So let's get right into this....
Ever known a manager who held great respect of his or her team but was not respected by his or her management? Or maybe you've had a manager that just couldn't get things done effectively because he or she just didn't know how to "work the system"? Or even still, are you are a manager who is continually frustrated because you can't get your manager to do what you need him or her to do? If any of these sound familiar to you, welcome to the world of ineffective upward management.
What we learned was more than what we had anticipated; not necessarily about their purchases, but about how they worked and the importance of urgency versus importance in their jobs.
Excerpted from The Project Management Advisor - 18 Major Project Screw-Ups And How To Cut Them Off At The Pass (Prentice Hall, 2004)
Virtually every (rational) project has at its core a need to solve some problem that is perceived by someone. Problems can manifest themselves as barriers to getting something done (“we can’t possibly ship 10,000 units/week with our existing systems”) or as opportunity to doing something better (“we need to reduce the cost of processing purchase orders by 20%”).
In any event, there is a desire to do something tomorrow that can’t be done acceptably today. Admittedly, some of the most fun projects that I have worked on have been the “omigosh, we need to get this done or else” projects. I have seen the greatest clarity of purpose on projects where there was a very real and tangible consequence to not completing the project successfully. One outstanding example of this that affected virtually every business on earth was the Y2K computer scare. One of my jobs was in ensuring that our mission-critical vendors were adequately prepared for Y2K and that there would not be any business interruption to our company as a result of a vendor’s failure to perform.
Recently I've noticed a trend which frankly really ticks me off. My observation is that more and more project managers are becoming hyper risk-averse and demonstrating an unwillingness to accept accountability for the projects they manage. One tell-tale sign which I've noticed is the usage of "matrixed" organization charts. In matrixed organization charts, the project team is depicted using different types of team leads shown vertically and horizontally on the organization chart. With a matrixed organization, team members may have a "solid line" reporting relationship to one manager and a "dotted line" reporting relationship to one or more managers. Now, I fundamentally don't have a problem with the collaboration aspect that a matrixed organization enables; where I do have a problem is when the matrixed organization makes it difficult to pinpoint who has accountability for the project.
Pat hated giving board updates. As the head of integration of a recent acquisition, Pat was required to provide monthly updates on the integration to the board. There was one board member, Cary, who focused on how the integration project was being done, questioning Pat on initiative processes, minor deliverables, and detailed assignments. Cary was experienced in acquisition integration and spoke from a position of authority, but Pat was also an experienced professional with six successful integration projects completed. Because of Cary’s experience and strong personality, the board chair permitted Cary to deep-dive on minutiae. Pat’s frustration with being micro-managed boiled over to the rest of the executive team, creating a tone of distrust between the board and executive team. Pat’s updates became less and less transparent, with Pat reasoning that more information was only fodder for Cary’s drilling. The integration project ultimately was completed, but the trust relationship between the board and executive team was significantly eroded.
Boards are filled with experience and wisdom. Its members know, through success and failure, how to get things done, the pitfalls to avoid, and not to touch a hot stove. Their insight is crucial to the success of an organization. That insight, though, doesn’t mean a board and its members have license to over-function with its CEO and executive team. Unchecked, a CEO and executive team can feel micro-managed due to being told not only what should be done, but how it should be done. Being overly prescriptive on the how is a material pain point in the board/executive team trust relationship.
Being clear about defining and understanding the what/how roles and accountabilities is crucial to a healthy, functioning board/executive team relationship. When done well, the executive team is able to execute without disruptive oversight, and the board members are transparently and satisfactorily informed about key initiatives. When done poorly, nervous board members, with the best of intention, can actually disrupt work through increased updates, shadow management, and unsolicited advice on how to get things done. I call this behavior “love-bombing.” When an executive’s confidence is shaken on a key initiative for which he or she is accountable, the exec will tend to increase his or her involvement in the initiative, requesting more frequent updates and deeper dives on issues, looking for ways he or she can help. In an effort to be helpful, the exec actually creates more work for the initiative leader and team to calm the exec’s nervousness. It’s no different with a board. The board will want to help and offer its collective experience, but in the process can delve too much into the how, putting a strain on the board/executive team trust relationship.
Managing and controlling the what and how relationship between the board and executive team falls squarely on the CEO and board chair to clearly articulate the what/how relationship and set the tone with its board members to align on the what and advise on the how. To help establish a fruitful what/how relationship the chair and CEO should employ these actions:
Trust is crucial to a healthy board/executive team relationship. A key driver of trust is clear articulation of the what/how accord and where the board and its members need to function. Be proactive in defining it and holding both the board and executive team accountable in the relationship.
Keynote Speaker | Board Director | Autism Advocate | Author | Project Management Expert | Microsoft/Accenture Veteran
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