Today, some might say that all these management buzzwords such as ISO, TQM, Knowledge Management, Key Performance Indicators, Leadership etc. are waste of time, money and most commonly...they are burdening.
"Let us work...we're not thinkers, we don't have time for all these extra documentation" commonly used phrases not only from the downliners but surprisingly the top management as well.
Ok, let's revisit some of the systems - not too technical but some 'loose ends to tie up'.
a) Is the system required by the organization? If so... why? If it's not required, why do it?
b) If the system is required, then how to go about it? Where to start?
c) Is the system tailored-made to the organization scope of services or product?
d) Do the system require 3rd party help? If so...do we need to spend a lot of money?
e) Will the system generate profit? How much?
f) What do I get implementing the system?
These are the questionnaires that go unanswered. Even though there are some responses but the answers are inconsistent from one person or one company to another.
Before I go on answering these questions..let me emphasize that :
"There is NOTHING wrong with the system"
"It is always about the people running the system"
So, here comes the answers but don't count on them. They are based on my own true experience. Looking into what I have below, you will find a paradox in each of them.
a) Study the work-culture of the company first. (mind you...not the professional part but the human factor)
You may have a very good Human Resources Department in the front line, conduct psychometric tests in interviews, hiring the best candidates for the job, thorough JD and KPIs, organizing trainings and workshops and so on.
But you will be perplexed of so many candidates being interviewed have some similarities : they always promise you 'miracles' but after being hired, they appear not to be so motivated anymore except at month end and awaiting final performance evaluation.
Yes, you can have motivation and team buildings sessions, bring them on a company trip or organizing a family day with good meals, you still can't make it, not long after the meaningful event, they go back to their old ways!
Thus, what sort of system that you need to bring in? Strange it might seems...the system must go according to the work culture and environment of the company. Bring change but not changing the work culture - the changes in the existing work culture is the prerogative of the MD or President only.
Surprising, the top management will feel offended when people start questioning or changing the work culture. So...do not touch the work culture - even how negative it may seem to you, bring in any system, it will eventually work!
b) The system will be required when THE COMPANY START TO LOOSE MONEY! or there is a law governing the need of the system.
So bring in or suggest a cheap and affordable system first but ensure that you give a comprehensive information.
No hiding!
No "who move my cheese" policy!
No "pay me first and I'll do the job"
Give the company or the top management what they need and not what you need...(money).
Believe me, they will share the cake with you. (those who overlook to give you bonus or raise or payment - should the company is successful due to your contribution...will always LOOSE in the end - trust me..I know - it's like karma)
c) Tailor made? Yes, it must be customized according to the type of services or scope of work of the company. Do not introduce something totally irrelevant even how good you are.
d) On the issue of requiring 3rd party help...the answer is YES and NO.
"Yes" - if you are not familiar with the system or you do not have the confidence doing the system. And later after the system is established and running, there is NO need for a consultant's help unless for maintenance only.
"No" - if you are bold enough "to go where no man has gone before" then conduct your own research - there are plenty of information and data online. Join public training, conventions, buy books or materials, join forums online etc. Ask a second opinion only when required - remember, choose the right people that you wish to enquire, otherwise you'll end up with suggestions like "let me be your advisor and consultant" and you will be back at square one.
e) The system will generate profit provided that the organization is TRANSPARENT, not greedy for money and started to control money stingily. Do not alter the figures to avoid detection of PROFIT by the financial auditors prior to year-end audit. What is there...present them...adopt a high integrity and sincerity.
Give away bonus or perks to those who have worked hard and dilligent. There may not be a need for the employers to see 'documented evidence'.
Just look at your subordinates below...you'll be surprised - how many staff are willing doing good job without wanting recognition (now this is what we call "JOB SATISFACTION")- just reward them...give them your full attention! These are your loyal supporters!!
f) The question of what do you get out of the implementation is subject to the following :
a) The willingness to change your mindset on :
i) If you have a Safety or Quality Policy, it is NOT a safety/quality policy, it is YOUR COMPANY's Policy - so goes to the Safety or Quality System or KRA or KPI etc. It is the COMPANY's system. It is about the way your company work and not "I'm doing this because I want the ISO cert"
Believe me..after you get some international recognition, you and your staff will abandon the system eventually. And this abandonment will also happen when :
ii) you think that the system is burdening you, then you will be 'murdering' the system or hoping for some miracle that the system will become an android one day and work by itself.
iii) you have some funny ideas that "this is not part of my Job Description", "I'm not paid to this system", "I want a raise"..then you and your staff will shy away and not feel part of the system. (No OWNERSHIP feeling)
And please.... Stop the madness about qualifications and affiliationships, MBAs, PhDs, Chartered Member of some Space Garrison etc.
- Hire the person who can do the job,
- Do not discriminate the 'less qualified' person by giving a low paid salary, (pay according to his performance)
- Hire a sincere person,
- Reward the person regardless to his/her position - office assistant, despatch rider or even a general labour if proven the person is responsible enough to promote your company and bring good projects and prospects to you.
Think of the system as a PROFITABLE investment to you. So, be happy and proud of the system and when implementing it or reviewing them...
CHANGE THE WAY YOU LOOK AT NEGATIVENESS!
TURN NEGATIVENESS INTO POWERFUL POSITIVE ONES!
Feel the system and you'll be fine.