A meeting with a nervous CIO

Background

I very recently had an interview for a broad coaching role and I wasn’t happy with the answer I gave to one of the role playing scenarios. This post is me getting the jumbled up thoughts under control and structured in a more coherent form, so hopefully if the scenario happens again, I’ll be much clearer.

The Question

Discussion with the CIO of an organisation. They’re trying to transform their organisation (7000 people). Essentially, their strategy distils down into a conceptually three stages of “train everyone” – “change the way of working” – “see how it goes and evolve”. The exam question was “I’m nervous, am I missing something?”.

My refined Answer

Firstly I’ll define your organisation with a boundary containing two fundamentally different processes:

  1. Organisational processes. These processes collectively define how your organisation behaves. Transformational change only occurs when these processes evolve. The key ones are
    1. interaction processes (communication)
    2. visioning processes (purpose)
    3. motivating processes (alignment)
    4. learning processes.
  2. Operational processes. These processes collectively define what your organisation does and simplistically, all other processes belong here. Continuous and incremental improvements happen when these processes evolve.

Agile and Training

Next lets look at “agile”. There are two main parts that I want to cover. The mechanical elements such as practices, techniques – the “how to do agile”; and the behavioural elements such as mindset, principles, values – the “how to be agile”.

Training can provide awareness and skill. Skill in the mechanical elements, and awareness of the behavioural aspects. Learning and improving skills can be done in a training context. However, changing established behavioural patterns is an internal struggle and takes time and requires support.

This means that your training-based transformation strategy can potentially deliver incremental improvements (Scott Ambler, from Disciplined Agile Delivery has been running a long standing agile survey that has helped him determine that adopting the mechanical aspect of agile methods can realistically yield a 6-10% improvement in overall effectiveness these days). However, this strategy is unlikely to deliver transformational improvements.

From training to coaching

In order to make a lasting effect on the organisational processes, additional leadership coaching should be employed. As a leader, you have to set the example that you wish your organisation to follow, as your behaviour patterns will be emulated through your direct reports into your organisation. Like it or not, you are one of the coaches that influences your organisation’s leadership community.

The Servant-Leadership model has a natural fit with an agile culture and elements can be incorporated by your leaders into their leadership styles. The greater the adoption, the easier it is for their part of the organisation to evolve into a more agile culture.

Evolving your management

Any changes to your organisation’s leadership models will almost certainly require changes to your management methods and measurements.

Note: This might turn into another post.

Things I read to help me articulate this

  1. https://en.wikipedia.org/wiki/Chester_Barnard
  2. https://en.wikipedia.org/wiki/The_Functions_of_the_Executive
  3. https://en.wikipedia.org/wiki/Mary_Parker_Follett
  4. https://cvdl.ben.edu/blog/leadership_theories_part1/
  5. https://cvdl.ben.edu/blog/leadership_theories_part2/
  6. https://clearthinking.co/a-simple-model-of-culture-change/

Agile Coaching – Building my mental model of a person

Introduction

I’ve been thinking about how to remain effective as an Agile Coach while not being co-located with the entity (person / team / project / programme) that wants to be coached.

While a long term viable solution might be for me to rebuild my approach from the ground up as a “remote native” thing, I reckon my MVP is to patch up my existing process (see “The anatomy of my typical coaching engagement“) so that it is still fed with as rich a dataset as possible.

Mental model of a Person

Mindmap of the categories of information I use to build a mental model of a person
This is the mental model I generally try to build of each person I work with as an Agile Coach.
  1. What they do
    • things like their role, career history, future plans, what’s their speciality in the team etc.
  2. How they think
    • things like how they build their mental models, how they make decisions, how they prioritise etc. I also look to understand how they see themselves.
  3. Main character traits
    • things like whether they’re an extrovert, are they motivated by fame/recognition/peer acceptance, how they respond to stress and challenges etc.

I’m also looking to distil all this into some insights into what they feel is important, what they see is urgent and what they think they must avoid.

Benefit I get from using this model

The core benefit I get from populating this model of my coaching client, is it gives me a far richer relationship with my client, which typically translates into better / more accurate communication. These are some examples.

  1. By learning about the “What They Do” tree, I’m able to work out if I can mentor them, or who would be a good person to mentor them and help them progress from Present to Future Ambitions
  2. If I can combine aspects of “What They Think Is Important”, some of their Character Traits (e.g. Individualism or Collectivism) and that is either something I align with OR can mimic sufficiently to communicate, I can begin to build rapport with them. Rapport is the first step towards trust.
  3. If I understand “How They Make Decisions”, it makes it easier for me to structure a compelling argument, thereby increasing my levels of persuasion.
  4. If I understand how they’re motivated, that can also support my ability to structure a compelling argument.
  5. If I understand how they manage their risks, and what they’re trying to avoid, then not only does it help me structure an argument, I can help them think about relevant risk mitigation strategies.
  6. If I understand “How They Make Decisions”, and can describe it to them in a way that makes implicit processes more explicit, I have a chance to help them learn about new thinking models and they can devise new problem solving strategies.

Building this model

Co-located

This is the easiest scenario. Much of this model can be built by forming hypotheses informed by the actions and behaviours that I observe. The person is also accessible so that I can discuss my models and predictions and see how close I can get to what they think. The main challenge is the amount of time it can take before some of the deeper elements can be inferred / estimated, if for no other reason that it requires a great deal of trust and honesty between the person and I, and that trust takes time to build.

Remote

Conceptually, my starting point was to find techniques for collecting the same raw data that worked with the alternate channels available – voice & video calling and email / written form. As everyone else was in the same boat, they also would need to work out digital equivalents for their normal team ceremonies and so I could piggy back and observe those easily enough.

I quickly hit a problem. While this approach was fine and would yield accurate data for the known unknowns (see this post for some context) such as the “What they do” sub-tree, it is easily corrupted into opinion (e.g. “How they think”) or even a duplicitous facade, portraying a view that they believe is socially acceptable even though it’s not the reality (e.g. “Character traits”).

I’m currently exploring what I can infer reliably from more open “essay writing” styled requests. For example:

  1. Please describe your recollection of the last completed iteration, highlighting the events that you personally saw as significant for your role in the team.
  2. Please describe the events during the iteration that led you to believe for the first time that your iteration goal may be at risk unless you and your team were able to get on the front foot.
  3. Please describe the events that led your team and product owner to collectively agree what stories were going to be brought into the current iteration.

I’m exploring the different perspectives each team member has on the same shared experience. My hypothesis is that it’ll give me a few insights into how various team members think (relative to each other, as it were) and maybe a few nuggets about some of the more prominent personality traits that I need to pay attention to. I’m also hoping that the different language styles would be useful, but it seems a bit too early to tell.

Creativity and thinking

There seem to be a couple of analogies to try and understand two types of thinking (focus time and diffuse time) – the pinball one, with either close pins or separated pins, or the two types of flashlight, either a tight beam or a wide beam. Of those two I prefer the flashlight one. I’m more used to it because of how I ride a bicycle at night – I use two torches. A wide beam mounted on my handlebars and a tight focus beam on my helmet. The wide beam gives me contextual information, and an overall view of the bike trail. The narrow beam floods a small area with light to help me see subtle details that can affect how I tackle the hazard that’s coming up. The beam also moves around as my head moves, so I’m gaining the maximum amount of information possible while maintaining contextual awareness.

When I’m “in the zone”, I’m focused on a rational line of reasoning. Observation leads to conclusion (usually via hypothesis but nobody’s perfect). I can follow a line of reasoning through some pretty large interim steps. Overall, it seems reasonably clear what the focus time thinking can do for you. It’s the algorithmic stuff. Rational problem solving, the kind that ends in “QED”.

So what does the diffuse time give me? Rest? A diversion? Daydreaming? The bits I can identify seem to be all related to one core concept – patterns. The detection of patterns; the use of these patterns as reference points to remember other themes/concepts/”things”, regardless of how unrelated, as long as they too exhibit these patterns. Sometimes not even based on memory, but the use of imagination to invent a plausible “thing” that could also exhibit these patterns. Basically, these are analogies. These can be useful, as it’s possible to use these patterns to influence focus time thinking to go places that aren’t always obvious. In any case, it seems to be a useful mechanism for keeping potentially useful thoughts churning in my mind, in case serendipity strikes.

This leads me to conclude that being creative(*) requires both, a bit like the analogy of the two beam types on bike lights. The wide beam diffuse thinking to generate a whole bucketful of ideas, and then the narrow beam focused thinking to see what each of these ideas can mean. But if that’s true, where do you start? Which idea needs the narrow beam focus first? Perhaps part of the analogy generation process is some form of weighting factor, that’s a guess as to how likely the idea will generate something useful. I suppose that “magic number” is dependent on past experience, skill, perhaps just blind luck. A bit like deciding which is the immediate obstacle that I need to ride over, while also paying some attention to the next one, and the one after that etc. Occasionally I’ll get it wrong and fall off.

Not too sure how this model of thinking will help me. Perhaps I can describe this stuff to one of my colleagues who seems to be stuck on a hard problem, who knows. The only thing I’m reasonably sure of is this aphorism:

All models are wrong. Some are useful.

Hopefully this model of “how creativity works” will be useful to someone else at some point. With practice, it becomes easier to either focus in or let my mind wander and daydream. Something like this also sounds like fun, though it may be “unpalatable” in some work environments…

http://www.creativitypost.com/create/salvador_dalis_creative_thinking_technique

 

(*) I think being creative has to be more than ideas – you’ve got to do something with them.

Constructive Feedback during Group Exercises

What do you do if you’ve got a team doing something and you’ve got a mix of abilities in there, and some people are switching off because they’re bored?

I had that happen to a particularly bad extent in a recent classroom (team based research, ending in a report back and a discussion). There were a couple of people in each of the teams that understood the subject a lot better than the rest of the team and were bored with the rest of the team’s discussion. There were other things happening to them that were completely out of my control, which would have magnified the effects.

My typical approaches of nudging participation from the “bored contingent” weren’t having as much of an effect as usual. Having deep dive conversations as part of the report backs were also only partially successful, as we couldn’t explore a topic in too much “academic detail” as we’d lose part of the room.

Thinking back, perhaps one thing that could have helped was asking this open question, for individual contemplation:

“Do you think your report backs were the best you could have made them? If yes then cool. Great stuff. Learn more and improve. If no then tough, it’s not about you and what you could do, it’s what your team actually does. So how do you help your team be the best team it could be?”

Might also need a more positive line, for example “Teamwork isn’t about individual recognition, it’s about collective glory. You’re measured as a team not a set of individuals. And the whole team needs to be part of the work to feel like they’ve deserved the win.”

I’ll try this the next time it happens and see how it goes. Hopefully it’ll encourage some of them to adopt a more coaching/mentoring style to the work, which should help. Who knows, they might even enjoy the experience.

Obligatory First Post

Hello World

I’ve been making lots of notes in all manner of notebook (hardback spiral notebooks were a special source of joy for that extra-close-to-the-margins writing) about how well or badly my coaching attempts have gone. I used to use them as fuel for conference submissions, but this year I thought I’d try something else.

I can’t promise you a life changing post. Or even a relevant one. When I write one of these entries, I’ve only got two “people” in mind – me and the person / team / project / whatever I’m trying to help. I get to do some thinking to learn what I can from the experience, and hopefully they get a memory aid to help them get better at whatever it is that they’re trying to do. If you’re able to get something useful from any of these posts, that’s a great bonus.

I’m also not entirely sure what this site will end up looking like. So rather than overthink it I figure I might as well start somewhere and see how it goes.