How to Get Out of Firefighting Mode: II

Some of us have been in firefighting mode so long that getting far enough ahead of the fires to carve out some time to make sensible plans can seem like an unattainable goal. But by changing the way we deal with urgent problems, we can increase the likelihood of returning to routine. Here are four suggestions for breaking out of firefighting mode by changing how we address the fires.

Triage the problems

Instead of letting the order of discovering problems determine their priority, set priorities consciously. Designate a small team — two or three people are usually enough — to assign a priority to each problem as it arrives. Let them decide who is available to work each problem when its time comes.

This is the group that must occasionally make the hard decisions to "let some fires burn." (See "How to Get Out of Firefighting Mode: I," Point Lookout for January 25, 2017) Such decisions will stick only if the members of this group have the respect of the team and their management.

Empower the problem solvers

Concentrating decision-making authority in the hands of a few carries a risk of creating bottlenecks, which then compromise a team's ability to get ahead of fires.

With regard to problem solving, push decision making out onto a larger circle of problem-solvers by creating authority boundaries that enable more people to solve problems with autonomy. Some tactics that help:

• Specify classes of problem solutions that can be implemented at lower levels.
• Assign problems to the lowest level available team members who are qualified to deal with those problems.
• Provide expert advice and support to less-expert problem solvers rather than dedicating experts to solving problems.

Search for common causes

Sometimes Concentrating decision-making
authority in the hands of a
few carries a risk of
creating bottlenecksproblems that appear to be unrelated are actually different sets of consequences of the same underlying problem. When this happens, solving problems independently wastes resources. Worse, independent "solutions" are unlikely to succeed, and might even conflict.

Keep in mind the possibility that a single issue can manifest itself differently in different contexts. Before investing significant time and resources in solving two problems independently, seek convincing evidence that they really are independent.

Include firefighting in risk plans

If your organization has much experience with firefighting mode, planning for firefighting risk can reduce the likelihood of fires, and reduce fire lifetime when fires erupt.

A firefighting risk plan could include criteria for declaring and terminating states of fire danger. Three levels of fire danger are probably sufficient. Define routine procedures for each level. Examples:

• Level 3: Elective paid time off is suspended
• Level 2: Triage team is activated
• Level 1: Triage team deactivated and elective paid time off is encouraged

Study the tactics and strategies of wildland firefighters and emergency incident responders. There's no need to re-invent what has already been invented.   First issue in this series   Top    Next Issue

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Allocating Action Items

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See also Project Management and Project Management for more related articles.

Forthcoming issues of Point Lookout

Coming April 23: On Planning in Plan-Hostile Environments: I

In most organizations, most of the time, the plans we make run into little obstacles. When that happens, we find workarounds. We adapt. We flex. We innovate. But there are times when whatever fix we try, in whatever way we replan, we just can't make it work. We're working in a plan-hostile environment. Available here and by RSS on April 23.

And on April 30: On Planning in Plan-Hostile Environments: II

When we finally execute plans, we encounter obstacles. So we find workarounds or adjust the plans. But there are times when nothing we try gets us back on track. When this happens for nearly every plan, we might be working in a plan-hostile environment. Available here and by RSS on April 30.

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