What’s the optimum number of direct reports? How many people should a single manager have working for them? What we are referring to, of course, is “Span of Control,” and though there can be unique situations in some organizations, there are also decent historical guidelines.
Span of control isn’t simply dependent on individuals; it’s a basic limitation of all managers as it describes only their direct reports. Though any manager can control any number of people if there are enough levels in between, not so when it comes to direct reports.
Research (mostly military-based) has shown that a leader can directly control about three to six persons effectively. Additionally, the “relationships” among those supervised are as important as their actual number.
Managing four people who interact constantly might be harder than supervising five or six who work largely independently.
Generally, an executive (someone managing managers) should supervise a maximum of four or five people.
In real practice, you don’t have to be an expert to know if you’re in trouble with span of control. If you have more than half a dozen people reporting to you, it’s probably too many.
Even six could be too many if those six have consistent dealings with each other. The reason of course, is that in addition to managing relationships with each subordinate, managers have to get involved to an extent in their relationships with each other.
In simple terms, going from four to five direct reports, each with four direct reports of their own, potentially doubles your effective workload while increasing your output (productivity) capacity by only 20 percent.
If the people you supervise don’t interact, you can handle more of them.
Remember, too, that I’m discussing managerial span of control — managers managing managers. The numbers can increase significantly when managing individual contributors, particularly if highly skilled.
I didn’t disappear, just fell victim to the “wait until the end of the year to do that” disease.
I did, and it hurt. Traveled 6 out of the last 8 weeks out of the year… and remember, I’m one of those that doesn’t even like to travel. Simply brutal.
Further, with the growth of my business, I’ve been in something of a “hiring” mode, and that’s equally difficult to do — personally — while traveling.
Speaking of hiring… now that the new year is upon us, it’s a great time to do some cleaning up. And I mean the really difficult stuff. Have that performance conversation with the under-performing employee; hire that new sales or marketing pro; stop doing those things that don’t create enterprise value, and focus on those things that do.
I’ll be back soon with something to write home to mom about — thanks for tuning in.
Fish or fowl? Black or white? Day or night? We frequently find ourselves arguing whether human resources — as a function — is a true business partner in the strict financial sense or an employee advocate in the most liberal sense.
We’re wasting our time arguing semantics and methodology. Our resources are better spent discussing and acting on results.
First, let’s get some clear definitions and positioning. Is the human resources executive the do-all, end-all example of goodness and perfect behavior in the organization? Of course not. No single person or function is solely responsible for our organization’s’ moral compass. We are, however, the keeper of that compass, like it or not.
It’s simple logic, not the soft, intangible, transactional focus that many embrace. As human resource executives, we function as primary agents of organizational and behavior change — it’s what we do. As focal points for change, we become the de-facto example for that desired behavior. Sorry, but there is a modicum of “glass house” while leading human resources.
This doesn’t mean we are, necessarily, this “employee advocate” that so many speak about. It simply means that we must be exemplify and model the very behaviors we hope to see in an organization. Yes, to some degree, that’s every executive’s charge. But again, we may not be the moral compass of our organization, yet we are surely the keeper of same.
So what, you say? Here’s “what:” We must be true business partners in every sense. Our goals must always be the organization’s goals — no exceptions. Within legal and ethical boundaries, we should be prepared to do whatever is necessary to support our firm’s vision and direction with personal conviction. This is non-negotiable. In addition, we must always recognize that — like it or not — employees (managers and executives often included) look to us for positive, correct examples of desired behavior.
Let’s make sure we set that positive, correct example.
In my many years of experience growing, coaching and training leaders, I’ve discovered that it’s seldom talent… or training… or give-a-shit… that interferes with a leader’s success…, at all but the senior-most (the senior-most) level.
It’s reinforcement. Or, more appropriately, the lack thereof. Managers are trained, facilitated and coached, then return to the barren wasteland of their workplace, left to fend for themselves amid the hyenas, badgers and cape buffalos.
Identifying appropriate leadership behaviors is certainly valuable. Ensuring learners can understand and assimilate those behaviors… equally important. Senior leadership reinforcing those desired behaviors… priceless.
“In behavioral psychology, reinforcement is a consequence applied that will strengthen an organism’s future behavior whenever that behavior is preceded by a specific antecedent stimulus.”
Thank you, Dr. Pavlov.
In consulting terms, he means “When you ring the bell, the dog slobbers.”
And before any Psychologist wannabes (or the real deal) start to educate me on classical vs. operant conditioning, cut me some slack. It’s newsletter article, and I’m trying not to induce an eye-rolling coma.
Now, let’s be clear. Reinforcement isn’t reminding. Reinforcement is used to specifically connect awareness to execution. Or to quote the slobberin’ dog Doc: It’s “a consequence applied that will strengthen… future behavior.”
Like all things necessary and valuable, there’s a process involved, or in this case, four “elements:”
1 – Set expectations. And make ‘em clear, using specific, plain language. Employees sometimes have some difficulty doing their basic jobs; adding “mind-reading” to their description is just plain unfair. And by clear, I mean the employee should be able to read it back to you, and you agree “that completely covers it.” I can’t tell you how many times I’ve asked if someone understands the expectations, and being told “well, they sure should,” based on peripheral, related discussions. I’m not talking hints, clues or innuendo here—I’m saying use simple, concise English language.
Unless of course you don’t speak English.In which case… ah, never mind.
2 – Follow-up. Make your expectations clear, then back up a bit and give employees room to do their job, exhibiting the very behaviors you are reinforcing. That doesn’t mean “never look back;” to inspect what you expect isn’t micro-management, it’s just good management.
3 – Consequences. Good and bad. Negative consequences generally sound like discipline or punishment and can serve as a learning opportunity. The purpose is to associate a behavior with something unpleasant, so they will not repeat that action (and others may see they are not supposed to act that way either). Positive consequences are still in response to an action, but this time, it’s a pleasant response to positive behavior.
Often times, when we give a negative consequence, we are actually reinforcing a behavior because we are giving that outburst unqualified attention, so be careful here.
4 – Modeling desired behavior. If you want someone to behave a certain way, the gold standard is to make sure they see you behaving that way. Sounds simple, doesn’t it? Actually, it is, though we oft-times manage to screw it up. We’ll promote positive motivation, then threaten someone because “it’s a special situation.” We’ll say we want no profanity, then let it slip because “we were provoked.” We’ll talk about timely meeting attendance while justifying our “hectic schedule.” No excuses. Model it, or don’t expect it. So, we reinforce to get the actual behaviors desired. Consistency, awareness, feedback, and a helping manner (we want them to grow and improve) are all essential.
I had a mid-level manager ask me recently, “Is there a difference between giving feedback or giving criticism as a leader? Seems like the same thing to me.”
The differences seems subtle, but in reality they’re pretty damned big. And from a results perspective, the differences are huge.
Huge differences. Most have to do with intent and desired outcome.
Criticism, in its simplest form, is for the giver, not the recipient. To criticize is one of the easiest forms of ego defense, and is generally a display of defensiveness and lack of personal confidence. We criticize most when someone aspires to accomplish what we cannot (or will not), or when their accomplishment could somehow threaten ours.
It’s acting out hurtfully with negative thinking.
Feedback, on the other hand, is principally to help someone grow and improve. To positively change a behavior for the better. In other words, it’s more of what we recommend they do, and less of what they did wrong.
Further, if we include some self-reflection in our feedback — opening ourselves to others — we both grow. Our blind spots will be forever blind without effective feedback from others, and people are more inclined to be open with those who have been similarly open with them.
The Johari Window is a great tool for determining how public or “open” you are to receiving feedback, which is crucial for your feedback to be well received.
The more I increase my “public” or “open” window:
The less I am blind.
The less I have to worry about keeping things hidden.
The more I may discover parts of me that I like, which are hidden.
I can’t reduce my Blind area without help from others (feedback).
If I am to help others, I must learn to give helpful feedback.
It really is that simple.
And Be Brazen, remembering that Grace and Accountability can coexist.
Leading with influence is real leadership. It’s the only leadership that matters.
But how? It’s simpler than we sometimes think, so let’s just keep it that way. No need to complicate things unnecessarily. Three areas to focus on:
Know your audience. Influencing at a senior level is not the same as doing so for a more junior audience. Senior folks tend to grasp concepts and ideas more readily, while our up-and-comers can focus on our specific words so closely they can sometimes lose sight of the big picture.
Keep it intentional. Leading isn’t an offshoot, an unintended consequence, or an afterthought. It’s your primary focus, as should be your efforts to influence. Make your intentions known – no one should have to guess. Do good things, then move on without fanfare. Be the example, not the excuse.
Be aware of your impact. Like it or not, you’re always “on.” Effective leaders don’t get to have bad or “cheat” days. Those you lead need you at your best – or at least your apparent best – all the time. Be mindful that your influence doesn’t lead to unintended consequences.
Leading with Influence is simply “be the good example” on steroids. Exemplary, intentional behavior along with clear language on expectations and results gets us pointed in the right direction.
