Posts Tagged ‘competencies’
Succession planning ensures we have someone ready to do a job tomorrow
In business, we use succession planning to ease short term supply problems ~ or in plain terms ~ to make sure that we have people available quickly, to do a job and to do it our way.
We have 3 basic methods of succession planning
#1 Do nothing or leave everything to chance
This is obviously the cheapest to do. It also sets the base line. Whatever else we do should work better than this, or we will stop doing it!
#2 Job cover for every position 5 years ahead
We make a database listing every job in the organization and every person in the organization. This massive ‘spreadsheet’ is repeated 6 times: now, next year, 2 years from now, etc. Every year, the plan is reworked to make sure that there is someone to cover every job 5 years ahead. That way someone’s training and work exposure is started well before they are likely to take on the whole role. And if someone resigns, there is already somebody in-house, trained and ready to take over.
This is the most expensive system and it works best when an organization is very stable.
#3 Evaluate the depth and potential of every team
This method looks at the potential of “critical” teams.
The depth of each team is assessed by rating each member on a 3×3 grid. On the vertical is their current performance (better than adequate, adequate, not adequate). On the horizontal is their potential (unlikely to go higher, will go up another level, will go up 2 or more levels).
This is a relatively cheap method because most of the data is already available from performance appraisals or it can be gathered intuitively from a panel of managers.
Succession planning in the information age
The key to #3 is an assessment of how much higher a person will go in the organization. The Economist today makes a good point. The level that a person will reach is no longer very relevant.
What is relevant is a person’s ability to
- gather information
- analyze information
- make sense of it
- present it so other people can make sense of it and know what to do with it
I can imagine some people thinking these skills mean research skills. That’s not quite what we mean. We mean skills linked to the internet.
- Make a website in minutes to make data available
- Use Google Alerts, Twitter and Search to keep abreast of events and to rapidly deduce what is relevant
- Mashup data so that other people can see what is happening
- Ask questions that are relevant to people around them
- Present data so that people understand the underlying processes and quickly understand what decisions they should make
- Track the effects of action
This sounds geeky. It is a little. To do any of this well, though, we need to understand people and their context.
What do they need to know and what will they do once they know?
Succession planning will ask then
- Is the person aware of what is going on around them? Do they gather and analyze the right information? Do they ask the right questions? Do they lay out information well? Do people understand them and people find it easier to act quickly and effectively?
- Is the person developing his or her information talents?
- Are they able to take on larger leadership roles with more complex & dynamic information environments than they currently enjoy?
It would be good to write up the types of information contexts that people work in currently and the demands on their attention.
We can only change successfully when we belong
As a young work psychologist, I was lucky. I graduated just as Zimbabwe achieved Independence and I joined the work force when investment was high and change was rapid, far-reaching and positive. Everything was being turned inside-out and upside-down, but in an climate of hope & expectation.
The business conditions of today are not that different – except that there is little hope & expectation. Other than Barack Obama, we don’t have leaders who are able to point us in a general direction and say “that way guys”. And we don’t have investment flooding in. Times are tough. Failure and blame are in the air.
This bring us to a little-talked-about issue in change management. We can only change successfully when we belong.
Rethinking the work of managers
This week, McKinsey published a report on re-energizing senior managers. I almost didn’t read it. Why do I care about senior managers who created this mess, I thought?
That is precisely the point. They can’t think straight when no-one cares about them.
- Yes, it is clear they made the mess. They know that.
- Yes, it is clear that whatever business models they used in the past must be wrong. They know that.
But, they can only “step-up-to-the-plate” and help us work out the new rules when they know that we will accept them as they are – not all-knowing.
Remember for a long time we’ve treated managers as if they are all-knowing. We’ve given them conspicuous lifestyles because we wanted to reward this all-knowing. And now they are not all-knowing, who are they? What do they contribute? How are they supposed to function?
They are paralyzed. The only way to unlock the paralysis, the only way to gain access to the skills and know-how that they do have, is to give them permission to be sort-of-knowing. They cannot function unless we show them as they belong – as they are.
Where does belonging begin?
McKinsey write their report for CEO’s which leaves a second point unspoken. These are hierarchical organizations. The junior people do not decide who belongs and who does not. We don’t give permission to anyone to be anything.
In hierarchical organizations, the process of signallng belonging begins with the Board, goes through the CEO, through the senior managers to the managers and, only then, to the front-line. Of course, this begs the question of who soothes the Board. Well, we’ve hit on the fundamental weakness of hierarchical organizations.
Until we have sorted that out, the lesson for senior managers and change management scholars is that change will never happen unless everyone feels they belong. The first competency required of managers in a hierarchical organization is signaling that belonging. I have never seen that competency in an assessment center. It should be there.
How do we communicate belonging?
The American psychologist, Baumeister, can demonstrate in a lab that we are all up-ended rather easily. He asks people to play a computer game. Half are treated nicely by the computer. Half get snubbed. Those who are snubbed don’t look in a mirror as they leave. We are that sensitive!
Should we develop thick skins? I haven’t seen any experimental work but I’d be willing to bet that ‘thick-skinned’ people feel snubs more deeply. They just pretend to themselves that they don’t and become even more boorish. We’ll let the lab rats test that for us.
The point is that in give-and-take of life, we do get ‘up-ended’; we do get snubbed. Our internal equilibrium is upset. At that moment, reassurances that we belong are invaluable. Leaders who can accept our misery for what it is, without making it worse by threatening us with expulsion, are invaluable. From that starting point, we can figure out what to do next, and spread the sense of belonging along to the next person.
How can develop resilience?
Not by being thick-skinned, that’s for certain!
Probably in three ways:
1. Understand our deep fear of being ‘cast-out’.
People who need to cast-out others are deeply worried about their own status. We need to reassure them of their worth before they will be more compassionate towards others.
In plain language: Ask, why is this person being such an [insert your favourite word here]? What is s/he worried about?
2. Work with others
We are human! When we have had enough of someone’s carping & complaining, get people who believe in the person to work closely with them. Build the teams that form naturally and step-back to make the links between the groups.
“To be clear”, as politicians seem to have become fond of saying, I am not advocating you put up with bad behavior or subject yourself to hours with someone who depresses you. I am suggesting proactively putting together those people who reassure each. Then when the group is positive, link it to another positive group. In that way, you remove yourself from provocation and provide positive alternatives.
In plain language: When you cannot deal with someone, find someone who can. What counts is getting along, not demonstrating our right to a temper tantrum. Indeed, when you throw a temper tantrum, we have to ask the question under #1 – what are you afraid of?
3. Take casting-out very seriously
We aren’t running a TV reality show. We should only cast someone out when it is very clear that we will really be able to achieve a positive state and knowing that once the positive state is achieved, that we can invite them back in. Tough criteria but the only criteria that tests whether or not we just throwing a self-indulgent wobbly.
We should make casting-out such a serious event. We should document it and hold people accountable for getting it right. I once taught with a Professor from West Point. He told me that if a student there fails, there is a full scale inquiry. The students are bright. The Professors are good. They have the resources they need. System fail – what went wrong? The ethos, I was told, is that you don’t choose who you go to war with.
When we make casting-out difficult, then we are motivated to find other solutions and we may be well pleased with what we find.
In plain language: Make casting-out rare and hard, so you can’t treat it as a cop-out.
4. Look after your ‘interiority’
We have to keep ourselves emotionally fit. Just as we eat, sleep, wash and exercise [do you?], we need to keep ourselves in emotional balance. It sounds silly to say that our first job is to be happy. The truth is that emotion is contagious. When we are miserable, we make everyone around us miserable. When we are in a good mood, we much more able to make space for others and much more likely to find unusual ways to get along – even if we don’t like each other very much.
But happiness takes hard work, and ironically, discipline. We are happier when we take time to reflect on the day and get to the point that we are summing up and thinking about what went well and what we should do more of. We are happier when we spend some time in the morning thinking about what is important in life and allowing the pressures of the day find their smaller place under the greater umbrella.
In plain language: We are much more likely to be knocked off-balance when we are too busy to find the time to be happy.
5. Build a strong positive network
And we do need to remember that we are all sensitive to rejection. We need to cherish the social support that we get.
A neat trick that most people don’t know is that giving support is almost as good as getting support. So when your support networks are thin, help others.
Help the person who is obviously stressed-out-of-their-heads at the airport or railway station. Smile at the rude guy in a paroxysm of road rage (while you are wondering why his wife stays married to him). Fake like they are human, as the saying goes. You feel better. And they calm down.
In plain language: Don’t network for gain. Network because it is fun.
Belonging in plain words
We can only function when we belong. We can only lead positive change in awkward times when we like the people we lead. Sometimes they can be hard to like. So our friends help us out and work more closely with the people they can bond with and we can’t. Then we can link positive groups to each other.
We have always known this, but it takes the ‘crisis of capitalism’ and a ‘McKinsey report’ to bring it all home. Remember that senior manager may still have a big car, but he (or she) no longer knows whether s/he are coming or going. Someone has to settle them down.
In the meantime, connect with people who are positive. Connect people to each other.
We will succeed in direct proportion to the amount that we trust each other.
One of the biggest complaints we hear from businesses is that they cannot hire the skills they want in the UK market. It’s called the talent war.
I want to show you a simple calculation I did for someone that might explain what is giving you a headache in your recruitment and selection.
Person specification
This little firm was looking for ‘partners’ to work in a role similar to agents or franchisees. Their partners don’t have to have any particular qualification, so they should be easy to recruit. After a little thinking and talking, this is what we came up with.
- The partners don’t have to be super-bright, just normal bright and have finished high school .
- The partners should be energetic & persistent and are likely to have demonstrated this energy by excelling in competitive sport, the arts, or some activity that has required them to make a clearly great effort than their peers.
- The partners should be entrepreneurial. They should have a history of trying things out and be just as happy when things don’t work out. They are curious.
- The partners need to be honest. I don’t mean financially meticulous – I mean wanting to deliver a good service. They are likely to have done something well in the past even when people around them wanted to take shortcuts.
Running the numbers
Now we can add some figures to this model and here is where you might get a surprise.
Let me remind you of some figures.
- The midpoint on any characteristic divides the world 50:50.
- The next step up divides the world 83:17.
- And then next level up divides the world 97:3.
These splits correspond to 3 standard deviations on the right hand side of a normal curve. You might recall that? We could use finer divides but we will start with these to get a preliminary fix on where we are going.
Intelligence
The people we are looking for do not have to be super intelligent. University and above is at the 83:17 divide. We are happy at the 50:50 divide. Below that, people may have trouble filling in commercial documents.
Energy & persistence
We are looking for someone who stood out in some way – played at the highest levels of school sport, for example, or raised a lot of money for charity, or even did well at academics. Probably at the 97:3 split. Someone who took a big prize at school.
Curiosity
These people don’t wait for someone to tell them what to do. They work things out and find new opportunties. They aren’t people for the sausage-machine of institutions. They are the people who make us think, “I wish I had done that”, or “How did you think of that?” And they view setbacks as adventures. 97:3
Honesty
Unusual levels of integrity and sincerity. At least once in their lives, they’ve done something properly when people around them were spinning, skiving or taking shortcuts. 97:3
How many people in the UK fit this description?
There are 30 million people in UK of working age. How many of them fit this description and are candidates for our recruitment and selection drive?
Half of them have the intelligence required: 15 million
3% of the top half of intelligent people are very energetic and persistent : 450 000
3% of these have unusual levels of entrepreneurial spirit or curiosity: 13 500
3% of these have the commitment to integrity that we need: 405
(and this is from aged 16 to 65 – 405 people in the UK match our specification).
And how many of the right people are looking for a job?
Well, first of all let’s look at turnover. It is usually 14% a year in the UK and that includes the high churn sectors like hospitality and catering. Even if we bump up the turnover rate arbitrarily to 20% for the recession, we have only (.2 x 400) =80 people in our group who are looking for a job.
And of course some of these are doctors and lawyers, and some people are in the wrong sectors or wrong part of UK. They are not available to be recruited or selected by us.
Not many left are there?
Shocking isn’t it?
I am used to the process of selection and to these numbers, yet they still shock me. So please find my error and dm me. I am hoping you will find my mistake because the numbers are shocking.
My point – and it is a serious point – is that you cannot have one demanding requirement after another.
There simply aren’t enough people in the UK to meet your demanding needs.
There aren’t enough exceptional people in the economy to run it if is based on exceptional talent.
Our businesses need to run with normal people.
- When we are selecting, it’s best to set the minimum requirements of the job, preferably from the candidate’s point of view, and begin there. Trim your list. Ask, “Is this feature absolutely required, and if so why?”
- Stop adding requirement after requirement! No more than three requirements!
- After that, be ruthless in thinking about this recruitment assignment from the candidate’s point of view.
Ruthless in thinking about selection from the candidate’s point-of-view.
No one taught you that at uni, did they? Yep, we like to keep some secrets to ourselves.
But now, it’s yours.
Review your HR specifications. And keep it real. Let your competitors be the ones to live in the world of make-believe.
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