INDEX
A
Curriculum for Change
Heart
of the Brand: The 4 Ps Define The Delta
Who's
Next? Succession Planning
How
To Reach Consensus
What's
Your Extended Product?
Process
Thinking: Making Improvements Part
of Work
Keeping
Customers
A Curriculum For Change
I.
Introduction
This white paper describes how organizational
change can be managed through a systematic
process of defining behaviors and disseminating
them through a curriculum of development. Curriculum in
the broadest sense is an integrated program
of experiences designed to develop organizational
capabilities over time. Done properly,
a management development curriculum can
impact the direction of an organization,
providing a cadre of managers at all levels
who understand the priorities of the business
and who, in their daily work and contact
with others, will act in a way that consistently
reinforces the strategy. Proficiency and
ability can become valued traits of managers;
individuals who can teach others through
a variety of means, from formal training
to coaching and mentoring, can become organizational
role models. This orientation to valuing
proficiency is also reflected in the systems
and structures which support performanceappraisals,
promotions, succession, hiring, coaching,
etc. To achieve this culture of development,
a number of conditions and systems have
to be put in place over time. These are
discussed below, and they represent the
complete set of conditions for a successful
initiative.
II.
Elements Of An Effective, Integrated
Management Development Curriculum
There has to be a
clear link between management behavior
(competencies) and corporate strategy
Not only do managers have to understand
what the organization is attempting to
accomplish, they have to understand how
their competent behavior produces those
results. In this way, competencies are
not perceived as merely useful traits a
manager should possess for professional
advancement or personal interest. Rather,
proficiency in management competencies
is viewed as critical, if not vital, to
success in the marketplace. The consistent
practice of management competencies becomes
an organizational imperative. This presents
a very different picture than training
individual managers to perform a set of
job skills.
Competencies
have to represent top managements
expectations
As a corollary, the organization needs
to define those behaviors which are vital
to success. These few, broad behaviors
or competencies serve as a baseline guide
to all levels of management, communicating
a clear picture of what the organization
expects from its management group. These
competencies are a foundation for all other
activities associated with Management Development,
from training to performance appraisal,
succession planning, promotion and selection,
coaching and mentoring, to evaluation of
training and developmental experiences.
Development must
encompass training as well as other
activities
A training curriculum comprised of performance-based
courses with appropriate instructional
methods is the definitive cornerstone to
Management Development. In a sense, training
initiates the development experience. Through
case analysis, readings, simulations, and
interactive exercises of all kinds, individuals
learn to apply the skills inherent in competencies
to situations which are relevant to them.
So, it is in the classroom where competencies
are clarified and skills are practiced.
Proficiency, however, is learned through
experience, extended practice and feedback
in work settings. A successful integrated
curriculum calls for special assignments,
projects, independent research and readings
directed to resolving actual organizational
issues under the guidance of mentors or
experts. The type of these proficiency
development activities depends on a managers
job level as well as the organizations
needs.
Training is appropriate
to a managers immediate or
next job, generating a perception
of high value in the organization
Different levels of managers experience
the same competencies in different ways.
While the principles of decision making,
for example, apply to all levels of management,
the problems a level 25 manager face are
significantly different from those of the
level 29 manager. To make training and
developmental experience relevant and useful
to the individual learner, the training
must accommodate these differences. In
other words, managers must practice concepts
in scenarios and settings which are meaningful
to their work. Otherwise, training becomes
academic and abstract as opposed to practical
and immediately applicable. This suggests
curriculum tracks which are aligned to
management levels. With this in place,
managers can not only take courses for
their current levels, they can enroll in
courses at their next level, allowing them
to prepare to make the transition.
Performance-based
training is delivered in a consistent
manner, using the most appropriate
instructional technology for the
type of competencies being learned
All programs, regardless of the level
of the audience, must deliver consistent,
repeatable results in terms of behavior
change. An important element in achieving
those results is the deployment of varied
instructional technologiesmethods,
media, formatsso as to maximize efficiency
in delivering learning experiences. In
addition to traditional classroom settings,
methods and media can include the use of
computers for a variety of analytical learning
experiences, intranet web sites where relevant
data resides, and even visiting experts
and university courses.
There is a clear
statement of policy reflecting the
importance of Management Development
and a visible commitment to other
development initiatives in addition
to a training curriculum that support
the ongoing effort
To implement a culture of competency-based
development, top management must endorse
and fund new management development policies
in addition to a training curriculum throughout
the organization. These policies can initiate
changes in how the performance of individuals
is managed, i.e., performance appraisal
process, compensation, promotion, succession
planning as well as how the training function
operates. The implementation of these other
development initiatives can be phased in
over time after a training curriculum is
in place.
In addition to functional
administration of development activities,
there is a standing oversight board
which monitors and maintains the
viability of the curriculum
A curriculum is a flexible, adaptable
and dynamic entity. Using data and feedback
from managers, a cross-organizational,
multi-level board of advisors can monitor
the implementation of the curriculum, ensuring
quality standards are met and changes are
timely. A diverse board representing different
audiences can influence the kinds of changes
made as well as provide access to consitutencies.
This monitoring function presumes a methodology
for measuring the effectiveness and efficiency
of the development investment. While techniques
for this kind of evaluation are far from
perfect, selected measures should be gathered
and used for decision making.
III.
Summary
The description above represents the elements of
an ideal case, a fully matured management development
culture with infrastructure and value systems that
support it. To move from an environment in which
training is an ad-hoc, individually focused effort
to a culture which nurtures managements and rewards
proficiency in both the practice of competencies
and the mentoring of others requires a significant
organizational effort.
The first phases of that effort involve
defining the scale of the Management Development
effort, both initially and long term. Based
on that level of commitment, an appropriate
management development curriculum and supporting
elements can be designed.
Copyright © 2005
Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
Since
1983
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Heart
of the Brand: The 4 Ps Define The
Delta
There are always considerations other
than price and product functionality. The
challenge is to define them.
What a customer buys when they are buying a product
or service is the total package of benefits associated
with the selling organization, the people who work
there, its image and reputation, and the way it does
business. These are much more than the features,
benefits, price and tangible aspects of a specific
product or service, something that adds value to
the transaction. For example, when a customer chooses
a bank for a cash management system, he or she buys
that bank's experience and track record, the quality
of the people who developed and maintain the system,
the "image" of how that system is perceived
and how easy the bank will be to work with. There
are always considerations other than price and product
functionality. The most important point is that that
what a customer buys transcends the product itself.
The challenge for those responsible for sales and
marketing, therefore, is to capture the power of
this notion and define that "something more:
so customers can easily see it and the value it brings
to them. It is the "something" that ultimately
determines form whom the customer buys and how much
is paid. The "something" is at the core
of the organization's brand.
These ideas are at the core of the 4Ps
model that Singularity has developed as
an important conceptual tool. The 4Ps --Product,
People, Past and Process--represent those
resources of a company that can be differentiated
from one institution to another. Often
these differences have evolved over time
with little intention or planning. For
instance, one bank has a reputation among
its customers for being helpful to new
businesses. Where did this notion come
from? A policy? A particular group of employees?
A specific, well-known and publicized incident?
With some thought, some veteran employees
of this bank might be able to trace how
this perception came to be, but most likely
they will report it "just happened." On
the other hand, if management is aware
of the importance of differentiating the
bank from its competitors, it can specifically
create, develop, communicate and manage
notable differences that the customer will
perceive as valuable around the bank's
products, people, past and processes. (See
definition of the 4Ps at the end of this
article.)
Plainness
and a Promise
The origin of the 4Ps stems from two compelling problem
areas in marketing: selling a commodity and selling
a service. A commodity is a product that is fundamentally
the same from one vendor to another. Steel, potash,
sulphur, nails and screws are commodities. A service,
on the other hand, doesn't exist at all until it
is delivered; it is intangible and cannot be experienced
by the buyer in making a buying decision. The commodity
exudes undifferentiated plainness; the intangible
service presents a promise, an uncertainty. A bank
has the unique distinction of offering a number of
commodity-type services.
Theodore Levitt of the Harvard Business
School has written a number of articles
on product differentiation. (Harvard Business
Review, January-February,1980 and Harvard
Business Review, May-June, 1981) which
have contributed to the 4Ps concept.
What
A Product Is: Beyond the Obvious
Levitt has developed a product diffentiation model
that opens a new perspective as to what a product
is. This model defines a product on four different
levels: the generic product, the expected product,
the augmented product and the potential product.
The generic product, as Levitt presents
it, is the product itself--the cash management
system, the letter of credit, the term
loan--whatever it is the customer can use
to help improve the business. Even though
these generic products are found in most
banks, they are not necessarily the same.
Slight differences in product design may
make one bank's lock boxes more attractive
than another's. This is the most obvious
area for product differentiation as anyone
who has ever seen a development team laboring
long and hard to generate creative nuances
for a new product will report. But there
is more to a product than its parts.
The expected product includes those aspects
that relate to delivery, terms, support,
new ideas for product applications, all
of which are one step removed from the
product itself, but without which the product
simply could not be successfully sold.
The augmented product refers to Levitt's
notion of adding something to improve or
modify the product for a particular customer.
Developing a report on how much money is
saved using a cash transfer system, for
example, is a vehicle for demonstrating
what the vendor will do for the buyer.
Augmenting the product goes beyond the
product by exceeding the buyer's expectations.
Finally, the potential product is "everything
that might be done" to attract and
hold the customer. This includes making
suggestions for technical changes, reporting
the results of surveys regarding product
usage and attitudes of customers, installing
new technologies to better use the product,
and advising customers on business conditions,
feasibility of business plans and employment
of experts in specific technical areas.
Levitt's model is a useful framework for
defining the various levels of product
a customer can buy. Most important, as
a development source for the 4Ps, it introduced
the idea of moving away from product as
a cluster of defined features, benefits
and prices, into a more expanded view of
what can be sold. In a bank, the idea of
building more value into a loan or a trust
account or any product or service is compelling.
Every bank has the same products; an expanded
view would include the unique value of
people who service the product, the manner
in which it is installed and how customers
interact with the bank as well as the success
the bank has had in the past. All these
elements can be made to be different from
the competition.
Reducing
Uncertainty
Most bank products are services provided for customers.
This brings into focus the other marketing challenge
faced by banks, that is, selling services, and the
associated problems of convincing customers that
an intangible that customers cant see, touch
or feel will improve their business operations.
Another business writer provided some
insight into how intangibles, such as services,
can be made tangible. Warren J. Wittreich,
in a classic article on selling professional
services (Harvard Business Review, March-April,
1966), succinctly outlined the issues.
To be successful, Wittreich writes that
uncertainties surrounding who the customer
is dealing with, how the service will be
implemented and whether or not the money
is being spent wisely must be dealt with.
The degree to which a professional who
sells can persuade the customer that he
or she (and the bank) understands the problem,
has solved similar problems in the past
and has a way to do it or process which
is logical and easily followed is the degree
to which the customer's uncertainty can
be reduced. The seller can sell him or
herself by demonstrating command of the
methods to be used, familiar relationships
key people who are resources in solving
the problem, and knowledge of and preferably
involvement with related success stories.
When people who sell do this, Wittreich
writes, the "high bidder often wins" because
there is much more value in dealing with
certainty than uncertainty.
Wittreich's article was a forerunner of
the many articles and books written about
the service culture, excellence and customer
orientation. Today, corporations are attempting
to develop new ways to add value to the
customer relationship while still maintaining
low costs. Consumers are aware of the competition
and are attracted to banks that provide
what they need with the most added value.
Among many examples, combined statements
with summary information, account information
accessible online and even advice about
markets, investments and other specialized
knowledge-based services are the kinds
of developments banks have to make to give
the customer more for his money. In fact,
as the age of disintermediation accelerates,
the types of services offered and the resources
surrounding those services should be more
important to banks interested in keeping
market share. The concepts provided by
Wittreich are an additional essential ingredient
of the 4Ps, offering a wider view of what
has to be sold when selling these types
of services.
More
To It Than Talking Product
As a final resource for the 4Ps, a recent
Sales Competency Study (Miller and Maginn,
1987) isolated the activities of high performing
sales people in banks. In general, people
who excel in selling in banks mention a
variety of activities that revolve around
themes of specificity, initiative, involvement,
planning, focusing and analysis. Of critical
importance to these individuals is the
concept of selling yourself, of bringing
more to the table than the competition,
of creating an image of personal value
to the customer. From a series of focus
groups with these individuals, it became
clear that high performers considered themselves
a virtual product of the bank, an extension
of the institution and behaved in a way
that lead customers to recognized them
as such.
These individuals were good at selling
the resources of the bank, but they were
also excellent at selling themselves. In
Wittreich's words, they were good at reducing
the customer's uncertainty in the way they
responded to problems, in the genuine interest
they displayed in the customer's business,
in their understanding of the customer's
needs, in their knowledge of how the bank
does business and how resources within
the bank work, in demonstrating their experience
with solving similar middle market business
problems. In the 4Ps model, the Relationship
Manager is one of the resources the bank
has to offer. Those sales people who recognize
this can develop ways to differentiate
themselves from their counterparts at competing
institutions. A firm knowledge of the bank's
resources--the 4Ps--and how to talk about
them in sales situations represents a personal
strength and an expanded view of what can
be sold to the customer.
The
4PsA Practical Model
The 4Ps represent a synthesis of concepts from different
areas of marketing and sales literature. From selling
commodities comes the concept of looking beyond the
generic product and into the arena of what additional
value is delivered or can be delivered to the customer
along with the product. From selling services comes
the idea of reducing a customer's uncertainty by
making the intangible more tangible--talking about
personal knowledge and experience, the process of
working together, and related success stories. Finally,
from the Sales Competency Study comes the high performers'
conviction that they, as individuals, add value to
the relationship by demonstrating what they know,
who they know and how to get things done.
The 4Ps model is not a difficult concept
to grasp. Yet, when faced with the task
of defining what products are really different,
what individuals are valuable, expert resources,
how doing business is more user friendly
than the competition and what success stories
are worthy of corporate legend status,
many bank Sales Leaders and Relationship
Managers struggle. While many of the 4Ps
can be tactically defined at the work unit
level using local heroes and successes,
the real work of defining the 4Ps is for
the corporation's directors. It is up to
them to clearly specify what the bank should
be known for and to clarify how their products,
people, process and past are better than
the bank down the street.
The
4Ps
The 4Ps represent resources of an organization
which, when created and managed, become
differentiators defining the brand. That
is, they describe what the total offering
of an organization is.
Product
The features and benefits of the product. This is
the baseline of differentiation. To be competitive,
the features and benefits of a product have to
convey valuable differences to buyers. When there
are no or minimal differences, the other Ps in
the 4Ps model must be used to differentiate the
product or service.
Past
One resource is the combined experience of the organization
with the type of issues the buyer is facing. For
example, if a customer is having trouble defining
the kind of leasing arrangements to use, having
a reputation as the bank that helps small
business get started in leasing is a definite
way to reduce uncertainty.
People
The individual or team working with the client represents
another facet of the total offering. As a product,
the individual or team literally has features and
benefits. The level of expertise, ability to get
things done, experience with similar clients, and
even industry status represent examples of potential
features of individuals that can help reduce uncertainty.
Process:
How the organization does business is a strong potential
area for differentiation. If the actual buying,
delivery and implementation process is efficient
and user friendly, it can be a major differentiator.
Careful definition of this process, especially
for intangible services, can bring a sense of security
to an uncertain buyer.
Bibliography
Levitt, Theodore, "Marketing success through
differentiation--of anything." Harvard Business
Review, January-February, 1980.
Levitt, Theodore, "Marketing intangible
products and product intangibles." Harvard
Business Review, May-June, 1981.
Miller, N., and Maginn, M., "Business
Development Competencies for Bank Relationship
and Sales Managers." Lending, Winter,
1987.
Wittreich, Warren J., "How to buy/sell
professional services." Harvard Business
Review, March-April, 1966.
Copyright © 2005
Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
Since
1983
Back
to top
Whos Next? Succession
Planning
I.
What is Succession Planning?
Succession Planning is a dynamic, on going
process of systematically identifying,
assessing and developing leadership talent
for future assignments and tasks. Said
another way, Succession Planning provides
bench strength, a cadre of talented and
ambitious people who are ready to assume
more senior responsibilities. This is embodied
in a Succession Plan, a document that contains
an inventory of projected openings and
other opportunities (special assignments,
or important collateral duties), position
criteria and a list of potential candidates
in rank order for each opening or opportunity.
The process of Succession Planning involves
management at all levels and sends a message
to the organization about the importance
of skill development. In a way, Succession
Planning helps make learning, achievement
and effectiveness important cultural values
throughout the organization.
Note that Succession
Planning has also been called Talent
Management.
Consider life in a small organization
without a succession plan. There is a vague
uncertainty about what will happen if key
people leave. Yet, statistics on employee
turnover show that people will, in fact,
move on eventually, either for new positions
or changes in lifestyle. Whenever there
is a change in key personnel, there is
a period of vulnerability. Knowledge and
history are lost; perspectives on goals
and priorities change; continuity of effort
is interrupted. Morale and motivation can
be affected. In a worst-case scenario,
people are promoted to new positions solely
because theyve been around. Without
Succession Planning, the momentum towards
goals, improvement and strategic initiatives
can be slowed.
What
does Succession Planning provide
for an organization?
- First, the process is motivational
and can lead to greater retention of
key staff. Employees feel they are involved
in pursuing opportunities. Development
and learning are positive aspects of
organizational life, and, in the case
of Succession Planning, these become
frequent and visible. In addition, a
policy of promoting from within signals
how the organization regards its people.
- Second, there is continuity
of leadership policies and strategies.
The ongoing strategy does not leave with
a departing senior manager. Nor do established
expectations for performance. This is
especially significant in small organizations.
- Third, key individuals, those
with potential and ambition, are developed.
In a way, that is the whole point. The
process creates bench strength from within.
The awkwardness and latent issues associated
with hiring an outside senior manager
over high potential internal candidates
can be avoided.
- Finally, performance appraisal
and reward systems can become aligned
with the standards created for performance.
Succession Planning touches all these
systems, creating an integrated way to
manage performance and development.
The Succession Planning process itself
is relatively simple. Individuals are measured
against a standard that has been defined
as reflective of an effective senior manager.
An individual, with the help of his/her
manager, creates a development plan to
close the gaps between ideal and actual.
This development plan may involve training,
special assignments and projects, change
in role, or other kinds of learning experiences.
At the same time, and depending on the
nature of the development plan, the individual
may or may not be identified as a candidate
for a new position. As time unfolds, another
measurement is made, as are new judgments
about promotion. Presumably, because the
individual has been at work on targeted
skill improvement, their gaps are fewer
or less significant than before. The candidate
is more prepared for new roles. The organization
benefits from having more skilled people
in its cadre, an orderly process for filling
openings as well as an overall sense of
security about the future.
There are five components to the Succession
Planning process: Employee History, Creation
of Standards, Measurement, Development
and the Succession Plan itself. Each of
these will be described below.
II.
Components of Succession Planning
1. Employee History
An important and fundamental component of the Succession
Planning process is information about the employee.
In addition to basic demographic information, this
includes:
a) Interest in advancement. Is
the individual interested in more leadership
positions?
b) Past Performance. How has
the individuals past performance
reviews been? Has the individual been
a cultural role model?
c) Promotion Record. How has
the individual progressed? How long has
he/she stayed in different positions?
d) Willingness to Relocate: Has
the individual expressed an interest
in changing their residence?
2. Creation of Standards
Standards reflect a desired state, what an ideal
or high performing employee is doing every day in
their work. In Succession Planning, there are three
areas where standards can be created.
a) Corporate values. Viewed by
some as more important than competencies,
these standards reflect what the corporate
culture values. For example, Teamwork is
a management competency, to be sure,
but, as a corporate value, it describes
an attitude and belief in working together
towards common goals. Another example
is self-sufficiency, meaning
people in the organization operate in
a do-it-yourself, independent manner.
If an organization can define its values
in a sincere and clear manner, these
can be useful gauges of an individuals
potential for leadership.
b) Management Competencies. These
behavioral statements reflect what high
performing managers do in an organization.
Typically, they revolve around classic
management skills, such as Managing
Teams, Performance Management and
the like. There are situations when unique
organizational requirements will impose
additional performance requirements on
managers. For example, a global company
may have a need for managers to be excellent Multi-cultural
Diplomats practicing a series of
behaviors under that category.
c) Technical Competencies. These
are the skills and knowledge that reflect
a proficient and competent performer.
Technical areas can include any skill
from specialized areas such as Budgeting
and Forecasting to broad measures such
as Professional Certification.
3. Measurement
Once standards are created, measurement can begin.
Here, the underlying issue is how to create valid
scores when measuring what is subjective and subject
to interpretation. There are several ways to measure
the areas listed above; each has unique characteristics.
A combination of these is often used in Succession
Planning processes. Here is a general description
of two popular choices.
a) Survey 360. This is the classic
survey of peers, manager, and direct
reports that can give a relatively accurate
picture of an individuals capabilities.
Data is returned in the form of survey
scores and can be compared to other individuals
as well as group norms.
Advantage: wide view from a number of perspectives. Disadvantage: subject
to variation from current conditions and events,
emotional reaction to the person being rated, and
amount of exposure to the individual. Variations
of this include direct report-only scores or peer-only
scores.
b) Triad consensus. In this method,
three members of upper management rate
individuals first by themselves and then
in the small group. Typically, the triad
consists of the individuals manager,
a senior manager who has a broad view
of the organization and a long-term, neutral third
manager who has a wide view of the organization
and its values. The discussion process
creates a highly accurate assessment
of individuals.
Advantage: Valid
data.
Disadvantage: Time consuming.
The result of the measurement process,
whatever it is, is a database of individuals
and their various ratings. The data is
used to create a Succession Plan and is
also valuable in searching for individuals
who possess certain desired characteristics.
In addition, the database is a profile
of the organizations strengths as
a whole, providing information that can
direct development activities and inform
other kinds of planning, such as hiring
and recruiting. These data provide the
basis of what has been called a Talent
Management Process where development
of selected individuals can be managed
towards specific ends.
4. Development
The degree of an organizations commitment to
people can be measured by its investment, in terms
of time, effort, creativity and resources, in development.
In the Succession Planning process, every participant
creates a personal Development Plan, based on the
ratings received, which he or she implements with
the help, support and sanction of the organization.
This plan is virtually the same as a Development
Plan created during the Performance Appraisal process
except that this plan is informed by measurement
data from others besides the manager. The resulting
development, that is, learning, takes the form of
series of activities and opportunities made available
to employees to improve their skills and capabilities.
In Succession Planning, there are number of activities
and experiences that can be employed to fill the
needs of employees. These include:
- Training programs sponsored by the
organization
- Educational experiences provided by
academic institutions, commercial suppliers
as well as industry associations
- Assignments and projects, either for
an individual or as part of a group effort
- Job rotation, moving laterally to
a new position
- Mentoring, providing advice and guidance
to an individual as well as opening doors
for assignments and projects
- Individual study through assigned
personal readings
- Volunteer work with outside agencies
- Action Learning, addressing real issues
A special word has to be offered for the
concept of Action Learning, a formal and
structured process that involves individuals
in addressing an organizational issue,
resolving it and extracting learning outcomes
from the experience. This is a highly economical
and useful process that can be implemented
easily and with little preparation. Not
only do participants contribute to a stretch goal,
but also Senior Managers can observe how
participants interact with others and think
through the process.
Typically, Development Plans are tied
into an organization Performance Appraisal
process. Each half, the employee meets
with his/her manager to review performance
as well as progress on their Development
Plan. At that meeting, new activities are
identified as well as new objectives.
5. Succession Plan
The actual Succession Plan is a document that embodies
three basic elements:
- An organization chart with projected
openings in designated time periods
- A list of potential candidates for
these positions
- Position criteria, that is, of the
standards identified for success, what
unique behaviors or attitudes does this
position demand for success
In fact, the Succession Plan is resident
in a Human Resource Information System
(HRIS) that houses the database and all
related information. There are a number
of commercially available programs on the
market for this purpose.
In use, when an opening occurs, the system
is accessed to identify the likely candidates
as well as to identify their successors
in their current, soon to be previous,
roles. At any point, management can assess
the bench strength of the organization
by reviewing a profile of strengths and
weaknesses.
III
Summary
Succession Planning is integrated into an organizations
performance management process, including training,
performance appraisal, hiring and recruiting and,
obviously, career development. As such, it should
not be considered an add-on. It is the reason why
development programs exist: To produce capable, motivated
individuals who are ready to make personal contributions
to their organization and to capably assume new responsibilities.
Employees understand where they stand in terms of
readiness for openings as well as what areas need
development. The organization has a picture of its
onboard talent and, as such, can manage the pool
of candidates appropriately.
Copyright © 2005
Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
Since
1983
Back
to top
How To Reach Consensus
I.
The Compromise Decision
There are basically two ways to make a team decision,
compromise and consensus. A compromise is a way of
getting a decision that people can live with. Generally,
the result is only satisfactory. Some words which
describe a compromise are half-hearted, reluctant, settlement, concession, arrangement.
Despite that, compromises are important and expedient
answers to some problems. The problem with a compromise
is the outcome doesnt meet everyones
expectations. In fact, there are always some losers
and winners in a compromise decision. When that happens,
the losers may feel half-hearted and reluctant about
putting that decision into action; the winner become
disenchanted with the effort the others are making.
In some ways, a compromise can plant the seeds of
later conflict.
II.
Reaching Consensus
On the other hand, certain decisions demand a group
commitment to work. That kind of agreement calls
for a consensus. Basically, the process of consensus
involves getting people with different points of
view to start seeing things in a similar way, or
at least to begin narrowing their different perspectives.
In a consensus, if the points of view
of each member are considered, discussed,
compared and discussed again, everyone
begins to sees all aspects of the problem.
Members begin to learn about others perceptions
and a decision or approach emerges as differences
are understood and narrowed. This outcome
goes beyond something people can go
along with. Instead, it is a decision
team members believe in as the truly best
way to go, given the circumstances. Because
the issue has been examined, re-examined,
tested through discussion, critiqued and
analyzed, all members of the team can see the
problem and the solutions from many different
points of view.
As you can see, one of the major benefits
of a consensus decision is that it brings
team members who start off with differing
points of view to a common understanding
of all the issues. In a way, its
a learning experience. Through discussion
of how members see the problem, everyone
begins to share perceptions. Differences
dont appear as great as they once
did and everyone agrees, given the facts,
about the alternative that makes sense.
III.
Suggested Consensus Guidelines and
Tips
Here are some ways to narrow differences in points
of view among team members and work towards commitment.
1. Ask each individual how he or she
feels about the situation and why.
- Go around the table, give everyone
a chance to have their say.
- Stop team members who are dominating
discussion and poll everyone else.
- Ask members who are silent what they
think.
2. Ask for facts, definitions or explanations
and try to uncover what different thoughts
or words really mean to team members.
- Ask members to explain their views.
- Focus on words, like, Whats
a significant delay?
- Ask for clarification when faced with
questionable statements?
3. Clarify discrepancies of opinion
with facts.
- State facts and ask other team members
to compare opinions with the facts.
- Summarize competing points of view
and ask members to support with facts.
- If there are no available facts, ask
members to gather data before continuing.
4. Be open-minded. Modify your own
views when faced with compelling facts
and opinions.
- Listen to the facts underlying differing
points of view.
- Test the facts being presented against
your viewpoint.
- Weigh the impact on you and the team
of continuing to resist ideas in the
face of convincing facts.
- Try on the other point
of view and see how it feels. Is it really
that different from yours? Are the consequences
acceptable?
5. Identify similarities and differences
among the points of view in the team.
- Make a list of similarities and differences
on a flipchart or chalkboard.
- Ask different members to state what
is similar about their ideas
- Crystallize the differences among team
members in a simple statement, such as, It
seems some people view cross-selling
as a threat, others see it as an opportunity.
6. Reinforce open-mindednessthe
willingness to listen to other viewsas
well as the need for cooperation.
- Remind members about the Team Charters
rules concerning open discussion.Give
people time to talk. Ensure they have
said what is on their minds.
- Review the teams production goals
if necessary and stress the need to work
together to reach those goals.
7. Remain non-defensive and unemotional
when challenged and avoid angry encounters.
- Stay silent and calm when being criticized.
Wait until the other team member has
finished before commenting.
- Take notes reflecting the other team
members points.
- Summarize the other team members
opinion in your own words.
- If the meeting is getting emotional,
ask for a short recess, try to relax.
- If you can, be empathic with others
views. Say, I can understand why
you would say that.
8. List the positive and negative aspects
or consequences of each point of view.
Assume the team has adopted a particular
approach. Ask members to discuss the advantages
and disadvantages. Repeat with the next
approach.
Explore the risks associated with each
idea. Test how realistic different peoples
assessment of the risks are. Will
we really be causing serious confusion
among ourselves by making independent calls
on prime accounts?
9. Ensure that each team member has
an opportunity to participate.
- Make it a point to ask each member
at the meeting what they think.
- Remind members they have a responsibility
to speak their minds.
10. Try to define the element of risk
associated with every decision and develop
an approach that minimizes that risk
for everyone.
- Ask people what concerns them about
a specific course of action. What
do you think will happen if we do this?
- If concerns are based on a misperception
or misunderstanding, explain the true
facts.
- Balance the advantages and risks of
each approach.
- Ask the team what level of risk it
is willing to accept.
IV.
Summary
Here are some concepts worth remembering about reaching
decisions in teams.
- Consensus is one of the most powerful
team skills. Members who understand how
to reach consensus find that decisions
are fully supported and implemented.
Whats more, members believe in
the groups decision because the
team has examined each facet of the problem
and, through discussion, has finally
seen the best way to proceed, given the
circumstances.
- Remember, compromise implies half-heated
agreement. There is doubt, lingering
disagreement and the potential for second-guessing
the decision, especially if the results
are less than expected.
- The consensus process works when team
members take the time to share perceptions
about a decision and what it means to
them. Everyone must be given a chance
to describe how they see the issues.
Only after these initial viewpoints are
clear can the team proceed to identify
areas of agreement and disagreement.
- Finally, the real key to consensus
is for team members to remain flexible
about their point of view. The exchanging
of ideas is an opportunity for team members
to learn from each other. An effective
team member tries hard to remain open-minded,
non-defensive and flexible, rather than
determined to have his or her way.
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Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
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1983
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What's Your Extended
Product?
Customers buy more than a product; they
buy the total package of benefits associated
with your company. This "Extended
Product" includes the deal itself,
the efforts your company takes to make
the product work, and the relationship
your company maintains. These may be more
valuable than the product features, benefits,
price, and other tangible aspects of the
transaction. Here is a view of how this
Extended Product can work.
The extended product defines the total
value of what you are selling. If you can
take a wider view of what it is you have
to offer, you can address more of the customer's
needs. The more needs you can address,
the more value you bring to the table.
When you bring a lot of value, your offering
starts to outweigh price objections or
product-only advantages that the competition
may have.
To use this concept, you must first define
what is it is you are selling. Your extended
product actually consists of:
The Physical Product itself, including
competitive, technical features and benefits. If
you can explain how the features offer
benefits that differ from your competition's,
you are adding value.
The Deal, including terms, availability,
delivery, installation, ongoing support
and application ideas, negotiated terms
and credit. If you can develop or negotiate
deals that are competitive and you can
meet customer expectations, you are adding
value.
Customization, or modifying or
improving the general product for a specific
customer, or providing tailored information
about usage, design, or financial matters. If
you can communicate how your company works
to help its products work more effectively,
you are adding value.
The Service Relationship, including
everything that can be done to keep the
customer using the product to its maximum
effectiveness, such as user meetings, customer
service representatives, newsletters--even
how bills are submitted and inquiries processed,
etc. If you can demonstrate how you
company is invested in keeping existing
customers satisfied, you are adding value.
Your company's Past Success Stories, including
what your company has done with other customers
that have made a positive difference to
the customer's business. If you can
point to examples of how other customers
have successfully used the product and
the impact of that on their business, you
are adding value.
Access to Expertise associated with
using the product, including networking to
others outside your company, industry-wide
information, as well as indeas under research
and development. If you and your company
can provide unique, valuable information
to your customer, either supporting the product
or providing support in any related area,
you are adding value.
Yourself, including your experience
and knowledge with past customer and installations,
your ability to get things done internatll,
your long term investment in the account
and your personal position in the industry. If
you are viewed as a knowledge advocate
for the customer, as an ally at the planning
table, your are adding value.
Once you define in your own mind this wider view
of the value you provide to customers, you can develop
a strategy for asking questions that will evoke a
wider range of needs. In a sense, if salespeople
can define all the positive additional offerings
of the company inherent in the extended product,
they will have expanded what they can do for a customer.
This is the essence of adding value.
Copyright © 2005
Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
Since
1983
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Process Thinking: Making
Improvements
Part of Work
Kaizen
The spirit of process thinking is simple. Improved
processes yield improved results. Take, for example,
a sales situation. This quarters results at
the Pink Pen Company are 15 percent below target,
a near miss. Should the manager exhort the salespeople
to sell more, pointing in anger and frustration at
the disheartening results? Unfortunately, yelling
at the scoreboard does not help the team score points.
Should the manager review how many sales calls were
made each day, how much time was spent with prospects
versus doing administrative work, how effective closing
skills were? Should the manager reset the call per
week requirement and provide coaching on closing
skills? Indeed, fix the process, and the results
will also be fixed.
This is the nature of Kaizen, a concept
that embodies improvement through process
thinking. Work can be improved constantly
and the people who do and manage the work
should do the improving. What we are talking
about here is making what is better, not
necessarily innovation. The difference
is that innovation starts with a breakthrough
and a clean sheet of paper. Improvement
works with the status quo. The focus on
improvement is long-term, involves a series
of small steps, is ongoing, involves everyone
in monitoring the process and improving
it, and requires little investment to do,
but constant attention to maintain.
Process thinking and process management
require effort and discipline, but the
rewards are extremely gratifying. As Masaaki
Imai, the author of Kaizen writes:
Improvement brings many truly satisfying
experiences in life-identifying problems,
thinking and learning together, tackling
and solving difficult tasks, and being
elevated to new heights of achievement. (p.41)
Process thinking is a term used to describe
an attitude about processes and improvement.
The attitude is something like this: We
are going to satisfy our customers by delivering
to them exactly what they need, when they
need it, without mistakes. We are going
to do that by constantly watching what
we do, analyzing our work, and thinking
about ways to make it better.
Process
Improvement: A Process
There are many different approaches to process improvement.
The literature of the 1980s and 90s is filled with
concepts of Re-engineering, Total
Quality Management, Quality Circles and
hosts of variations on that theme. Unfortunately,
the re-engineering fad of the last decade hurt more
than helped the concept of process thinking. Many
different companies embarked on re-engineering projects
with the intention of smoothing operations for customer
satisfaction. What they wound up doing, from the
perspective of many observers, was engineer downsizing
and the laying off of workers. You should know, as
you embark on your study of Process Thinking, that
recent history is filled with negative stories about
TQM and re-engineering because the concept was either
applied without fully understanding it or seen as
primarily a short-term cost cutting strategy. Dont
let the re-engineering experience derail your enthusiasm.
Re-engineering is a different process than we are
undertaking. Re-engineering typically starts by looking
at a clean sheet of paper and building a process
without regard for what currently exists. Its
total innovation of new methods and always requires
the heavy used of new technology. Despite this reputation,
there are also hundreds of success stories where
processes have been improved to better serve customers.
Gradual, conscious improvement is what we are after,
not ripping out and starting with a clean sheet of
paper. The concepts underlying Process Thinking are
sound, useful and extremely practical.
Re-Engineering |
Continuous
Improvement |
| Dramatic
changes |
Not
dramatic |
| Big
Steps |
Small
Steps |
| Managed
by a few |
Everyone
is involved |
| Scrap
and rebuild |
Maintain
and improve |
| Technological
breakthroughs |
Conventional
common sense |
| Major
investment of resources |
Little
investment, great effort |
| Technology-oriented |
People-oriented |
Here is a model for how process improvement
will unfold in an organization:
1. Clarify customer expectations. Interestingly,
we start at the outcome, the desired impact
on the customer. What do our customer expect
from us? Why do they expect that? What
is it about them that makes those expectations
important? Once we understand what customer
expect, we can define goals for our process.
2. Understand the process. Through
process mapping and measurements, we need
to know how the current process works.
As a result of this step, we will have
a common understanding of the process and
its obvious problems.
3. Focus on improvement tactics. With
a clear view of the process, we can begin
to make it more customer-focused. By using
tools and techniques designed to stimulate
ideas, we will develop approaches and tactics
to fix process problems. This involves
three different approaches:
a) Eliminate errors. We can identify
where errors occur and how these can
be eliminated through error-prevention
techniques such as job-aids, color-coding,
training, checkpoints, feedback, etc.
b) Eliminate slack time. We
will examine how much time is wasted
in the process. That is, how much time
was wasted when an application was waiting
in an inbox for someones attention?
c) Control Variation. We
will look at how to build in consistency
so the process works the same every time
for everyone.
4. Plan-Do-Check-Act. This is known
as the P-D-C-A Cycle and is used to plan
the implementation of improvements. The
process involves:
a) Planning for the monitoring of
changes
b) Doing the monitoring of changes
c) Checking the results
d) Acting to make the changes permanent
Actually, this series of
steps is best thought of as a circle. Just
when you thought all process are operating
brilliantly, new customer requirements
surface, competitive companies offer more
and different ways of attracting customers
and you have to react. It is challenging
enough to have the discipline to measure,
monitor and constantly improve a process.
It is another thing altogether to take
a process you think is working well and
change it.
Process
Mapping: A Fundamental Tool
One of the important steps outlined above is understanding
the process. When a team understands how a process
currently operates, several things happen:
- The team arrives at a common understanding
of how things work. This is an important
starting point. Doing any kind of process
work before this happens is a waste.
- The most obvious inconsistencies can
be eliminated. The team can agree on
a central or core process that can be
modified to meet local office needs.
- Glaring problems will be revealed.
We will be able to easily uncover problems
that are apparent. These may or may not
be easily fixable, however, at least
you will know what you are dealing with.
The most important tool for understanding
the process is process mapping. This section
will review some basic ideas behind process
mapping.
What is process mapping?
A process is any activity or set of activities
that turns a set of inputs or resources
into a product or service. When you order
a book from Amazon.com or any other internet
retailer, your input into that companys
website starts a chain of events that eventually
results in a book or CD being delivered
to your door. In between are hundreds of
steps, where information is handed off
from one department to another until a
worker in a warehouse somewhere pulls your
book off a shelf, puts it in a box and
mails it. Thats a process.
In an effective system, this set of activities
occurs with little delay, error, or waste.
The customer receives the most value, the
process works at lowest possible cost,
everyone is happy. However, if the order
form was lying on an order entry persons
desk for three days because she was out
with cold, or the wrong book was sent,
or the book was damaged in the mail, or
the bill was incorrect, then no one is
happy.
The goal of process mapping is to visually
depict how a process works so the steps
and interactions are revealed. When the
process presents itself visually, all the
activities and interactions that cause
errors, delays, etc., can be analyzed.
So, in a way, Process Mapping is the most
basic tool in process thinking.
A process map provides a real-time picture
of the activities involved in transforming
input into a result. It identifies all
the actions that take place in the process.
Representing each action with a box. Arrows
that connect these boxes symbolize the
directional flow and the passage of time.
Now how the symbols below describe different
activities.
|
A circle represents
the beginning
and end steps of a process. |
|
A box or rectangle represents
a single activity. |
|
A diamond indicates
places in the process where decisions
have to be made. These are usually
yes or no. |
|
Arrows indicate
the direction workflows from one
activity to the next. |
Check out this link for an example of
a simple process map. Search the web for
other examples. http://www.thehelpdesk.tv/processmap.htm
How Do You Create A Process Map?
Philosophically speaking, the whole world is a system
and can be mapped from a process point of view. In
fact, it has been done. (Forrester, Limits to Growth).
If the entire worlds systems can be mapped
with a few variables, then tracing how a business
process works is really not that complicated. The
only difficulty is keeping your map at an appropriate
level of detail. Too much detail derails what a process
map is for. How much detail is too much? When you
go beyond the actual step you are dealing with and
get into steps that support that step and the steps
that support that, you are getting far from the process.
However, you will simply have to experience this
for yourself to see how quickly detail can become
a problem.
Here are some steps to follow:
1. Identify the process you want to
examine.
2. Identify the work units or functions
involved in the process. In an office,
this may simply be the names of people
who do different tasks associated with
the process. Write the functions or the
names of the people across the top of
a piece of paper. Consider ordering the
functions or names so the functions or
people involved first are on the left
and the people involved in the later
stages of a project are on the right
side.
3. Identify the starting point for
the entire process. What gets it
rolling? Enter this on the top left-hand
side of the chart under the person responsible.
4. Record each step under the people
responsible in the sequence the steps
occur. Remember, a diamond represents
decisions; activities are a box or rectangle,
beginning and end points by a circle.
AVOID detail at this point. It is very
easy to include unnecessary detail, such
as sharpen pencil before reviewing
invoices. Try to stick to the major
steps that move the process forward.
5. Connect the steps with arrows to
indicate in which direction the flow
of work takes place. It is possible
that the flow will go from right to left
in some instances.
6. Whenever possible, indicate a way
to measure each step, for example, time
passed, percentage or error, etc., over
each arrow.
We realize that there is a lot more to
process mapping than deciding who gets
to reconcile the checking account at home.
For more examples of process maps, see
the references listed at the end of this
document. Search for Process Mapping on
the Internet for resources. This is a well-documented
area, and there are many examples. Remember,
for most purposes, simplicity is the key
to success.
Another
Way to Get Started: Task Analysis
There is another technique that might help you get
started on developing a process map. This technique,
which well call task analysis, is simple and
quick. We suggest you use it as a way to prepare
for your process map. Here is how it works:
1. Organize the major phases of the
process in order. For example, if
you were having a party at your house,
the major phases will be something like Invite
People, Clean the House, Buy
Food and Drinks, Think of
Music to Play, and the like.
2. For each phase, identify the following:
a) What do you need to Prepare
for the Phase (or What input is needed)?
b) What are the Steps involved
in each Phase? (For Clean the House in
the above example, the steps might be:
Put away the laundry, wash the dishes,
vacuum the floors, etc.)
c) Finally, how can you Judge
your success? What are the indicators
you are doing a good job?
3. Once you have thought through all
the phases and steps, you are ready to
develop a Process Map. It will probably
be more focused and concise.
We recommend you do a Task Analysis, as
we have defined it here, as a first step
in developing a process map.
Annotated
References
Kaizen, Masaaki Imai
This is a classic. Get it from your local library
and read the first two chapters and each of the Appendices.
The case study of Canon is a sophisticated application
of the concept. Look for the nine wastes
The Basics of Process Mapping, Robert
Damielo.
This is a highly visible and basic book on the concept.
Available online from Amazon.
http://www.audit-scotland.gov.uk/search/ndx/01m01ac.htm
The Scottish Governments Audit group has produced
a very comprehensive description of Process Mapping
and uses many examples. The web address will lead
you to a PDF download. Its definitely worth
surfing over to.
Copyright © 2005
Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
Since
1983
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Keeping Customers
Why do salespeople typically lose accounts
to the competition? Better prices, features
or service are not always the main reasons.
In fact, many of the reasons lie within
the salespersons control. Heres
what we found:
- Customers have needs the salesperson
didnt recognize or know about.
- Customers have a negative perception
because the salesperson disappeared after
the sale.
- The competition knows more about how
customers are using the product and how
satisfied they are by it than the salesperson
who sold it does.
- Customers feel neglected or dissatisfied
with the services and support the vendor
offered, as well as with the products
performance.
- Customers feel the competition understands
their needs more precisely than the vendor
does.
- Customers feel the existing vendors
salesperson cannot get things done in
the vendor organization.
- Customers see the competition as more
experienced and successful in business
like their own.
Bottom line: Competitive vendors
are having less trouble making appointments
with your customers, even those who feel
relatively satisfied with their current
vendor.
The question is, how do salespeople build
lasting relationships that customer consider
valuable and that pre-empt competitive
intrusions.
Many salespeople consider frequent and
regular visits the necessary mainstay in
maintaining relationships. However, if
every visit or phone call doesnt
clearly show the customer something worthwhile,
then he or she has no reason to value the
relationship. A salesperson must demonstrate
the relationships value by what he
or she brings to every customer contact.
This is the key idea behind adding value.
If a salesperson hasnt differentiated
him or herself in this way, the customer
has little reason for valuing the relationship.
A salesperson who adds value:
- Shares a wealth of industry and business
knowledge, and know what to ask and how
to make every sales call productive and
informative, even if it doesnt
end in a sale.
- Demonstrates a genuine interest in
the future plans and growth of the customers
company.
- Isnt pushing a product; rather,
is interested in finding and solving
problems with all the resources he or
she knows about.
- Links the customer to others in the
vendor company who can help, advise,
or add value to the customers use
of products and services.
- Keeps in frequent contact with a number
of people in the customers organization,
not only the decision-maker or buyer.
When youre able to do these things,
you become a relationship-oriented salesperson
who makes a real contribution. Your customers
allow you to influence what decisions are
made and how they are made.
No, it is not enough to realize that the
company has needs, to build alliances and
loyalty, to visit frequently, to take your
boss or a senior resource along, or to
create an impression that youre dependable.
You need to add value by what you bring
to every contact with your customers. In
this way, you create a customer relationship
that competitive forces will find extremely
difficult to break.
Copyright © 2005
Singularity Group, Inc.
For
information and comments: singularitygroup@yahoo.co
Since
1983
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