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Posts Tagged ‘organization

Act as a leader

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Leadership

“The Key to successful leadership is influence, not authority” – Kenneth Blanchard

I would like to share an experience as member of the board of a non-profit organization. Some years ago, I join this organization in order to help them to professionalize the structure and to implement processes in order to meet operational and legal requirements. The particularity of this association is that there were never Operations director. Each cluster was managing his owns activities. Such operational structure can have advantages, but the directors who joined the board at that time had to note a range of lacks and some “original” ways of doing things. The problem was to know who was doing what.

As financial consultant, some people did not see my presence as something positive. The directors were obliged at that time to implement some rules and processes in order to meet legal obligations that were huge changes for people. The development of a new project and the impact on the organization in term of work processes en legal reporting made that we had no choice if we wanted to succeed. But as many of you know, people are reluctant to changes, and the challenge is to know how they will agree with the changes or the policies needed to be implemented. One element that is important to mention is that there were conflicts between some people, and my presence due to one of the employee made believe to the other people that I would agree with this person and be in conflict with the other.

A board of directors has to be unified, and communicate on the same way in order to gain credibility. It means that each matter has to be debated, but you will never have a full power or control on things. The question is how can you reach the assigned goal and how to gain the trust of people. Here are some tips I would like to share.

  • Focus on the goal of the organization. You have to show that you join the organization because you are interested by the activities and the pursued goals. The success of an organization, of a project depends of the will of each member to reach the common goal and to work together.
    Let show also that you are not scared to lose your position of director. You are there to take responsibilities and to take difficult decisions if needed, to bring expertise and recommendations, to work with people, not for the power and for your ego.
  • Define clearly your role in the organization: you need to explain clearly what you want to bring to the organization and why you want to do it. You have to avoid to interfere in the work of other people, a work where you have no expertise. Each people have complementary skills and expertise. Define how you can work together, what are the needs of the people and how can you help them or how can they help you.
  • Be persuasive and defend your ideas: as member of an organization, you can have a power of influence on things. Often, when a person is joining an organization, it is an opportunity of change, to develop new projects, strategies. Some projects or strategies are not developed because people or directors don’t feel comfortable or have not a clear vision of it. By bringing your own vision, by bringing your strategy, you can influence the way of doing things and can be a motivation source for the other team members.
  • Listen to the people: as explained previously, there is no operational director in the organization. Each director is in charge of specific matters, and employees can talk about the problems there are facing. By listening to people, you can advice them or make suggestions, and you are yourself learning a lot of things about the organization and the daily activities. By sharing knowledge, people are moving together.
  • Act as a mentor: By sharing your knowledge with people, your goal is to make them gaining autonomy in their work. You can help them to put a process in place, but the goal is that they have to be able to manage it themselves. By sharing knowledge and transmitting responsibilities, you show that you trust on people, and bring to them the feeling to be valued. Such attitudes contribute to wellness and to self confidence. Try to communicate your entrepreneur mind.
  • Put milestones: You want to reach some goals and see realized achievements, but things are not always progressing as you want. Don’t forget that your expertise is obvious for you but not necessarily for other people, and that they can not move as fast as you want. Advice them about some improvement in their work and underline the realized significant steps. Maybe you don’t reach yet the assigned goal, but see where you are coming from and all the steps already done.
  • In conflictual situations, be neutral. In the organization, there are often conflictual situations, caused by emotional attitudes and reactions. People are proud about what they are doing and consider their tasks as something personal that somebody else can’t make to their place. Sometimes, volunteers don’t accept certain rules or remarks, they want to do things on their own. Explain to them why you ask to act differently, but underline also the value and the importance of their work for the organization. Explain to them that they have their place in the organization, but that some rules need to be applied to move to the same direction, and to reach the common goal.

There are probably more other things that can be said about the way to find your place and be accepted in an organization. In small organization operating with small team and limited financial resources, competences and motivations are the key elements to succeed. By sharing our experiences and expertise each other, we can expand our horizons and face new opportunities, build a better society, we can build our own way. This is what makes good leaders.

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Written by Eric Saint-Guillain

February 18, 2013 at 22:22

Change, responsibility and self-confidence.

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Self-confidence & responsibility, ingredients to feed change?

When change is considered as new opportunities by some people, it is seen as a danger by others. Change is a question of mind and some people are not used to change. But the question to be asked is why there are not used to change. Or maybe why have they no motivation to operate changes.

If we are going back to many years ago, and maybe still today in some public organizations, people were supposed to do their job as it was told to them. They were not allowed to take initiatives or to change some rules. The change was only driven by some managers or responsibles, and the employees were only allowed to do things as it was decided. But is it still possible to manage things in such a way, in a fast moving environment? No, it is not.

The development of technologies has an important impact in term of organization in companies and institutions. Each change of operating mode needs also some changes in term of people management. But in order to drive this changes successfully, people have to be motivated by changes. It is only possible if some conditions are met.

  • Function and job description: people needs to have a clear job descriptions, to have a good picture about their function in the company and the implication of their work within the organization

  • Targets and objectives: Peter Drucker was saying that management by objective works if you know the objectives. Ninety percent of the time, you don’t. If people know their objective, they can organize their work to reach the objectives.

  • Team spirit: personal objectives are part of global objectives, the objectives of the company, of the organisation. Global objectives can only be reached if people are working together on an organized way. It implies to know how to work, who is doing what. Let us keep in mind that there is no personal success without common success.

  • Responsibilities: By defining a function and goals for each people, you are giving responsibilities. With the development of technologies, where each function requires more skills and capabilities than before, each people is playing a key role, but need to have the feeling that this role is taken into consideration by the management. People assume and are motivated to take their responsibilities if it is recognized by the management,

  • Feedback: Feedback is important. If people are doing mistake or are not going in the direction of the assigned goal, colleagues or management need to give feedback about what is going wrong, analyse the reasons of the mistake, and to discuss about the appropriate actions to be taken. We are learning more from our mistakes than from our successes. It will help people to anticipate potential mistakes and to be more proactive, and to increase the quality of work.

  • Self-confidence: By assigning clear goals, by helping people to reach these goals and by recognizing the added value of their work, people have the feeling to be part of the organization and become more self-confident. This self-confidence will make that they will not hesitate to take initiatives to improve the processes of the organization. It is clearly a win-win situation, where people are acquiring added value and the organization benefits from the work quality of dedicated people.

As we can see, change is not something we can decide in one day. It is not only a question of mind but also a question of culture of the organization. It is obvious that culture is conditioning people, but in a fast moving environment where flexibility become a key factor of success, people can only face revolutions if they are used to work within an evolution process. And in an environment where flexibility and adaptability become important factors of success, it is obvious that people have to be used to work within an evolution process.

Written by Eric Saint-Guillain

April 11, 2011 at 20:51

Technology and organization

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A time for each thing, each thing on his time.

Few months ago, I had a phone conversation with my tax consultant who was in a bad mood. He told me the difficulties he had to do his job, without being disturbed by phone calls every five minutes, by people asking why they have not yet received an answer to the mail they sent …..five minutes ago !

As I am used to say, technology is a revealer of lack of organization or non-organization. Technology is useful to help us to perform tasks or processes, but it does not replace the basics of organization. A tool helps us to perform a task, but do not condition the way we will do it. Let’s take the example of e-mails. E-mail is a revolutionary invention giving us the possibility to transmit information to everybody worldwide in a short time period. This way to send information is much faster than if you have to send it by post. Does it mean that you have to jump to your electronic mailbox each time you receive an e-mail? Are you checking every five minutes at home if the postman put some letters in your mailbox? As manager, I am not sure that your core business is to read and dispatch mails during all the day. A time for each thing, each thing on a time.

Most of the time, technology is seen as the solutions for nearly everything. Such confusion makes that the results level is not the one expected. Technology does not mean methodology. The methodology defines how you will perform a process, the technology is the tool you will use to perform the process by applying the appropriate methodology. If for instance, you have to perform the financial closing of a company, you will process to the closing operations following a determined methodology based on the elements in your books, and you will use an accounting software to proceed to these operations. To use an accounting software does not mean that you have not to learn accounting rules anymore.

Other example: you want to organize a meeting. By organizing this meeting through conference call will probably take less time and save money, than if the attendees of the meeting have to travel to a location, but it does not mean that you have not to prepare an agenda with the different points you want to discuss during the meeting. If you do not communicate any agenda before the meeting, the attendees are unable to prepare it and the time consumed will be a pure loss.

We have to be aware that technology is only a processing unit giving us the possibility to go faster and to achieve targets with higher results and better quality. Technology provides added value if the processes are clearly defined and if methodologies are implemented.

Written by Eric Saint-Guillain

September 14, 2010 at 19:10