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Responding to a Silent Problem

Friday, August 27th, 2010

The Gulf of Mexico oil spill story has raged on for upwards of 4-months now. It’s been been a story with anger displayed, heartache captured, concerns emitted and consequences discussed. Yes, it has been a long and arduous 4-months. Yet despite the magnitude of this disaster, it can be broken into three parts, These being:

  1. Exploring the great unknown. “What will be the consequences, if any?”
  2. Shutting the beast down. “This thing is bigger than we’ve been told, can it be shut down? If yes, how soon.”
  3. Gathering information to avoid a similar catastrope in the future. “Every disaster reveals consequences from the unknown. Until its been experienced, its difficult to understand all of the unintended consequences of certain actions and procedures.”

As part of the third stage of this story, the investigation is revealing that numerous silent problems were present. For instance, recent stories reveal that a single engineer may bear a huge responsibility in the blowout.  However, this isn’t the story I’m fascinated with at the moment. I’m intrigued with how the environment is and has responded to this ecological disaster - most of it is a huge surprise - most scientists included. This story is titled, the great vanishing oil spill.

Yes, microbes may become the heroes of the Gulf of Mexico oil spill by gobbling up oil more rapidly than anyone expected.

This leads me to a parallel discovery. As I have worked with organizations and helped them work through their silent problems, I’m always surprised how organizations respond from the effects of silent problems.  And once it is solved, the results can be equally surprising and unexpected. At times, organizations remain devastated for months on end. However more often than not, once the silent problem is identified and rectified, a rejuvenation phenomenon often takes place. Unexpectant individuals step up to the plate with previously unknown skills that can be leveraged. New processes and procedures that were unwelcomed, are suddenly adopted. However most important in this equation, people learn how to speak about the unspeakable, and take action. Quite similar to the little oil eating bacteria at the sight of a natural disaster.

Silent Problems & Persistently Bad News

Monday, July 12th, 2010

One might wonder why Toyota has been consistently delivering bad news since the initial brake recall some 6-months ago? And how about the falterig economies in Europe like Greece and Spain. And what about all the stories related to the financial crisis like Lehman Brothers, Bear Stearns, Citi Group and others in recet years? Its almost as if there was pent up bad news once the initial story broke loose. Then once the floodgats opened, the torrent of bad news was overwhelming.

For instance, last week I was working with a client that had experienced a barrage of silent problems surfacing in recent months. To say the least, the many layers of bad news was taking its toll. On the surface, it felt as if the sky was falling. However in reality, there was a cleansing process underway. It was painful, yet necessary. An excellent story relating to this phenomenon is Toyota, who has experienced a multitude of quality related problems in 200. This past week they announced a 2nd recall in less than a month, this one for defective engine valve springs. A recent news story notes:

Toyota knew two years ago about the engine problem behind its latest Lexus recall, even changing the spring part to correct it, but did not think a recall was warranted until recently, a company official said Tuesday.

Toyota Motor Corp. started Monday a global recall over engine defects in its Lexus luxury models sold around the world, as well as the Crown sold in Japan, moving to repair some 270,000 vehicles to replace valve springs — crucial engine components that are flawed and could cause vehicles to stall.

In August 2008, Toyota changed that spring part, making it thicker, to prevent the problem, spokesman Hideaki Homma told The Associated Press. That is why the latest recall does not affect vehicles produced after August 2008.

What Toyota is experiencing today with the high volume of recalls is typical in many situations. What is really being exposed here is a system and culture oriented towards avoidance and neglect. And now that a new course has been set, the torrent of silent problems is being vetted all at once. However in the end, this will become positive if the problems aren’t too big to manage. Eventually this will lead to new systems, new degrees of accountability and most importantly, an integral part of their new culture.

Frustration

Tuesday, June 8th, 2010

The BP oil spill is ongoing. The pictures are becoming more vivid. The eventual outcome more dire. The ecological impact growing.

Yes, the BP oil spill is a disaster in every sense of the word. And because BP and the various response teams appear to always be playing a “too little, too later” scenario, a sense of frustration is setting in. Frustration with government’s response. Frustration with BP and its ever changing story. Frustration with the lack of progress. Frustration relative to what the future could look like.

Frustration is terribly debilitating. And yes, the BP oil spill is quickly becoming Obama’s Katrina.

Yes, there appears to be a lot of FRUSTRATION left in this story.

Silent Problems Play By Different Rules

Monday, May 17th, 2010

Have you ever noticed that problems that have been silenced tend to play by a different set of rules? When a problem that is being silenced is exposed, a strategy to keep it silent appears to be standard protocol. A case in point, I’ve discussed the silent problems over at Toyota repeatedly over that past 6-months. Quite honestly, records reveal that Toyota historically has tried to silence problems. This past week another story surfaced. This one out of the Associated Press, it states:

Toyota officials were looking to attack the credibility of witnesses who testified before Congress about sudden acceleration problems in the automaker’s vehicles, according to a report in Washington Post.

The Post says it obtained documents that show Toyota sought to create a public relations campaign based in part on polling that questioned the integrity of two witnesses. Such polls are used by businesses and politicians to test the weaknesses of their opponents.

The Post identifies the witnesses as Sean Kane, a Massachusetts safety consultant, and David Gilbert, an auto technology professor. Each criticized Toyota’s handling of the problem.

In response, Toyota told the Post it never produced advertisements based on the polling.

When I read stories related to silent problems like these, I’m not surprised by what is considered a possible defense/offense. Everything is placed on the table so to speak. Everything is calculated. Risk and opportunity measured. After all, once a problem has been silenced - a change in the game plan cannot occur midstream. Because this would be considered guilt, which carries a high degree of financial risk and exposure.

5-Attaboys Displaces 1-Awe S…

Wednesday, May 12th, 2010

The impact that silent problems (problems that are being avoided, neglected, are going unnoticed or are being intentionally silenced) tend to be profound and damaging. Their impact can affect performance areas ranging frm profitability, to employee engagement & turnover, to customer satisfaction. This morning I came across an interesting article by Bob Sutton that highlights this effect. The article is titled Bad is Stronger than Good - The 5:1 Rule. It states:

“Bad is Stronger Than Good”  is the title of one of my favorite academic articles, which shows that negative information, experiences, and people pack a far bigger wallop than positive ones.  I touched on this theme in The No Asshole Rule and dig into in detail in the forthcoming Good Boss, Bad Boss. But perhaps the most important finding for most of us is the research on  romantic relationships and marriages: unless positive interactions outnumber negative interactions by five to one, odds are that the relationship will fail.  Scary, isn’t it?

Several studies found that when the proportion of negative interactions in a relationship exceeds this “five-to-one rule” divorce rates go way up and marital satisfaction goes way down. The implications for all of us in long-term relationships are both instructive and daunting: If you have a bad interaction with your partner, one (or apparently two, three, or four) positive interactions aren’t enough to repair the damage.  It apparently takes at least five — at least over the long-term. Related studies on workplaces suggest, along similar lines, that bosses and companies will get more bang for the buck if they focus on eliminating the negative rather than accentuating the positive (although the latter is important, the best evidence suggests that more effort and resources should be focused on getting rid of bad people and experiences).

When we leave silent problems to sit and ferment, it takes a lot of good will to neutralize them. And in most instances, we come up short. Yes, the odds are against you. In fact I would suggest that the longer they remain silent, the challenge could easily approach 10, 15 or maybe even 20 attaboys to neutralize an entrenched silent problem. That is a high mountain to climb.

This is simply one more reason why silent problems should be dealt with proactively, not reactively. And conducting a silent problem audit is an effective means to completing the task.

Another Fine Mess - Spain

Wednesday, May 5th, 2010

The formation of the European Union took decades to create and may take only a couple of years to destroy. The foundational concepts behind the Euro were solid, and generally worked well in improving Europe’s position in the World marketplace. However today, everything appears to be unfolding. And the next card following Greece is Spain. In a recent New York Times article titled Spain Seen Moving Slowly On Financial Reforms illustrates what could happen next. Personally, the most interesting aspect of this article relates to the numeous ties to my work on silent problems (problems that are avoided, neglected, going unnoticed, or are being intentionally silenced). Here are a few of the excerpts.

Slow Decision Making: A planned merger has stalled between two weak savings banks in Galicia, in northwestern Spain, illustrating the reluctance of the Spanish government to take a firmer hand to its financial problems. The longer consolidation is delayed among the banks, which are saddled with losses on loans to the construction industry, the more expensive it may be to deal with them.

 A Problem Neglected: José Luis Rodríguez Zapatero, the center-left prime minister, presented an austerity plan this year based mostly on measures that would not kick in until next year at the earliest. The measures include spending cuts amounting to a modest 2.5 percent of gross domestic product. But Mr. Zapatero may no longer be able to wait. Just as he has been unable to force the savings banks, Caixanova and Caixa Galicia, to consolidate before the situation deteriorates further, he finds Spain increasingly vulnerable to forces beyond its control.

A Problem Avoided: To date, Mr. Zapatero’s policies have rested on the hope that the economy would begin to recover soon and that the jobless rate would average no more than 19 percent this year. Yet the jobless rate has already reached 20 percent, according to government statistics for the first quarter released Friday, almost double the level when Spain’s recession began in 2008.

A Problem Avoided: Indeed, Mr. Zapatero has shown little inclination to force change on his people. In late January, his government proposed pushing up the retirement age to 67 from 65 to help cope with the costs of a rapidly aging population. After a series of protest marches, the plan was put on the back burner.

The silent problem matrix I describe in my book explains and predicts what happens when they finally surface. Their toxic nature is a result of neglect and avoidance. The key is how to surface these issues early in their formation, and how to take action. Silent Problems are playing an increasingly important in world markets and the future of economic progress.

Driveby Problems and Rants

Monday, May 3rd, 2010

Does your business experience frequent driveby problems and rants?

The other day I had breakfast with my friend Perry, and he introduced me to the possibility of driveby scenarios that occur in businesses every day. These occurrences amount to a quick “Did you know…”, “Did you see…” or ”Do you realize…” These driveby scenarios amount to a “Hey look over there…” and then the person that held the information is gone. Information has been delivered - although incomplete and probably somewhat criptic. A concern or problem is possibly raised. Except, they don’t stay around long enoug to ask further questions or to seek clarification. Now it’s up to you to decide what to do with it.  Is it important or not?

If you think about it, most of us have experienced such situations. At the very least, they’re a distraction. However in many situations, they’re a huge problem and potential liability. In these scenarios, what do you do? Do you go out of your way and seek more information? Do you simply ignore them? Or do you assume if its really important, more information will follow?

Today I wonder how many frontpage news stories in the business section have a “driveby” component attached to them. Is this at the heart of Goldman Sachs problem?

When you experience a driveby problem or rant, the next step you take may be more important than you think. Because if its really important - you’re exposed.

Mindless Time Clouded by Dust & Noise

Thursday, April 29th, 2010

Over the past week, I’ve been playing farmer. Actually that connotation seems quite appropriate in today’s agrinomic landscape of 4-wheel drive tractors, triple stack genetics, and behemoth farms. Yes, it is quite different than when I was growing up in Northern Illinois during my youth. A lot has changed and continues to change.

During my brief stay, I was navigating equipment that wasn’t quite primetime. Despite long hours following a line etched into the dirt, I find its always a wonderful time of mindless wondering. It does give a person time to think. I started to think of the many parallels between farming and business. Here are few things that surfaced - and which actually made sense.

  1. Predictability: Farmers every year start the year with many unknowns, especially weather. Rain or drought. Hot or cold. Late spring or maybe an early frost. Everything evolves and revolves around that little thing referred to as weather. To prepare, farmers must be ready and able to adapt and change their plans on the go - taking what mother nature gives them and then figuring out how to leverage whatever they’re given to their advantage. Business Lesson: Every business is exposed to factors outside of their control - be prepared and ready to deal with them by adapting on the go.
  2. Relations and Inputs: Most farmers value and leverage the relations and knowledge of their suppliers and consultants. These are the individuals that help keep their production costs low and maximize their outputs/revenues. Variabilities across the enterprise such as soil type, location (growing degree days that can be expected), climate are considered. And of course, geographical connections to buyers, whether that be an elevator down the road, an ethonol plant 50miles away, or a niche market. Business Lesson: A business should never become an island unto itself - leverage your internal and external resources to your advantage.
  3. Wandering Around & Scouting: Once the crops are in, farmers tend to be vigilant about wandering around in thieir fields and scouting their crops. They might be checking how the crop is growing, but also on the lookout for pests (bugs), disease and weeds that might might be impacting the field. Once a threat is identified, an assessment is completed - a recommendation is made. This might involve a treatment regiment, or just further assessment. At all times,  a cost - benefit analysis is made. Business Lesson: Wandering around and scouting is highly important in agriculture and in business. This is where a business learns what is really going on, and what can be improved.

These are just a few of the learnings while spending some mindless time clouded by dust and noise.

What other parallels can you think of?

And What About Those Silent Problems in the News

Monday, April 26th, 2010

It’s been a year since my book Without Warning first came off the presses. Since then, the incidences and case study possibilities relating to what I refer to as Silent Problems (problems that are being avoided, neglected, going unnoticed or are being intentionally silenced) seems to be growing exponentially. And the stories I’m referring to are front page news. Maybe that isn’t all that surprising due to the explosive nature of silent problems when they do finally become visible - Without Warning.

Over the past couple of weeks, news items that would fall under the umbrella of being a silent problem are worth noting. Here are just a few of the high profile cases.

  1. Porn at the SEC: One would think that the Federal Governement would have an effective I.T. strategy in place to prevent the viewing of porn while at work or with government owned computer equipment. Well, the SEC proved us wrong and received another black eye for incompetence. The Washington Post states, “Dozens of Securities and Exchange Commission staff members used government computers in the past five years to access and download pornographic images, according to a summary prepared by the agency’s watchdog.”
  2. Goldman Sachs on Winning: Goldman was considered the investment banking firm you could trust. Well, all of that has changed over the past 6-months or so, and its going to get even more complicated as Goldman e-mails show how crash turned into cash.
  3. Ratings Agencies Exposed: I guess we shouldn’t be surprised that the ratings agencies also have some dirty laundry now being exposed. From the Financial Times article, Rating Agencies’ Nixon Moment, “As one Moody’s managing director wrote to his superiors in 2007, the company’s errors, made it look “either incompetent at credit analysis, or like we sold our soul to the devil for revenue, or a little bit of both…” “Jason is looking into some adjustments to his methodology that should be a benefit to your folks,” wrote a Moody’s employee to a Chase banker.The bankers seemed fully aware of the competitive pressures the rating agencies faced - and they knew how to game them.”"E-mail from Moody’s chief risk officer to Raymond McDaniel, CEO, October 2007 - ‘[N]o body gives a straight answer about anything around here . . . how about we come out with new [criteria] or a new stress and actually have clear cut parameters on what the hell we are supposed to do.”

The list could go on including stories about the Catholic Church, Toyota and others. However the storyline is the same. A problem is avoided because it is too costly, potentially too damaging or simply too time consuming to solve. Over time, the problem grosw in size and magnitude, and jumping off the treadmill is too costly. And just like a volcano, when it blows the impact is devastating, extremely disruptive and costly. Such is the case of silent problems in the real world.

Keith Wendell, the new CEO at Harley Davidson puts it in perspective when talking about the tough decisions he had to make at the firm. “There is not one of us who wakes up in the morning and says, ‘Wow, this is another opportunity to ruin someone’s life,’ ” Wandell said. “. . .  But you cannot turn your head and look the other way when there are issues that are going to ruin the company. I wish we could be totally clear about that.”

Stanford & Madoff - SEC Treated Them Equally

Monday, April 19th, 2010

The SEC just came out with their report regarding Allen Stanford’s Ponzi Scheme. And guess what, it mirrors that of Bernard Madoff’s encounters with the SEC. In each case, the SEC acted like blundering idiots.  It makes one wonder if the SEC didn’t order their investigative license from an online diploma university for the price of $14.95. Because what has surfaced over the past couple of years reveals, the SEC has been incompetent on some of these matters!

As reported by the Wall Street Journal, The report (The SEC releashed a report on Friday) lays out a series of missteps by the SEC ignoring red flags being raised by the examiners in its Fort Worth office, who were “aware since 1997 that [Stanford] was likely operating a Ponzi scheme.” In four separate instances in 1997, 1998, 2002 and 2004, examiners concluded that Stanford’s businesses were either a Ponzi scheme “or a similar fraudulent scheme.” “The only significant difference in the Examination group’s findings over the years was that the potential fraud grew exponentially, from $250 million to $1.5 billion,” the report said.

In my entry, Blinded By A Dim Light earlier this year regarding Bernard Madoff, I state, How long does it take to catch a Ponzi scheme operator? Well, according to the report released yesterday titled “Investigation of Failure of the SEC to Uncover Bernard Madoff’s Ponzi Scheme,” 16 years!!! And that’s 16years from from the date the first red flags were raised about Bernard Madoff.  During those 16 years, the SEC opened five inquiries, and hundreds of red flags were raised.

The truth around stories like Madoff, Stanford and others scare me. And they should scare you too. They reveal that broad swaths of government are likely totally incompetent. Rules and regulations don’t matter. The leadership of these institutions are suspect. And most important, we, the American citizens and the US Economy is taking a hit due to these lapses. Ponzi schemes will always exist, how and when we shut them down determines the true cost of them. Here, we have failed. Madoff and Stanford were allowed to exist for years after the first signs of Ponzi started to surface.

Yes, these were silent problems that resulted into Without Warning events of immense magnitude.

Be the one to see it coming!

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Without Warning - Rondey Johnson

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