How a Starfish Can Save Your Team

As someone who has navigated various leadership roles—from Marketing Team Leader to being the President of the Egyptian Students Union at Medipol University, and now managing marketing and operations at Zeroday Academy—I’ve learned that sometimes, the most impactful solutions come from addressing the simplest yet most overlooked issues. This lesson became especially clear when an unrealistic process, implemented by management, nearly derailed a marketing team. The unexpected hero? A Starfish!

The Problem:

In a marketing team, management introduced a new process designed to improve quality and coordination. However, it required too many approvals, involved excessive reviews for even minor tasks, and suffered from poor planning. What was intended to enhance efficiency instead became a bottleneck, leading to significant delays and frustration. Every task, from social media posts to major campaigns, was subject to multiple rounds of approvals, causing slowdowns, confusion, and declining team morale.

Ignoring the Warning Signs:

Management initially believed these stringent steps would yield better results, but they underestimated the negative impact on the team’s workflow. The rigid process did not match the dynamic nature of marketing tasks, and poor planning led to missed deadlines and a constant scramble for approvals. Productivity dropped, and frustration grew as team members struggled under the weight of bureaucracy rather than focusing on creative output.

A Tipping Point:

The situation reached a crisis when a critical campaign was delayed due to the cumbersome process. Multiple reviews and approvals slowed down the project, resulting in a missed deadline for a high-profile client. This incident jeopardized the company’s reputation and highlighted the inefficiency of the current system. It was clear that changes were needed, and quickly.

Introducing the Starfish:

During a particularly tense team meeting, Sarah, a forward-thinking team member, suggested they try the Starfish Diagram Retrospective to address their problems. She explained that the Starfish Diagram is a simple tool that helps teams reflect on their current practices by dividing them into five categories: Start Doing (new actions to implement), Stop Doing (actions to discontinue), Continue (effective actions to maintain), More Of (actions to increase), and Less Of (actions to reduce).

Sarah’s approach was met with interest, as the team was eager for a solution that could help them navigate the chaos. She quickly drew the diagram on a whiteboard, divided it into five sections, and handed out sticky notes. Each team member was encouraged to write down their thoughts anonymously and place them under the appropriate category. This exercise allowed everyone to share their frustrations and ideas constructively.

• In the Start category, suggestions included starting regular, brief planning sessions to align on goals and reduce last-minute surprises.
• Under Stop, the team unanimously agreed to stop the excessive approval processes for minor tasks that were causing delays.
• The Continue section reinforced the value of maintaining their collaborative brainstorming sessions, which fostered creativity and innovation.
• For Do More Of, the team proposed increasing direct communication to quickly resolve issues instead of waiting for formal meetings.
• In Do Less Of, the focus was on reducing the number of reviews for non-critical tasks, which was identified as a major bottleneck.

This exercise brought immediate clarity. The team realized that while the intention behind the current process was good, the execution needed significant changes. By collaboratively identifying these adjustments, they created a new, more streamlined approach that everyone could support.

Positive Outcomes:

The changes from the Starfish Diagram exercise brought transformative results for the marketing team. By reducing unnecessary approvals and reviews, workflow efficiency improved significantly. Tasks that once took days were completed much faster, allowing the team to focus on their core strengths—creativity and strategy—rather than administrative tasks.

Regular planning sessions and a new project management tool helped the team become more organized and proactive. Deadlines were met with ease, boosting client satisfaction and restoring the team’s confidence. Empowered by a clearer framework, team members took more initiative and made quicker decisions.

Morale improved as frustrations from the old process disappeared. Regular feedback and brainstorming sessions fostered a collaborative atmosphere, enhancing communication and teamwork. The team’s renewed energy led them to tackle new challenges with enthusiasm.

The positive results caught the attention of upper management, who decided to use the Starfish Diagram Retrospective across other teams. This approach to continuous improvement became central to the company’s culture, fostering a more adaptive work environment. The ripple effect increased overall productivity and drove sustainable growth.

Ultimately, the marketing team not only improved its performance but also set a new standard of efficiency and innovation for the company, turning previous obstacles into opportunities for growth and learning.

Key Takeaways:

1. Promote Regular Reflection: Retrospectives like the Starfish Diagram encourage teams to regularly reflect on their processes, helping to identify what’s working well and what needs improvement.
2. Facilitate Open Communication: Regular retrospectives provide a structured environment for team members to voice concerns and suggestions, fostering a culture of transparency and trust.
3. Encourage Continuous Improvement: By regularly reviewing and adjusting processes, teams can stay agile and responsive to changes, continually improving their workflow and productivity.
4. Highlight Small Issues Before They Grow: Retrospectives help catch small problems early, preventing them from escalating into bigger issues that could threaten the team's effectiveness.
5. Empower Teams to Take Ownership: Involving team members in retrospectives gives them a sense of ownership over the processes they use, which can boost morale and engagement.

Conclusion:

The story of how the Starfish Diagram saved the marketing team is a reminder of the importance of regular retrospectives in identifying and addressing problems early. Don’t let an unrealistic process slow your team down—use tools like the Starfish Diagram to keep your team aligned and your company thriving. Effective leadership is about managing the details that keep a team productive. Start today, and see how a simple tool can make a big difference.