There are many Leaders in the Manufacturing Industry. I have had the Privilege to meet Hundreds of Leaders as part of my Career and Business/Executive Coaching. No two Leaders are the same. Each Leader is interesting in his/her own way. Each Leader has his/her own way of guiding the team and getting results. We can look at results and say who is effective and who is less effective. But, it is also important to look at the Process that each of these Leaders follow.
Let me discuss a few examples of Leadership that I have seen.
01. Patient Leader: I have met a Leader who does not follow up hard with his team. This Leader may / may not fix any targets. If a Sub-ordinate is proactive, he may bring a target for approval by the Leader which the Leader loyally does approve! Otherwise, he is not running after the Team members for Targets. This Leader also does not review his team closely. He does not put any pressure on his team. None whatsoever. In fact, he is trying to make them absolutely comfortable in their jobs.
While this is the style of the Leader, the Subordinates who are quite conscientious are building their own methods and achieving the results that they can. Those who are not firmly in control of their problems may not be delivering very good results. This Leader is not putting any extra ordinary pressure on this person. Sometimes he may get involved in this area a bit more.
The results in this company are reasonably good. They keep growing very well. It is not a very small company. It is above Rs 1000 Crore turnover and they are growing.
When you look at the Business Systems in this Company, they may not be very strong. Whether the Company can withstand strong competition and survive in a tougher environment also? It remains to be seen.
But, fundamentals related to People seem strong.
This type of Leader is a big exception and I have not seen this type of Leader coupled with good results in short and long term. There are leaders where the Business Results are there. But not Process results.
02. Lost Leader:There are many Leaders of Companies who are expecting a lot from themselves and their teams. But, they have no idea of how to achieve it. They keep taking up BIG targets and keep failing regularly.
They keep pushing their teams hard. The teams do not have a way of going after the Targets. The guidance from the Leader is not Clear.
Results are always well short of expectations. Very often I found these companies more or less stagnated at the same level for years on!
This type of Leaders are many. I am not referring to Entrepreneurs only here. There are many Professional Business Leaders who fall in this category.
03. Aggressive Leader: Then there are Leaders who are out to achieve everything and, in some way, or the other. They want results ‘somehow’.
The Targets are usually set to be quite aggressive. But, these Leaders are okay even if their team achieve 75% of these Targets. They have fixed ‘high’ targets in a ‘smart’ manner!!
These Leaders usually tell the team what to do, how to do and of course when to do. They just seem to know everything and have answers for everything.
These leaders ‘deliver’. Their Bosses are very careful with them.
These are the Organisations that are stuck in the wrong place. They seem to be getting ‘Good’ results and they don’t want to even blink while this is happening for the fear of losing everything.
But, they would be damaging the organisation quite badly. When this extraordinary Leader leaves, the Company will come back to Zero.
This is perhaps the most dangerous of all the situations.
How to build your way of Leadership in a conscious manner?
I would say that the type of Leadership that you adapt should develop the People in the System continuously. It should be a very strongly Process oriented approach.
I have heard from some accomplished Leaders that Process is not required when a Company is Small, and it is required only when your Company is beyond a certain size. I would invite these Leaders should look at their definition of ‘Process’. Are we straight jacketing our definition of ‘Process’ meaning something that will deliver results only in the medium / long term? A small company / unit requires to deliver results quickly. A Baby who is trying to walk for the first time needs to develop the muscles in the legs. He can’t be worried about preparing for University examination. But, the Process that he adapts should aim at delivering the Short term results only. A Baby that has to learn walking will be helped by her Parents to practice this walking in a controlled environment where the Parents remove all obstacles in the Baby’s path and one Parent releases the Baby while the other goads the Baby to move and come to him. There is a process happening here!
I would say Process focus is a must whatever the size of the Organization. If you don’t have a method of doing your work, then the results happen only by chance.
I would lay down Three Components of ‘Your way’ of Leadership:
01. Your Expectations: A Team develops to meet the expectations of its’ Leader. If your Expectations are set in miserly manner, you are short circuiting the development of your Team. At the Same time if you have too high and unreal expectations from your team, it won’t work.
Please note that it is your Team who will decide whether a Target is unreasonable or not. If they feel it is ‘unreasonable’ and you feel It is ‘reasonable’, the onus is on you to prove it can be attained. Not on them !
If you don’t agree on a Target, please note there is no communication happening !! You need to STOP here and fix this.
You need to have a good Vision of what you can expect from your Team. You need to stretch the Team so that the BEST comes out of them. I would say that this ability of Leader to set the Right expectations is an art. He/She has to look at their team and know how to set expectations and rise the expectations slowly. The speed of raising should be slow enough not to leave too many people behind and fast enough not to disappoint the team members with good capabilities.
The Leader should be very clear about the Targets for this year broken up in to Monthly / Weekly / Daily Targets. Leader has to guide the Team to break up the Targets and ensure they know what to do today to achieve their Weekly / Monthly / Quarterly/ Annual Targets.
01. Your Follow-up: A Leader has to work out his own way of Follow-up with his team. The Follow-up tools will include the following:
a) Business Reviews: Regular Business Reviews and Fixed agenda for these Reviews is very important. If you ask ‘x’ number of Questions every week and you are asking the same questions, the whole organisation designs itself to answer your Questions. Definite paths develop in the organisation along the questions that you are asking. A good Daily Work Management (DWM) (You can get certified as a DWM Specialist with the help of an E-Learning Course from IMA) with good KPIs helps this situation. What is important is to ensure Business Reviews are happening at ALL levels. Not just your Reviews at the Top.
b) Motivation system: The Motivational methods in the Organisation should be continuously tweaked to push the Objectives of this year. Many companies who have some motivational systems have FIXED systems. This does not help. Your Award and Recognition systems should be evolving continuously.
c) Organizational Initiatives: When you are pursuing a set of targets in the Company, you may see a need for taking a bigger action in one area. Example : If too many accidents are happening in your Shop floor, you may feel the need for a major improvement in the area of Safety. You may appoint a Subject Matter Expert either as a Consultant or a full time employee to push for a revamp of Safety systems. These Initiatives are important to help your Company to make some bigger improvements.
d) Deep Dives: In some situations, just reviews are not enough. You may want to get down to the Shop floor / Market to lead some Activities. Eg. In a tough Market environment, You may want to go out and meet the Dealers across the Country to find their views about Market status. Look at what is working and what is not working so that you can motivate the team to get results where they can. These Deep Dives are very much needed to know the Status on the ground and to understand the Problems on the ground.
e) Bench mark visits: It is very important to take the Team to look at other Companies that are doing well. Nothing teaches your team better than a working model. Many companies are quite open to receive teams and share their experiences provided you know the Questions to ask. Companies are available across the world in different economies. Bench Mark Visits have to be timed well. You need to take the team to these companies when they are ready for that. A wrongly timed visit will have no impact.
Many a times the Leader adapts only the Business Reviews for Follow up. Even these Business Reviews will end up in lot of questions rather than answers. This will demotivate the team rather than motivate them! Be careful about this aspect !
Try and put yourself in the environment that you are giving your team and see whether that environment motivates you. You can ask for feedback from your team too!
3. Your Guidance: We spoke about Your Expectations and Your Follow-up. I am talking about another aspect of Leadership. How do you guide your team to put the pieces of the puzzle together and find their way around?
A Sales & Marketing Manager has to build the Process of Selling and Marketing. If he has a wonderful process, he should be delivering consistent results in line with your targets. If he is delivering, it is time to raise the bar. But, the continuous development in the process is a must. Being static is being dead! How do you guide your Colleague to improve his methods?
A HR Manager has to keep measuring their effectiveness in developing people. There is so much modern technology today for People Development is that he should evolve a better process every day. How do you guide him to develop better and better methods fo improve Human efficiency and Human Learning methods?
A Finance Manager has to look at better and better methods to monitor all the costs and understand the activities that are causing the cost. He should make the activities so transparent that anyone can monitor them and control the Costs. How do you guide him in this?
A Leader has to guide her team members to develop these processes in every interaction that she is having with them. This is the higher purpose of Business Reviews! We are not reviewing them to just push them hard!!
To give this guidance, the Leader need not be expert in everything. All that he needs is a systematic thinking and patience to guide. I would say each Leader has to spend at least 2 hours per month with each of their team members to look at the processes and guide them to improve the processes. In some cases they may spend more time and in some cases they may spend less time.
Using the above aspects of Leadership and other aspects that you may feel necessary, it is required for you to build YOUR WAY of Leadership that continuously evolves and that delivers Consistently!
If your team is getting consistently better results, this is one indication that you found your way!
In the last few years, we can see a very good Start up culture across the Country. We can see Youngsters and Older people alike getting in to some Business or the other. Industries across India are in a ‘Correction mode’ where they have stopped recruiting as they used to and are in the phase of improving People Productivity. So, the Jobs are not available in plenty. This is also pushing some people to go on their own.
I consider this as a highly positive development. People of India have the choice of going on their own. Many Professions are gaining the respectability that they deserve. Some years back, selling food on the Road side may not have been preferred by Educated youngsters. But, now the Food Trucks are well respected and you can see well educated youngsters getting in to it. This is how a Society develops. More Capable people enter in to every area and generally there will be an upliftment of the work concerned with Customers getting better Quality for lesser price.
You can see this happening in Politics too. More Educated people are getting in to Politics. You can see some good examples like Nandan Nilekani who are prepared to throw their hat in to serve in a field. I am sure this will lift the arena of Politics and Politicians. We need more to happen in this area.
Job or Business ?
I notice that there are atleast Four types of People around us.
01. Early adapters: These people may be second Generation in a Business Family or they may be first generation Businessmen / Women who chose to go on their own immediately after Education. I personally like this category very much as I feel they have chosen their Mission early on.
02. Planned adapters: I see a lot of people coming in to Business this way. They earn some money and experience before they make up their mind to do what they want to.
03. Better Late than never adapters: These are the Professionals who would have put in 15-25 years in the Industry and then decided to leverage their long experience to do something on their own.
04. Second Innings: These are perhaps people who start doing something after gaining lot of experience and saving some money.
I belong to the third category above. I personally feel there is nothing wrong with any of the above categories. We are all what we are ! Each of us have our own Priorities and Compulsions in our lives.
Why do we want to go on our own ?
It is perfectly okay to Work in a Job or Be on your own. We need to understand what drives us as individuals.
Some of us are quite happy working in a 9 – 5 Job. We get adjusted to the demands of the Job. We find our peace in it. We build our lives around the Companies that we are working for. Some of us may not be working in a single company. We may shift our jobs. But, we are quite fine with working in a job. We build our homes, educate our children and we keep progressing in our lives. This is perfect as long as you enjoy what you are doing.
There are some of us who are not happy doing the 9-5 job. You always have this burning desire to do something more and something what you always wanted to. This person also has the same needs as the person discussed in the previous para. But, this person is motivated by something more. Initially, this person may not have his Goal clearly spelt out. This person may be unhappy many times at the job. There may be nothing wrong with the job. But, what is causing the struggle in his/her mind is his/her own ‘nature’. He wants to do something on his own and Create something in a different manner.
Put your finger on it..
I request those ‘Own Types’ to recognize this desire in them. It requires some amount of reflection and soul searching to find this. There is no point in blaming the job you are in or your colleagues and your Boss. What is causing the discomfort is ‘your own nature’. Recognize this and take steps to fulfill this in a nice manner. For all you know, you may be able to do something for the Company that you have been working for.
What to look out for?
Having been on my own for the past 6 years, I have gone through the metamorphosis of being in ‘Senior Positions’ to being ‘on my own’. I would like to share my experiences on being on my own and what you can look out for:
01. Leave your ‘I am Boss’ feeling in your last job: When you work in a fairly Senior Position in your Company, you would have gotten used to being pampered by your team. You get a lot of respect whether you deserve it or not. That comes with the Position you were working for. When you come on your own, you have to EARN this with every single person that you meet. Your ‘Past’ can get you somewhere. But, not everywhere. So, clearly ‘What got you here, won’t get you there’ !
02. Learn to do small things on your own: When you work in a Company, you would have gotten used to getting things done by your Team. There would be a Battery of people to do several small things like booking an air ticket, booking a taxi, preparing a presentation and so on. When you come on your own, you need to learn to do these things very quickly.
03. That ‘Secure’ feeling: When you are in a Job, without you realizing it you feel very secure in several situations. You know the Company would take care if you fall sick or if any of your family members fall sick. You may have a Mediclaim when you get on your own. But, still the ‘Secure’ feeling will be missing. You would have been getting the support of the Company in several areas without you realizing it. Like a quick word from the MD for admission of your Kid in to a good school / college or the help of your Colleague to get appointment in a Busy hospital and so on. These are all small things. But, your family would have gotten used to all these. Now, you will not have this ‘warm blanket’ around you when you get on to your own.
04. Have you really ‘been there and done that’: Many of us may not realise that the Big wins that we had in our career would have been contributed largely by the team that was working with us. You would have been a good aggregator working at the top end ! If you did not get in to the Shop floor and implemented the practices yourself, then suddenly you may find that you cannot really help a client or yourself when you get in to the Shop floor to repeat it when you are on your own!! This is a serious problem. You have to measure yourself on this scale even before quitting your job !
05. Can you Slow down and empathize with others: When you are trying to help others as a Consultant or trying to get something done with your team in your own Venture, you have to be able to Slow down and get down to the speed of others. You should be able to measure progress on their scale and not on your scale. This ability decides how far you can help your own team or your clients.
06. Can you Cross Pollinate: You would have experience in certain industries and certain situations. You would not have covered the whole gambit. If you have selected to do something in a field you have been working all your life, then you are relatively safe. But, if you have to get in to other Industries and help them, then your ability to transfer your learnings in to another set up and make them work is very important. For example, Can you bring your learnings from dealing with a Dealer network in Capital Equipment industry, modify them to dealing with Dealer Network in an FMCG environment?
07. Do you like Bungy Jumping: When you leave your job and go on your own, you may not know whether you would be successful. You may not know whether you can be successful consistently. If you are consulting like I have been doing, you would not be sure of ‘Good billing’ every month consistently. If you have set up a Restaurant, you would not know when you would get pushed off the perch by a competitor across the road. So, there is more adrenalin involved in being on your own. You will get used to it over a period of time and you may start enjoying it. I equate it to Bungy Jumping. Only difference is you do not know whether the rope is tied properly or not!!
08. Can you really build a team: Those of us who worked for a longer time in a job have to be aware of one more basic skill that we need. We need to attract a team and retain them for a reasonable period. When you were in job, you would have done it day in and day out. But, at that time the BIG COMPANY was behind you. Now, you are the BIG COMPANY. You need to change yourself to succeed here. You can’t be saying ‘IF this guy leaves, HR will get one more’ !! You are the HR !!
These are some of the ‘Look outs’ for those of you wanting to get on to your own. I will share more on the perks of being on your own in next article.
Critical: If you are continuously being unhappy at job, recognize that it is not about your Job/Boss/Colleagues. It is about you wanting to do something more!! Respect that feeling. Analyze it. See if you are ready to take that plunge! Otherwise, it may explode in your face sometime!!
I can help you if you need help. What are friends for?? JJ
I have seen many Leaders who thrive only on their Authority and not really display Leadership Qualities. These Leaders typically want to be the author of every success around them. Somehow they would feel insecure when someone from their team comes up with a suggestion that is not thought out by themselves.
The characteristics of these Leaders are:
- They have a misconception that as Leaders they have to bear the responsibility for every success of their team and only they have to do it.
- These Leaders feel they are losing out when their team members are actually stepping up and starting to flower.
- As they feel they have to come up with the Best ideas, they do not think any idea of their team member is a good one.
- They try to look for ways to appropriate the credit for the good work of their team members as they feel as Leaders, only they should be coming up with all great ideas.
- They would like to get rid of all those who are not ‘falling in line’ with their thinking as they feel these team members are disturbing the ‘team work’.
- These Leaders typically complain that their Team members are not stepping up and they are passing on everything to the Leader..
The effects of this type of Leadership are:
- Team members will be endorsing every idea of the Leader.
- Those Team members who feel uncomfortable will leave the team.
- The progress of this company gets limited by its’ y leader. Over a period of time, only those who are better than the Leader, leave the Company. Even those who stay ‘learn’ how to not mess with the Leader.
A good proportion of the Leaders that I see fall in to this category. This is generally a ‘Disabling Leadership’. There are very few leaders who can scale up / scale down their own Leadership based on the situation on the ground.
I heard one definition of Leadership from my ex- Boss which stuck to my mind. ‘A Leader should be like a missing piece in a puzzle. Any piece can be missing at a given point of time. A Leader has to constantly modify himself to become that missing piece of puzzle’. So that the team always succeeds.
A Leader needs guts to adapt this Leadership Style.
This Leadership Style is defined by the following:
01. Longer Term Objectives: This Leader is not worried about the short-term results and he is always looking to achieve the longer-term objective. This Leader is not worried about his own contribution. He wants whatever is required to achieve the longer- term objectives to be done. He looks at himself as an enabler of these actions and not necessarily as a person who has to do everything. This is a higher point of view.
02. Tolerance to Diversity: This Leader is tolerant to diverse opinions. His only Objective is to ensure progress towards goals. He is so Goal focused that he can ignore himself in the process. He gets alerted when he hears drastically different ideas. He looks at them as opportunities to find new ways to the goals of the organisation.
03. Confidence in own abilities: This Leader is absolutely confident of his own abilities. He knows he can raise over anything to give a good direction to his team. He knows he can transform himself in to that missing puzzle piece to complete the puzzle.
04. Ability to learn on his feet: One very important quality of this type of Leader is that he can learn very actively on his feet. He is capable of Learning continuously towards the Goals of the Company.
05. Basic trust in Human ability: This type of Leader adapts a Growth Mindset. He believes that People around him are capable and if they do not know something they can learn. He enables them to learn and succeed. As he believes in their abilities, they deliver with their abilities.
I call this an ‘Enabling Leadership’ style. Leaders need to raise up to this Leadership Style. Leaders normally evolve in to this type of Leadership Style over a period of time.
For the journey to begin, one has to know and accept that this higher plane of Leadership that exists. Then the creative tension may set in.
Ram is the Head – Sales & Marketing for the company and he is in the Weekly review with Manufacturing head. The other functional heads are also there in the meeting. Ram is struggling to get the commitment from Manufacturing head for the deliveries that need to happen in the next week.
Individual Problems and Collective Suffering
The Problems of the Manufacturing Head seems to be unending. There are several Part shortages on a daily basis as the Customer demand is going up without notice. There are Quality problems in the New Products introduced and the Process is not yet stabilized for a big number of Products introduced in to the Manufacturing in the past 6 months. The Machines are having higher break down hours as the Preventive Maintenance is not happening regularly. The list is long.
The Quality Head, Materials Head, Engineering Head spoke about their own problems. All the Problems sound genuine. No one seems to have a good solution with some time lines to implement. The Weekly meeting ended with a few arguments, blaming each other and without a proper solution to the problems on hand.
This is a very common situation in many Manufacturing Companies that I have seen. These weekly meetings go on without end and normally gives the same output as explained above.
What is the solution?
How to ensure a good team work happens in the company and the Customer is serviced much better?
I think the Root cause lies in the way the Manufacturing Companies are Operating. We seem to be pushing the Functional teams away from each other and this is resulting in lack of team work and lack of respect to the internal Customers and bad service to the external customers.
There are five essentials to ensuring good Customer orientation in the company and promote Team work in the company.
01. Stabilize the Routine: If the Routine is well defined and stable, the teams will have less flash points. The Routine in each function has to be defined in terms of Standard Operating Procedures (SOPs). This is a continuous journey for Indian Companies as the growth is higher in our companies and things keep changing on the ground every day. A Company should recognize this need and put effort on stabilizing the routine.
02. CFT Culture: The Cross functional Team culture has to be promoted in the Company. Some critical elements in the CFT Culture :
a. Goal deployment: Goals that have to be achieved together have to be deployed to ALL the relevant team members across the functions.
b. Working methodology: The CFTs should have a strong Work ethic and methodology. The methodology should promote a systematic achievement of Goals.
c. Peer assessment: The team members have to be assessed by the Peers in addition to the Bosses. Peer assessment is very powerful and a Group assessment technique has to be used for this purpose.
d. Internal Customer rating: The company can promote the culture of rating by Internal Customers for all the Internal suppliers. This way the Internal Suppliers will get periodic feedback from the Internal Customers and they will have to act upon it.
e. Process based teams: It would be good to seat the teams as per the Process. For example, the team that fulfills the orders of the Customers can sit together in one place. This team may consist of members from Sales, Purchase , Stores, Dispatch etc. This will ensure that the team understands each other and gets formed as a ‘real team’.
03. Functional orientation of Senior Leaders: The Senior Leaders are one of the main reasons why the Silos gets built up in the Companies. The attachment of the Senior Leaders to their teams and to their own Functional Points of view is a big issue. Functional point of view is important. But, the administrative point of view is a daily issue in any company without which the result will not happen. The role of the Senior leaders is to build Functional Competence in the Company. They should allow their team members to work along with the other Functional team members freely. The Senior Leaders should play a subtle role at the back ground to build the Functional excellence. The teams are more than capable of achieving the goals of the Company. If they play their teams too close to their chest, they would be doing a disservice to the company.
The Leaders of the Company have to build this work culture in the Company. The Senior Leaders may need some help in this aspect.
04. Training as teams: If the Cross Functional Teams have to stick together and work together, they have to be treated as teams in every sense. They have to be trained in Leadership skills together as a team. While they may learn Functional skills individually, they have to be brought together as a team for teaching Leadership Skills. This would help in building them as a team. The Training should encourage talking about the working methodology of the team.
05. Assessment and Rewards: The Cross Functional Teams should get assessed as Teams and a good part of the reward has to be given as a team. This would push the team members together. They earn as a team or lose as a team.
A company has to learn the art of getting results from their teams. They can speed up their learning if they go about it in a systematic manner as explained.
Whenever I hear the term ‘Time management’, it comes to my mind that we cannot Manage time. It keeps slipping away whether we do something or not. We can only Manage our work better. But, let us keep with this popular term for this article.
Time Management is a serious problem for almost ALL Managers in the Indian Industry. Some would have realized it and many others may not even realize that they are not using their time well. The Managers that I have come across come in to the following few categories.
Firefighters: These are the Managers who are forever putting off some fire. You can find many of them in Automotive industry. These Managers come early and go late (if they go home). Their Children see them rarely as they go to company even on a Sunday as they can ‘work peacefully’ on a Sunday. Many of them have got addicted to it. They keep telling whoever can listen that they are working for 18 hours a day and so on. The Firefighters do not even worry about Time Management. They have given up long back and now they just go with the wind. In most of the cases, their companies also have given up that ‘some Managers have to be dedicated to the fire fighting’. There is no fight back at all.
Minimalists: These are the Managers who may be in Discrete Manufacturing Companies. These Minimalists do not believe in taking up too much agenda on to their plate. Whatever is put on their plate by their Bosses will be handled forever. They are in no hurry to finish anything. They do not see any need for Time Management as they do not want to ‘hurry’ anything. Their Companies also have come to believe that nothing should be ‘hurried’. Whenever I took up this issue with these Managers, I have seen that their Managing Director defends them !! The belief that they should not ‘hurry’ is quite deep !!
Trouble Shooters: These are the guys who love the adrenalin rush. Whenever there is trouble, these people are called. They are handling an emergency forever! If one emergency is over, they look for the next one. They feel Time Management is not for their type of work.
Boss Pleaser: This Manager will do only things that are asked by the Boss. He will never take up any agenda without Boss asking him to do. They will complete it as the Boss asks them to. They are not managing their Time. Their Boss may be managing it, if at all.
Timid Manager: These are pushed around by just about everyone in the company. They are the people who would be going around with an expression of ‘carrying the world’. Always hunched and always under strain. They just don’t have time to manage time!
There may be a very small percentage of Managers who are trying to manage their time and push a particular agenda of their own. I find this type of Managers to be a very small minority in the Industry.
What are the effects of not managing your time wisely?
When there is no concept of managing your work and managing time, only the Urgent and Important gets done. If you look at the Time Matrix, the First quadrant is the one that you would give attention to. By default you would wait for everything to come to First Quadrant to attend to it.
So, there is no proactive approach. You would become thoroughly reactive. You would be acting in the last minute for everything. If you are still keeping your Customers happy, then you would be spending disproportionate resources to keep your Customers happy. While the Business would be growing, your profit will become lesser and lesser as you are becoming more and more inefficient.
An organization can loose Top line opportunities / Bottom line in this situation. But, very often there will be no awareness of this and many Indian Companies are accepting that this is a ‘normal Business situation’. This is more worrying factor !!
What can be done?
Bad Time Management and Bad Work Management Is a Symptom and this is not the root cause. The Root cause lies in the way the Business Is run. The way the employees manage their Work.
01. Work Management System: Create an environment of Employees taking responsibility and are made accountable. When every Employee takes responsibility for his/her work, then the environment would be amenable for better Work Management / Time Management. This can be achieved by introducing a Work Management System (WMS) where the Organizational Goals would be deployed to the entire organization in a systematic manner and reviews are done in a systematic manner. Every employee is expected to take responsibility for his/her KPIs and they are expected to take Corrective and Preventive actions when they don’t meet targets.
Addressing this overall environment issue is very much essential to ensure your team is managing their work diligently. Without addressing this Root cause, you can not solve the problem.
02. Promote Planning: Once the goals are clearly given to the employees, the Company needs to promote Planning in the company. There have to be Annual Planning for achieving the goals. There has to be Quarterly Planning to make Annual Plan a reality. The Quarterly plans have to be translated in to Monthly / Weekly plans. Each week every Manager has to spend some time to review his last week and plan for the next week on a daily basis. There may be something that comes to everyone without planning. There will be Quadrant 1 activity. ‘Urgent and Important’. But, as you keep up with your Planning, the Quadrant 1 will reduce and Quadrant 2 will increase. The Planning should help us keep the focus on ‘what needs to be done’. Initially our success may be small. But, an Organization has to persist to help their Managers to get a hold on the Work Management / Time Management.
03. Measure your Time usage: To improve something, you need to measure it. You can measure your Time usage with two Metrics:
a. Proportion of time that you are able to plan: If you are at the work for 8 hours, are you able to plan for full 8 hours? I would recommend that you should try to plan as much proportion of your time as possible. If you want to keep yourself open to helping your colleagues, you don’t want to plan for sometime, then don’t push yourself to achieve 100%. But, try to take control of 100% of your time.
b. Success rate in sticking to the plan: You may be able to plan for 100% of your time. But, you may not be able to work as per plan. When you just start off the improvement effort, your success rate would be small. But, you have to persist to ensure you improve your Success rate.
Every Manager should review these two Metrics every week. Every Boss should spend some time with his Team reviewing this and helping them to take more control of their work.
Indian Companies are losing a lot of opportunities to improve their top line and bottom line as their Managers do not have control of their work/time.
The first step to regaining control is to put a ‘Work Management System’ in place.
Vithal is sitting near the table of his younger colleague Shyam for last half hour waiting for Shyam to finish the Power Point that Vithal would be presenting in the Monthly review. Vithal never managed to learn Power Point very well. He says he had been trying for the past few years. But, somehow not able to learn all the nuances needed to put out a good presentation. The frustrated Boss of Vithal put him on to Shyam- a youngster so that Vithal will not be an odd man out in the monthly review. Vithal had been in the company for the past 22 years.
You would have seen people like Vithal and with some similar qualities in your companies. People who had been there in the company for long long time and somehow fell behind in skill improvement and a few other areas.
The Stagnant Water
Majority of ‘Vithals’ in the industry would have become ancient and stuck at a particular level in the organization without further promotions. Every year when the Performance appraisal comes in, the ‘Vithals’ are wonderful staple for the ‘Solid citizens / Meets Expectations’ category. Sometimes a frustrated Manager may push them to the ‘Below Expectations’ category too. But, somehow with their ‘connections’ in the company they will survive without being pushed out.
It is not uncommon to see some of these ‘Vithals’ being asked to go too.
Many a times, the young Managers who come in to the Company find it very difficult to manage the ‘Vithals’. The age is a factor. Then, the ‘Vithals’ feel they have been in the company for a long time and the young Managers are ‘Bachas’ (Children) who don’t know what is what.
Very often the ‘Vithals’ hold on to their knowledge, do not share it and use it as a weapon to proclaim their relevance in the organization. The Young Managers may find it difficult to fight them. So, very often they succumb to them and carry them on their shoulders. There may also be cases where the Young Managers struggle with them for some time and then manage to push them to another department and get rid of the trouble!
Should we purge the ‘Old Timers’ ?
Should organizations get rid of the Old Timers? Should we prescribe a time limit for the people to stay in the organization?
As I am talking about the Manufacturing Organizations right now, I feel it is very unwise to put a Time limit for people to stay in the organization or purge the old timers.
The strength of a Manufacturing Organization is its’ people. People who had been in the organization for longer time would have accumulated a lot of experience in the organization and they are priceless if used properly. The Organizational experience in manufacturing the Products is invaluable. Companies become much better at their products with experience. They build great relationships with Customers over years. They give wonderful after sales service with the help of the experience. All this experience in most cases reside in the people in the Organization.
How can we get rid of these people who are repositories of knowledge?
If we say these people have become outdated / worthless and a burden for the organization, then it reflects on the Organization. Not so much on the people who are products of the Organization.
Developing the Old Timers
How do we prevent this from happening? How do we help the Old timers / Long Timers in the company to continually develop themselves?
A few essentials:
01. Formulate Systems and don’t depend on the people: Periodically the Companies should formulate systems in each function and don’t just depend on the knowledge of the people in the function. This may sound counter to the argument that we should preserve the old timers. We should never let people get stuck in one area. Water should flow continuously. You know what happens when water does not flow and gets stagnated. It stinks!! Same thing happens to people who are stuck in one place for long time. When the organization is not dependent on the people, they will look to learning something new. Otherwise the Organization becomes comfortable in same people doing the same thing as they don’t have to teach anyone else. People become comfortable as they don’t have to learn anything new. Then, it starts stinking. Downloading the knowledge of people and making them in to systems periodically helps both the organization and the individual.
02. Rotate People periodically: Rotate the people in to different functions periodically after you build the Systems in each of the functions. If you do it without having strong systems, then the organization will get in to trouble as the new person will start doing things in his / her own way.
03. Grow the People in to new roles: How many companies have a strong system for growing people? Growth is a two way street. Employees should participate actively. But, I would put the onus on the organization to make this happen. There should be Developmental initiatives to grow people. I have not seen many companies focused on this. Some wonderful exceptions are there who focus on medium term development of people.
04. Expose the people to companies outside:You can do this by periodic visit to other Bench mark companies. You can take people to companies on a paid tour that are arranged by companies across the world. You can visit companies in Japan/ USA / Europe to show how World class companies work. Nothing better than actually looking at things working.
05. Have a growth agenda in the company:A company that is not having energy within and not having an agenda for Growth will not be having people who are energetic! A Company should always have Growth Agenda and should create some energy in the Organization.
A Company needs to have higher expectations from itself, from its’ people and enable Growth of the Company and the People. If People are becoming worthless by staying long in the Company, then it reflects on the Company and its’ Leadership !
While a Company can manage its ’Old timers’, how can the Young Managers manage the ‘Old Timers’ who are not highly skilled and who have become ‘heavy’ for them to carry them?
The Old Timers have to be moved to start Learning something new. That is our objective. ‘A moving stream of water’ is our objective. We don’t want water to stagnate and stink.
01. Look for what is good:When people stay in a company for a long time, they will accumulate something good. There may be something that you don’t like. But, what do the Old timers have that is good? Recognize it , Use it and appreciate it. Only then you gain a right to point out to something that is not there. Many a times the old timers have good knowledge of the Products / Processes in the Company. You can ‘Down load’ it from them and make them in to ‘E-Learning’ Lessons that can be useful for the whole organization. The Old Timers can be the center piece for the Knowledge Management System in a company.
02. Give genuine respect:Experience is traditionally respected in our culture. We bow to people who are aged and experienced. Honor this tradition in your company genuinely. These are principles and should be followed strictly.
03. Expose them to new areas:The Old Timers can get a ‘New Comer’ feeling if they are put in an unfamiliar territory within the Organization. But, this should be tried only after you use their experience. Otherwise they would get a feeling that they are worthless and being shunted around. We want people around to feel good about themselves. We don’t want them to feel they are worthless. A Mature Leader would agree with this approach.
04. Give them higher responsibility:Let them handle a few areas by themselves as they are experienced. They may fail. But ,that is the way to make them move. By putting your trust in them, you would be showing your good will. If they fail, they will ‘feel’ about it. A Creative tension would start within them to ‘Grow’. Put your Trust in the ‘human nature’.
05. Earn their respect:The Young Manager should not look to bossing over the Old timer due to his/her designation only. The Young Manager should earn the respect of people around him/her with his/her work culture that may be biased towards action.
06. Team feedback:It would be good to let the team give the feedback to each other. If there are 10 people in a team, each person should get a feedback from the other 9 on Commitment, Coordination and Cooperation. Peer feedback is very powerful. If the person feels that only his/her boss is not happy with him/her, the Corrective action may not be strong. But, if he/she knows that 7 out of 9 people are asking him/her to change, then you have a better chance.
07. Don’t make it ‘we vs them’:Unknowingly ,the Managers may push the Old Timers in to one group making it more difficult to themselves. Partner with the Old Timers genuinely and as you may do with anyone else. Do not create groups in the organization with your actions.
I feel the Old Timers in a Manufacturing Company are very valuable and every Company should manage them actively.
During my career, I have met many wonderful Managers/Leaders. Loved working with all of them. When I observe their growth and performance in their careers, I notice that there are very small percentage of the Leaders who are highly effective on the ground. These are the System Builders / Trail Blazers. Others also would have been successful in their own scale. But, on my scale a very small percentage of people are able to deliver on a scale that will help companies / Functions to transform themselves. These are the people who set their own standards around them. They are not satisfied unless they push the boundaries of Excellence.
Indian Manufacturing needs such Leaders in Thousands. We are a Country that is obsessed with Cricket. In Cricket as we can see the Team has transformed itself over the past decade or so and the type of Cricket that our team plays is based on Aggression and Self-Confidence. We need Kohlis , Dhonis and Rohits in our Indian Manufacturing! We need to develop the Confidence that we can set the BEST standards in the world and maintain them. We need to believe that we are no less than anyone else in the world in terms of Quality and Excellence.
So, what makes the small percentage of Managers different that they are able to deliver much more than others?
In my view, the following are essential for a Manager to Deliver ‘Life Transforming’ Improvements to Companies.
01. Good People Managers: These Managers or better to say Leaders are good with People. They are not ‘Popular’ Leaders who try to either please the Boss or please the team. They are highly focused on the task with a perfect blend of concern for People. This concern for people is different in that they do not try to just please them with small things. They are concerned about the People and want them to step up in their life. So, they are happier letting the team work hard, stretch and set a new standard. There is nothing more motivating to a Team than achieving some big result and becoming part of a ‘Winning team’. Each of us may get such experiences probably 2 or utmost 3 times in a career. Let me say that you would have a better chance to participate in such experiences if you are a Coach !! JJYou can touch that many more People / Companies.
02. Translocating learning: These Leaders are good at Learning in one context, taking the learning to another context, modifying it to suit the situation and implementing the learning to get Big results! This is a very rare skill and I have not seen many people possessing it. Many of us are good at Learning or so do we think. I would say someone is a good learner if he/she can use the learning in a different situation with some modifications. You would have learnt TPM / TQM principles in your life. I have seen many people who try to implement the principles very rigidly saying ‘this is how it has to be done’. But, the Effective Leaders know how to modify their learning to suit the new situation.
03. Having Vision and Clarity about next step: Many of us are either good at envisioning the future or we are good at doing something today. Very few Leaders are clear about both. The Effective Leaders can envision the future clearly and also be clear about the steps that we have to take today / tomorrow / next week and so on. Linking the present to the future is a very important skill that is not seen commonly. This is the big reason for companies to be rooted in future and routed at work on a daily basis !
04. Hands on : Effective Leaders are always hands on as required. They know when to get in to the Shop floor and when to bring people to the Conference hall. Most often they get in to the Shop floor (Shop floor for a Sales Person is the Market) when they introduce some new approach. They would like to work along with the team to see whether the new practice will work.
05. Passionate: Effective Leaders use their heart. A Leader who does not have his/her heart in the work cannot deliver superlative results! Treating a Job as ‘Just a Job’ that gives monthly salary is not okay. The Effective Leader will motivate his team to work with heart. The heart has to motivate us in the right way. We have to use the Positive energy of heart and minimise the negative energy.
06. Can Learn on their feet: Today the Businesses are changing very fast and the environment around us is changing very fast. Effective Leaders are capable of Learning on their feet. They adapt to the new situations and help their teams to adapt easily. They are not stuck with ‘one best way of getting results’.
07. Holding on to what they believe in: While the Effective leaders are not stubborn people, they have to be holding on to what they believe will bring result as they are the trail blazers. They often chose path less trodden or never trodden. That is why they get superior results. They are the ‘aberration’ in otherwise ‘Boss/Team pleasing’ crowd around them. Many of us may feel they are stubborn people. But, otherwise they can’t be different and produce ‘different results’. Bosses would be wise to encourage such people.
Are you an Effective Manager ? How can you improve yourself ?