Review – Sound advice on managing collaboration in teams

Collaborative IntelligenceCollaborative Intelligence: Using Teams to Solve Hard Problems. J. Richard Hackman.

I first met Richard Hackman in my doctoral studies. I was taking his course on the social psychology of organizations and the twenty five page reading list was an early hint that I might not have fully understood what I had signed up for. The enrollment was small so there was no place to hide. I did survive the experience and learned much of what was on that reading list. Better still, Hackman was THE authority on creating and leading teams.

This book grew out of his work with the U.S. Intelligence community post 9/11. That work flowed out of the belief that “what is most needed these days to generate the insights that policymakers demand are interdisciplinary teams that cross traditional institutional boundaries.” That is a need that is central to the mission of any knowledge intensive organization operating in today’s environment. This book is Hackman’s distillation of decades of work with teams of all forms and missions.

The essential message of the book is that the biggest payoff in quality team results comes from the work the goes into setting the team up for success at the outset. Getting the initial conditions right and crafting good performance strategies proves to be far more important than team-building, coaching, or process management along the way. Think of it as empirical support for the adage “well begun is half done.”

The book is organized around exploring and elaborating on six enabling conditions that set a team up for ultimate success. These six conditions each get their own chapter:

1. creating a real team (rather than a team in name only),

2. specifying a compelling direction or purpose for the team,

3. putting the right number of the right people on the team,

4. specifying clear norms of conduct for team behavior,

5. providing a supportive organizational context, and

6. making competent team-focused coaching available to the team

Much of what follows is solid, but unsurprising, advice for creating and directing teams. That doesn’t make it any less valuable, particularly given how often it is ignored in practice.

There are interesting insights that are especially relevant for teams doing knowledge intensive and innovative work. For example, Hackman points out that “only rarely do teams spontaneously assess which members know what and then use that information in deciding whose ideas to rely on most heavily.” This is part of a larger problem that managers generally don’t seem to do a very good job of designing work to take advantage of what teams can bring to a problem. Managers seem to be biased toward carving tasks up in a quest for the illusion of manufacturing efficiency rather than on “ways to elicit and integrate the contributions of a diverse set of performers.”

In an interesting parallel to Fred Brooks’s observations about the “mythical man-month”, understaffing teams seems to produce extra motivation and energy, while overstaffing appears to mostly lead to problems not benefits.

Diverse, interdisciplinary, teams are assembled on the premise that pooling team members collective knowledge and expertise will produce more innovative solutions. Here is Hackman’s cautionary take on that goal:

Perhaps the greatest advantage of teamwork is that team members have diverse information and expertise that, if properly integrated, can produce something that no one member could possibly have come up with. It is ironic, therefore, that teams typically rely mainly, and sometimes exclusively, on information that is shared by everyone in the group. Information uniquely held by individual members may not even make it to the group table for review and discussion. For decision-making and analytic tasks, that can significantly compromise team performance.

This reinforces his advice that team effectiveness depends greatly on the design of team structure, membership, and performance strategies. Putting the information in the room is not sufficient; you must also explicitly design for surfacing and sharing that information.

One of the most interesting findings about effective teams comes from research that Hackman worked on with his colleague Connie Gersick. They discovered an interesting pattern in how effective teams managed their time over the course of a project. They found that

every group developed a distinctive approach toward its task immediately upon starting work, and then stayed with that approach until precisely half-way between its first meeting and its project deadline. At that point, all teams underwent a major transition that included altering member roles and behavior patterns, re-engaging with outside authority figures or clients, and exploring new strategies for proceeding with the work. Then, following that midpoint transition, teams entered a period of focused task execution that persisted until very near the project deadline, at which time a new set of issues having to do with termination processes arose and captured members’ attention.

This would seem to contradict assumptions about what constitutes best practice in project management circles. Project managers are trained and rewarded for their ability to develop an initial plan and carry it to conclusion. Few project managers are likely to prepare or submit project work plans built around the assumption that the plan will be scrapped and rewritten halfway through the effort.

The way that I reconcile this apparent contradiction is to observe that many projects are not about exploration or innovation but about executing to a well specified final result. Hackman and Gersick’s observations appear to be most relevant to teams tasked with addressing the non-routine. It suggests that project managers need to be very careful to understand and communicate the limits and relevance of mainstream project management practices when dealing with less well-defined questions. This is increasingly relevant in the turbulent environment that more and more organizations are compelled to work in today.

This is not a long book, but it is dense. There is a lot of wisdom within that is grounded in a combination of rich field experience and rigorous thinking.

Problem-finding on the Path from Invention to Adoption

The intersection of two key dimensions of how we think offers an interesting insight into the path from new idea to successful innovation. Alan Kay discusses them in a talk he gave last year at Demo 2014 called “The Future Doesn’t Have to Be Incremental.” It’s an excellent use of your time, if you’re prepared to think about what Alan is saying. Alan can be a deep and a dense thinker; he’s the kind of teacher where it might take days or weeks before the argument he is making hits you with its full force. This is our problem as the student; not Alan’s as teacher. Consider yourself warned as well as encouraged. The payoff is worth the effort.

If you want to skip to the part of the video I want to examine today, go to the 18-minute mark. The first dimension he addresses is how we respond to new ideas or tools when they appear. Most of us (95% per Alan) respond to a new idea or tool in an instrumental way; we evaluate the idea in terms of how it might advance our current agenda. Our default response is WIIFM—what’s in it for me? One in twenty of us, however, asks a more generative question—should I revise my agenda based on this new idea? This difference in attitude is essential to invention.

Another way to characterize this is whether someone reacts to a new idea in a closed or an open way. A closed response to a new idea treats the idea in terms of how it advances an existing agenda or goal, while an open response maps to Kay’s notion of reacting to a new idea in terms of how it might modify, reshape, or obsolete a current agenda. While WIIFM may be the question in either case, the shift in stance is important.

The second dimension Alan explores is that of extraversion/introversion. I find it more helpful to think of this dimension as your compass; is it social or personal? Do you look to the group for your primary source of direction or do you look inwardly. Again, more than 80% of us take our cues from the group. We are, after all, social animals.

Taken together, we get the following diagram, which I’ve scaled to reflect the general 80/20 proportions at work:

NSC-AlanKayInventionInnovationGrid-2015-02-10

These dimensions aren’t completely orthogonal, but they do set up an interesting set of questions about invention and innovation. Work gets done by the grand majority of people who are tuned into the social matrix and see new ideas in terms of how they can advance existing agendas. At the opposite end of the diagonal, new ideas are generated by the few percent who don’t pay much attention to the social matrix and are on the prowl for truly new ideas.

The challenge is that you need both groups to collaborate to generate big innovations. This collaboration is hard because the mindsets are so different from one another. The greater burden, I suspect, lies with the inventors (broadly writ). They are the ones who must walk their thinking back from what might be to what can be done now and set a path forward that avoids the temptations to settle for the incremental.

This is a leadership task. And not simply a visionary exercise in painting the future in an attractive and compelling way. It depends on some ability to anticipate key forks in the path and to recognize the risks of alluring junctions that lead to the incremental rather than the transformative. Essentially the leadership task here is one of problem-finding and problem-framing; it is about directing the problem-solving capacities of the organization toward a future that is not simply a straight line projection of the present.

Connected Courses Course – An Experiment in Collaboration – #CCourses

I’m carving out time to participate in what I see as a worthy experiment in collaboration. It’s been organized by some of the most interesting people working on online learning and seems to be attracting an equally interesting collection of people interesting in participating.

Here’s what they have to say:

We invite you to participate in a free open online learning experience designed to get you ready to teach open, connected courses no matter what kind of institution you’re working in. We’ll explore how openness and collaboration can improve your practice and help you develop new, open approaches.

You can mix and match — take one unit or take them all, and go at your own pace. You’ll be joined by other participants from around the world who are looking to:

  • get hands-on with the tools of openness;
  • create open educational resources, curriculum and teaching activities and get feedback from a community of your peers; and
  • connect with and learn alongside other faculty, educators and technologists.

Sign up and receive updates from the organizers. Everyone is welcome, and no experience is required. We will all learn together in this free and fun opportunity to start planning your own connected course. The instructors, award-winning university professors from around the globe, are the innovative educators behind successful connected courses such as FemTechNetds106phonar, and the National Writing Project CLMOOC.

An orientation starts Sept. 2 and the first unit starts Sept. 15, 2014 and you can sign up and find more details about the topics we’ll be exploring at connectedcourses.net.

[Connected Courses Sign Up]

This is being billed as “a collaborative community of faculty in higher education developing networked, open courses that embody the principles of connected learning and the values of the open web.” I think it is something richer than that.

Paying attention is the least that you should do if you are interested in issues of collaboration, learning, and new organizational forms. Jumping into the pool with the rest of the crowd is a better idea.

Interested in being part of a unique problem solving team?

For the past several years we’ve been working to create the world’s largest high-performance team for problem-solving. This two-minute video captures the essence of what we are trying to accomplish:

We’ve been actively recruiting for the next stage in our development, which will be a beta test that will run over the next six months. We expect the time commitment for this phase will be 2-3 hours per week. If you think this is something you’d be interested in, drop us a line at info@cminds.net and we’ll be in touch.

Collaborating Minds

Some details about what my partner in collaboration, David Friedman, and I have been up to lately.

Improved logo with background and tagline
For the past few months, my colleague Jim McGee and I have been hard at work on a project we’ve named Collaborating Minds. It will be an online problem-solving community — with a unique membership recruiting strategy. The goal is to create a resource that will be able to assist organizations with hard problems by providing rich insights and multiple perspectives. It’s a marriage of some of the ideas of crowdsourcing with the principles that make for high performance teams. It’s an example of getting more people to work together better, a topic I wrote about a while back.

Collaborating Minds’ main assets will be:

  1. Its network of 500-700 part-time participants
  2. Its approach to community building and structured problem solving,and
  3. Its software platform that supports and enables the community building and structured problem-solving. 

The people will be recruited and selected based on their interest and ability to work together in the community in just the way the software platform allows. They will include people from a very diverse set of backgrounds. We’ll have scientists of various stripes, engineers of various types, humanists, consultants, experts in all kinds of fields. So in that respect it will be like crowdsourcing.

The community and the problem-solving will be actively managed, and the members will be expected to get to know at least some of the other community members outside the context of the specific problems we are working on. Community members will help each other on their own issues and challenges, and can use the problem-solving tools provided to do so if they like.

The software platform includes a social network of a particular kind, and a structured problem-solving process and spaces for the problem-solving to occur. The problem-solving method will combine structured asynchronous elements and structured synchronous elements (online meetings). We also will have an alternative free-form option for members to use when the structure isn’t right for the problem at hand.

There’s a lot more info available now at the Collaborating Minds site. We are almost finished with the alpha version of the software platform and are starting to talk with people about recruiting and membership. We have a lot of unanswered questions (e.g., precise target markets, compensation, and governance) and probably some wrong answers to others. One of the best things about this idea though, is that we can aim our group at ourselves; if this sort of group can generate insightful and powerful solutions to hard problems (which I believe it can) then it help us solve the issues that remain ahead.

Collaborating Minds
David Friedman
Fri, 24 Jun 2011 19:07:11 GMT