building a Lean Team, not only do we get short term results; we achieve long term health and well being in the organization to sustain productivity improvements.

So there you have it, the key to optimizing 2024 productivity improvements.

I’m here to listen and perhaps we can have a conversation about how I can get you off on the right foot for 2024 improvements.

If this episode or this year has been valuable, follow me into 2024.

If you are a CEO who would love a partner to help you with a business challenge, be your #2 or help develop the team of tomorrow, let us partner in 2024.

To hear more about This topic please tune into my podcast that is releasing this Friday 1/5/24

Be well-Deb

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