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Redesigning How We Work

29/5/2020

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As we try to navigate this new normal and will likely have an ebb and flow of easing and imposing stay-at-home restrictions, we need to start thinking about a better way of working.

Before lockdowns, some organizations allowed for flexible work arrangements or accommodated certain individuals to work remotely. However, these programs can sometimes have unintended consequences. For example, those who take leave or work from home have been shown to have slower wage growth and earn fewer promotions because they are seen as less motivated or dedicated.


As we are seeing now, individuals can be just as, if not more, productive at home by working hours that work for them.

So how can we utilize our new insights about working from home and redesign the way we do work. Two examples of how some companies have done this already include redesigning work through a person-centred approach or a results-centred approach.


The People-Centered Approach
(also known as the Predictability, Teaming, & Open Communication approach)

In this approach, you, as a manager or as a department, state that you have a collective goal of ensuring every team member's personal interests and needs are met. That is, ensuring both professional and personal goals are met for each team member.

Each team member states what their needs and goals are for the week and the team re-works the work schedule and priorities to ensure both personal and professional goals are met. This process adds time, especially in the beginning. It will usually add about 30 minutes to weekly team meetings and it will take a few months for people to build psychological safety and trust to be transparent in what their needs are. The leader setting the example will go a long way in this approach. 

The people-centred approach helps enhance communication, build team cohesion, and helps achieve team goals. Teams create innovative ways of not only completing work but prioritizing work by eliminating unnecessary processes or initiatives.  This approach had been found to make teams 2x more efficient, 1.5x more effective, and increase client value by 15%.

For individuals, twice as many people will feel more comfortable taking time off for work, satisfaction with work-life balance increases by 24%, and intent to stay increases by 29%.



The Results-Centered Approach
(also known as the Results-Only Work Environment)

In this approach, as a manager or as a department, state that you have a goal of 'gettin' 'er done'. That is, people should be free to do what they want, whenever they want, as long as the work gets done. The purpose of this approach is to allow people to be more focused, productive, and efficient based on their own style.

Weekly team meetings will be required in the beginning to help bring transparency and clarity to the process. Employees will discuss how they would change their work practices if they could choose their hours/location/etc. This allows the team to have a better understanding of who is available when.

Employees are then empowered to experiment with their own productivity. After two months, the manager should do a check-in and discuss what changes are needed, share success stories and problem-solve any barriers. Additionally, it takes a bit of sophistication on the manager's part to understand what is a fair workload and what will achieve the strategy rather than 'fill the days'. Parameters also need to be set up about what constitutes good work. For example, it's not just that the task was done, but the task was done after consultation and collaboration with stakeholders.

The results-centred approach has been found to reduce turnover to 6% compared to 11%, increase schedule control and decreased work-family conflict, increased sleep, energy and self-reported health and exercise, reduce smoking and drinking and increased family meals.

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As you can see, both of these approaches are not HR-led, but leader-led. However, which you choose depends on your company values and strategy (e.g., respect & caring vs. excellence and results). People-centred is more about a philosophy shift about the nature of work and creating team cohesion, collaboration, and team 'wins'. Versus, a results-centred approach is more individualistic and about business strategy achievement. Regardless, they are still both business strategies for goal achievement, rather than work-life balance initiatives.

Both require a significant amount of energy, especially in the early stages, but the benefits outweigh the costs. Regardless of which you may choose, here are some tips to help you ensure a successful implementation:
  • The manager should meet with the senior leader first to discuss the objectives and potential issues
  • Have an outside facilitator help for the strategy and planning sessions. This could be HR, but it could be the senior leader as well. 
  • Have this same facilitator come back for progress meetings
  • Recognize that trust and psychological safety take time, so people may be hesitant at first
  • Be open, honest, and transparent on what is working and what is not


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Coaching like it's a sport

8/4/2019

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When advocating for better performance management we ask managers to be a "coach" to their employees, borrowing the term from sports. However, it seems that the sports analogy stops there. For example: 
  • Do we allow our employees practice time or does it seem to be always game time? 
  • Do we have time-outs and team huddles when we need to get back in the game to do we just keep pushing? 
  • Do we make on-the-fly changes to our lineups if people are having an 'off-day' or do we just discount or even discipline that employee?
We likely don't follow sports' lessons, but we should be and here's why.... 

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​Coaching is a 1-on-1 learning and development  intervention using a collaborative, reflective, goal-focused relationship to achieve professional outcomes dictated by the coachee

Effective coaching can positively change attitudes, knowledge, behaviours, and performance. Organizations that had highly effective coaching were more likely to have:
  • 30% stronger business results 
  • 33% more engaged employees 
  • 42% higher employee productivity
  • 75% higher in hiring, developing, and retaining the right people (Bersin, 2012)

​Gallup outlined the essentials of coaching as: frequent, focused, and future-focused. That is, coaching should be continuous, have a specific purpose, and should be positive and constructive. 

​Now back to the sports analogy...

​Frequency - Where a business leaders may deliver feedback once or twice a year, sports coaches don't even wait until the end of the game (end of the day), they provide feedback before, during, and after the game. 

Focused - During game play, a coach only has seconds to provide feedback. Therefore, they need to be highly skilled in knowing the right message and the right delivery to ensure increased motivation and/or effective behaviour change. 

Future-Focused - Sports focus on the positive. We celebrate the victories, we interview the MVP or the captain. We hardly focus our time on the person with the most errors, and when we do, we ask about how we will change or win the next time. 
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Sports provide us with other potential lessons we, in business, need to learn from:
  • We don't choose the best player on the team to be the coach. We choose the person who is best with people. 
  • ​If the team fails, the coach is fired, rather than individual team members. 
  • ​Coaches don't show up only when there is a loss and a win. They are there continuously. 
  • Even though the coach is always there, a coach isn't on the field micro-managing the play nor are they playing the game with the team. 
  • Although it's always about the win, it's not about everyone scoring goals. Some people are there to provide assists or defense. 
  • Coaches are internal to the team (not external hires). Sometimes a sports consultant comes in to try and help an athlete with the yips, but a truly effective coach really needs to know the individual, the team, the opponents, and the game. Scientific research supports this finding internal coaches are 7x more effective than an external one*. 
  • ​Coaches don't work in isolation. There is an equipment manager who is helping ensure equipment/tools is available, effective, and perhaps cutting-edge (IT, supply chain, operations). The special teams coach comes in during rare events or special circumstances (HR, talent management, project managers). GM's and owners (senior leadership) keep track of the bigger picture as well as give them input and coaching of their own. And finally, sometimes there is a junior or assistant coach who is ensuring training is organized and fills in when required (supervisors, team leads). ​

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So if we truly want our managers to be like sports coaches, what do we need to do?

Organizations
  • Free up managers' time from administration to be able to coach continuously.
  • Surround managers with their own personal support team.
  • Hire in external coaches only as 'special teams' or to train internal coaches. 

​Managers
  • Ask yourself what tasks are preventing you from coaching. Can you delegate them?
  • Determine if you are playing the game or directing the game. If you are playing, shift your coaching goals to make the team more self-sufficient. 
  • Be deliberate in what you want the employee to achieve and tailor the message in a way that will best motivate them. 



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Ignoring during Onboarding

16/4/2018

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                              How we fail our new hires
We put so much time and resources into hiring employees—sourcing, assessing, interviewing, negotiating—that we are exhausted by the time their start date rolls around.  We justify that it's okay and the “sink or swim” is a good initiation – I mean we had to do it ourselves, right? 

If the new hire survives the 'sink or swim', they have earned their place. But that’s just it, do we want our employees to ‘just survive'? Or do we want them to thrive? When it comes to setting goals and hitting targets do we hope they just meet the minimum? Or do we hope they blow us out of the water? If we set up our employees to just survive, quite frankly, that's all they'll do. 

Survival model is why 50% of new employees under perform in their first year, and why 40% of executives, hired externally fail within 18 months. This is also why early turnover is so high. There are trends of up to 20% of employees leaving within the first 45 days! The incremental costs of re-hiring, loss in productivity, and decreased customer satisfaction, start to add up. 
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So how do we get out new hires to thrive? Let's start with Day 1. Even better, let's start with Day -1. Have new hires complete paperwork so that their benefits and payroll will be set up beforehand. Also create an open line of communication so they can ask questions before their start date. Finally, welcome them on behalf of the organization, hiring manager, and/or team. 

So then what is lined up on Day 1 for the employee? It should be more than just orientation. How boring is it to sit in front of a screen and click through modules of company propaganda? Why not kick off with an informal coffee/breakfast with the hiring manager to discuss what to expect in the coming months? This is also a great time to provide resources to the employee such as their job description, company information, strategic objectives, industry knowledge, and key points of contact. Perhaps then the employee meets with their buddy. This buddy is a champion of the organization and not only gives a facility and safety tour, but starts providing tips about the unwritten rules. The Talent Team could then meet with the employee to discuss any assessment results they went through in the recruitment phase. Understanding their assessment begins to help them understand their strengths and their possible derailers within the context of the team and organization. Next, the employee goes for an informal lunch with their team, they start placing names to faces, asking and fielding questions. The afternoon could then be filled with module training, paperwork, and reflection time to get them situated, followed by an end-of-day quick check-in with their manager to answer any immediate questions and outline the remainder of the week. How would you feel after that kind of first day? 
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The purpose of onboarding is about opening dialogue and establishing fit. The employee needs to see how their role contributes to the organization and they also need to see how their own values and style fits within the team and culture. Building this buy-in creates engagement. Understandably engagement cannot be built in a day, a week, or even 100 days. It's an ongoing process and takes at least 6 months, if not a year. However, the results are worth it. With effective onboarding, 69% of employees are staying with the company for at least 3 years. This greatly reduces recruitment costs--money which can now be funneled into new onboarding initiatives, like enhanced technology and training. Good onboarding practices also increase performance outcomes such as goal attainment, customer satisfaction, employee engagement, and revenue. The 'sink or swim' approach is starting to look pretty bad now isn't it? So let's incorporate some best practice into our onboarding (there are even practices that cost little to no money) and let's have our employees and our organizations thrive! 
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  • Should last more than 3 months, ideally 6-12 months
  • Clear RACI of who owns what in the onboarding process 
  • Tailored to level, role, function, type of transition (e.g., following a failure or a success)
  • Mobilized (as much as possible)
  • First month is pre-scheduled with training, meetings, check-in's, etc.
  • A buddy assigned that is a culture ambassador and knows the unwritten rules
  • A mentor assigned to help with office politics and to help break down silos 
  • Incorporation any assessments into a development plan
  • An onboarding survey for continuous improvement

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  • Employee frontloaded (as much as reasonable) before the start date
  • Clear job expectations including their job importance, deliverables, and timeframes
  • Development task assigned to the employee on how they fit within the team and strategy and what their goals are to improve for the function and for themselves
  • ​The job is as advertised. That is, everything that was promised in the recruitment phase is true (e.g., work-life balance, culture, development opportunities)
  • Ongoing feedback in the moment
  • Over communication! The employee will let you know if it's too much. ​​Ensure the dialogue is two-way



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