Tips for Decision Making

SPECIAL GUEST BLOG By Harley Murphy, Strategic Change Mentor, Mentors.ie

We have many examples of decisions in the recent past that have proved disastrous and we wonder with hindsight how such poor decisions happened? As Edward de Bono states the secret to better decisions is ‘knowing what to pay attention to and what to ignore’. So here are some tips to consider:

Some Tips:

  • Framing : frames are mental models we use to simplify our understanding of the complex world around us. They involve our assumptions, often taken for granted, about how things are/work. We can improve how we frame by:
  • Consider adopting multiple frames. F.Scott Fitzgerald said “The test of a first-rate intelligence is the ability to hold two opposed ideas in mind at the same time and still retain the ability to function.”
  • Honestly critique our reference points & the yardsticks that we use.
  • Surface implicit assumptions and then test & probe them.
  • Leaders should hold back in influencing team members

Intuition : is fundamentally about pattern recognition and pattern matching, based on our past experiences. When we use our intuition we do not evaluate a whole series of alternatives, as many decision making models suggest we do. The former head of General Electric, Jack Welch said:

“Sometimes making a decision is hard not because it is unpopular, but because it comes from the gut and defies a ‘technical’ rationale. Much has been written about the mystery of gut, but it’s really just pattern recognition, isn’t it. You’ve seen something so many times you just know what’s going on this time. The facts may be incomplete or the data limited, but the situation feels very, very familiar to you.”

In making decisions based on our intuition we need to be honest in evaluating of our own experience in the particular situation and context in which that decision is being made. Without good experience we may make a poor decision based on limited exposure to such events/situations in the past. In that case we should confirm or disconfirm our decision by:

  • seeking the input of others who have experience
  • confirm or disconfirm your decision through further rational analysis

Independent experts: a commonly used approach to validate or otherwise important decisions is to seek the input and views of outsiders. This has the advantage of introducing someone outside the company or particular circumstance to bring a fresh and unencumbered analysis to bear, hopefully operating from a different frame of reference.  This reduces the risk of falling into some of the traps mentioned above and also helps to guard against conformity and groupthink.

“ After a battle is over people talk a lot about how decisions were methodically reached but actually there’s always a hell of a lot of groping around.” Admiral Frank Jack Fletcher

The Myth of the Rational Executive

SPECIAL GUEST BLOG By Harley Murphy, Strategic Change Mentor, Mentors.ie

When, on 10th July 2007, Chuck Prince, the CEO of Citigroup Inc, then the largest global financial services company, was asked whether he had any fear that the financial boom might be coming to an end, he was infamously quoted as saying:

"When the music stops, in terms of liquidity, things will be complicated. But as long as the music is playing, you got to get up and dance. We’re still dancing.”

It turned out that the music stopped pretty soon for Chuck Prince and in November 2007 his last dance was a two-step out the door of Citigroup. Citigroup’s share price went from around USD $55 in Jan 2007 to under USD $4 in September 2010. We know, of course, that Mr. Prince was just one of many bank CEOs that were ejected once the hangover from the wild dancing on Wall Street and elsewhere took hold.  In Ireland, the Lord of the Dance was, of course, Sean Fitzpatrick of Anglo but he had a major cast of others with him.

How could so many apparently bright and experienced senior executives, across much of the globe, make such a series of stupid ‘irrational’ decisions? Particularly when history provided contrary facts and when even signs of major cracks in the whole financial fabric had begun to appear.

In this piece the focus is on the decision process itself and how our understanding of this has developed, particularly in relation to advances in neuroscience.  Unfortunately, it would seem that many of those in powerful positions in business and our society still operate on the basis of the old paradigm as it relates to decision making.

That old paradigm was outlined in the 17th century by Rene Descartes, who is considered the father of modern western thought and the founder of the rational method.  He championed the concept of dualism as it relates to mind and body. He believed that the mind was non-material and only existed in humans. Our passions or emotions were associated with the body and were therefore seen as animalistic.  Man differentiated himself from other species by reasoning, so this was considered of a higher order than emotions, which consequent ‘feelings’ only distracted us from greater clarity in our thought and decisions.

The archetypal model of rationality was Mr. Spock from Star Trek, an alien being of higher intelligence, who was not hindered by emotions or subjective feeling in arriving at decisions. This was then the model to aspire to, if one wanted to make better decisions. Being highly rational and being very intelligent was one and the same thing. Better decisions, including those relating to business, came from putting our emotions firmly to ‘one side’.

Well this view or belief structure can now rightly take its place beside Ptolemy’s geocentric model of the universe, of the sun circling the earth.

In the new paradigm we now know from various scientific sources that emotions play a central and crucial role in our decision making. To be even more definitive, we know that without our emotional capacity we actually struggle to make decisions at all.  This has been shown most dramatically through case studies of individuals who have suffered severe damage to their limbic system (emotional brain) caused by accidents or brain surgery.  The brilliant neuroscientist and writer, Antonio Damasio, in one of his books  ‘Descartes Error’, deals with real life clinical examples, particularly the case of Elliott.  He was a young man of high IQ who had major surgery to remove a brain tumor that unfortunately damaged part of his frontal cortex, central to emotional functioning. Elliott could still discuss the pros and cons of various scenarios (his IQ remained intact) but he could no longer choose between them. Reason without emotion is ineffective.

Through the work of Antonio Damasio and others we know that our decisions rely not only on immediate facts but on our experience/memories of previous similar events and that these memories are both cognitive and emotional.

In his excellent 2009 book – ‘The Decisive Moment’ Jonah Lehrer explains that while the emotional brain is capable of astonishing wisdom, it is also vulnerable to certain innate flaws. These cause the horses in the human mind to run wild, so that people gamble on stocks, acquire investment property and run up excessive credit card bills etc. Lehrer makes the point that the relatively primitive reward system of our brains was not designed to cope with situations like the random oscillations of Wall Street. When the markets keep going up people/executives are led to make larger and larger wagers in the market. Our ‘greedy’ brains are convinced they solved whatever market we are investing in and we don’t think about the possibility of losses. We often hear that fateful statement on such occasions – ‘but it is different this time. ‘Not to invest/wager was to drown in regret, to bemoan all the profits that might have been earned. These neural signals emanate from a particular area of the brain rich in dopamine, the neurotransmitter chemical linked to the brain’s complex system of motivation and reward.  In a sense we are biologically programmed to create and participate in market bubbles.

What are some of the things we can do to assist our decision making now that we better understand the mental process?

  • Executives should recognize that the old dictum ‘Should I go with my gut feeling or be more analytical ?’ is not the complete question. Your intuition or ‘gut’ is only as good as the experience that informs it, –  this must be brought into the equation and executives should hone their intuition by reflecting on their past experiences;
  • Value others experience highly and ensure this is shared in a meaningful way through mentoring or other such practices. This not only assists the mentee but also assists the mentor in clarifying what is often implicit knowledge;
  • Pay more attention to exceptional or odd cases ;
  • Take a written note of the times when your decisions were wrong and refer back to this log on a regular bases:
  • Rely not only on postmortem sessions to learn from past mistakes but hold pre-mortem sessions to avoid future mistakes.

The Balanced Scorecard – A Framework for Change

SPECIAL GUEST BLOG By Harley Murphy, Strategic Change Mentor, Mentors.ie

I had the pleasure in mid-October of listening to Professor Robert Kaplan at the Staff Balance event in Dublin.  Kaplan & Norton developed the concept of the Balanced Scorecard (BSC) in 1992, which is now used globally by thousands of leading companies. The Gartner Group estimates that over 50% of large US firms had adopted the BSC by the end of 2000. It is now widely used throughout Ireland, the UK, Continental Europe, Scandinavia and Japan.

The Balanced Scorecard has been recognized as the most widely used performance management tool (Bain & Co.). Kaplan & Norton have led its evolution from it’s early incarnation as a performance measurement system to it’s now widely adopted place as a strategy development/ execution system. At the highest conceptual level the Balanced Scorecard has been defined as:

‘A framework that helps organizations translate strategy/(change) into operational objectives that drive both behaviour and performance.

I have added ‘change’ to the definition above as that is what I wish to cover in this article. Strategy and Change Management are, of course, very close bedfellows these days. Indeed, Kaplan & Norton have quoted as stating:

“Managing strategy is synonymous with managing change.”

Professor Kaplan has an excellent article on leading change using the Balanced Scorecard framework in November’s Balanced Scorecard Report, published by Harvard Business Review.  In this article he outlines how the six stages of the Kaplan/Norton strategy execution system can be utilized as a methodology to operationalise the eight stages of John Kotter’s eight principles of change.  John Kotter, who is recognized as one of the most influential writers on leadership and change, describes these in his book, Leadership Change.

Professor Kaplan notes the absence of any role for measurement in Kotter’s eight principles and I consider this a really crucial point. During my own considerable experience in leading major change projects, in a number of financial services companies, I was often struck by the lack of a structured company wide approach to measuring the success (or otherwise) of major projects. This is what first attracted me to the Balanced Scorecard approach eight years ago.

Some other key points made in the article were:

  • the role of leadership in creating the vision for change;
  • the importance of creating the climate for change;
  • that resistance often comes also from senior managers;
  • the power of the Balanced Scorecard tools in helping the leadership team to articulate clearly the cultural, structural and operating changes necessary for the transition to the envisioned state and gain commitment.

Scorecard measures eliminate the ambiguity and provide clear answer to every employee to the questions:

  • Does my company have a strategy for success?
  • How does my coming to work each day play a role in the company’s success?

The multiple perspectives of the Balanced Scorecard provide a balance between the longer term outcomes – for clients & shareholders – and the near term improvements in processes, staff capabilities and IT which are intended to drive these outcomes.

The change goals of the organization are aligned through the cascading mechanism built-in to the Balance Scorecard which flows right down to the personal objectives set for each employee.

Monthly Change Review meetings are held to review a pre-defined agenda.

In summary, this change management tool helps everyone understand how they contribute to organizational goals & strategies, supports meaningful performance measures across four linked perspectives and aligns all business units & staff to deliver the change objectives.

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