Watch out for that wall!

 On Brake pads and checkups

Our car currently needs new brake pads. In fact, it needed new brake pads a month or so ago and it is making those metallic noises indicating that the changing of the brake pads is now overdue and causing some damage to the brakes themselves. I can just hear those of you who are car savvy saying, ‘Crazy woman! If you don’t get the brake pads changed soon then it will be a much more expensive exercise!’ I will not argue with the wisdom of that statement. And if I keep ignoring those metallic sounds then I could ultimately be in danger of insufficient braking power and find myself running into a wall or into the back of another car. I might also hear you say, ‘This woman does not know the importance of the regular upkeep of a car.’ Even those of you who are not car savvy will recognize the folly in not taking regular care of such a valuable asset.

Although most of you would immediately recognize the importance of regular tune ups and basic car maintenance, most business owners/organization management do not recognize the importance of regular organizational health checkups for that most important of assets, their business. We are going to know very quickly if we run out of fuel in a car as it putters to a stop but it is only via regular check-ups that we discover what is going on under the hood with the mechanics of the car; whether brake pads need replacing or the oil needs changing or we need new tires.  Regular car tune ups keep the engine in top shape and usually provide security so that we won’t have any serious mechanical problems.

At an initial glance, it may appear that once administration systems are set up in a business or organization that the work is done. However, the kind of processes and administration systems that were wonderful for a business start up may not remain suitable as the organization develops. Systems need to be adjusted and tweaked regularly. We all like to hear about a highly successful, fast growing business. In such businesses there can be a tendency to focus all our attention on that growth, forward and upward, our foot is very heavy on the accelerator. Progress can be heady and all consuming and in our minds it is logical to focus on those aspects that will directly increase our profit margins, the number of customers or the volume of sales.

There are dangers and potential blocks to growth if we ignore regularly "servicing" the underlying systems we have in place to support growth. Yes, it is much more exciting to focus on the profit making exercises but a poorly maintained race car never wins the race. We run the risk of our business going at top speed and then unable to take a corner or running into a wall because of a lack of brakes.

What is an organization ‘tune-up’?

Any system tune-up would begin with an analysis of all of the key supports in place that underpin our activities.  The following examples are not exhaustive nor are they all essential for review at any one time. Any combination will depend on the nature and the growth levels of each business or organization.

•         The financial management system
•         Staff recruitment processes 
•         HR support systems
•         Procurement processes
•        The distribution model for goods/services
•        Communication processes between the components of your business and externally
•        Administration processes to track sales, contacts, business activity
•        The marketing plan 
•        Client follow ups 
•        Risk management
•        Compliance with regulatory  requirements/contract compliance
•        Quality assurance

For public and non-profit organizations, the desired skills of the governance board may also change according to the changing needs of an organization. At a management level, the CEO or Executive Director who had the drive and motivation to kick off a new service may not have the necessary skills for stabilizing and consolidating an organization’s ongoing service.

It is my belief that it is not only possible but essential to create a highly responsive organization whose systems correspond to changing needs via regular systemic reviews.

Through a series of these blogs, we will begin to explore how to fine-tune the basics of our infrastructure and maintain a well oiled business/organization. We can explore the equivalent of the "metallic sounds" that tell us that we urgently need to update some aspect of our functions. I am looking forward to exploring the most effective means to managing and even implementing organizational change with you. I would love this to be a two way conversation and would welcome your input.