machine, but then we go to work and find ourselves in a machine with stuck or rusty gears.   

Over time, months, and years, small incremental changes in organizational structure, roles and responsibilities, and technology implementation tend to happen, which create enough change that systems and processes don’t run as efficiently as intended. 

Before we get too far into this discussion, I think setting the background and context for this series is essential.  Throughout my career, one of my hobbies was studying organizational design.  What makes good organizations run smoothly and accomplish their tasks and missions effectively and efficiently?  I have had several opportunities to assess and create organizations from scratch.  I thought exploring the tools and processes I used to create or assess organizations might be fun.  This series focuses on organizational design and function and may interest two groups of readers.  First is the young professional interested in growing as a leader and manager.  Second, the executive who might be looking for a quick mental refresh on a subject.  Reflecting on my career, I tried to think of things I wish I had known and appreciated more deeply as a young leader and manager.  I think it would have benefited me to understand better the interconnected nature and impact of essential foundational organizational elements.  In a manner of speaking, this series could be thought of as a letter to my younger self.  I would also like to acknowledge a couple of key points.  First, although there are commonalities across all industries, there are also differences.  Second, in my opinion, the size, e.g., the number of people in the organization, and working conditions, e.g., in-person, remote, etc., make some of the points raised in this series more or less applicable, e.g., an organization with 20 employees may not find a vision statement as impactful as a 2000-employee organization.  All of that is to say that some topics discussed in this series may not be as relevant in some industries or organizations.  Although the points discussed in this series have helped me throughout my career, they may not be as relevant in all situations.  Hopefully, some of the points raised will help you too.

The challenge for any leadership team is to be alert to the signs and symptoms of systems and processes that may not be working as intended, i.e., efficient and effective.  The most straightforward and most basic technique is simply being as sensitive and aware of workplace routines as we do of our morning routines.  When we notice something disrupting a workplace routine, ask, “can and should this process be improved?”  Alternatively, a formal process improvement evaluation would be a way to assess the efficiency of a workplace routine, i.e., system or process. 

We’ve all heard the expression, “What came first, the chicken or the egg?” In this case, “What comes first, the structure, roles and responsibilities, or systems and processes?” Regardless, each of these elements is inexplicitly linked, and although we discuss them independently, none can be changed without directly impacting the other.   

Whenever I wanted to assess a process, I would start by randomly asking two people their thoughts.  One is the customer, and the other is the service provider.  These two people typically had the most accurate take on the process.  I would plan a deeper evaluation depending on how they felt things were running.  I became interested in process improvement techniques and was drawn to Lean Six Sigma methodology.  Admittedly, I was most likely drawn to this technique because it is so widely used throughout the Army and Department of Defense.  However, I am a fan of any system, Total Quality Management (TQM), Continuous Improvement, Plan Do Check Act (PDCA), 5 Whys Analysis, and Business Process Management (BPM) that would make an organization run more smoothly. 

“Nothing in the world is worth having or worth doing unless it means effort, pain, difficulty… I have never in my life envied a human being who led an easy life.  I have envied a great many people who led difficult lives and led them well.” – Theodore Roosevelt          

Please feel free to share your own experiences in the comment box below.

Your shared thoughts may help someone else going through a similar experience.  Thank you.