Systems over Plans

Instead of making plans, build systems. While striving to make intelligent decisions, you should be thinking in systems. Let me explain.

Systems beat Plans

When you make a plan, the best outcome is what you defined when you made the plan. You are trying to get from point A to B and determine that it takes steps 1, 2, 3, 4, and 5. If the plan is executed and unfolds perfectly, you are at point B. You can actually do better.

When you build a system, the resulting process (the “how”) can more efficient than a plan. You are trying to get from point A to B. You can see that the path is likely 1, 2, 3, 4, and 5. But, you should assess the situation at each step. If you are driving to a destination, what if the road conditions changed? Maybe the rough dirt road shortcut you were avoiding is now paved? If you stuck to the plan, you would have missed an opportunity to shorten the trip.

Another example is loading data into a spreadsheet for analysis. The task might also be expressed as A to B in steps 1-5. The insight from the analysis enables your team to take advantage of opportunities or remediate risks. Thus, shortening the cycle time is a critical business objective. If it is long-running process, you should seek more efficient paths than business as usual. Maybe there are unleveraged features of the spreadsheet that could help? For example, recognizing that the data contains delimiters could completely eliminate steps 2, 3, and 4. I think you get the point. But, it gets better.

When you build a system, the resulting outcome (the “what”) can be more effective than a plan. Continuing the example of loading data into a spreadsheet, frame the task as “A to B?” with an emphasis on the question mark. Also, maybe the steps are “1, 2, 3, 4, and 5?” with the emphasis on the question mark. If the overarching objective is being able to make intelligent decisions as quickly as possible, maybe analyzing the data in a spreadsheet is not the right B (destination). Maybe loading it into a business intelligence (BI) application would be better? Maybe the BI tool can provide data visualization that also allows you to shorten the time needed for the analysis? Even better, maybe it enables the discovery of insights beyond the capability of a spreadsheet that have an even greater impact on the business.

Systems, not plans, give you the opportunity to improve your initial destination, the what, and journey, the how.

Reinforce Guardrails

For your teams and for yourself, strive to build systems versus make plans. Thinking through plans provides critical input in building systems. In fact, you may put a system in place and the outcome is the same as the plan. That is not a bad thing. It means you validated it was the best destination and path. But, if you started with the plan, you closed the door to considering alternative destinations and paths that might be superior to the plan.

As I strive to lead, I seek to build systems. I view it as putting and reinforcing guardrails for the team and myself. If the team knows the objectives and understand the guardrails, they can drive to the destination.

Minds and Hands

Another way to think about systems over plans is in terms of your team’s minds and hands. If you rely on setting plans, you are largely using only your team’s hands. Yes, they might have input when you are setting up the plan. But, once the plan is set in motion, they are executing…only using their hands.

If you reinforce guardrails and the objectives (build a system), you are leveraging your team’s minds and hands. The wisdom “none of us is as smart as all of us” applies. Like expressed earlier, they may end up at B using steps 1-5. But, they might surprise you by determining a more relevant destination and better path. For example, how often does a client ask for something specific that is not what they actually need? If you are executing plans, the client gets what they asked for, but not what they need (the best outcome). If you build systems, the client benefits from meaningful value add.

Also, while you are the boss and think you know the right path, remember that you used to be where your team is. You leveraged your mind and hands that justified rising to your level. Give your team the same opportunity. It only reflects well on you. Do not close the door to adding ever-increasing value by insisting on your plan (versus building a system).

Initial Unknown is OK

One area plans beat systems is initial certainty. With plans, you who the specific and intended destination when you start. With systems, the initial intended destination is directional. You might end up someplace else. There is unknown. If control is your priority, you will struggle with systems. If your management does not appreciate systems, you will struggle with systems. Given the ever-accelerating rate of change, plans become obsolete more quickly than ever. So, be OK with the unknown. Be ready to pivot in the face of new intelligence. Commit to systems over plans.

Build systems, not plans. You end up at a better destination, the what. You optimize the path, the how. You empower your team by leveraging their minds and hands. They are the ones driving. You are the seldom noticed guardrails.

#leadership #StrategicPause

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