Week 1: Building Connections

Jan 08, 2024

Welcome to my newsletter "Strategy for Success"🚀, where I will unfold my journey week by week toward organizational transformation. Each edition is a passport 🛂 to a week in my shoes, unveiling the challenges faced, and strategies implemented to redefine how we work and shape the future of our organization.

And this is the first week in the journey 🛣️. So, grab your favorite beverage, settle in, and get ready to dive deep into the agile revolution.

Day 1: Introduction to the new organization!

My eyes sparkled with the thrill of a new beginning as I entered the office building of ABC Corporation.

As I navigated the maze of cubicles, I could experience the floor buzzing with creative chaos. But my nerves still hummed as it was my first meeting with Mr. Jonathan Croft, the Vice President of the business unit and my new boss.

With a deep breath, I knocked, still rehearsing the introductory script I prepared and practiced in front of the mirror the previous evening. A voice, husky and commanding, boomed from within, "Come in!"

"Anand, welcome!" Jon said, extending a hand from where he stood and inviting me to take a seat. I took a seat and started introducing myself from the prepared script -

"Hello Jon, I'm Anand Pandey, the new Organizational Consultant hired to ignite agile and product transformations. I am thrilled to help this business unit to become a nimble, innovative powerhouse. Actively looking forward to streamlining workflows, boosting cross-functional collaboration, and building customer-centric cultures.

🛠️Tool-Of-The-Trade: Elevator pitch - Craft a 30-second elevator pitch summarizing your experience, skills, and what you bring to the engagement. Focus on value and potential contributions.

The conversation flowed, a seamless blend of past projects, plans, and shared love for customer focus. I discovered a leader who valued vulnerability as much as vision, and who saw inspiration in everything.

💡Tip-Of-The-Day: Do your research - Learn about your boss's background, expertise, and the company's priorities. This shows initiative and interest in your role.

"Let me introduce you to everyone," Jon continued. Jon then invited me for a walk across the floor. As they walked through the open-plan office, Jon led me to a conference room where his team awaited. A chorus of murmured greetings followed—some curious, others cautious. (More about Jon’s Team here).

"Excellent. Now that you've met the team, let's get down to business. The company's success hinges on improving customer value delivery within the year, and that's where you come in," Jon said, his no-nonsense demeanor coming through.

"Absolutely. I'm excited to collaborate with everyone and start implementing some innovative strategies," I replied, my mind already racing with ideas as we headed toward the cafeteria for a coffee.

I spent the remainder of the day organizing my workspace, setting up my laptop, and setting up the necessary supplies.

As I headed home, I realized this was my chance to make a real difference in the company culture and improve customer satisfaction. And with this team, I knew we could achieve great things together.

Day 2: Meeting the Sponsor and the team!

Today was the day I’d understand the organization's new course.

"Anand, right on time," Jon greeted me, extending his hand as I approached his office.

"Jon," I acknowledged, matching his resolve. "Let's get to the heart of it. What's driving this transformation?"

He gestured for me to take a seat, his eyes scanning the horizon of change through the panoramic window behind him. "Customer value delivery, Anand. We're not just lagging; we're losing ground to more agile and responsive competitors."

"And our overarching objectives are to improve response times, streamline processes, boost customer satisfaction scores...," Jon said, leaning forward, palms flat on the desk.

"We will expand them over time, but yes, that's where we start," he affirmed. "Can I count on you, Anand?"

"Absolutely," I assured the optimism in my tone.

"Shall we discuss the stakeholders' landscape also?" I asked, pulling out a notepad from my briefcase.

"Absolutely," Jon said, leaning back. "Steve from Business Ops, Ajay from IT Operations, and Tina from Customer Services," he replied, ticking off the names on his fingers. (More about Jon’s team here.)

"You'll find that our stakeholders are a diverse group with varying degrees of influence and interest. The trick is to balance them without compromising our objectives."

I took input from Jon to identify key stakeholders and created an initial stakeholder engagement plan. This was intended to help me prioritize my engagement.

🛠️Tool-Of-The-Trade: Stakeholder Engagement Plan - it provides me with a quick overview of stakeholder dynamics and helps focus efforts on key influencers and interested parties.

Download Stakeholder Engagement Plan

"I'll need to schedule individual meetings, and understand their perspectives," I said, as I put my pen down.

"Good," Jon said, standing up. "We have to hit the ground running."

As I left his office, the brisk air of determination filled my lungs. Post lunch, I have a meeting with my team and I am very excited about it!

"Good afternoon, everyone," I greeted, extending a firm handshake to each. Paresh, the Product Coach, offered a nod, his gaze reflecting the meticulous nature of his craft. Amir's handshake was assertive, much like his approach to technical conundrums. Karishma, exuding confidence with her organizational acumen, smiled knowingly. Akshay's agile mindset was almost palpable, while Tim's lean philosophy seemed to streamline his very posture. (More about my team here).

"Let's get to the heart of our strategy," I began, scanning their eager faces. "We need to dissect the current state, understand every challenge that's holding back various departments, and ultimately, the organization."

Paresh leaned forward, fingers interlaced. "It's crucial we observe the product lifecycle firsthand. That'll give us real insights beyond mere data."

"Agreed," chimed in Amir, his voice laced with anticipation. "But let's not overlook the tech stack. I'll need to analyze the technical delivery pipeline —see where we stand technically."

"Understanding the organizational team structure and hierarchy is just the beginning. We must dive into the cultural dynamics too," Karishma added.

"Absolutely," I said, feeling the momentum build. "And Akshay, your thoughts on fostering agility?"

"Face-to-face with teams," he replied swiftly. "See them in action, assess their momentum. We can't afford blind spots."

"Lean principles apply here as well," Tim observed, his voice steady. "Waste elimination starts with visibility. Let's map out the workflows."

"Team, we need to meet with the various managers and stakeholders Jon mentioned to understand the department's goals and current state," I begin. "We can use SWOT analysis to help us identify our Strengths, Weaknesses, Opportunities, and Threats."

🛠️Tool-Of-The-Trade: SWOT Analysis is my tool to capture company's strengths, weaknesses, opportunities, and threats. It's a simple but powerful tool that can help make better decisions about their future.

We formulated some standard SWOT Analysis questions but also relied on some department-specific and impromptu questions.

Heads nod in agreement as we discuss the plan further. "And to record this information, we'll use Mind Maps," I add. "This will help us visualize the relationships between different aspects of the department and ensure that nothing falls through the cracks."

🛠️Tool-Of-The-Trade: Mind Map is my visual ally for brainstorming, organizing, and connecting thoughts. Think of it as a spiderweb for your ideas, radiating outwards with infinite possibilities.

My team members scribble notes on their notepads, and I can sense their excitement.

"Let's get started," I say, standing up from my chair. "We have work to do." With that, we leave the conference room.

Later in the afternoon, I scheduled a 1-1 meeting with all the key stakeholders identified.

Day 3-5: Exploring the departmental challenges

I wake up early, eager to start the day. Today marks the beginning of our journey towards transformation. The next three days were blocked for meetings with each stakeholder, including Jon's team.

Excitement fills the room as we set out to meet Mike, the Product Manager. His office is on the top floor, accessible only by elevator. As the doors open, we're greeted by a sweeping view of the city skyline. It's a beautiful sight, but my focus is on the task at hand.

"Morning, Anand!" greeted Sarah, the ever-cheerful receptionist, her voice a bright chime in the prelude of a crucial day.

"Good morning, Sarah. Seems like we're in for an enlightening day," I replied, my optimism not just a facade but a tool in my consultancy toolkit. I was determined to peel back the layers of this organization.

I arrived at Mike’s office, ready to gather information and better understand his department's goals and functions.

"Welcome, Anand and team," Mike greets us warmly. "I'm excited to hear about your plans for transformation."

"Thanks for meeting with me today," I said, extending my hand for a handshake and taking a seat at the conference table.

"Of course," Mike replied, shaking my hand firmly. "We're excited to work with you and see how we can improve our product delivery."

I began with the SWOT analysis lens, asking questions tailored to their specific goals and functions.

"Let's start with your department's recent projects or initiatives. Anything particularly noteworthy?" I asked, my pen hovered over the Mind Map, ready to dance to the rhythm of his insights.

"Definitely," Mike replied, a smile spreading across their face. "We recently launched a new online platform that has revolutionized the way customers interact with us. It's been a huge success, with a 50% increase in user engagement and a 70% decrease in wait times for support."

"Wow," I said, impressed. "What factors do you attribute to that success?"

Mike leaned forward, eager to share their thoughts. "One of our biggest strengths is our team's expertise in developing innovative products that meet customer needs. And we also made sure to listen to customer feedback every step of the way. And finally, our team is comprised of highly skilled individuals who work together seamlessly," he continued. "One thing that sets us apart is our expertise in data analysis. We have a team of analysts who are second to none when it comes to interpreting customer behavior and market trends."

"Fantastic," I said, nodding along in agreement. " What are some areas where your department could improve?"

The product manager paused, looking thoughtful. "One challenge we face is balancing short-term goals with long-term strategy. It can be difficult to prioritize projects when there are competing demands for our time and resources."

"What else holding your team back from achieving its full potential."

Mike leaned forward, his expression serious. "Another obstacle is our current communication process," he said. "We've noticed that communication can sometimes break down between different teams, leading to delays or misunderstandings. It can be slow and inefficient, leading to delays and missed opportunities," he replied thoughtfully.

I nodded, making a note. "And are there any specific internal processes or inefficiencies that you feel need improvement?"

"Definitely," he replied. "We've identified some redundancies in our requirement intake workflow that we're currently working to streamline. And we could also benefit from additional training on some of the newer tools and software that would help us work more efficiently."

"Got it," I said, jotting down notes. "So, it sounds like improving communication processes and streamlining workflows are key areas for improvement."

"Absolutely," he said, nodding. "We're always looking for ways to innovate and collaborate to better serve our customers."

"Understood," I said, making a note to explore these issues further in our next meeting. "Now, let's talk about opportunities. Are there any emerging trends or developments in your industry that present potential opportunities for your department?"

Mike's eyes lit up with excitement. "Absolutely. One area we're exploring is the use of data analytics to inform our product development decisions. We're also exploring new ways to leverage AI and machine learning and implementing a new chatbot system," he continued, "to help automate some of our customer service inquiries and provide quicker response times. We believe this will not only improve customer satisfaction but also free up our team's time to focus on more complex issues."

"Great insight," I said, impressed by his forward-thinking approach. "Collaboration between departments will be key to implementing these innovations successfully. This will help us stay ahead of the curve and embrace new technologies to better serve our customers."

"Agreed," he said, nodding. "We're already working closely with our IT department to explore new software solutions that can streamline our processes and improve efficiency."

"And finally, what are some of the biggest external threats your department is currently facing?"

The product manager looked serious, leaning forward to emphasize their point. "One of our biggest concerns is staying ahead of the competition. We operate in a highly competitive market, and we need to constantly innovate to stay relevant. Additionally, there's always the risk of economic changes or regulatory shifts that could impact our business."

"Have you considered any potential threats to implementing this new system?" I asked, my professional tone masking my worry.

Mike nodded thoughtfully. "Yes, we've identified a few possible roadblocks. One major threat is ensuring the chatbot can accurately interpret and respond to customer inquiries. We'll need to invest in training and testing to ensure its effectiveness."

I nodded, taking note of her words. "And what about internal challenges? Are there any organizational shifts or talent retention issues that we need to be aware of?"

"We're struggling to attract and retain top talent, especially in key areas like financial forecasting. We need to offer more competitive compensation packages and opportunities for growth if we want to stay ahead of the curve," Mike replied.

For the next few hours, we continued our discussion about everything from the department's goals to areas that need improvement. My team taking copious notes, mapping out the information on their Mind Maps.

"Thank you for sharing these insights with me," I said, feeling grateful for his honesty and openness. "It's clear that your department is dedicated to innovation and customer focus. This has been a great introductory meeting, and I look forward to our next conversation where we can go even deeper into these factors."

As we leave the meeting, I can feel the energy and determination building within our group.

As I walked down the hallway toward the next meeting with Mira, the IT Development Manager, I noticed Jon walking toward me.

"Hey there," Jon greeted me with a smile. "How did the meeting go?"

"Great!" I replied, feeling energized. "We got some really valuable input that we can use as an initial input to drive transformation across development and operation to deliver better customer service."

"Awesome," Jon said, nodding approvingly. "It's always great to see different teams collaborating and working towards a common goal."

I couldn't agree more. Collaboration is the key to success in today's fast-paced business world. And with the right mindset and tools, we could achieve anything.

For the next three days, we ran many such meetings with all department managers, and each meeting brought new insights into the current state of affairs in this business unit.

As I returned to my desk, I couldn't help but think about the challenge of distilling all the information into a concise and compelling format, but I was up for it.

We sat down at our computers and started typing away, our fingers flying over the keyboard as we crafted a meaningful pattern with the available information. Our Mind Map was now a treasure trove of insight.

We took a break to stretch our legs and grab a cup of coffee, feeling proud of the progress we had made so far. But I knew there was still a lot of work to be done.

But I wasn't worried. With the input from the managers and our expertise as consultants, I knew we could create something truly impactful and transformative.

As the weekend approached, I took a moment to reflect on the whirlwind of my first week. Marveled at their willingness to embrace me in driving change, I could feel a sense of accomplishment and determination for the weeks to come.

🛠️Tool-Of-The-Trade

1. MindMap

The Mind Map is my visual ally for brainstorming, organizing, and connecting thoughts. Think of it as a spiderweb for your ideas, radiating outwards with infinite possibilities.

When do I use a Mind Map?

To generate a flurry of ideas for a project, business plan, article, or anything else that needs a creative spark.
To structure complex information into bite-sized chunks, prioritize tasks, and visualize project timelines.
To uncover hidden connections, identify root causes, and generate alternative solutions from a bird's-eye view.
To make dense information digestible by linking key concepts visually and creating engaging study diagrams.

How do I create a Mind Map?

Ask yourself, "What am I exploring?" and keep this a central topic. Don’t overthink it! Use casual language and informal connections. Let your ideas flow freely.
Use keywords and key phrases to represent the main categories related to your central topic and branch out with subtopics. Start small and expand organically. Break down complex topics into manageable chunks.
Draw lines between related subtopics and highlight unexpected connections.
Use color, images, icons, and even doodles to enhance memory and engagement. Use them to categorize, prioritize, and spark memory.

Which tool do I use to Mind Map?

Free and user-friendly: XMind, Miro, Mural
Advanced features: Coggle

2. Influence-Interest Matrix

It is a simple visual tool for mapping stakeholders based on their level of influence (ability to impact a decision or project) and interest (level of concern or investment in the outcome). It's often depicted as a 2x2 grid, with influence on the y-axis and interest on the x-axis.

The Influence-Interest Matrix provides a quick overview of stakeholder dynamics and helps focus efforts on key influencers and interested parties.

I have found this tool very effective in crafting messages aligned with stakeholder needs, building support for change, and navigating organizational politics.

When do I use an Influence-Interest Matrix?

To identify key influencers to involve early on and manage expectations effectively. Also to anticipate potential resistance or support from different stakeholders, and who needs to be persuaded and who can champion change initiatives.
To develop tailored communication and engagement strategies for different stakeholder groups keeping in mind different stakeholder perspectives and potential impacts.

How do I create an Influence-Interest Matrix?

Identify Stakeholders: List all individuals or groups who have a stake in your project or decision.
Assess Influence: Evaluate each stakeholder's ability to affect the outcome. Consider their position, authority, resources, and connections.
Gauge Interest: Determine each stakeholder's level of interest or concern. Consider their goals, values, potential impacts, and involvement.
Plot on the Matrix: Place each stakeholder in the appropriate quadrant based on their influence and interest levels.

💡Tips-Of-The-Week

This week was focused on establishing connections.

During every meeting:

Make a confident first impression: Greet with a firm handshake, smile, and make eye contact. Projecting confidence goes a long way.
Deliver your prepared introduction: Clearly and concisely share your name, job title, and relevant experience. Highlight your unique strengths and skills.
Ask questions: Show genuine interest in the conversation. Ask thoughtful questions about current projects and challenges.
Actively listen: Pay close attention to responses and adjust your conversation accordingly. Demonstrate willingness to learn and adapt.
Express enthusiasm: Convey your excitement about the new opportunity and the company. Show your eagerness to contribute and make a positive impact.

Reflections

Time for you to reflect on this week’s question.

How do you leverage technology to enhance stakeholder engagement (e.g., collaboration platforms, online surveys)?
How will you manage conflicting stakeholder interests, and achieve a positive outcome?
Describe your preferred approach to working with colleagues from different departments to achieve shared goals.
Based on your experience working in various companies, what are the top three challenges you would expect to face in a new role during your first 30 days?

Book Recommendation

This week, I recommend reading the book “How To Talk To Anyone!” by Leil Lowndes.

This book equips you with 92 actionable ‘tricks’ to navigate the social battlefield and forge meaningful connections. Here’s a glimpse into its key takeaways.

First Impressions Matter: Make a confident entrance with an open posture, eye contact, and a genuine smile. Remember names, use them early, and ask open-ended questions to show genuine interest.
Master the Art of Conversation: Ditch platitudes and small talk. Find common ground by asking "reveal" questions ("What's the best meal you've ever had?") and actively listen – people love talking about themselves!
Body Language Speaks Volumes: Open postures and leaning in convey interest, while crossed arms and averted eyes build walls. Mirror the other person's body language to build rapport and subtly influence their emotions.
Become a Conversation Chameleon: Adapt your communication style to your audience. Use powerful, positive language with executives, sprinkle humor with friends, and show empathy with confidantes.
Confidence is Key: Even if you feel nervous, fake it till you make it! Stand tall, speak clearly, and maintain eye contact. Projecting confidence attracts others and makes you appear more approachable.
Go Beyond Words: Pay attention to tone, pace, and volume. A warm, enthusiastic tone makes you more magnetic, while speaking slowly and deliberately conveys authority.

These are just a few nuggets from Lowndes' treasure trove.

Buy this book on Amazon

Strategy For Success

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