Shipulski On Design

Archive for the ‘How To’ Category

There’s always lots of talk about culture and how to change it.  There is culture dial to turn or culture level to pull. Culture isn’t a thing in itself, it’s a sentiment that’s generated by behavioral themes.  Culture is what we use to describe our worn paths of behavior.  If you want to change culture, change behavior.

At the highest level, you can make the biggest cultural change when you change how you spend your resources. Want to change culture? Say yes to projects that are different than last year’s and say no to the ones that rehash old themes.  And to provide guidance on how to choose those new projects create, formalize new ways you want to deliver new value to new customers.  When you change the criteria people use to choose projects you change the projects.  And when you change the projects people’s behaviors change. And when behavior changes, culture changes.

The other important class of resources is people.  When you change who runs the project, they change what work is done.  And when they prioritize a different task, they prioritize different behavior of the teams.  They ask for new work and get new behavior. And when those project leaders get to choose new people to do the work, they choose in a way that changes how the work is done.  New project leaders change the high-level behaviors of the project and the people doing the work change the day-to-day behavior within the projects.

Change how projects are chosen and culture changes. Change who runs the projects and culture changes. Change who does the project work and culture changes.

Image credit – Eric Sonstroem

Wanting things to be different is a good start, but it’s not enough. To create conditions for things to move in a new direction, you’ve got to change your behavior. But with systems that involve people, this is not a straightforward process.

To create conditions for the system to change, you must understand the system”s disposition – the lines along which it prefers to change.. And to do that, you’ve got to push on the system and watch its response. With people systems, the response is not knowable before the experiment.

If you expect to be able to predict how the system will respond, working with people systems can be frustrating.  I offer some guidance here. With this work, you are not responsible for the system’s response, you are only responsible for how you respond to the system’s response.

If the system responds in a way you like, turn that experiment into a project to amplify the change.  If the system responds in a way you dislike, unwind the experiment.  Here’s a simple mantra – do more of what works and less of what doesn’t. (Thanks to Dave Snowden for this.)

If you don’t like how things are going, you have only one lever to pull.  You can only change.your response to what you see and experience. You can respond by pushing on the system and responding to what you see or you can respond by changing what you think and feel about the system.

But keep in mind that you are part of the system. And maybe the system is running an experiment on you. Either way, your only choice is to choose how to respond.

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Ideas are cheap, but converting them into a saleable product and building the engine to make it all happen is expensive.  Before spending the big money, spend more time than you think reasonable to answer these three questions.

Is the problem big enough? There’s no sense spending the time and money to solve a problem unless you have a good idea the payback is worth the cost. Before spending the money to create the solution, spend the time to assess the benefits that will come from solving the problem.

Before you can decide if the problem is big enough, you have to define the problem and know who has it.  One of the best ways to do this is to define how things are done today.  Draw a block diagram that defines the steps potential customers follow or draw a picture of how they do things today. Define the products/services they use today and ask them what it would mean if you solved their problem. What’s particularly difficult at this point is they may not know they have a problem.

But before moving on, formalize who has the problem.  Define the attributes of the potential customers and figure out how many have the same attributes and, possibly, the same problem. Define the segments narrowly to make sure each segment does, in fact, have the same problem.  There will be a tendency to paint with broad strokes to increase the addressable market, but stay narrow and maintain focus on a tight group of potential customers.

Estimate the value of the solution based on how it compares to the existing alternative.  And the only ones who can give you this information are the potential customers. And the only way they can give you the information is if you interview them and watch them work. And with this detailed knowledge, figure out the number of potential customers who have the problem.  Do all this BEFORE any solving.

Will they pay for it? The only way to know if potential customers will pay for your solution is to show them an offering – a description of your value proposition and how it differs from the existing alternatives, a demo (a mockup of a solution and not a functional prototype) and pricing.  (See LEANSTACK for more on an offering.)  There will be a tendency to wait until the solution is ready, but don’t wait. And there will be a reluctance attach a price to the solution, but that’s the only way you’ll know how much they value your solution. And there will be difficulty defining a tight value proposition because that requires you to narrowly define what the solution does for the potential customer.  And that’s scary because the value proposition will be clear and understandable and the potential customer will understand it well enough to decide they if they like it or not.

If you don’t assign a price and ask them to buy it, you’ll never know if they’ll buy it in real life.

Can you deliver it? List all the elements that must come together. Can you make it? Can you sell it? Can you ship it? Can you service it? Are your partners capable and committed? Do you have the money do put everything in place?

Like with a chain, it takes one bad link to make the whole thing fall apart. Figure out if any of your links are broken or missing. And don’t commit resources until they’re all in place and ready to go.

Image credit — Matthias Ripp

When you’re asked to do more work that you and your team can handle, don’t pass it onto your team.  Instead, take the heat from above but limit the team’s work to a reasonable level.

When the number of projects is larger than the budget needed to get them done, limit the projects based on the budget.

When the team knows you’re wrong, tell them they’re right. And apologize.

When everyone knows there’s a big problem and you’re the only one that can fix it, fix the big problem.

When the team’s opinion is different than yours, respect the team’s opinion.

When you make a mistake, own it.

When you’re told to do turn-the-crank work and only turn-the-crank work, sneak in a little sizzle to keep your team excited and engaged.

When it’s suggested that your team must do another project while they are fully engaged in an active project, create a big problem with the active project to delay the other project.

When the project is going poorly, be forthcoming with the team.

When you fail to do what you say, apologize.  Then, do what you said you’d do.

When you make a mistake in judgement which creates a big problem, explain your mistake to the team and ask them for help.

If you’ve got to clean up a mess, tell your team you need their help to clean up the mess.

When there’s a difficult message to deliver, deliver it face-to-face and in private.

When your team challenges your thinking, thank them.

When your team tells you the project will take longer than you want, believe them.

When the team asks for guidance, give them what you can and when you don’t know, tell them.

As leaders, we don’t always get things right.  And that’s okay because mistakes are a normal part of our work.  And projects don’t always go as planned, but that’s okay because that’s what projects do. And we don’t always have the answers, but that’s okay because we’re not supposed to. But we are responsible for our response to these situations.

When mistakes happen, good leaders own them. When there’s too much work and too little time, good leaders tell it like it is and put together a realistic plan. And when the answers aren’t known, a good leader admits they don’t know and leads the effort to figure it out.

None of us get it right 100% of the time. But what we must get right is our response to difficult situations.  As leaders, our responses should be based on honesty, integrity, respect for the reality of the situation and respect for people doing the work.

Image credit – Ludovic Tristan

You could be a subtle leader if…

You create the causes and conditions for others to shine. And when they shine, you give them the credit they’re due.

You don’t have the title, but when the high-profile project hits a rough patch, you get called in to create the go-forward plan.

One of your best direct reports gets promoted out from under you, but she still wants to meet with you weekly.

When you see someone take initiative, you tell them you like their behavior.

You get to choose the things you work on.

You can ask most anyone for a favor and they’ll do it, just because it’s you. But, because you don’t like to put people out, you rarely ask.

When someone does a good job, you send their boss a nice email and cc: them.

When it’s time to make a big decision, even though it’s outside your formal jurisdiction, you have a seat at the table.

When people don’t want to hear the truth, they don’t invite you to the meeting.

You are given the time to think things through, even when it takes you a long time.

Your young boss trusts you enough to ask for advice, even when she knows she should know.

In a group discussion, you wait for everyone else to have input before weighing in. And, if there’s no need to weigh in, you don’t.

When you see someone make a mistake, you ignore it if you can. And if you can’t, you talk to them in private.

Subtle leaders show themselves in subtle ways but their ways are powerful. Often, you see only the results of their behaviors and those career-boosting results are mapped to someone else. But if you’ve been the recipient of subtle leadership, you know what I’m talking about. You didn’t know you needed help, but you were helped just the same. And you were helped in a way that was invisible to others. And though you didn’t know to ask for advice, you were given the right suggestion at the right time. And you didn’t realize it was the perfect piece of advice until three weeks later.

Subtle leaders are difficult to spot. But once you know how they go about their business and how the company treats them, you can see them for what they are. And once you recognize a subtle leader, figure out a way to spend time with them.  Your career will be better for it.

Image credit – rawdonfox

If you haven’t noticed, the pace and complexity of our work is ever-increasing. There’s more to do and there are more interactions among the players and the tasks. And though there’s more need for thinking and planning, there’s less time to do it. And the answer from company leadership – more productivity.

With the traditional view of productivity, it’s do more with less. That works for a while and then it doesn’t. And when you can no longer do more, the only remaining way to improve productivity is to do less.

If you try to do all five things and get four done poorly, wouldn’t it be more productive if you tried to do only three things and did them well? None of the three would have to touched up or redone. And none of the three would occupy your emotional bandwidth because they were done well and they’re not coming back to bite you. And because you focused on three things, you spent only three things worth of energy.  Your life force is conserved and when you get home you still have gas in the tank.

If you get three things done each day, you’ll accomplish more than anyone else in the company. Don’t think so? Three things per day is fifteen things per week. And if you work fifty weeks per year, three things per day is one hundred and fifty things per year. (I hope you don’t work fifty weeks per year, I chose this number because it makes the math cleaner.)

It’s not easy to get three things done per day.  With meetings, email, texts and the various collaboration platforms, you have almost zero uninterrupted time. And with zero uninterrupted time, you get about zero things done. And if I have to choose between getting three things done or zero things done, I choose three.  It’s difficult to allocate the time to get three things done, but it’s possible.

Three things may not seem like enough things, but three is enough. Here’s why. You don’t do just any three things, you do three important things. You choose what you want to get done and you get them done.  The key is to decide which three things you’ll get done and which three hundred you won’t. To do this, take some time at the end of the day to define tomorrow’s three things.  That way, first thing, you’ll get after the right three things.  It’s productivity through prioritization. You’ve got to do fewer things to get more done.

And you can still deliver on large projects with the three-things-per-day method. For large projects, most, if not all, of the day’s three things should be directly related to the project. Remember the math – you can do fifteen things per week on a large project. And it works for long projects, too. Do one thing per week on the long project and you will accomplish fifty things over the course of the year. When was the last time you completed fifty things on a project?

And if you think three things is too few, that’s fine. If you want to do more than three things, you can. Just make sure you know which three you’ll complete before moving on to the fourth. But, remember, you want to leave work with some gas still in the tank so you can do three things when you get home.

Image credit – Steve @ the alligator farm

On every operating plan there are more projects than there are people to do them and at every meeting there more new deliverables than people to take them on. At every turn, our demand for increased profits pushes our people for more.  And, to me, I think this is the reason every day feel fuller than the last.

This year do you have more things to accomplish or fewer? Do you have more meetings or fewer? Do you get more emails or fewer?

We add work to people’s day as if their capacity to do work is infinite. And we add metrics to measure them to make sure they get the work done. And that’s a recipe for depletion. At some point, even the best, most productive people reach their physical and emotional limits. And at some point, as the volume of work increases, we all become depleted. It’s not that we’re moving slowly, being wasteful or giving it less than our all. When the work exceeds our capacity to do it, we run out of gas.

Here are some thoughts that may help you over the next year.

The amount of work you will get done this year is the same as you got done last year. But don’t get sidetracked here. This has nothing to do with the amount of work you were asked to do last year. Because you didn’t complete everything you were asked to do last year, the same thing will happen this year unless the amount of work on this year’s plan is equal to the amount of work you actually accomplished last year. Every year, scrub a little work off your yearly commitments until the work content finally equals your capacity to get it done.

Once the work content of your yearly plan is in line, the mantra becomes – finish one before you start one. If you had three projects last year and you finished one, you can add one project this year. If you didn’t finish any projects last year you can’t start one this year, at least until you finish one this year. It’s a simple mantra, but a powerful one. It will help you stop starting and start finishing.

There’s a variant to the finish-before-you-start approach that doesn’t have to wait for the completion of a long project. Instead of finishing a project, unimportant projects are stopped before they’re finished. This is loosely known as – stop doing before start doing.  Stopping is even more powerful than finishing because low value work is stopped and the freed-up resources are immediately applied to higher value work. This takes judgement and courage to stop a dull project, but it’s well worth the discomfort.

If you want to get ahead of the game, create a stop-doing list. For each item on the list estimate how much time you will free up and sum the freed-up time for the lot. Be ruthless. Stop all but the most important work. And when your boss says you can’t stop something because it’s too important, propose that you stop for a week and see what happens.  And when no one notices you stopped, propose to stop for a month and see what happens. Rinse and repeat.

When the amount of work you have to get done fits with your capacity to do it, your physical and mental health will improve. You’ll regain that spring in your step and you’ll be happier. And the quality of your work will improve. But more importantly, your family life and personal relationships will improve. You’ll be able to let go of work and be fully present with your friends and family.

Regardless of the company’s growth objectives, one person can only do the work of one person. And it’s better for everyone (and the company) if we respect this natural constraint.

Doing new work takes gumption. But there are two problems with gumption. One, you’ve got to create it from within. Two, it takes a lot of energy to generate the gumption and to do that you’ve got to be physically fit and mentally grounded. Here are some words that may help.

Move from self-judging to self-loving. It makes a difference.

It’s never enough until you decide it’s enough. And when you do, you can be more beholden to yourself.

You already have what you’re looking for. Look inside.

Taking care of yourself isn’t selfish, it’s self-ful.

When in doubt, go outside.

You can’t believe in yourself without your consent.

Your well-being is your responsibility. And it’s time to be responsible.

When you move your body, your mind smiles.

With selfish, you take care of yourself at another’s expense. With self-ful, you take care of yourself because you’re full of self-love.

When in doubt, feel the doubt and do it anyway.

If you’re not taking care of yourself, understand what you’re putting in the way and then don’t do that anymore.

You can’t help others if you don’t take care of yourself.

If you struggle with taking care of yourself, pretend you’re someone else and do it for them.

Image credit — Ramón Portellano

If your solution isn’t sold to a customer, you didn’t do your job. Find a friend in Marketing.

If your solution can’t be made by Manufacturing, you didn’t do your job.  Find a friend in Manufacturing.

Reuse all you can, then be bold about trying one or two new things.

Broaden your horizons.

Before solving a problem, make sure you’re solving the right one.

Don’t add complexity. Instead, make it easy for your customers.

Learn the difference between renewable and non-renewable resources and learn how to design with the renewable ones.

Learn how to do a Life Cycle Assessment.

Learn to see functional coupling and design it out.

Be afraid but embrace uncertainty.

Learn how to communicate your ideas in simple ways. Jargon is a sign of weakness.

Before you can make sure you’re solving the right problem, you’ve got to know what problem you’re trying to solve.

Learn quickly by defining the tightest learning objective.

Don’t seek credit, seek solutions. Thrive, don’t strive.

Be afraid, and run toward the toughest problems.

Help people.  That’s your job.

Image credit – Marco Verch

What is your obligation to improve the health of our planet?

For the CEO – Look around. Look at Europe. Look at China’s plans. Look at the startups. I know you want to achieve your growth objectives, but if you don’t take seriously the race toward cleaner products and services, you’ll go out of business. You can see this as a problem or an opportunity. Bury your head or put on your track shoes and run! It’s your choice.

Look at the oceans. Look at the landfills. Look at the rise in global temperatures. Just look. This isn’t about ROI, this is about survival. Growth objectives aside, no one will buy things when they are struggling to survive in an uncertain future. Your same old dirty products won’t cut it anymore. So, what are you going to do?

For an example of a path forward, look to the companies in the oil business. Their recipe is clear. They’ve got to use their large but ever-diminishing profits to buy themselves into technologies and industries that will ultimately eat their core business.  Though the timing is uncertain, it’s certain that improvements in cleaner technologies will demand they make the change.

Whatever you do, don’t wait. You don’t have much time. Cleaner technologies are getting better every day.  It’s time to start.

For Marketing – Look at the upstarts. Look at the powerful companies in adjacent markets who will soon be your direct competitors. Look at your stodgy, unprofitable competitors who are now sufficiently desperate to try anything. Their next marketing push will be built on the bedrock of an improved planet. They’ll be almost as good as you in the traditional areas of productivity and quality and they’ll blow your doors off with their meaner and greener products. Customers will choose green over brown. And they’ll look for real improvements that make the planet smile. The time for green-washing is past. That trick is out of gas.

You need to help customers with new jobs to be done. They care about their environment. They care about their carbon footprint. They care about clean water. And they care about recycling and reuse. It’s real. They care. Now it’s up to you to help them make progress in these areas. It will be a tough road to convince your company that things need to change, but that’s why you’re in Marketing.

You’re already behind. It’s time to start. And it’s up to you to lead the charge.

For Manufacturing – Look at your Value Stream Maps (VSMs). Assign a carbon footprint to each link in the chain. And do the same with water consumption. Assess each process step for carbon and water and rank them worst to best. For the worst, run carbon kaizens and improve the carbon footprint. And run water kaizens for the thirstiest processes.

And look again at your VSMs, and look more broadly. Look back into the supply chain, rank for carbon and water and improve the ones that need the treatment. And teach your suppliers how to do it. And look forward into your distribution channels and improve or eliminate the worst actors. And then propose to Marketing that you teach your customers how to use VSMs to clean up their act. And challenge Engineering to change the design to eliminate the remaining bad actors.

You’ve made good progress with your value streams. Now it’s time to help others make the progress that must be made. As subject matter experts, it’s your time to shine. And, please, start now.

For Engineering – Look at your products. Look at how they’re used. Look at how they’re delivered. Look at how they’re made. Look at how they’re recycled. Sure, your products provide good functionality, but throughout their life cycle they also create carbon dioxide and consume water. And you’re the only ones that can design out the environmental impact.

Learn how to do a Life Cycle Assessment (LCA). Learn which elements of the product create the largest problems. For all the parts that make up the product, sort them worst to best to prioritize the design work. It’s time for radical part count reduction. Try to design out half the parts. It’s possible. And the payoff is staggering. What’s the carbon footprint of a part that was designed out of the product?

Or, to make a more radical improvement, consider an Innovation Burst Event (IBE) to make a fundamental change in the way your products/services impact the environment. With this approach, your innovation work, by definition, will make the planet smile.

It’s time to be open-minded. Ask Manufacturing for the worst processes (including supply chain and distribution) and try to design them out. Design out the part, or change the material, or change the design to enable a friendlier process. Manufacturing can only improve a bad process, but you can design them out altogether. There’s power in that, but with power comes responsibility.

And it’s time for you to take responsibility.

For Everyone in Industry – Regardless of your company, your country or your political affiliation, we can all agree that all our lives get better as the health of our planet improves. And everyone can agree that cleaner air is better. And everyone can agree it’s the same for our water – cleaner is better. And that’s a whole lot of agreement.

As industry leaders, I challenge you to build on that common ground. As industry leaders, I challenge you to improve our planet one product at a time and one process at a time. And as industry leaders, I challenge you to help each other. There’s no competitive disadvantage when you help a company outside your industry. And there’s no shame in learning from companies outside your industry. And it’s good for the planet and profits. There’s nothing in the away. It’s time to start.

As an industry leader, if you want to make a difference in the health of our planet, send me an email at mike@shipulski.com and we will help each other.

Image credit – halfrain

It’s a challenge to prioritize and choose innovation projects. There are open questions on the technology, the product/service, the customer, the price and sales volume.  Other than that, things are pretty well defined.

But with all that, you’ve still go to choose.  Here are some questions that may help in your selection process

Is it big enough? The project will be long, expensive and difficult. And if the potential increase in sales is not big enough, the project is not worth starting. Think (Price – Cost) x Volume. Define a minimum viable increase in sales and bound it in time. For example, the minimum incremental sales is twenty five million dollars after five years in the market. If the project does not have the potential to meet those criteria, don’t do the project. The difficult question – How to estimate the incremental sales five years after launch? The difficult answer – Use your best judgement to estimate sales based on market size and review your assumptions and predictions with seasoned people you trust.

Why you? High growth markets/applications are attractive to everyone, including the big players and the well-funded start-ups. How does your company have an advantage over these tough competitors? What about your company sets you apart? Why will customers buy from you? If you don’t have good answers, don’t start the project. Instead, hold the work hostage and take the time to come up with good answers. If you come up with good answers, try to answer the next questions. If you don’t, choose another project.

How is it different? If the new technology can’t distinguish itself over existing alternatives, you don’t have a project worth starting.  So, how is your new offering (the one you’re thinking about creating) better than the ones that can be purchased today? What’s the new value to the customer? Or, in the lingo of the day, what is the Distinctive Value Proposition (DVP)? If there’s no DVP, there’s no project. If you’re not sure of the DVP, figure that out before investing in the project. If you have a DVP but aren’t sure it’s good enough, figure out how to test the DVP before bringing the DVP to life.

Is it possible? Usually, this is where everyone starts. But I’ve listed it last, and it seems backward. Would you rather spend a year making it work only to learn no one wants it, or would you rather spend a month to learn the market wants it then a year making it work? If you make it work and no one wants it, you’ve wasted a year. If, before you make it work, you learn no one wants it, you’ve spent a month learning the right thing and you haven’t spent a year working on the wrong thing. It feels unnatural to define the market need before making it work, but though it feels unnatural, it can block resources from working on the wrong projects.

There is no foolproof way to choose the best innovation projects, but these four questions go a long way. Create a one-page template with four sections to ask the questions and capture the answers. The sections without answers define the next work. Define the learning objectives and the learning activities and do the learning. Fill in the missing answers and you’re ready to compare one project to another.

Sort the projects large-to-small by Is it big enough? Then, rank the top three by Why you? and How is it different?  Then, for the highest ranked project, do the work to answer Is it possible?

If it’s possible, commercialize. If it’s not, re-sort the remaining projects by Is it big enough? Why you? and How is it different? and learn if It is possible.

Image credit – Ben Francis