The Downside of Organizational Flexibility - DBR 037

Episode 37 of the Do Busy Right - The Task and Attention Management Podcast podcast, hosted by Larry Tribble, Ph.D., titled "The Downside of Organizational Flexibility - DBR 037" was published on July 6, 2024 and runs 58 minutes.

July 6, 2024 ·58m · Do Busy Right - The Task and Attention Management Podcast

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Episode Description

We all try to help our organization be flexible. We hear about the benefits of flexibility, responsiveness, and flat organizational structure. In addition, we all hear about the power and benefits of teams. We feel that fast communication is good (fast information exchange). So, we avoid structure in the belief that this benefits our organization and allows our people to have autonomy.

We feel that structure, procedure, and management is slow and inflexible. We think that procedure limits our speed. We know that our employees need and want autonomy.

But there are significant challenges to flexibility. In our individual management systems, we try to plan, which is another term for making things predictable. Constant flexibility forces task-switching and is stress-inducing, so we fight that with our individual task, time, and attention management systems.

But a big part of what is happening is: our people are fighting to control something that our organizational systems may be creating or amplifying. So, we're gaining (possible?) benefits but putting the costs on the backs of our people. This lowers their productivity and increases their stress, leading to overwork, low engagement, and burnout for our "greatest asset".

Can we, as bosses, do better? I think we have to try. Here are some ideas.

The sources of problems here

I focus a lot on the individual problem and tools elsewhere
Sources of organizational stress

Stress is an unpredictability problem – a lack of control
In organizations, we meet other people's expectations – more loss of control

Why it's the boss's problem

Introduce the business model A) valuable product; B) is produced via a business process(es) Broken business model(s)
That business model is in the hands of the organizational leader – the ownership
An example
So, it's the business leader's responsibility to fix it

An organization needs structure

Challenges to structure

Our attempts at autonomy allow structure to be disrupted

"autonomous" teams
Multi-teaming
We've adopted a model of "teams are more productive" – but there's overhead
Because of all of this, as bosses, we need to be careful about how we allocate our people
Multiteaming raises the stakes on good communication – it introduces more challenges and more risks

Our tools amplify our ability to disrupt structure

Our communication tools primarily focus on asynchronous communication – the primary deviation from face-to-face
The hyperactive hive mind and work assignment - Cal Newport Our tools have a lot of influence on how we do work – our choices matter and should not be left to preference
Do business owners understand it from that perspective?
So, stress is an organizational problem
So stress is an organizational problem – manage to the 'tolerances' of the people

These factors tend to push our people into more challenging work and workflows

We don't tend to train our people in communication

Nor do we enforce standards
So they do what's most convenient for them

Sync is more challenging to set up; async is more challenging to execute
Asynch is hard to do well
Cal talks about the challenges of async
Fred brooks talks about additional communication channels – addition is not linear
Learning to communicate is a large part of team "chemistry" and effectiveness

We need to keep this stuff in mind when we design the organization

we need to be thoughtful about that design

Our tendency is to not respect the 'teaming challenge'

If you have good teams, consider 'bringing the work to the team'

Ways org design increases and decreases stress on individuals

Communications design – asynchronous is hard, synchronous is easier, but we tend toward asynchronous comms tools
Team structure raises the stakes on good communications – makes it harder – 1-1 comms is easier than team comms
Work assignment design

These two come together when our best resources participate a little bit on several teams
Team creep – we'll just pull in marketing for a consult
"We see that she doesn't look too busy, she can lend us a hand "

Ideas

Don't believe that flexibility and autonomy are free
Have a nuanced understanding of antonomy
Develop work assignment procedures
Make work visible
Closely review your organization's communication structure
Look for unintended consequences

Managing an organization and its business model is not easy, but it is the boss's responsibility. In this episode, we talked about some of the things that we need to consider as we're doing that work. Unfortunately, we receive generic advice (or legend and lore?). We have to take on the challenge of understanding the nuances and applying the tools and advice wisely, according to the details of the situation we face.

That's why I recorded this for you. I wanted to give you reasons to deepen your understanding of these ideas so that you can apply them well and thoughtfully. If you'd like to think about it some more with me, reach out via (ahem, asynchronous) email. [email protected].