Ever started a job and had that new-starter clarity? You're baffled by all the things that don’t make sense and say annoying things in meetings like: “Why are we doing it like this?”
It’s a short window, before those fresh eyes wear off. We quickly slip into the routine of our new workplace and what seemed mad a few weeks ago becomes our new default.
Why do systems matter?
Defaults can be hard to spot, because that’s how systems work. Done well, they become invisible, embedded and difficult to challenge. 'The way things are done around here.’
That’s not a bad thing. Systems do the heavy lifting for us – operational and mental. They stop us having to think about every little thing, so we can get on with other stuff. Most of our systems evolved, intentionally or accidentally, for a good reason. They served what we needed at the time.
But when our environment changes, we need to adapt.
We may need to change the way we communicate, run our work days, deliver services, manage money, plan, report, or work with customers. Maybe all of them. But how?
Where do you start?
Changing your systems can seem hard, especially when things keep shifting. It's hard to see the big picture under pressure, especially when we're removed from daily operations. We come up against all kinds of assumptions and norms, and worry about overloading our stressed out teams.
It doesn't have to be this hard! We can change our systems faster and more easily than we think. We don't need complicated strategies, process audits, innovation labs or expensive training in design thinking either.
Step 1. Make space
Take the time to reflect, explore and ask good questions. Skipping this bit risks missing the point. Unless we think broadly about what we're trying to achieve, we end up tweaking when we need to delete or transform, or we apply old solutions to new problems.
Step 2. Delegate
Leadership teams cannot change systems they don't work with. Especially not alone. When we give agency and control to the very people we're afraid of upsetting, we get incredible results. With direction and support, anything is possible.
The NZTA Fast Forward programme is a great example - over a dozen simultaneous initiatives are transforming organisational processes from planning to delivery, over just 8 weeks. We're at the half way point of our first cohort (with 3 of those weeks mid-COVID!) and we've made incredible progress on everything from planning and funding to delivering safety improvement contracts.
Step 3. Just do something
Do nothing is not an option for any business or team right now - inertia is death.
If we don't adapt our systems to our new environment, we risk:
Day to day survival has worked for a while, but not anymore.
If we don’t start building the right fences now, every day will be spent chasing cows!
Alicia McKay
