Kotter’s 8 Point Plan for Leading Major Change

I recently read Leading Change by John Kotter.  It has become something of a classic among management books.  He starts by listing eight reasons why major organisational change initiatives fail.  He then goes on to give his eight point plan for leading change.  The process he recommends is:

  1. Establish a Sense of Urgency
  2. Create a Guiding Coalition
  3. Develop a Vision and Strategy
  4. Communicate the Change Vision
  5. Empower Employees for broad-based Action
  6. Generate Short-Term Wins
  7. Consolidate Gains and Produce more Change
  8. Anchor the New Approahces in the Corporate Culture

He clearly explains the why and how for each point and stresses the importance of following this procedure in sequence and of not omitting any steps.  Both leadership and management is needed in the process and he shows their different roles.  The book is easy to read and the arguments are cogent.  There are many examples and stories – though no proper case studies.  Overall it is a highly valuable guide to the tough challenge of leading change.

Paul Sloane

 

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Problem Analysis Techniques

I have posted a short video tutorial on two problem analysis methods – Why, Why and Six Serving Men.  I use these methods on my innovation workshops as tools to understand and unpack complex issues.  If you are facing a tough challenge then try using one or both of these methods to analyse the issue and to break it down into more manageable topics.  These then provide the starting points for idea generation sessions.

Paul Sloane

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Taming the Meetings Monster

Do you spend too much time in meetings?  If so you are in good company.  One of the  most common complaints of office workers is that their productivity is hampered by too many meetings and too many unproductive meetings.  Here are some ways to tackle this problem.

1.  Fewer attendees.  The meeting should be restricted to those whose presence is essential to review the issue and make the decisions.  People who want to be ‘kept in the picture’ should receive a summary email from the meeting chair.

2.  A clear focus and agenda.  The purpose of the meeting and any required information or preparatory work should be made clear to all delegates well in advance.

3.  Training.  Anyone who chairs a meeting should have had some basic training on running meetings.  This would include keeping to time, keeping focussed, reaching decisions, agreeing actions and handling conflicts.

4.  Use a Discipline.  There are various formal methods for managing meetings.  I like de Bono’s Six Hats.  They can help you to focus on the key activities of productive discussion and speedy decision making.

5.  No Meetings in the Mornings.  Author Josh Kaufman recommends that you should allow meetings only in afternoons thus allowing you to block out mornings for essential work that only you can do.  He claims that this significantly improves productivity and I am inclined to believe him.

Try these ideas and get the meetings monster under control in your business.

Paul Sloane

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Transfer the Job – Get the Customer to do more

Online check-in for flights is a great innovation.  Instead of standing in line at the check-in desk I can select my seat and print my boarding card at the computer on my desk (or on my smart phone).  For me, the passenger, online check-in offers time saving, control and convenience.  For the airline it means less administration, fewer check-in desks and competitive advantage (I would rather fly with an airline that offers it).  It is an example of a service innovation where part of the task has been transferred to the customer.  We are seeing this kind of idea from all sorts of service providers.

Take health care as an example.  Patients themselves are increasingly turning to the internet and to self-help groups.  In the UK NHS Direct gives advice and help to approaching 10m people a year by phone and internet.  This saves many visits to the surgery where people have to wait their turn to see a doctor.  PatientsLikeMe is an internet based user group that helps people to explore their symptoms, conditions, treatments and research reports.  They claim that by learning from other patients and sharing the user experiences you can take control of your illness.  Kaiser Permanente is a health firm that supports diabetes sufferers.  It encourages them to undertake self-diagnostic checks which are analysed by specialists who then advise courses of action over the phone.  New York medical centre Montefiore has reduced hospital admissions by 30% for older patients by using sensors which enable doctors to monitor their progress remotely.  The combination of monitoring, self-help and remote specialist support has the ability to deliver improved health and lower costs.

IKEA has become a highly successful furniture retailer using a model where the client does much of the work.  Not only do you have to assemble the kits yourself but you act as store man when you retrieve the goods in their warehouse.

Another celebrated case is the crowdsourcing pioneer, Threadless, which is a company that produces T-shirts.  It gets its customers to submit designs for new tops and then to vote to choose their favourites.  Threadless then produces the most popular designs and unsurprisingly they sell well.

Take a look at the processes involved in the delivery and use of your goods and services.  Break it down into a series of steps.  For each step ask the question – ‘Can we get the customer to do this?’  If you can transfer part of the task to the client you might end up with a win, win – better for them and better for you.  Just like online check-in.

Paul Sloane

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Every Business Problem is an Opportunity for Innovation

Very often a business problem turns into an opportunity for innovation.

A good example concerns Japan Railways East, one of the world’s largest rail carriers. During the 1980s they constructed a new high-speed railway line running north of Tokyo. This involved drilling a long tunnel under a huge mountain, Mount Tanigawa. Once the tunnel was constructed the company encountered problems with water seepage. Engineers designed systems to drain off the water which was seeping through the mountain from the melting snows on its peak.

Then a maintenance worker suggested something radical: why not bottle the water and sell it? The water was of great purity and taste. His idea was implemented and JR East entered the beverage business with a bottled mineral water. It was promoted under the name Oshimizu as a premium product derived from the pure snows of Mt. Tanigawa. Furthermore the company exploited its retail coverage by placing vending machines on over 1,000 station platforms. The product line was extended with fruit juices and iced tea. By the mid 1990s sales of the Oshimizu brands were over $50 million a year.

During the Californian gold rush a young entrepreneur went to California with the idea of selling tents to the miners. He thought there would be good market for tents from the thousands of people who flocked to dig for gold. Unfortunately the weather was so mild that the miners slept in the open air and there was little demand for his tents. So he took a bold step. He cut up the strong cotton material of his tents and used it to make trousers that he sold to the miners. The man’s name was Levi Strauss.

Nearly every problem presents us with opportunities. What is required is an attitude of adventure and the ability to see the opportunity and take the risk. If you can do these things you can turn problems into profitable innovations.

Paul Sloane

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10 Questions to Ask Yourself before you start Your Own Business

Paul Sloane

If you are a brilliant innovator or a budding entrepreneur then you are probably thinking right now about starting your own business and making a great success of your wonderful idea.  If you are then please read my list of 10 Questions to ask Yourself.

As a taster here are the first three:

1.  Am I good at this? Do I have the skills; talents and experience that will help me succeed in this venture? Make a list of your strengths and weaknesses. Does this venture play to your strengths? How can you compensate your weaknesses?

2. Do people really need what I will offer? Who will buy it and why will they need it? If there is no customer need then the business will fail. 

3.   Can I make money doing this? Once it is up and running will it make a good profit? If not, why bother?

Good luck with your new venture!

Paul Sloane

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How to innovate with Services – the Easyjet Approach

How can you innovate with your services? A good approach is subtraction and addition. To see an example we can look at the low cost airlines like Easyjet, Ryanair or Southwestern. First they looked at the traditional elements of an airline’s service model and subtracted all the inessentials. Easyjet subtracted:

  • Printed tickets
  • Travel Agents
  • Allocated seating
  • Airport Lounges
  • A free cup of tea or coffee

By doing this they were able to take down their cost base way below the industry standard and offer much lower prices for a basic service.

Then they started adding back services and charged separately for them, e.g.

  • Speedy boarding (effectively the chance to choose your seat)
  • Extra baggage (anything over a bare minimum)
  • Beverages on the flight

Take a look at your service offering and see what you can take away and what you can add back.  Perhaps you should offer a lower level of service at a lower price and then let clients pay for the extras they want.  It seems to work for Easyjet.

Paul Sloane

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How to Use De Bono’s Six Hats

I teach de Bono’s Six Hats on my leadership workshops and people generally find it a very productive way to run meetings and to reach decisions. It replaces the strife and circular arguments that plague many meetings with a method and a discipline that gets you to better decisions faster. If you want to know more then you can:

Get the book

or

Go to my tutorial

Paul Sloane

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Does your Structure help or hinder Innovation?

The traditional top-down structure in organizations can be a powerful inhibitor to innovation. It is a reflection of a command and control style of leadership where orders are issued at the top and followed by the ranks. People lower down the organization who have great ideas can feel inhibited about promoting them. They feel it is disrespectful to challenge the command chain. Most modern businesses try to overcome this with open communication and employee empowerment. But there is a more radical alternative – destroy the hierarchy altogether.

Oticon, the innovative Danish hearing-aid manufacturer, broke the conventions of corporate structure when it tore up the hierarchy and created what became known as a ‘spaghetti organization’. People are not allocated to departments but move from project to project. The system looks chaotic in a conventional sense but Oticon have achieved remarkable success with it over a period of ten years.

Another celebrated example of this approach is W L Gore & Associates, manufacturer of the world famous GORE-TEX® fabric. It was the first company to stay top of the The Sunday Times ’100 Best Companies to Work For’ list three years in succession.

Gore’s unusual approach involves teams forming for projects and selecting their own leaders. There is no formal executive structure and you are appraised by your peers. Associate John Housego, Livingston plant leader, explains: “You quickly learn what it means to be a real team player. Many companies profess to foster team spirit, but at Gore your contribution is rated not by an individual, but by your immediate team.”

There are many examples on the internet of communities that come together for a common purpose and largely manage themselves. Wikipedia is a good example.

It appears that successful organizations of the future will not resemble the hierarchical structures of the past. They will be fluid, adaptable networks. People will coalesce into teams to accomplish certain tasks and then reform into new teams. A useful analogy is a theater company. Everyone agrees a common goal – a vision of a brilliant team performance. Each person learns their part in the play and fulfills their role in a creative and high quality manner. Then there is a fresh objective – a new play with a new director. The actors and support staff have entirely different responsibilities. The person who was a star before is now in a supporting role. But everyone shares the common purpose – to put on a great performance and to delight their customers.

Paul Sloane

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Streamline your Innovation Approval Process

Try this exercise.  Draw a flow chart diagram of your organisation’s approval process for innovations. Pick an example for a theoretical new idea. Suppose it is a good idea to improve customers’ satisfaction that would involve significant spending and the co-operation of several departments. What levels of approval and authority would it need to see the light of day? Who are the key stakeholders in the approval process? Who has the right of veto? What levels of planning or business case development are needed to get it through the system?
 
Draw as detailed a flow chart as you can showing the go/no go decision points and the feedback loops where ideas are sent back for reconsideration. Now ask some questions. Is this process fit for purpose? Is it over-engineered? Do we have too many hurdles for new proposals to jump? Often when this exercise is done we find that the approval process has been designed for significant new product initiatives but it is unwieldy for smaller developments or process improvement proposals that still have to jump through all the hoops.
 
 The National Audit Office in the UK examined innovation in the government sector and found that approval processes were inappropriate and deterred innovation. It was recommended that  Government departments and agencies should ensure that:
 
1.  Their review processes are purposeful and proportionate for the risks that the innovations pose. 

2.  Pilots are appropriately scaled for projects and analysed. 

3.  Reversible innovations can be tested speedily and at small scale before being rolled out more widely.

 4.  Decision-making processes take appropriate account of the opportunity costs of delays, especially the foregoing of expected financial savings.
 
These recommendations apply to large and small organisations everywhere. Make more decisions faster.  This will lead to more failures but if you fail often and fail inexpensively then you will also find winners sooner.
Paul Sloane
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