Sunday, December 28, 2008

Two in a BOX Style of Management

Definition

“Two-in-a-Box” is a style of management in which two individuals are jointly responsible to manage an organization. On the organization chart two names are listed in “one box”. It has also been called, “Management Pairing,” or sometimes affectionately known as “Two-Headed” Managers. It is not common practice and can have a negative effect if not designed or executed well. However, when required by business conditions and when executed well, it delivers better organizational performance than a single manager could obtain in the same situation. It exists in companies only at highest levels of management.

Types of “Two in a Box”

- Senior and Junior
- Peer to Peer
- Client Facing and Backend Operations
- Technical and Business
- Projects and Operational
- Strategic and Tactical

When to use “Two in a Box”

In the vast majority of cases the primary reason for using this management tool is to pair two managers with complementary skills so that the organization can have the benefit of persons’ experience, expertise, and perspective.

Typical Cases/Scenarios

- A job with very broad scope
- Very complex organization
- Start-up or reorganization situation
- As a succession planning tool

Advantages of Two in a Box

– Better quality of decisions
– Role models collaboration to balance strategic/tactical
– Management coverage is always available
– Provides excellent learning environment for both managers
– Enables both the managers to improve their skills
– Effective Tool for grooming future successor

Disadvantages of “Two in a Box”

– Requires a high level of management maturity
– High overhead cost – Salaries for 2 managers
– Can be used as a “COP OUT” Technique; Used to Select a Manager
– Decision making is slow if communication is not effective
– Can limit both partners in responsibility and accountability
– Subordinates can use situation to their advantages (playing mom and dad against each other)

Examples of Companies using “Two in a Box” Model

Intel Corporation

Intel has evolved the structure and discipline and introduced it at nearly all levels of management. It has also evolved in purpose. Initially, many pairings were done defensively or in reaction to a manager who was struggling. It is used at many levels in IT and is transparent to the client

Cognizant Technologies

Cognizant Technologies uses this relationship model in Global IT Services Delivery. Cognizant embeds personnel with demonstrated domain experience in the client organization to help drive IT strategy and ensure business alignment. This model helps Global Companies achieve better returns on their IT outsourcing initiatives. It is fundamental to the Company’s business model, culture, operating philosophy and organizational hierarchy.

Success of “Two in a Box”

The following will increase the likelihood of success:

- Make roles, responsibilities and expectations very clear
- Mutual Trust and good Communication
- Identify a senior partner if appropriate
- Avoid putting managers in direct competition
- Discuss career development plans for the pair up front
- Identify successful role models.
- Ability to share power
- Recognize and reward successful collaboration

Conclusion

Although this is an effective tool, it must be used with caution. There is no out of the box solution and every company needs to adjust this as per their requirements.

Saturday, December 6, 2008

Solution to America's Problems - Setup a World Class Rail Transport System

How Railways will change America

Reduce our dependence on oil
Reduce out dependence on Big Three
Generate thousands of local jobs which cannot be outsourced
Benefit to people who cannot drive
Less traffic, less drving stress
Healthy life styles - as people will have to take some walk daily to go to Railway Stations

When Europe was upgraing their street car system, we were destroying street cars in favor of cars. This country badly needs a mass transit system to generate jobs and make lives less dependent on cars

Sunday, June 1, 2008

How to implement changes in an IT organization

Business Problem
Technology up gradation projects are very time consuming resulting in delays and poor data quality. Major reorganizations in the last year had a tremendous impact on our project management resources. Due to lack of project management resources, our projects coordination is suffering. Even after employees working for 60 hours a week, we are not able to meet project deadlines. We have a high no. of obsolete applications running in our environments.

Managing projects with globally spread resources is another major challenge for our organization. Our Business partners are not satisfied with the business processes and capabilities.

Change Goal
Upgrading to latest systems for IT Infrastructure

We need to adapt the latest technologies so that our customers can enhance their supply chain management. Being a global organization, supply chain is the core of any business. Supply Chain Applications supported by us need to be at the cutting edge of technologies. We also need to maintain a SLA of 98 % uptime for our systems while undergoing all those changes.

Standardizing our Application Environment

We run hundreds of applications in our company – adding to the business capabilities and increasing productivity of our employees. We need to reduce the quantity of applications (about 33 % reduction in 2 years)



Develop a highly cohesive and agile organization structure

We need to provide a single stop solution – for all information technology needs of our clients. This involves setting up the org structure in line with the Functional Organizations. At the same time, we need to be a flexible service organization – ready to implement new projects/systems for clients reducing the Program Life Cycle.

Metrics

New IT Systems for Supply Chain implemented in less than a year.
Some of our enterprise applications are very complicated with many interfaces. We need to ensure that we don’t take more than 3 Quarters to implement any up gradations/migrations.

Projects not delayed by more than 10 % of the target deadline
Some of our projects almost take double the time to implement than anticipated. This happens for a variety of reasons. To meet client targets and to avoid cost escalation, we will try to finish all projects within the margin of 10 %

No Legacy Applications on Waivers for more than 1 year.
Legacy applications are a kind of liability for an organization. They are critical, but expensive to support. Typical life of an IT System is 5 years. We want to implement/upgrade new systems as soon as they are available – so that we do not have to keep our applications on unsupported systems for more than 1 year.

No Engineer working for more than 50 hours a week.
Engineers should not be doing the PM work also. This reduces their productivity and disturbs work life balance. No engineers should be working for more than 50 hours a week unless there is a crisis.


Best Known Methods for any CHANGE Implementation

Creating a shared vision

We will ensure that our vision reflects the values of the company. It is important that we remain proud of our teams, peoples, services & products. We need to ensure that our goals are aligned with corporate business objectives.

Effective Communications

We will use all channels of communication to convey the positive impacts of the change. Our focus will be to make the change less threatening to the people. We will start small and simple; make information readily available to our employees, business partners and stakeholders.

Develop Enabling Structures

Our most important goal is to develop a cohesive team that is willing to accept the change and work towards a common goal. We will conduct extensive team building activities – which will include trainings, off site workshops, new reward and recognition system.

Creating a Sense of Urgency

We operate in a highly dynamic industry. Employees need to recognize the importance of the change and the need to implement it in targeted time frame. Any changes will linger for years lose their purpose.

Time to adapt

Our team members will be given sufficient time to adapt to the changes and get themselves comfortable and acquainted with the new structures and processes. We will celebrate milestones at all stages of minor achievements.

Commitment from the leadership

Management needs to show resolve to implement new ideas. This will ensure that we get the funding for the changes.

Buy in from the Work Force

No change effort can succeed if the resources that will ultimately implement the change are not on board with the new ideas. We will involve the engineers in the participative decision making. We will reinforce the change and reward those who take informed risks.



HELPS
BARRIERS


Educated and Skilled Employees
Comfort Zones
Educated workforce understands the needs for change in order to remain competitive. Skilled engineers know how to take informed risks and love to innovate.
Fears of the unknown - Some employees don’t not want to come out of their comfort zones. Although in the long run change is better for our organization to remain competitive so that our services are not outsourced, sometimes people are happy where they are instead of venturing into unknown territories.
Teamwork
Too many Organizational Changes at the Executive Level
We have a very solid team of engineers and team collaboration is at its best. Our skilled workforce is extremely dedicated and devoted to meeting the organization objectives.
If the upper management is getting changed at a frequent interval, then the purpose and direction of change is lost. Any change needs strong leaders to steer thru the pain and challenges of change.
Multiple Modes of Communication
Influence of others – Not to support CHANGE
Our team members meet at regular intervals thru staff meetings, 1:1 meetings, business update meetings, project update meetings. Also we utilize variety of communication technologies which include Video Conferencing and Instant Messaging Tools.
Sometimes our valued business partners are not supportive of what we are doing – because it will involve them to come out of their comfort zones.
Cultures and Values
Fast changing Complex Enterprise Technologies
Culture of long term solutions and identifying the root casue helps us in implementing process changes effectively. We try to take a holistic view of the problem and look for continuous improvements in our processes
In our group, any changes are particularly difficult to implement because there are myriad of technologies involved in our business processes. Any change to implement new technologies is risky, time consuming and very demanding.

ACTION PLAN
Key Actions
Responsibility
Target Date
Establish an EOL program to remove outdated and redundant applications
EOL Program Team
End of 2010
We have to prevent our application environment from becoming complex and inflexible. Generate an accurate list of all applications. 50 % of the the legacy applications to be EOLed in next 3 years. Create and document processes to identify opportunities, execute EOLs, and archive the source and data. Net present value savings from this will be 40 million dollars


Implementation of ITIL Practices
CMMI Compliance Team
Ongoing
We will start implementing industry standard ITIL practices for Incident Management, Project Management of IT projects. All our business processes will follow the ITIL framework.


Setting up of a centralized PMO office for new business engagements
GM - IT Operations
Q2 - 2008
All new engagements for landing new systems and applications will be handled thru a centralized Program Office. This Program office will gather all the requirements from clients, translate them into technical requirements and assign the projects to respective technical teams


Separation of Duties
Branch Managers
Q2 - 2008
We will define a clear separation of duties between Engineers and Project Managers. An engineer can do the PM work on a rotation basis – but he/she will not manage the PM role for a system for which he is also doing the technical work. Seperation of duties will also ensure compliance with major government regulations.


Localization of Resources for similar types of Projects
Project Managers
Q1 - 2008
We can ensure efficiency of operations by localizing the resources for similar types of projects. This will result in speedy implementations. Every project will have a local manager. We will form Tiger teams to work on mission critical projects.


Periodic business reviews & Open Forums about our service delivery model
GM - IT Operations
Quarterly
We will listen to our business partners on a more regular basis and get their feedback on our operations and performance. Plan is to have a business review every quarter.


Change the Org Structure to match the Vertical Organizations
GM - IT Operations
Q2 - 2008
We will change the Org structure to match the business functions. There will be separate teams of IT personnel for HR, Finance and Supply Network – each having an Account Manager. Our clients have a single point of contact for all their IT requirements


Adopt a culture of Continuous Improvement
GM - IT Operations
Q2 - 2008
We will clearly define our objectives and work on continuous improvement in the areas of employee morale, communication & organization building. We will be more responsive to improving manager & leader quality.

Tips on Savings

Economic condidtions are not good and inflation is at peak. Credit is cheaply available and banks want us to go deeper and deeper into debt. So how to save money in these days of hardship.

Money Savings Tips

1

If you have checking accounts with any good bank – convert them to Priviliged / Advantage Accounts – In most of the banks, you need to maintain a minimum balance of 25000 for all desposits combined ( Savings/ Checking, CD/IRA) – but you can get free cashiers check, zero fee credit cards and free brokerage account.

2 Don’t put all your money in US Dollars. Now that the US economy is in recessions and dollar is at it’s lows – open a NRI Account with Banks like HDFC/ICICI etc. NRI deposits are tax free. If you have a PAN No. from Indian Income tax department – you can also trade in mutual funds in India as an NRI.
This will protect you from the currency fluctations of the Dollar

3 Use your gift cards ASAP. Sometimes, the gift cards have an expiry date – even if not printed on the card. Moreover, with a large no. of stores going bankrupt – they are not obligated to honor gift cards. Don’t stack them in your wallet – Chances are you will lose them. Now a days there are many sites offering gift card swap service – if you do not need gift card of a store – you can get cash for those by paying a % of fees.

4 If you are not an egoist and don’t care what other say – sometimes buying second hand furniture (provided it’s in good condition) is really good. Advantages I see is that you need not assemble the furniture – the first owner assembled it for you and you can get it at really good price – and furniture cannot break like electronics. I don’t recommend buying second hand electronics – what happens if you buy a used TV and it breaks the next day you bring it home. You are not covered

5 Upgrade your electronics every 2 years. Technology is changing so fast – that any electronics item – like TV and laptops have a shelf life of approx. 4 years and they are worthless after 4 years. So instead of waiting 4 years – sell your electronics after 2 years and use that money to buy the latest gadgets. You will fins many stuent and labour people wanting to buy your old electronics. ( Use www.craigslist.org or www.sulekha.com ) Sticking to a store which pays you rewards benefits you in the long run. Although you can get good deals online for the electronics – but what happens if there are issues with the hardware and the vendor goes bankrupt by the time you need to return the item.

6 Save on Coffee –

2 coffee from Starbucks at 3 dollars per coffee for every working day = 6 x 20 x 12 = 1440 Dollars per year – That’s the money saved for a return ticket to India.

7 If you are a happy reader – get books from library and HALF.COM There is also a web site for books swapping – www.paperbackswap.com

8 Ask your doctor for generic equivalent of prescription drugs – It is your right!!

Prescription drugs can cost anywhere from 20 -50 dollars – generic drugs are available from many stores including Walmart for 4 dollars.

9 Carpool

Who doesn’t know the price of gas - $1 for gallon days are gone. You cannot afford to live 80 miles away from office and drive to work everyday. But if you live far off from office – try to car pool – It will save you from driving stress, gas money – wear and tear of your car. Just imagine how many less cars will be there on the freeway – if carpool becomes a norm rather than exception – we will have less traffic and pollution on the roads.

10

Selling a million dollar home California – 6 % Broker commision is 60,000 Dollars


Why not use a discount broker – who helps for 1% commision

Friday, May 30, 2008

Savings based Economy

Lets start savings and come out of debt.

STRONG FINANCIAL SYSTEM BASED ON SAVINGS ECONOMY

Time and again I see articles in Business magazines that financial systems in Asian Countries are not well organized and we need to make them strong as American and Western Financial System. Work made me live in Asia, Middle East, Europe and America and I really wonder sometimes as to what is a Strong Financial System.

What kind of strong American Financial systems do we want to impose on Asian Countries?

- One which leads to sub prime crisis and foreclosures creating havoc for the housing market
- System where the Americas savings rate is in negative percentage
- Strong Financial markets where stock crashes from 150 Dollars to 5 Dollar leaving old people’s pension vanishing overnight
- Strong System where the Govt. is in Trillion Dollars Debts.
- One where even essential commodities are not regulated by Govt. and oil companies can make a profit of 40 Billion while public has to buy gas on credit cards.
- Strong Credit System where every stage of an adult person is dependent on credit - From 18 to 80 years living on debt (Student loan at 18 years to Reverse Mortgage at 80 year)
- Where Majority of large corporations pay no income tax
- Rich farmers get millions in livestock compensation while teacher’s compensation is at 30000 dollar a year for their hard work
- Basketball stadiums are being built with millions of dollars and schools are being closed for lack of funds.
- Minimum wage has not risen in the last 10 years while cost of living has increased three to five times.
- World’s richest country in the world – with limited resources ever for healthcare

What kind of strong financial system is this??

So why do we want to impose this STRONG financial system on other countries which create wealth only for top 5 % of the society and leaves other 95 % working throughout their life.

In Asian countries, most of the retired Govt. employees own their homes free of debt and live on their pensions.
Even today, an average middle class family can afford to send their kids to college without taking a home equity loan for education.
Prices of essential commodities are controlled by Govt. so that MNCs cannot make exorbitant profit on gas and food items.

If America has a strong Financial System – why are we in this crisis of today? Why Feds need to save the Banks in this STRONG Financial Market System. Why Airlines are getting bankrupt and stores closing daily and thousands of jobs being lost.

Capitalism and consumerism are good for a society for improving the economy – but then, excess of everything is bad – That’s what is happening here in America. Capitalism at its peak is increasing the gaps between the rich and the poor. Consumerism is making all of us slaves of credit.

So let’s stop imposing our Strong Financial System on other countries and see what we can do to improve America. Let’s put our house in order first.

America is a country of innovation. It cannot maintain it’s supremacy by military power. Nobody likes foreign power – whether it’s a family, a company or a country. So instead of showing our might – we should better prove our supremacy by our technology and innovation – which can be used to create a better world. World used to respect us for our Innovation. But how can we maintain our supremacy in innovation - if we do not produce enough engineers and scientists. How we will produce great engineers – when kids will not have money to go to college.

So what do we need to do to make us the technological leaders and get respect of the world – create the dream America where the cream of the world’s talent want to come for studies living and working.

I see two main solutions for the problems we have today

1 Make higher education affordable. Students should get low interest loans directly from Fed. Feds should promote savings for higher education – spend money on creating tomorrow’s engineers and scientists – who will invent world class products – and lead the technology revolution.

2 Invest in a nationwide Rail / Transport System ( just take the example of Swiss Transport System – where you can go from point to point – without having a car)

How will railways benefit us?

It will generate thousands of Jobs – which cannot be outsourced
It will reduce our dependence on foreign oil
It will make our society healthy – Walking to train stations daily and no stress of driving will make people healthy (see the Europeans – They also eat cheese pizza, chocolates and French fries – but it’s their daily life style which keeps them slim and healthy)
It is environment friendly
Safe and friendly transport – no airport security hassles.


And Finally – REDUCED no. of cars per family – will lead to reduced maintenance, insurance and gas expenses – it will lead to money savings for families – more savings will lead to more money for college – which will lead to more kids going to college – which will lead to more engineers, accounts and scientists – more innovation we produce – better paid jobs – less debt – no sub prime mortgages a better, healthy and rich society.

So let’s stop advising other countries on how to make their Finacial Systems Strong. Let’s start thinking on what we need to do for improving the conditions here in America. There is no harm in learning about a good transport system from Europeans and a good savings habit from Asians.

From families to companies to Governments - Let’s try to make this society less dependent on DEBT. April is “National Financial Literacy Month” – Let’s learn to start savings – otherwise day is not far off when we will have to buy gas and groceries using home equity loans. Let’s implement a strong financial system based on savings and not on debt.