May 08, 2008

Organizational Effectiveness

What makes organizations effective?  For that matter, what do we even mean by effectiveness?  I've been giving these questions some thought recently and the following graphs are the result.  (Here's the whole 9-slide PowerPoint file, 75 KB.)

Organizational Effectiveness 1 of 9

I love the Peters/Waterman/McKinsey "7s" Model, but we can extend it in two directions.  First, looking within an organization, if we reduce the model further and boil it down to its most essential core elements, I think we're left with People (or Staff, in 7s-speak) and Culture (an amalgam of Style, Skills and Shared Values.)  Second, if we look beyond the organization--if we ask why it exists and whether its fulfilling its purpose--we begin to assess its Impact, which includes not only profitability and financial sustainability but also the value created for any stakeholders, from a business's employees to a nonprofit's clients.


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My focus on these three elements is also due to their tightly interrelated nature--they all affect the other two in fundamental ways.


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I think one of the least-understood dynamics is the relationship that exists between an organization's people and its culture.  Sometimes it's difficult to even know where to draw a boundary between the two: Where do I stop and where do my contributions to the culture around me begin?  This may be why so many organizations operate without a clear understanding of their culture.  (And to be clear, every organization has a culture: "When you've decided you don't have a culture, you've got one...")

But what's most important to recognize is the dialectical nature of this relationship.  An organization's founders create the initial culture, which then exerts its influence on them in turn.  Future colleagues are attracted to the pre-existing culture because in some way it meets their needs, and so they reinforce it.


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I've also focused on People and Culture because I see these elements as most closely connected to an organization's Impact.  This isn't to say that other elements don't matter--but ultimately people implement an organization's plans, and the culture in which they operate helps them or hinders them.  Talented people can overcome misguided strategies and suboptimal systems, but they can't outrun a dysfunctional culture (not for long, anyway.)


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And an organization's Impact--its ability to achieve its goals, fulfill its purpose and create value for stakeholders--directly affects its ability to attract and retain effective people and to build and sustain a high-performance culture.


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OK, having mapped out the relationships that exist among these three elements, what do they actually look like?  How do we define People, Culture and Impact in effective organizations?


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Here's my definition of effectiveness as it pertains to People.  I emphasize connections with Culture and Impact; interpersonal skills and accountability; self-development and growth.


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Here's my definition of an effective Culture.  I emphasize distributed leadership, continuous learning, openness, and decentralization.  The final quote from Tom Peters deserves further explanation: The 7s Model is sometimes divided into "Hard" elements (Strategy, Structure and Systems) and "Soft" elements (Skills, Staff, Style and Shared Values).  Our business culture tends to value the former and dismiss the latter, and Peters thinks this is entirely ass-backwards.  The "hard" stuff, from strategic plans to complex financial structures, is actually pretty fuzzy and surprisingly easy to fake.  The "soft" stuff--relationships, leadership, interpersonal skills (in short, culture)--is actually pretty resilient and surprisingly difficult to get right.  Hard is soft, soft is hard.


Organizational Effectiveness 9 of 9

I don't believe there's a universal definition of Impact--organizations define value-creation in different ways, and they're answerable to different sets of stakeholders.  But I do believe that effective organizations share the characteristics listed above, which enable them to understand, measure and communicate their impact, and to use that information to drive decision-making (cf. Bob Sutton and Jeff Pfeffer's Hard Facts.)  At the same time, they reality-check regularly and don't let data dictate decisions.

Effective organizations also know when to give up and move on.  They take a pragmatic approach and never let sunk costs fuel persistence--instead, they've mastered the art of strategic quitting.

Finally, effective organizations have a vision of victory that they're driving toward.  What would it look like to win?  For some organizations (including many nonprofits), ultimate victory means putting themselves out of business because they've succeeded in fully and permanently meeting the need that they were created to fulfill.


Again, if you're interested, here's the whole 9-slide PowerPoint file (75 KB).  As with the other models I post here, I consider this a work-in-progress that helps me make sense of the world, and I welcome any feedback to improve it or make it clearer.

Apr 20, 2008

The Fundamental Attribution Error Meets the No Asshole Rule

Roberto Fernandez and Bob SuttonWhen I studied Organizational Behavior in grad school with Roberto Fernandez (pictured on the left), one of the most important concepts he taught was the Fundamental Attribution Error, which he described as:

Ascribing causality to personal characteristics when causality actually lies with the situation.

This bias, named by Stanford psychologist Lee Ross, leads us to award far more credit (or blame) to individuals for successes (or failures) than they deserve.  We see it at work most clearly with high-profile, archetypal leaders--presidents, CEOs, coaches, quarterbacks--who are hailed as geniuses when their organizations accomplish their goals and derided as bums when their organizations stumble.

But the bias is at work in ordinary interactions with our peers and colleagues as well.  We view those interactions through a lens that overemphasizes others' personal characteristics and underemphasizes the systems within which we operate.  As a result, we tend to ascribe positive characteristics to others when those interactions go well, and we tend to ascribe negative characteristics to others when those interactions are unpleasant.

This isn't to say that people are all the same, and different interpersonal experiences are solely the result of systemic factors.  Some people truly are wonderful, and others truly are, well, assholes.  But awareness of the fundamental attribution error helps us to expand our frame of reference, to question the accuracy of our perceptions and (as a result) to select interpersonal strategies that are likely to be more effective in future interactions.

I've been thinking about the fundamental attribution error recently in the wake of an unpleasant interaction with another person at work.  I came away thinking, "Wow, what an asshole" (and perhaps he did as well.)  After further reflection I realized that 1) there were a number of things I could have done differently to improve the outcome, and 2) there were a number of systemic factors at work that affected the other person's response to the situation.

But despite these efforts to hold myself accountable and take a broad-minded view of the other person, it's hard not to wonder whether my initial response was right even it if was biased: Maybe he is an asshole.  And this line of thought led me back to The No Asshole Rule, one of the most thought-provoking and entertaining books on organizational life I've ever read, by Bob Sutton (pictured on the right above).

Sutton describes two tests he uses to determine "whether a person is acting like an asshole":

Test One: After talking to the alleged asshole, does the "target" feel oppressed, humiliated, de-energized or belittled by the person?  In particular, does the target feel worse about him or herself?

Test Two: Does the alleged asshole aim his or her venom at people who are less powerful rather than at those people who are more powerful?

By these measures, my counterpart qualifies.  But Sutton goes on to make an important distinction between "temporary" assholes and "certified" ones:

Nearly all of us act like assholes at times... It is far harder to qualify as a certified asshole: a person needs to display a persistent pattern, to have a history of episodes that end with one "target" after another feeling belittled, put down, humiliated, disrespected, oppressed, de-energized and generally worse about themselves.  Psychologists make the distinction between states (fleeting feelings, thoughts and actions) and traits (enduring personality characteristics) by looking for consistency across places and times--if someone consistently takes actions that leave a trail of victims in their wake, they deserve to be called certified assholes.

And I just don't have enough data to draw a meaningful conclusion in this case.  Maybe the systemic factors I'm aware of are even more influential than I realize.  Maybe there are other factors I'm not aware of at all.  Maybe my own missteps are to blame.  Maybe he's a great guy, and I just caught him on a bad day.

It hasn't been a pleasant experience, but it has been instructive.  Reflecting on what I learned from Roberto Fernandez a decade ago, I'm inspired to look beyond my gut-level response and take a larger view of the situation, give the other person the benefit of the doubt, inquire into my own culpability and see the ways in which systemic factors shape our responses to others.  And reflecting on what I've learned from Bob Sutton, I realize that an awareness of the fundamental attribution error doesn't mean that my intuitive response is wrong--it may well be right, but only time and more data will tell.

At the very least, I've learned some valuable lessons about myself and my work environment, I have a heightened awareness of issues I should be paying closer attention to, and I'm better prepared to handle future situations like this one.  Hey, no one said experiential learning was always going to be fun and games.

Apr 08, 2008

Scott Ginsberg on Asking Questions

QuestionsWhat kinds of questions do you usually ask people?  We're often drawn to yes/no questions--they're simple and direct.  But when simplicity and directness aren't our only goals, yes/no questions can be problematic.  They surface a minimum of new information because they don't invite the other person into a dialogue and they constrain the boundaries of the conversation.

When we do move beyond yes/no questions, we tend ask why? questions, such as "Why did you do that?" or "Why did you do it that way?"  But why? questions can be heard as "What the hell were you thinking?" and provoke defensiveness.

In the Leadership Coaching class I'm involved with at Stanford, we encourage our students to ask questions that are designed to get the other person actively involved.  Such questions can be challenging and even blunt, but they're also open-ended and compel the other person to reflect before answering.

Scott Ginsberg recently posted a list of 62 useful questions, along with a one-line explanation of why they work.  It's an incredible resource, and I encourage you to read the whole thing, but as I expect to refer back to it regularly, here are the 20 I found most valuable:

10. How are you creating…?
Proves that someone has a choice.

13. How could you have…?
Focused on past performance improvement.

14. How do you feel…?
Feelings are good.

16. How do you plan to…?
Future oriented, process oriented, action oriented.

17. How do you want…?
Visualizes ideal conditions.

18. How does this relate to…?
Keeps someone on point, uncovers connections between things.

19. How else could this be…?
Encourages open, option-oriented and leverage-based thinking.

23. How might you…?
All about potential and possibility.

27. How much time…?
Identifies patterns of energy investment.

28. How often do you…?
Gets an idea of someone’s frequency.

29. How well do you…?
Uncovers abilities.

30. How will you know when/if…?
Predicts outcomes of ideal situations.

31. If you could change…?
Visualizes improvement.

34. If you stopped…?
Cause-effect question.

37. Is anybody going to…?
Deciding if something even matters.

49. What are you doing that…?
Assesses present actions.

50. What are you willing to…?
Explores limits.

53. What can you do right now…?
Focuses on immediate action being taken.

57. What did you learn…?
Because people don’t care what you know; only what you learned.

60. What else can you…?
Because there’s always options.

Notice the structure of these questions.  They're almost all how? or what? questions, which encourage the other person to take a moment and look inside before answering.  They can certainly be challenging--"What can you do right now?" is hardly a softball--but they're also non-judgmental, which minimizes any defensiveness.  Perhaps most important, they're not leading--they don't suggest that there's a "right" answer--which encourages the other person to answer thoughtfully and honestly, rather than framing an answer to please you.  Many thanks to Scott for sharing his insights.

Photo by Erik Charlton.  Yay Flickr and Creative Commons.

Apr 02, 2008

Joel Peterson on Organizational Culture

Joel PetersonJoel Peterson, Vice-Chair of JetBlue, investor and serial entrepreneur, spoke on organizational culture at the Conference on Entrepreneurship at Stanford's Graduate School of Business a few weeks ago:

When you think about topics to talk to entrepreneurs about, culture is one of the last ones you typically think about, because you're in the business of getting something started, it's chaotic [and] the last thing you're thinking about is culture-building.  It's just the most irrelevant topic...and I'm going to try to convince you that it's not as irrelevant as you think.  I was teaching a similar...course a few years back, and I...called on one of the entrepreneurs in the audience and asked him about culture, and he said, "We don't have any culture in our business..."  Well, you have a culture.  When you've decided you don't have a culture, you've got one...  The question is: Do you want to influence it or not?  Do you really want to have a hand in shaping it or not?  You are going to have it, either inadvertently or with some planning and some forethought.

I imagine few readers of this site need to be convinced about the importance of organizational culture, but it's still inspiring to hear a financial heavyweight like Peterson make the case.  (I took a class with Peterson as a student at the GSB, and I've written twice before about thought-provoking concepts that I took away from his lectures.)

Mar 18, 2008

Grant McCracken on the Elements of Reinvention

Grant McCracken at Pop!Tech 2004When we sit down to make change happen, when we seek to reinvent our organizations (and ourselves), what dynamics characterize that process?

Grant McCracken has come up with a short list based on his recent work on a "reinvention exercise" with "a large American corporation."  I intend to refer back to this regularly in my own work, so I'm pulling out the key phrases that caught my attention, but you really should read the whole thing:

1. Furiously Framing and Reframing

...a really liquid kind of problem solving.  We are are framing and reframing and reframing yet again...until the wisdom of this little crowd becomes apparent.

2. Tagging

Vivid pictures and phrases get the job done...  Good ideas have no hope of surviving to maturity and adoption unless (or until) they are well tagged.

3. Pattern Migration

There are wonderful moments when someone will say, "look, here's something we know about this context.  I wonder if we could transfer this to another problem set."

4. Scaling Up, Scaling Down

At one moment, we were dealing with the biggest possible problem sets in the broadest possible ways.  The next, we have zeroed down to a very particular problem.

5. Messier Models

We saw people insisting on messier models in order to honor some of the messiness in the world in the model.  The bigger point to make here is that as the world gets messier, more multiple, more various and changeable, discourse about change is beginning to take on these structural properties.

6. Acknowledging Fear

For the first time, I saw people building models of process that acknowledge the emotional difficulties inherent in the change making process.  Everyone always feels the pain of entertaining new ideas and having to give up old verities, but this used to be a very private condition.  Now people are openly acknowledging it.

7. New Language like "Chunking"

When problem sets are really messing and heard to read, "chunking" is useful.  It's a way of saying let's call this [thing] a something. Because we are chunking we are not obliged to say or to know what it means.  We are just saying "there's something here we need to look at."

8. Porousness

People are now prepared to acknowledge that the corporation is no longer a free standing, discrete entity.  It is customary to hear people dealing with the fact that the corporation has loose boundaries.

Grant's conclusion after coming up with this list?

All of these new intellectual inclinations and practices suggest I think that the corporation is learning to live with dynamism by learning how to practice dynamism.

Three of these dynamics jump out at me and seem closely intertwined: tagging, messier models, and acknowledging fear.  Grant's reference to the importance of tagging ideas reminds me of Howard Gardner's emphasis on "representational redescriptions" in the influence process:

A change of mind becomes convincing to the extent that it lends itself to representation in a number of different forms, with these forms reinforcing each other...

"Messy models" reminds me of Pema Chödrön's embrace of imperfection:

[T]rying to tie up all the loose ends and get it together is death, because it involves rejecting a lot of your basic experience.  There is something aggressive about that approach to life, trying to flatten out all the rough spots and imperfections into a nice smooth ride... Death is wanting to hold on to what you have and to have every experience confirm you and congratulate you and make you feel completely together.

And I'm particularly struck by Grant's inclusion of fear as a key factor to be addressed (or at least acknowledged) in any reinvention or change management process.  (He goes a step further and references any "emotional difficulty" in the text, but I agree that "fear" made for a better headline.)  Our inability to sense, legitimize and express our emotions in the workplace creates a huge gap between our collective and our individual experiences. For example, I'm scared or angered by your proposal, but I can't effectively communicate those feelings at work, so you never truly understand my position--and we're left wondering why we make so little progress!

A link I see among these three dynamics is an acceptance of the fact that our brains work in ways that are often described as "irrational" (or at the very least run counter to many notions of rationality):

Ideas stick when they're made vivid and colorful--and even the best ideas will die if not made sticky.

The world is messy and complicated--and models that incorporate the mess are actually more useful to us than reductive, straightforward ones.

And we're scared and angry--a lot!--and pretending those feelings aren't there doesn't make them go away.

Much of my work as a coach and group facilitator involves helping people better understand and express feelings that typically get ignored in a professional setting, and Grant's observations suggest to me that this is precisely what we need to do more of when we're involved in any change-making process.

Logrolling: I encourage you to pre-order Grant's new book, which is due out in May, but be warned that I consider him a friend and an inspiration.

Photo by Pop!Tech 2004. © All rights reserved.

Feb 18, 2008

Geert Hofstede on the Dimensions of Cultural Difference

Some recent reading (James Hunt & Joseph Weintraub's The Coaching Manager and Terry Bacon & Karen Spear's Adaptive Coaching) led to further thinking about the dimensions of cultural difference: What are the ways in which cultures differ?  How do we measure these differences?  And how do these differences affect our interpersonal relationships?

Hunt and Weintraub referenced a paper by Geert Hofstede on "Cultural Constraints in Management Theories," first published in 1993 in the Academy of Management's journal Executive (now known as Perspectives), and cursory research suggests that Hofstede has been the leading thinker on this subject since the 1970s.  (A full copy of Hofstede's paper is available online.)

Hofstede joined IBM in 1965 as a trainer in the international Executive Development Department, and his work over the next 15 years formed the basis for his 1980 book Culture's Consequences: International Differences in Work-Related Values (republished most recently in 2003 as Culture's Consequences: Comparing Values, Behaviors, Institutions and Organizations across Nations.)

Hofstede initially identified four primary dimensions of cultural difference and subsequently added a fifth on the basis of further research conducted by Michael Bond.  Here's a quick overview of these dimensions of difference (definitions excerpted from Geert-Hofstede.com and from Hofstede's 1993 "Cultural Constraints..." paper):

  • Power Distance
    The degree of inequality among people which the population of a country considers as normal: from relatively equal (that is, small power distance) to extremely unequal (large power distance).  The extent to which the less powerful members of organizations and institutions (like the family) accept and expect that power is distributed unequally. This represents inequality (more versus less), but defined from below, not from above. It suggests that a society's level of inequality is endorsed by the followers as much as by the leaders.

  • Individualism
    The degree to which people in a country prefer to act as individuals rather than as members of groups.  On the individualist side we find societies in which the ties between individuals are loose: everyone is expected to look after him/herself and his/her immediate family. On the collectivist side, we find societies in which people from birth onwards are integrated into strong, cohesive in-groups, often extended families (with uncles, aunts and grandparents) which continue protecting them in exchange for unquestioning loyalty. The word 'collectivism' in this sense has no political meaning: it refers to the group, not to the state.

  • Masculinity
    The degree to which tough values like assertiveness, performance, success and competition, which in nearly all societies are associated with the role of men, prevail over tender values like the quality of life, maintaining warm personal relationships, service, care for the weak, and solidarity, which in nearly all societies are more associated with women's roles. Women's roles differ from men's roles in all countries; but in tough societies, the differences are larger than in tender ones.

  • Uncertainty Avoidance
    The degree to which people in a country prefer structured over unstructured situations. Structured situations are those in which there are clear rules as to how one should behave. These rules can be written down, but they can also be unwritten and imposed by tradition. In countries that score high on uncertainty avoidance, people tend to show more nervous energy, while in countries that score low, people are more easy-going. A (national) society with strong uncertainty avoidance can be called rigid; one with weak uncertainty avoidance, flexible. In countries where uncertainty avoidance is strong a feeling prevails of "what is different, is dangerous." In weak uncertainty avoidance societies, the feeling would rather be "what is different, is curious."

  • Long-Term Orientation
    Values associated with Long Term Orientation are thrift and perseverance; values associated with Short Term Orientation are respect for tradition, fulfilling social obligations, and protecting one's 'face'. Both the positively and the negatively rated values of this dimension are found in the teachings of Confucius, the most influential Chinese philosopher who lived around 500 B.C.; however, the dimension also applies to countries without a Confucian heritage.

Both Hunt & Weintraub and Bacon & Spear discuss a related dimension which appears to be rooted in Hofstede's work:

  • High vs. Low Context
    (Hunt & Weintraub) The influence of context involves the degree to which protocol and tradition dictate how communication should proceed.  In high-context cultures, greater emphasis is placed on protocol, and communication tends to move from the general to the specific.  In low-context cultures, communication tends to be more to the point, an approach that can come across to individuals from high-context cultures as rude.

    (Bacon & Spear) Some cultures, mostly Western, are low-context cultures that practice explicitness and directness in their communication style.  They depend on the people in the immediate communication situation to convey meaning and create a unique context.  The purpose and outcome of the communication--the transaction--take precedence over the interpersonal relationships involved... High-context cultures, on the other hand, prize subtlety and indirectness... They depend on a shared cultural context to carry meaning.  Instead of getting down to business, high-context cultures tend to rely first on existing relationships outside the business arena so that shared understandings make explicitness unnecessary.  Or they take time to build relationships of the participants are strangers--often maddening amounts of time to a transactionally minded, low-context person.  To a low-context culture, this style of communication can look undisciplined, evasive, untrustworthy, uninformed (dare we say "stupid"?), or just plain lazy and a waste of precious time.  To a high-context culture, the explicitness of low-context communication can look boorish, pushy, patronizing, indelicate, distrustful, unnecessarily detailed ("stupid"?), and insensitive.

In addition, Bacon & Spear discuss two other dimensions of difference:

  • Achievement vs. Ascription
    In ascription-oriented societies, factors such as age, gender, social connections and social class, family background, and religious or spiritual position define status... These societies define status based on who the person is.  On the other hand, achievement-oriented societies tend to define status based on what the person has achieved: educational credentials, both in terms of degrees earned and where they came from; stature in the business hierarchy; amount of experience.  In actuality, these two distinctions can be tightly intertwined... Some "ascriptions" are harder to cross than others... Likewise, even the most achievement-oriented culture still looks for certain markers of ascription: the right references, the right schools, the right dress, even the right physique.  There is a tendency to think of ascription-oriented cultures as traditional and achievement-oriented cultures as more modern and progressive, but it is more useful to see how sources of ascribed value change and continue to influence all societies.

  • Objective vs. Subjective
    Western culture conceives of itself as having a rational, empirical, objective relationship with the world... For someone bound up in objectivist ways of knowing and interacting, emotions simply cloud the issue and waste time... For a person for whom a subjective emotional response is a gauge of something worth attending to, something worth putting your heart in, detached objectivity signals disengagement or unimportance, coldness, and distance.

Cultural Dimensions in the U.S.I found it helpful to have these definitions clearly articulated; they give me a useful frame of reference when considering the ways in which cultural differences could be at work in a given interaction.  But what really brought these concepts to life for me was Hofstede's research on the United States--again, quotes are from Geert-Hofstede.com:

There are only seven (7) countries in the Geert Hofstede research that have Individualism (IDV) as their highest Dimension: USA (91), Australia (90), United Kingdom (89), Netherlands and Canada (80), and Italy (76). [Note: The world average is 43.]

The high Individualism (IDV) ranking for the United States indicates a society with a more individualistic attitude and relatively loose bonds with others. The populace is more self-reliant and looks out for themselves and their close family members.

I've always held individual autonomy and freedom of choice to be among the most important values; in fact, much of my work revolves around helping others be more fulfilled and effective by realizing their individual identities more fully.  And while I've certainly been aware that these beliefs are culturally conditioned, it's striking to realize that I live in the most individualistic society on the planet.  This knowledge doesn't necessarily alter my values, but it puts  them in a useful context.

The next highest Hofstede Dimension is Masculinity (MAS) with a ranking of 62, compared with a world average of 50. This indicates the country experiences a higher degree of gender differentiation of roles. The male dominates a significant portion of the society and power structure. This situation generates a female population that becomes more assertive and competitive, with women shifting toward the male role model and away from their female role.

Again, although I'm well-aware that my attitudes about gender roles are culturally conditioned, it's interesting and useful to know that U.S. society is substantially more male-dominated than the rest of the world.

The United States was included in the group of countries that had the Long Term Orientation (LTO) Dimension added. The LTO is the lowest Dimension for the US at 29, compared to the world average of 45. This low LTO ranking is indicative of the societies' belief in meeting its obligations and tends to reflect an appreciation for cultural traditions.

I actually find this piece of data confusing.  It's hard to believe that the U.S. is much more appreciative of cultural traditions than the rest of the world, particularly when our Uncertainty Avoidance ranking--see below--is so low, suggesting a high level of comfort with change and ambiguity.  (Perhaps I'm simply misunderstanding the concept of Long-Term Orientation and its implications for tradition.)

The next lowest ranking Dimension for the United States is Power Distance (PDI) at 40, compared to the world average of 55. This is indicative of a greater equality between societal levels, including government, organizations, and even within families. This orientation reinforces a cooperative interaction across power levels and creates a more stable cultural environment.

The last Geert Hofstede Dimension for the US is Uncertainty Avoidance (UAI), with a ranking of 46, compared to the world average of 64. A low ranking in the Uncertainty Avoidance Dimension is indicative of a society that has fewer rules and does not attempt to control all outcomes and results. It also has a greater level of tolerance for a variety of ideas, thoughts, and beliefs.

As with Individuality, Hofstede's research on these final two dimensions resonate deeply with me.  I feel that I share my culture's low Power Distance and Uncertainty Avoidance and as a result have a clearer understanding of just why I feel at home in the United States.  At the same time, having this objective view of my culture allows me to see it from a new perspective--it's suddenly visible to me in a way that it wasn't before, and I have a better understanding of myself as a product of my culture.

This brief exploration of the dimensions of cultural difference doesn't address the third (and possibly most important) question I raised above: How do these differences affect our interpersonal relationships?  But any answer to that question has to start with a better understanding of our own culture and the ways in which it has shaped us as individuals, and by knowing more about U.S. culture and its impact on me, I feel much better prepared to engage in a discussion with someone from another culture about our mutual differences and their collective impact on our ability to understand each other and work together.

UPDATE: Small world [heh]--the day before I wrote the post above, Stephanie West Allen cited Hofstede in a post on cultural differences and neuroscience:

Neurocience research is showing us that the brains of people in different cultures are not the same. Because brains differ from culture to culture, so will resistance to change. Also varying will be how conflict is viewed—and resolved. Here are just a couple of examples of the research on brains and culture.

Recently scientists in Singapore and Illinois compared how the brains of East Asians and of Westerners reacted to visual stimuli. They found that the older East Asian's brains responded differently from the brains of the older Westerners. In an article "Culture sculpts neural response to visual stimuli, new research indicates" principal investigator Dr. Denise Park is quoted as saying:

These are the first studies to show that culture is sculpting the brain.

In another study, researchers looked at how native English speakers and native Chinese speakers did arithmetic. From an Associated Press article about the research:

Simple arithmetic was easily done by both groups, but they used different parts of the brain...

I've expressed some concerns about how neuroscientific findings are applied--I think there's a powerful contemporary desire to reduce the brain to quasi-mechanical terms, and as a result we tend to privilege neuroscience and dismiss the "outdated" humanism of thinkers like Carl Rogers and Abraham Maslow from the 1950s and 60s.  But that said, it's clear that anyone with an interest in understanding human behavior must integrate neuroscience into their perspective and view it as a complementary discipline (which seems to be West Allen's approach.)  Thanks, Stephanie.

Sep 04, 2007

Ground Rules for Meetings

Rules

What makes a meeting successful?  A team I'm a member of kicked off a project a few weeks ago, and before the first meeting the team leader asked everyone to come with two "ground rules" that would govern how we work together.

I've been through similar exercises before, but I was struck by the usefulness of this particular list, which I've reproduced below.  I've fleshed it out a bit to make it more self-explanatory, but this is basically what we came up with:

GROUND RULES

  • Be clear about how decisions will be made.
    • If one person (particularly the team leader) owns a decision, make that clear from the outset.
    • If the group is going to make the decision, specify the process to be used (consensus, majority, etc.)
  • Use good brainstorming practices; specifically, don't criticize suggestions when we're in idea-generating mode.
  • Begin each meeting by checking in.
  • End each meeting by reviewing what went well and what could have been done better (and don't allow other work to bump this review off the agenda.)
  • Rotate facilitating and note-taking roles.
  • Raise any concerns as thoroughly as possible.  If a discussion has to be taken offline, update the rest of the team at the next meeting.
  • Everyone's free to challenge the productivity of the meeting.
  • Distinguish clearly between "thinking" mode and "doing" mode.
  • Two key words to bear in mind: "realistic" and "sustainable."
  • Load-balancing is encouraged, and we'll revise assignments as needed.
  • Bring your calendar with you so we can schedule future meetings efficiently.

Unfortunately, conflicts with other projects have kept some us--particularly myself--from attending many of this group's meetings!  But the culture we established at the outset with these ground rules seems to have helped the group stay focused and productive despite the disruptions.

Photo by Michael Sypniewski of the Asbury Park Press, from A Day at Bangs Avenue School.

Sep 03, 2007

Making Lemonade

LemonsA colleague of mine runs a nonprofit that's staffed almost exclusively by people who are formerly homeless and seeking to stabilize their lives.  The organization is both a training program that allows its employees to re-enter the working world and a social venture that runs a successful online business to support its operations.

The database that supports their online services recently melted down, resulting in several agonizing weeks of technical troubleshooting that my colleague said she wouldn't wish on her worst enemy.

But she also found a silver lining in the experience: it was an incredible training opportunity in crisis management for her employees.  She wasn't minimizing the frustrations that her team suffered or the negative impact on their business, but she was determined to see the upside as well.

The nature of her organization's work compels her to look at the big picture regarding the impact on her staff, but that's hardly the exclusive prerogative of a training program manager.  It makes me wonder what opportunities the rest of us routinely miss because we're conditioned to focus on the downside of a crisis.  I'm not advocating a Candide-like approach to management, but there's something to be said for looking at a bowl of lemons and realizing you're about to make lemonade.

Photo by Alanna St. Laurent.  Yay Flickr and Creative Commons.

Sep 02, 2007

Successful Debriefing: Ask, Don't Tell

Debriefing

You've just helped lead a team through an experience, and now you want them to debrief what happened and draw some conclusions that will allow them to be more effective the next time.  This sounds simple in theory, but it can be tough in practice, particularly if your team members aren't predisposed to self-reflection.

I recently exchanged emails with a second-year student at Stanford's Graduate School of Business who will soon be leading a team of first-year students through a number of exercises and debrief sessions.  She's concerned because in past debrief sessions that she's led the discussion came to a halt well before the allotted time, and the team didn't learn all they could have as a result.  Here's my response:

Could you be pushing them to the "right" answer too quickly if they don’t appear to be headed in that direction?  Remember that it's OK to let them struggle and to feel frustrated.  There's always the temptation when leading a debrief to tell people what happened--that's an efficient way to get your points across, and yet it's an inefficient way to help people actually learn from the experience.  The learning isn't internalized, it doesn’t stick, and you may wind up shutting down the discussion before the debrief time is up. 

It's generally more effective to ask questions that help people reach their own understanding of what happened, even though this may feel like a less efficient process.  You can share your observations as well, but then ask them to interpret those observations--don't jump in with your own interpretation unless it's absolutely necessary.

I'm reminded of a challenge that I encountered as a reporter in my first job after college.  To get people to talk in clear, readily understandable and quotable language, you have to ask really simple questions that can have the effect of making you look uninformed at best and foolish at worst.  If you give in to the temptation of showing an interview subject how smart and well-informed you are, you'll do all the talking, they won't say anything useful, and you don't really make any progress.

Leading a debrief (and coaching in general) is somewhat similar--the more you talk, the less effective you are.  And when you do talk, you should be asking questions more often than making statements.  And those questions should be open-ended, not leading questions that are really statements in disguise.

Photo by twofivesevenzero.  Yay Flickr and Creative Commons.

 

Sep 01, 2007

Dancing Your Way to a Better Team

Dance Dance RevolutionHow do you maintain team cohesiveness during periods of extensive turnover?  Well, you could try dancing.

The Oakland A's Triple-A affiliate in Sacramento, the River Cats, have seen an astounding number of players pass through their clubhouse this season--a player has been called up or sent down 174 times, according to a recent article in the SF Chronicle by Susan Slusser.

Despite this turmoil on the roster, the River Cats won their division and are about to begin the Pacific Coast League's playoffs, a feat that A's assistant general Manager David Forst calls "incredible."  So how did manager Tony DeFrancesco keep his team together?

Infielder J.J. Furmaniak, who's bounced between Sacramento and Oakland this summer, said that DeFrancesco was proactive about making sure new faces felt included. He did that by having every addition introduce themselves during pre-game stretching - and then doing a dance.

"Even the big-league guys did it," Furmaniak said. "Well, (Mark) Kotsay did some dancing, anyway. Tony made sure no one was sitting alone in a corner, everyone was interacting."

I love this idea, and it's relevant even if dancing wouldn't fly with your team.  The underlying concept is twofold: first, as a leader you need to take proactive steps to connect people when turnover is high, and second, that process will have a greater impact if you find a shortcut around the interpersonal barriers that exist among strangers.

Having new players introduce themselves to everyone is a good plan--and most managers would have stopped there.  The brilliant wrinkle that DeFranceso added was having them do a dance as well, which got everyone laughing and brought the new guys into the fold much more quickly.

I haven't danced in front of my current colleagues, but a few weeks ago we did an improv session with Chris Sams of BATS Improv that included a lot of physical movement and a lot of silliness as well.  It was a great opportunity to get loose and have some fun, and afterwards we felt more connected as a team, even though we'd been working together for the better part of a year.  There's much more to be said about the value of improv in a team-building context, but the relevance here is that the exercises allowed us to see a different, less formal, more personal side of ourselves than we usually present at the workplace, and I imagine the River Cats' dances had the exact same effect.