Expand the View of the System to Find Ways to Improve Results

Here is an example of improvement made possible by expanding the view of the system (and viewing the results from the perspective of the customer instead of just looking at internal process measures).

I was working to improve the processing time for court orders of child support (in the retirement system for the USA federal government). The time to process the court orders was taking far too long (longer than legally allowed). The first process improvements took place in the office (there were many easy ways to improve the process). In a few months things we finally starting to be under control and it was obvious the results were still far from acceptable. Looking at the whole process the time delay due to our office had been nearly entirely eliminated.

However the total time was still far too long. That time was not under our control, so how could it be our problem? Just because you do not control a portion of the process does not mean you cannot influence those results. By using a system that was already in place (but was used very rarely) to have the mail go directly to us rather than to a central mail processing location I was able to improve the process by more as any internal improvements.

Madison County courthouse in London, Ohio (Wikimedia image).

The delay from getting mail forwarded to our location from the central mailing location was many weeks long. I was able to have the orders for child support sent directly to us. Thus I was able to greatly improve the results with an improvement that was seen as not part of our system (the mail system delay before we received the orders). There are often ways to make improvements that are (or seem) outside of your area of responsibility and control.

By expanding the system view and looking at the results of the entire system it is often possible to find improvements that are not possible by only looking at “your” system. These changes can sometimes be more challenging to accomplish as they may require convincing others to make changes.

Annual Performance Evaluations are a Poor Management Practice

Sports provides visible examples of the futility of accurate performance appraisal. We have athletes who thousands of people devote a huge amount of time to dissecting their strengths and weaknesses and those evaluations are constantly shown to be wrong. Teams are constantly paying free agents tens of millions that completely flop. Others hire someone no-one else wanted for the league minimum and they become a big contributor.

Yes, it isn’t hard to figure out Stephen Curry is a far better basketball player than some bench warmer. But trying to value some non-world-class-superstar is extremely difficult. Yet we have many people that think they can provide a great assessment of exactly what rating their people deserve. If someone is really able to judge people that well they should move into the front office of a sports team because they would pay a huge amount for such talent.

Mural at the Smith Samlanh Education Center in Phnon Phen, Cambodia

When you understand the challenges with evaluating a complex system it isn’t hard to know that evaluating individuals is not easy. Much of the evidence of individual “performance” is so dependent on impacts within the system that are totally out of even the individual’s influence. Yet it is easy to find numbers within a complex system that can be used to argue for or against an individual’s performance.

The contributions any individual brings to an organization is largely dependent on the system in place (see: 94% Belongs to the System).

John Hunter Online

Years ago I would publish multiple blog posts here every month. More recently I have posted several blog posts a year. For those interested I have several options to receive more frequent updates.

Feeds of my previous management blog posts allow you to subscribe and receive daily updates on management improvement ideas. So even though I am not posting many new posts here anymore you have several options to get you more frequent management improvement content delivered to you. The feeds also allow you to choose to see items on additional topics (investing, engineering, travel, etc.).

photo of John Hunter at Zion National Park

John Hunter at Zion National Park, Utah, USA. One of the things I have been doing while not writing blog posts here is hiking in national parks (including Zion National Park earlier this year).

RSS feed options:

Top Curious Cat posts (one post each day, from those I have selected as top posts)
Curious Cat Management Improvement Blog (likely several posts a year, based on recent experience, as new posts are added to this blog)
John Hunter management improvement posts (one post each day from my previously published posts on management)
Curious Cat history – selected posts by John Hunter on topics including management, investing, travel, engineering… 2 new items are added to the feed every day from my previously published blog posts.

[updated to add link to my Mastodon profile]

Some people like to use Twitter as a pseudo RSS feed (getting tweets with links to interesting blog posts and articles). If that is what you would like to do I have two options: @aJohnHunter and @curiouscat_com. [I removed the links here to encourage using Mastodon which is where I am active now. I am leaving the details for Twitter; over time I expect Twitter will drop many of the poor policy changes they have made and return to offering a usable service. We will see if Twitter does actually address the many recent failings over the next few years. In any event RSS provides great value without the drawbacks on any social network service.]

See where else I can be found online: John Hunter online. Each of the blogs I author also allow you to subscribe to RSS feeds for their specific content.

I also have 2 YouTube channels that you may enjoy: Curious Cat Management and Curious Cat Travel.

Interview of Bill Hunter: Statistical Variability and Interactions

Interview of Bill Hunter on Statistical Variability and Interactions by Peter Scholtes, 1986:

In this interview Bill Hunter describes how results are made up of the impact and interactions of many variables. Many of those variables we don’t know about or account for. What we normally do is try to figure out the most important variables for processes and then experiment with those variables to find the best options given what we are trying to achieve.

Often the description of what is going on in such cases is that there is arbitrary error or random variation that influences the final results. What Bill discusses in this interview is that what is seen as arbitrary or random is often identifiably caused by specific variables. But often we don’t know what those variables are or how they are varying while we are getting different results over time.

He discusses how many research efforts seek to find the most important 2 variables and create a model based on those 2 variables to predict results. Even in PhD level research that is often done. He then discusses how to deal with other important variables.

He discusses the real world problems businesses must face in creating solutions that work.

If they are going to sell the product in Mississippi, and they are going to sell in Arizona and North Dakota, they have to have a robust product that will work in all these different conditions… It is not good enough for them to have a model that works sometimes… they’ve got to probe deeper and learn how relative humidity affects things and build that into the whole system in a different kind of way… they have to try and dig out the effects of these other x’s

So the business has to figure out the impact of many more variables in order to create reliable and robust products and services. This example is about variables that impact the use of the product by a customer, but the same concept applies to processes within your business.
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Profound Podcast with John Hunter, Part Two

John Willis interviewed me for his Profound podcast series, this posts is about part two of the interview (listen to part two of the podcast, John Hunter – Curious Cat). See my post on part one of the interview.

photo of John Hunter in front of graphic for Plan Do Study Act cycle

John Hunter presenting at Deming Institute management seminar in Hong Kong

This post provides links to more information on what we discussed in the podcast. Hopefully these links allow you to explore ideas that were mentioned in the podcast that you would like to learn more about.

Find more interviews of John Hunter.

Profound Podcast: John Hunter – Curious Cat

John Willis interviewed me for his Profound podcast series (listen to part one of the podcast, John Hunter – Curious Cat)

John Hunter with snow covered mountains in the background

John Hunter, Hurricane Ridge Trail, Olympic National Park

This post provides links to more information on what we discussed in the podcast. Hopefully these links allow you to explore ideas that were mentioned in the podcast and that you would like to learn more about.

Bill Hunter (my father): Quality In The Community One City’s Experience (Madison) – Quality Comes to City Hall (Madison) – Managing Our Way to Economic Success: “Two resources, largely untapped in American organizations, are potential information and employee creativity”
Design of Experiments: Statistics for Experimenters – Teaching Engineers Experimental Design with a Paper Helicopter – 101 Ways to Design an Experiment, or Some Ideas About Teaching Design of Experiments – One factor at a time (OFAT) Versus Factorial Designs – Factorial Designed Experiment Aim
PDSA improvement cycle: Keys to the Effective Use of the PDSA Improvement Cycle – Resources for Using the PDSA Cycle to Improve Results
Peter Scholtes (including They Will Know We are Christians by our Love) – NPR Interview with Bill Hunter, Brian Joiner and Peter Scholtes on Deming Management Practices – The Leader’s Handbook
I mentioned the first Deming Institute blog post, in which I discussed: “Dr. Deming’s personal aim was to advance commerce, prosperity and peace.” I also mentioned that I have seen software developers, more than any other group, seek out the original source of management ideas. I think in this post (Management Advice Failures) I explained why that matters, better than I did on the podcast: “We often accept pale copies of good old ideas instead of going to the good old ideas – which will often lead to a much richer source of knowledge.” John Willis mentioned this speech by W. Edwards Deming to Japanese Leaders in 1950.

We also talked about six sigma a bit on the podcast. While I believe six sigma falls far short of what I think a good management system should encompass I am less negative about six sigma than most Deming folks. I discussed my thoughts in: Deming and Six Sigma. In my opinion the biggest problems people complain about with six sigma efforts are about how poorly it is implemented, which is true for every management system I have seen. I have discussed the idea of poor implementation of management practices previously also: Why Use Lean (or Deming or…) if So Many Fail To Do So Effectively.

I will add another blog post for part two of the interview when I get a chance.

Listen to more interviews with me.

Interview of Bill Hunter, Brian Joiner and Peter Scholtes on Better Management Practices

Interview with Bill Hunter, Brian Joiner and Peter Scholtes (listen to the interview) on a Public Affair, National Public Radio about improving management practices in the USA. The interview is over 30 years old now but the better management ideas are as true today as they were then.

Sadly we have not improved management practices based on these ideas very much. There have been improvements in how many organizations are managed but those improvements are so slow that fundamental problems remain serious problems decades later.

Brian Joiner

Brian Joiner (quotes from the interview):

You cannot really produce quality in any cost competitive way by relying on inspection to achieve quality. The only way you can really achieve quality in the modern sense is by improving all the processes that go to deliver that product or service. And that requires that you study those processes. And when you study them you very often need to collect and analyze data to find what are the causes of problems.

[We place] a great deal of emphasis on identifying the causes of problems rather than shooting from the hip and jumping to solutions before you really know what the problems are…
Many many dollars, many many hours of time are wasted on “solutions” that are not really solutions.

Bill Hunter:

The problem that employees at Motor Equipment were aware of at the very beginning of this whole business, and for a long time previous – I mean years, was that the city of Madison did not have a preventative maintenance program for vehicles because a mayor said, many years ago said “we fix trucks and other things when they break and then we will save money because we don’t be fiddling with them before.

Well the people out there realized the city was just losing money with this policy so they gathered data, they put it together, they put together a solid case that nobody could argue with that the city should have a preventative maintenance program.

They were able to put together a presentation to the mayor and city council people making their case that there should be a preventative maintenance program. The mayor and the city council people there listened to this presentation of the data and they conclusion was a good proposal.

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How to Lead From Any Level In the Organization

This was originally published on the Aileron blog; since it has been deleted from the blog I have reposted it here.

In looking to create great results, we have to balance getting results in the near-term with building our organization’s capability to maximize results in the long-term.

But what are the methods and ways in which we can help encourage this kind of continual improvement within our organization? And how can anyone, no matter their role or authority level, create value and shape their influence so that the company can amplify positive results?

To answer these questions, we asked John Hunter, a Senior Facilitator for the W. Edwards Deming Institute. John has also written a book called Management Matters: Building Enterprise Capability, a book that provides an overview for using a systems view of management.

The Art of Influence in an Organization

John says that in Steven Covey’s book, The Seven Habits of Highly Effective People, there are three concepts brought up: the circle of control, the circle of influence, and the circle of concern. When it comes to leading and influencing other people in an organization, these concepts provide an effective framework to look at how you can influence decisions over time.

The circle of concern is what we are concerned with at work. “Our circle of concern covers those things we worry about. Often, we believe because we worry, that we should find solutions,” explains John. For example, an employee who regularly has face-to-face interaction with customers might have a sphere of concern that is centered on pleasing customers.

In your circle of control, you have much more autonomy—and much more perceived control. “The idea is that this domain is totally within your control, you don’t have to worry about convincing other people,” he says.

“This is a useful construct, but it is often much more complex than it sounds. What it really comes down to is almost everything is in your sphere of influence. When you’re talking about organizations—which are made up of people—nearly everything is about sphere of influence. Even the stuff that’s called circle of control is largely influence,” says John.

Recognize that you can change (and grow) your sphere of influence over time

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Learning from Customers

Don’t make it hard for customers to be heard.

Provide training and tools to employees to document customers voices. Train employees to learn as much as possible from customers. Value the time employees spend listening to customers and learning from them.

Most customers won’t speak up, those that do speak up provide valuable insight. Don’t waste what they offer.

Create a management system focused on continual improvement that is engaged in seeking out customer feedback and continually improving the value provided to customers.

Most organizations do the opposite of this. They make put many barriers in the way of customers speaking to anyone that will listen. They put systems in place to discourage feedback from customers.

Those organizations use surveys of customers that seek to limit customers voices to a few well defined paths that don’t learn from customers at all. How large USA companies design customer surveys.

Did you think we were great, very good, good or other?
If you didn’t think we were great which front line employees should we blame?

Sure they word it a little bit differently, but that is close to what I see almost every time I get a survey to complete. And there is no room to explain that the problems are not the fault of front line employees but decisions by the company to waste customers time. A few organizations behave differently. But not many.

Most Popular Posts on the Curious Cat Management Improvement Blog in 2020

These posts were the most popular posts on the Curious Cat Management Improvement Blog in 2020 (as measured by page views recorded by my analytics application).

I wrote very few posts for this blog last year. The historical Curious Cat management RSS feed provides a feed of all the past posts about management (I also provide other Curious Cat RSS feeds).

This year 15 posts are repeats from the 2019 top 20 list. Of the new top 20 posts 3 were published in 2006, 1 in 2010 and 1 in 2011. The long term value of good blog content is overlooked by many people. I hope you continue to enjoy this blog, both the new content and the content I published many years ago.

photo of John Hunter at the Borobudur Temple

John Hunter at the Borobudur Buddhist Temple in Indonesia.

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