Success

BRIDGE: How a Signature Program Got its Roots

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Not all problems are created equal.  Using one’s intuition or past practices might work for solving very simple problems.  Yet our past and our view of the future may limit our solutions.  When we are facing an issue or challenge that requires a fresh solution and has many interrelated components — perhaps several different constituents are involved or can be effected by the solution — a more robust process will bring you a clearer, more novel solution.  Based on Snowden’s (2007) research, there are four levels of problems – simple, complicated, complex and chaotic. As director of the Alber Enterprise Center, I helped to develop an issue management model specifically designed to resolve our clients’ complex problems.

In my own research comparing The BRIDGE Issue Management Process with other, more basic problem-solving models, I determined that there are three features that differentiate our model.  The BRIDGE:

  1. Identifies a system of interrelated solutions that resolve the issue;
  2. Provides templates for clients to document the desired outcomes, action steps, measurements, and resources into formal documents; and
  3. Gains buy-in from their respective organizations to implement and sustain the solution.

Deciding how to solve problems and issues can create a challenge in itself.  Giroux (2009) conducted a study of the decision-making habits of small business owners and entrepreneurs in Canada.  Using one’s intuition seems to be a common practice, as was learning from past incorrect decisions.  Also, emotions may unduly influence the decision if the problem is critical to the success of the business.  Without a formal process that helps them view the problem objectively, small business owners sometimes lacked the ability to make sound decisions (Giroux, 2009).  They are limited by their past experience and their view of the horizon.

There is history in the phrase “issue management process.” It was coined by the late Howard Chase in 1976 to describe a process he crafted for corporations to manage their public relations image and to influence public policy. Although Chase restricted his model to the corporate and public policy environment, issue management eventually progressed into a discipline used by other types of entities to develop strategies for a wide range of issues in their respective environments.

Extension’s new “signature program,” The BRIDGE: Issue Management Process, is not actually a program as educators know it.  It is a tool that anyone experienced with facilitating groups can utilize to solve complex issues with their constituents.  The BRIDGE creatively incorporates adaptations of several organization analysis tools designed by business scholars arranged in a logical flow.  First, the facilitator carefully chooses stakeholders familiar with the issue and invites them to a workshop to guide them through the process.  The facilitator then coaches the participants to storyboard what they can control or influence about the issue; to reflect on where they are currently and what they want as an end result in measurable terms; and to identify forces driving the issue as well as barriers that must be overcome.  The group then designs a comprehensive, multifaceted solution that specifies the action steps and addresses the human resistance to change that may hold back implementation.  Creating an evaluation plan for monitoring the outcomes is the final phase of the process.

We use The BRIDGE when 1) there are many components to an issue that are interrelated, and minor changes to one component could cause major consequences to others; 2) we want a creative solution that has not been done before; and 3) we have a short time period to resolve the issue.

I hope that this post helps to broaden your perspective on problem-solving vs. issue management, and that the next time you’re faced with a complex issue, you’ll reach for The BRIDGE tool kit.

New Year, New Opportunities

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Happy New Year to all of our clients, followers, readers, and colleagues!  We sincerely hope that 2018 brings you joy, prosperity, and renewed energy.  As we turn the page on this new calendar year, the Alber Enterprise Center is turning the page with resolve. We are resolved to:

  • Demonstrate our belief that employees are the heart and soul of an organization;
  • Be the catalyst for change, innovation, and progress; positively impacting individuals, organizations, and communities;
  • Demonstrate that integrity, honesty, and excellence are at the heart of our work;
  • Hold ourselves personally accountable to one another and to our clients;
  • Develop and maintain long-term relationships that allow us to build solid partnerships leading to enhanced productivity, empowered leadership, and creative problem-solving.

What sort of challenges are you facing in 2018, and how might you and your organization resolve to overcome those challenges?  We would love to support you in your resolutions, as together we can make an impact on whatever barriers exist.  Let’s jump into the New Year with purpose!

“Approach the New Year with resolve to find the opportunities hidden in each new day.” – Michael Josephson

Marion Student Leaves Center, Makes Impact

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(Above) Sabrina Mazyck, right, gathers field data with fellow student intern with National Park Service.

Outstanding students at Ohio State Marion have unique stories. Sabrina Mazyck, born and raised in Ohio, already had a Bachelor of Arts degree in Political Science when she came to Ohio State Marion Campus. Now, she is pursuing a degree in Environmental Engineering and has completed as much of her coursework at the Marion campus before she transitions to the Columbus campus this summer.  We were fortunate to benefit from her skills as a dedicated student employee in the Alber Enterprise Center this past year, and pleased that Sabrina will remain a Buckeye.

“I was fortunate to be able to take courses at Ohio State Marion since the tuition is so affordable. Financial aid is not available to students working on a second bachelor’s degree – only student loans,” Sabrina said. Cost of higher education has been a challenge, but Sabrina is hard-working, creative and persistent.

This student is a real go-getter, with past experience working as an Intern for Senator Mazie K. Hirono, D-Hawaii, on issues related to environmental policy.  She wrote about environmental impacts, attended briefings and visited government agencies, and became enamored with everything related to studying and improving the environment. “I feel that I had a tiny hand in the decision-making process around environmental policies (with the Senator’s office),” she said, adding, “But environmental engineers are involved in both policy work and the science behind it all, which means I could make a bigger impact.”

Another interesting internship Sabrina completed was with the National Park Service, where she worked on the Cuyahoga River as a Bioscience Tech Intern. “The Cuyahoga River has caught fire a total of 13 times, dating back to the 1800’s,” she said. Sabrina was part of team who waded in the water looking for zebra mussels and other invasive species, along with conducting organism surveys and recording the data. The group removed invasive species and propagated native plants near the river. “I carried a 50-pound backpack of herbicide and sprayed certain kinds of plants (identified as invasive), adding: “People in environmental work are some of the most kind-hearted I’ve ever met.”

After graduation from Ohio State, Sabrina is considering a Master’s in Ecology or Environmental Engineering. While her diverse experiences and initiative could take her anywhere, she would like to return to Hawaii after graduation from Ohio State in May, 2019.  With a cousin there, Sabrina was able to visit each of the Hawaiian Islands while interning for the senator. She said that the natives’ love of the land (meaning of Hawaii) is real…they are very environmentally-conscious. “The sea turtles are sacred – it is illegal to touch them. The people are so welcoming…I just loved it there!” said Sabrina.

Suffice it to say, Sabrina Mazyck is one student whom we would love to follow along to see where life takes her next. The sky really is the limit.

Through the Fog

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This morning (Monday, Feb. 20th) I drove from my home to my office in Marion in very dense fog. As a matter fact, I had heard on the early news that there was a severe fog alert out for the morning. It has been a long time since I have driven in such dense fog. As I drove the back roads through the country, I realized that these are very familiar roads to me…I drive these roads several days each week. I know where all of the stop signs are, the curves and the valleys along the road. I know where to turn, where the speed limits change from 55, to 45 to 35. So, one might say, I could drive on auto pilot in this fog. However, I think we would all agree, that would not be a very wise thing to do. As we all know, things can change. Some areas as we are driving in the fog may be easier. It may not be as dense in certain areas and allows us to see a bit further ahead. At other times, there might be an obstacle in our way that we don’t see until the last minute, such as a deer crossing the road (which, fortunately, did not happen to me). The dense fog complicates this because it impairs our visibility. So, I found myself driving slower, being more intentional, more cautious and making sure I was aware of all of my surroundings.

This got me to thinking about the parallel for many organizations. Some organizations navigate very well through the fog. Others have a difficult time seeing what is ahead. Visibility is limited. There are obstacles in their way they don’t see. And this impacts their effectiveness, their employee engagement, turnover, the ability to attract and retain a qualified workforce and most likely, their overall bottom line.

Organizations need to have a plan when the fog rolls in. And there are times when that happens – suddenly and unexpectedly, whether it is due to outside forces (i.e. the economy) or internal forces (change in leadership, shift in supply and demand). How can organizations be strategic about navigating these treacherous roads? There are several things that can be done.

Begin with a mission and vision that serves as the foundation for all that you do. This is your organization’s lighthouse in the dense fog. It helps people see their way. Establish a long-term strategic goal and develop an action plan with S.M.A.R.T. goals. And then use it…refer to it…update and refine as you go along. Get input from your employees – the ones who are doing the work. You would be surprised how many great ideas they have – they just need to be asked and given the opportunity to share them.

Once the fog lifts and you are comfortably back ‘in the driver’s seat’ with clear visibility ahead, be sure to say thank you to those who helped get the organization through the fog…i.e. the challenging time. Begin to look ahead and plan for the next time the fog rolls in…because, as we all know from experience, it will.

AEC’s Partnership with MYCAA

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MyCAAOur Center launched in February 2016 new online non-credit courses designed specifically for spouses of active military personnel to take advantage of the MyCAA scholarship workforce development program. The scholarships are funded by the Department of Defense and provide up to $4,000 of tuition assistance to eligible military spouses.  Scholarships can be used to register for dozens of the Center’s online courses that lead to certificates and certifications necessary to gain employment in high-demand, high-growth, portable career fields and occupations. A few examples are pharmacy technician, human resources specialist, childcare specialist, corrections specialist, legal writing specialist, and IT network specialist.

  • Spouses of active duty service members in pay grades E1-E5, W1-W2, and O1-O2 of any branch of the military are eligible, including activated Guard and Reserve (but excluding Coast Guard). 
  • So far, we have 32 participants and counting in the MyCAA program.
  • Go to go.osu.edu/mycaa for complete details and see the comprehensive list of courses.

FRANK DISCUSSION #1

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“As a learning leader in your organization, which program outcome is more important to you: The learners remembering what they learned OR the learners applying what they learned?”

Gibson, Frank 2013 Staff page

Frank Gibson, AEC Program Manager

As you think about the question, take a few minutes to reflect on your career and the learning events you have led. What were your expectations of the learner and how did you assist them in applying what they learned? What kind of structure needed to be in place? What resources were needed (time, tools, etc.)? What worked? What didn’t work? What barriers interfered with the follow-up?

Reflecting on my career, I see my approach to learning has changed over time.  Early on, my approach was more informal, less-structured, and guided by very little in the way of lesson plans. It was a more intuitive and “Just-In-Time” approach to instruction. As I moved up the ladder, my approach evolved to that of a coach. I’d share a few of my experiences, question them, and then call them to action at the end….not telling them what to do per se, but rather aiming to trigger their thoughts about how they might do things differently. Now that I am in the business of education/training, everything about my approach is more formal, structured, planned, written and timed out, with reinforcement and coaching throughout and after the event.

When it comes to training others, first and foremost I focus on enabling the learner to apply what they learned as quickly as possible. With interpersonal skills, for example, I remember acting as a “champion” for 14 managers/ supervisors after the learning event to coach them on using the tools presented in the class to successfully apply what they learned.

In summary, both remembering and applying are important:  remembering the material is required to repeatedly apply what has been learned, and this enables mastery of the new skill or knowledge on the job.

You may want to do a self-assessment as a learning leader. In thinking about your most recent programming efforts, to what degree have you engaged participants in a timely follow-up/support/evaluation? Do you follow a Standard Operating Procedure to assess the degree to which your learners are remembering… and applying?

What are your thoughts?

Frank Gibson is a Program Manager with OSU’s Alber Enterprise Center.

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Understanding the Voice of the Customer in Education

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Voice of the CustomerA critical component of Lean Six Sigma is understanding the Voice of the Customer. This concept is essential to identifying activities that are value-added and non-value added or wasteful.

In education it may be agreed that the student is the customer as they are the recipients of the outcomes of the institution. Some disagree with this concept thinking that we are unable to satisfy the customer. At one of my presentations someone in the audience indicated that satisfying the customer in education “the student” means giving them all “As” and that was impossible. Of course this is not correct – this is not what customer satisfaction is about.

Norma Simons, President of Performance Innovation LLC and AEC Solution Partner

Norma Simons, President of Performance Innovation LLC and AEC Solution Partner

In the education space the concept of the “Voice of the Customer” has a different meaning than it does in the broad world of consumerism. We tend to think that customer satisfaction rests only on the fact that there is a financial exchange between the customer and the person delivering the goods and that the customer finds value in the purchase.

We need to satisfy the needs of the customer – the student, but what does that mean? It means we need to deliver what is considered as a quality education -one that is delivered so that the student is functional in the wider society. If individuals are able to graduate but cannot either get a job or function at their required capacity, then regardless of what was learned and the grades earned then a quality education was not delivered.

Customer satisfaction therefore is not a passive interaction. For the student to be satisfied, it requires the student to collaborate with the instructor and several different individuals within the institution. The student’s success requires a partnership with the institution which should be promoted and nurtured.

Understanding the Voice of the Customer is a process, a mind-set, a shift in thinking, a culture that needs to be embraced by the entire institution.

Apart from the student, there are several customers who are vested in the education outcome:

  • The parents of the students who might bare some financial responsibility regarding payment of fees and physical and emotional support of the student
  • The loan institutions who might provide assistance to the students
  • All the areas of the institution (business office, book store, advisors, job placement office and other areas) which support or interact with the students directly or indirectly
  • The potential employers who expect a certain level of performance of the students after graduation
  • The institution itself who expects that the performance of students and their ability to be received in the wider society will build the reputation for the school

Well this is my opinion.

To read more on this topic, see the New York Times January 3, 2010 article below:

http://roomfordebate.blogs.nytimes.com/2010/01/03/are-they-students-or-customers/#edward

In this article “Are They Students or Customers” five professors from different business schools weigh in on the debate.

“Students are investing time and money with a purpose in mind. The school that does not serve that purpose will not survive.” Stephen Joel Trachtenberg is president emeritus and professor of public services at the George Washington University.

This blog is dedicated to the team at Alber Enterprise Center of The Ohio State University.

Norma Simons is a Lean Six Sigma Master Black Belt, president of Performance Innovation LLC, and an AEC Solution Partner.  Norma heads a team of qualified professionals in the areas of Lean and Six Sigma.  Her success is attributed to her unique integration of performance improvement systems such as Lean, Six Sigma, Design for Six Sigma, quality management systems, business operating systems, and balanced scorecards that have enabled the effective execution of organizational strategy and, ultimately, bottom-line results.

 

Using the SIPOC Model to Break the Silo Culture

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Managers often see large and complex organizations from a functional or vertical view.  This works in some cases where individuals are close to subject matter experts.  In this environment subordinate managers tend to perceive other functions as enemies rather than partners.

This silo structure prevents interdepartmental issues from being resolved.

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Each department has its goals and there is often competition for limited resources.  The result is sub-optimization of the organization – one department being able to meet its goals at the expense of the organization.

The traditional approach shows a silo structure where separate and autonomous groups are unconnected and each department’s manager becomes the customer.  Activities take place but value to the end customer may be compromised.

If the organization is small, then the traditional vertical organization may be sufficient to get things done and still meet the requirements of the customer.

 

The traditional mindset is- if each piece is managed then the needs of the end customer are met.  This is erroneous.

The silo structure often gives rise to a silo culture, one that does not encourage collaboration, but instead perpetuates the “blame game” and “finger-pointing”.  There are several structures within the organization that supports this behavior.  In some cases, there are functional metrics which conflict with the overall direction of the company, in other cases the reward and recognition system supports the silo culture.

The SIPOC template moves organizations away from this and provides the steps to create a customer focused organization.

What is SIPOC

The acronym means – Supplier, Input, Process, Output, Customer

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In the SIPOC model, it is necessary to have a feedback system – feedback between the customer and the process, and between the process and the supplier.  The feedback loop ensures that the process is sustained and the organization does not revert to the old ways of doing things.

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Value of SIPOC

  • Promotes cross-functional collaboration – teams are able to work together to see the big picture
  • Improves knowledge on what happens outside of the department
  • Provides measurement not only on activities within a department but how they add value to the customer
  • A big tool for motivation -as employees begin to see the “big picture” and understand the role they play
  • In Lean Six Sigma the SIPOC model is vital for:
  • Promotes and helps sustain a process focus
  • Provides a foundation for process mapping and process management

Although organizations may be designed by specialties, the SIPOC model is useful to change how work gets done, and ensure that the needs of the external customers are met.  The tool provides the template for changing the culture of the organization from one that is confrontational to one that works across functional boundaries.  When this is allowed to happen, teams can identify and remove waste – activities that are non-value added in terms of meeting customer requirements.

The bottom-line is that the SIPOC model and Lean Six Sigma have the ability to change the thinking of individuals in the organization.  For more information, contact us or call 740-725-6325.

Norma Simons is Lean Six Sigma Master Black Belt, president of Performance Innovation LLC, and an AEC Solution Partner.  Norma heads a team of qualified professionals in the areas of Lean and Six Sigma.  Her success is attributed to her unique integration of performance improvement systems such as Lean, Six Sigma, Design for Six Sigma, quality management systems, business operating systems, and balanced scorecards that have enabled the effective execution of organizational strategy and, ultimately, bottom-line results.

15 minutes could save your … strategic plan

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W.I.G.We’ve all experienced it, or heard about it.  A team spends weeks or months developing a strategic plan, and nothing happens with it after the glossy document gets printed.  Why does this great new plan just sit on the shelf gathering dust?  Business scholars over the past two decades have been researching why plans fail to be implemented  1. The overarching theme of their conclusions: people resist change.  How do we address this challenge? Through a structured plan for execution.  Your team needs to commit to the plan, yet they are busy with their daily duties (the “whirlwind”) and they don’t take time to focus on the strategic plan.  An effective execution plan starts with committing to a series of 15-minute segments on planning and implementing the strategic plan.

Franklin Covey’s 4 Disciplines of Execution (4DX)2 is one formula to follow. The four disciplines are:

Program Manager of The Ohio State University's Alber Enterprise Center

Program Director of The Ohio State University’s Alber Enterprise Center

1.   Select one or two “wildly important goals” (WIG) that drive your strategic plan and can be measured and tracked.
2.  Identify the activities that lead to achieving the WIG(s), ones that your team can influence.
3.  Create a compelling scoreboard: simple, visible to the team, shows the lead and lag measures, and tells immediately if you are winning.
4.  Establish a weekly cadence of accountability in which each team member commits to working on one or two of the lead activities as well as reports on the efforts toward the WIG.

This 4DX plan is easy to implement by committing to 15-minute segments for each discipline:

  1. 15 minutes to identify and establish your WIG from your strategic plan. If you need two WIGs, spend another 15 minutes on the second one.
  2. 15 minutes per WIG to list all of the leading activities required to meet your WIG.
  3. 15 minutes to determine how you will show (scoreboard) the team’s progress toward leading activities and WIG and where it will be displayed.
  4. 15 minutes per week – the same day/time each week – for the accountability meeting.

We facilitated a strategic plan for one of our clients a year ago. After following up with them to see their progress, they reported that the leadership team implemented a few goals but felt they needed our help to really drive the plan throughout their organization with all employees. They embraced 4DX and are starting to see results.

This works! Try it, and let me know how it works for you.

If you need help in setting up your 4DX plan, the Alber Enterprise Center can show you how. Call 740-725-6325.

Citations:

1:  Govindarajan, V., & Trimble, C. (2010). The other side of innovation: solving the execution challenge. Boston: Harvard Business School Publishing.
Gudmundsson, H., Ericsson, E., Tight, M., Lawler, M., Envall, P., Figueroa, M., et al. (2012). The role of decision support in the implementation of “sustainable transport” plans. European Planning Studies, 20(2), 171-191.
Hahn, W., & Powers, T. (2010). Strategic plan quality, implementation capability, and firm performance. Academy of Strategic Management Journal, 9(1), 63-81.
Kotter, J. (1996). Leading change. Boston: Harvard Business School Press.
Larian, L., Day, M., Backhurst, M., Berke, P., Ericksen, N., Crawford, J., et al. (2004). What drives plan implementation? Plans, planning agencies and developers. Journal of Environmental Planning and Management, 47(4), 555-577.
2:  McChesney, C., Covey, S., & Huling, J. (2012). The 4 disciplines of execution: achieving your wildly important goals. New York: Free Press.

Alber Enterprise Center honors organizations for outstanding leadership

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(from left) Anne Johnson, Program Manager, Kathryn Brod, President & CEO of LeadingAge Ohio (award recipient), Myra Wilson, Program Director of Alber Enterprise Center (AEC) presented Brod with the Outstanding Achievement and Excellence Award for Collaboration in Framing the Future of Long-Term Care Services. Brod accepted the award for her leadership and continued efforts in assisting AEC and the LTSS consortium with an in-depth look in implementing solutions for the long-term care industry.

Four Ohio organizations and a Michigan consultant were recently honored for their outstanding impact in leadership by The Ohio State University’s Alber Enterprise Center.

The honorees were:  LeadingAge Ohio of Columbus, National Church Residences of Columbus, Uni-Grip, Inc, of Upper Sandusky, Cowen Truck Line, Inc. of Perrysville, and Performance Innovation, LLC of Novi, MI.

Each organization has partnered with the Alber Enterprise Center (AEC) to examine organizational challenges in their respective industries, streamline processes to enhance work flow, and/or receive executive training customized to suit their company needs.

LeadingAge Ohio, Columbus, received the Outstanding Achievement and Excellence Award for Collaboration in Framing the Future of Long-Term Care Services.  LeadingAge Ohio’s outstanding leadership over the course of the past year helped AEC make significant in-roads in identifying organizational challenges in long term services and support.  President & CEO of LeadingAge Ohio, Columbus, Kathryn Brod accepted the award.  Kathryn actively participated in AEC’s Long-Term Services & Supports (LTSS) Consortium and subsequently brought the activities of the consortium under the wing of the HR committee of the LeadingAge Ohio Board of Directors.  These continued efforts will assist AEC and the consortium to take an in-depth look in developing solutions that will make an impact for years to come.  In addition, Brod is a champion in maintaining the partnership between both organizations in moving forward and making an impact on front-line supervisors through their Leadership Challenge® workshops.

National Church Residences, Columbus, received Outstanding Achievement and Excellence Award for Collaboration in Framing the Future of Long-Term Care Services.  National Church Residences’ participation in AEC’s LTSS consortium and their efforts in implementing solutions to revitalize the long-term services and supports for elder care will impact this industry over the course of time.  Moreover, some of the staff’s involvement in AEC’s The BRIDGE facilitator training refined their facilitation process.

Uni-Grip, Inc., Upper Sandusky, received the Investment in Quality Management Systems award.  Uni-Grip’s financial investment in their quality systems and action steps to track measurements of key performance indicators led to their growth.  Within eight months of intense focus on change, a few of Uni-Grip’s impacts were:  reduction in weekly scrap, increase in yearly sales, reduction of past due orders and improvements in staff’s knowledge and awareness in all of these areas.

Cowen Truck Line, Inc., Perrysville, received Outstanding Achievement and Excellence Award for Positive Impact on Business from The BRIDGE: Issue Management Process.  Cowen’s successful utilization of AEC’s BRIDGE Process created the foundation that resulted in crafting a plan to take their organization into the next 40 years to serve their customers. A few areas that have been impacted include: hired new drivers, increased sales in 2015, and enhanced communication with drivers.

Performance Innovation, LLC, Novi, MI received the Outstanding Educational Partner Award for Excellence in Service to the Voice of the Customer.  The outstanding leadership and customer service Performance Innovation, LLC displayed over time helped AEC make an impact with their clientele.  President of Performance Innovation, LLC, Norma Simons accepted the award.  As one of AEC’s most valued educational partners, Simons exhibits great comprehension of Lean Six Sigma and skillfully communicates its complexity in a manner that is clearly understood by her class participants. In addition, Simons’ responsiveness to clients’ needs and flexibility in how her services are delivered whether it is online, face-to-face or a blended approach has shown proven results.

AEC’s Client Advisory Council half-day meeting concluded with the Awards Luncheon. The meeting objectives for council members were to provide feedback on AEC’s past services, input on how the Center can support the business priorities of clients, offer suggestions about new services AEC could provide and ideas for strategic direction.

The Alber Enterprise Center applies the resources of The Ohio State University, OSU Extension, along with a team of organization development consultants to enable Ohio businesses to positively impact economic growth.  For more information, call 740-725-6325 or visit alber.osu.edu.