The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants Key Steps in Adaptive Leadership The below notes are taken, reviewed and summarized by Buyçe Tarhan from the book: The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz Introduction Adaptive leadership is the practice of mobilizing people to tackle tough challenges and thrive. The concept and the techniques discussed are rotted to the very fact that the challenges we are facing are becoming more complex, dynamic and ambiguous with multiple stakeholders in picture. We no longer find solutions by using the knowledge, expertise we have been relying on but need to be ready and willing to look with new perspectives, invite even more diverse players & stakeholders, involve multiple communities, and challenge our own mindset. It is only stating the obvious that our recent experience with the Covid-19 made it clear that it is time to be able to practice adaptive leadership. If we decide to move towards adaptive leadership we should understand that adaptive leadership is an iterative process involving three key activities: • • • Observing events and patterns around you Interpreting what you are observing and developing multiple possible hypothesis about the reality within these patters, Designing interventions based on the above two to address the adaptive challenge you have identified during the first two steps It must be noted that the above three steps take place in a circular motion and not linear hence repeating itself i.e. trial and error till you better the system to be more responsive to the reality at hand. This process could be seen in the application of medicine. Treatment comes after the diagnosis and in non-conventional cases, it presents a further opportunity for different diagnosis as one receives the results of the treatment. The TV Show, House provides good examples on this. Another thing that needs to be noted that adaptive leadership cannot be done alone. You need to bring people together to create the impact you are after without putting yourself at risk. There are four key steps in applying Adaptive Leadership approach. These are: I. II. III. IV. Diagnose the System Mobilize the System See yourself as a System Deploy yourself 1 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants Each of these four steps can further be elaborated as follows: I. Diagnose the System: 1. Diagnose the system itself: a. Understand status quo b. Discover structural implications c. Surface cultural norms and forces d. Recognize default interpretations and behaviour 2. Diagnose the Adaptive Challenge a. Determine technical problems and adaptive challenge elements b. Read the subtitles – what is beneath c. Distinguish four adaptive challenge archetypes: i. Gap between espoused values and the actual behaviour ii. Competing commitments iii. Speaking the Unspeakable iv. Work avoidance 3. Diagnose the political landscape a. Uncover values, beliefs driving behaviour b. Acknowledge loyalties c. Name the losses at risk d. Realize hidden alliances 4. Understand the Qualities of an Adaptive Organization a. Name the elephants in the room b. Share responsibility for the organization’s future c. Value independent judgement d. Build leadership capacity e. Institutionalize reflection and continuous learning 1. Diagnose the system itself: a) Understand status quo: Organizations have structures, process and culture that are based on solutions proven to be working in the past. The solutions, approaches and methods that helped the organization thrive in the past challenges and helped them to become tenacious. That is why, the organizations especially the successful ones which have been around for some time will be more determined to maintain what has worked them in the past believing that it will continue to work in the future. We all know, though, that this is simply not true anymore. When organizations find themselves in financial, social, political or any global crisis – problems that are novel, that require new perspectives to tackle, have multiple players and stakeholders involved, the old solutions therefore old systems fail to generate success. However, the leaders who become leaders because they know how to work within the system and behave to serve it and generate success, results that are expected and defined to be successful by the organizational system itself, would be less than likely to challenge the status quo, shake the boat. Further trapping the organizations by their ways of doing things just because they worked in the past albeit not even getting closer to help them thrive in the present or the future. 2 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants Leaders become “servants of what is”, rather than “shapers of what might be”. At first this is ok, because systems will need those who can understand them but in the long run, systems also do need leaders who can be independent enough to help it change and grow. b) Discover structural implications: In an organization, there are structures that put the system together and make it function; they can be referred as the playing ground where there are rules for all activities and interactions taking place. For example, these “structures” (such as performance and reward systems, how to recruit and onboard newcomers, bonus schemes, disciplinary actions, promotional systems, etc.) will reward certain behaviours while discouraging others. You may be rewarded (praised, recognized, given a salary increase, a new title) when you do not make any mistakes, bring new customers, generate the most income or profit, launch a new product and you may be discouraged, even punished (by delaying a promotion, denying a pay increase or a title, being sacked or even bullied) for risk taking, focusing on increasing employee morale and wellbeing, solving customer problems to favour their concerns but not the profit of the organization. You need to get on the balcony to consider the organization you are serving at and hopefully embarking on an adaptive leadership approach, to understand its structures and implications on the system, on the stakeholders, and on you should you be addressing an adaptive challenge. c) Surface cultural norms and forces: An organization’s culture is made up of its folklore (the stories that people frequently tell that indicate what is important – e.g., how someone got promoted, got power over another one, or was sacked), its rituals (such as how new employees are welcomed into the company, how birthdays are celebrated), its group norms (including styles, communication and addressing to each other’s, styles of deference, dress code, the topics that are considered to be safe to make jokes about etc.) and its meeting protocols (how problems are solved and decision are taken). All of these cultural factors influence the organizational ’s adaptability. Unlike structures, the culture of an organization is not written down or formally documented, so it takes deliberate and conscious effort to discern and describe in precise terms. However, culture still if not more powerfully determines what is considered acceptable and unacceptable. d) Recognize default interpretations and behaviour: In addition to structures and culture, an organization’s problem solving defaults can provide insights into the way your organization operates as a system – and its adaptability. Defaults are the ways of looking at situations that lead to people to behave in ways that are comfortable and that are generated because they are familiar, and they proved useful for explaining reality and solving problems in the past. A default interpretation, leading to a default response, puts people on familiar ground and plays to their organisation’s strengths. But in several respects, it can also be a constraint. It can blind people to a wider array of solutions and ideas that might generate more value. Defaults in a way are the biases of the organization and the individuals in it. Examples can be: all customers want more, employees cannot be trusted, we have to be competitive no matter what etc. 3 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants 2. Diagnose the Adaptive Challenge Adaptive challenges provide breakthrough opportunities, but they are difficult because their solutions ask people to change their methods, ways, perspectives and sometimes even challenge their values. Unlike known or routine problem solving for which past ways of thinking, relating, and operating are sufficient for achieving good outcomes, adaptive work demands three tough but essential human tasks (which also helped evolution and survival of human race): figuring out what needs to be conserved from past, understanding what could be or needed to discard from past, and clarifying or inventing new ways to build the future. a) Determine technical problems and adaptive challenge elements: Adaptive leadership begins with the diagnostic work of separating a technical problem (or technical elements in the problem at hand) from an adaptive challenge, its adaptive elements. The task is to appreciate, value and take in what technical expertise so far advices you to do but give them the benefit of doubt and go beyond their filters to take into account the possible cultural and political status quo to prevent a more tangible, sustainable progress with more value. Of course, first you need to see that there exists an adaptive challenge. The way to do that is to look for two characteristics signals: a cycle of failure and a persistent dependence on authority. The most common leadership failure stems from trying to apply technical solutions to adaptive challenges. Authorities make this mistake because they misinterpret or simplify the problem, fail to see how the organizational landscape has changed or prefer a quick solution to calm down the organization. Most of the time trying to fix the issue by attending the technical part only or providing a technical fix is a sign of diversion or avoidance of the real, tougher and more complex issue at the hand. Holding authority figures responsible for causing and then fixing organizational problems is another way of denying accountability and a question of understanding how to expand the circle of influence (Steven Covey). This will only make sense when the problem is really a technical problem and the technical expertise/authority will be required to fix it. But when an adaptive challenge lurks beneath the surface, authority figures, out of habit to fix them with technical expertise as per expectation from them by the others and their personal understand of their “self” as technical experts – leaders. The below table can also give further indication for pointing out identifying flags for a potential adaptive challenge: Concept Identifying Flag Persistent gap between aspirations and reality The language of complaint is used increasingly to describe the current situation Solutions, int/ext experts that were working earlier fail to solve the problem Acquiring new skills proves to be difficult causing stress and frustration. People retreat to old habits only to keep failing More and wider players should be considered. Short-term fix will cause the problem to come back. Increased conflict and frustration generate chaos, tension and discomfort. Willingness to try something new urgently questions individual and organizational resilience Responses within current repertoire inadequate Difficult learning required New stakeholders across boundaries need to be engaged Longer time frame required Disequilibrium experienced as sense of crisis/huge change starting to be felt 4 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants An adaptive challenge simply is “a gap between your ideals, potential, values and the reality you face”. Adaptive Challenge vs. Technical Problem Adaptive Challenges: b) Listen to the Song beneath the words: To identify adaptive challenges, look beyond what people saying about them; that is listening to the song beneath the words. The “unspoken” can provide much more data than the actual words spoken. Look for body language, eye contact, emotion, energy. 5 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants c) Distinguish the challenge from four archetypes: Adaptive challenges can vary in shape and form and often present complex shifts in the organizational landscape, or organizational system (e.g. technology, infrastructure, customer behaviours, market trends, leadership styles etc) that require an equally complex response. It is said to exist four major patterns that are most common in the organizations. Understanding these four can help you to recognize the adaptive challenge and distinguish it from a technical problem. These are: Gap between espoused value and behaviour: How you behave can differ from what you say you value and believe about yourself. Organizations and individuals are to be tested by these values and beliefs when they face realities, problems and need to define their priorities. You will know if you truly value something e.g. environment when you face a decision/dilemma where your values collide and you need to choose. Competing Commitments: Individuals and organizations have a number of commitments and sometimes they conflict. Solving these conflicts may require painful choices that favour some and hurt others. These present another adaptive challenge because since these decisions are so difficult to make, leaders tend to avoid/postpone them and as a result conflicting commitment will stay at the organization. Speaking the unspeakable: At any moment in an organization/system, there exist two type of conversations. One is what people are saying publicly, out loud and the other is taking place in each person’s head. Majority of these -in fact- valuable and most important content of these inside the head conversations come to surface (such as radical ideas, naming difficult issues, conflicting perspectives, challenges to an authority figure). Getting people to share what is not spoken is the foundation to tackle the adaptive challenge. Work avoidance: In every system/organization people develop elaborate ways to prevent the discomfort that comes with the change or simply acquiring a new skill, perspective. For example, leaders form sub-committees without any real power or decision-making accountability on the change. Executives hire diversity & inclusion officers only to remove the line manager’s accountability to establish a diverse team. These attempts only help divert attention, displace responsibility, which only delays the inevitable. 3. Diagnose the political landscape: Understanding the political relationships in your organization is key to seeing how & why your organization works as a system. To understand this political relation, you need to look at the organization in a wider context in a web of stakeholders. For each stakeholder you need to identify: • • • • The stake at hand in regard to the adaptive challenge – how will it be affected? Desired outcomes – What would it be expecting to get if the adaptive challenges is solved? Level of engagement – How much does it care about the issue and the organization? Degree of power and influence – what resources does it control, what impact does it have and who’s interested in these resources? Also, you need to identify these for each of the stakeholders: Values – what are their priorities, commitments, beliefs and decision-making processes? 6 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants Loyalties – what obligation do they have? Losses at risk – what do they fear to lose (status, resources, self-image etc.)? Hidden Alliances: What shared interests do they have with others from other -wider stakeholder groups (from other departments, clients, vendors etc.) Med Level of Support High Stakeholder Chess Low Med High Level of Influence a) Uncover values driving behaviour: To mobilize stakeholders to engage with your change initiative, you have to identify their strongest values and behaviours supporting them. You should then consider how “that change” will serve to these values. b) Acknowledge loyalties: Every stakeholder is further in a relation with another stakeholder, all have them have external loyalties – people that matter to them. For every stakeholder it will be important to avoid to hurt these loyalties. c) Name the losses at risk: When change is implemented, what would be potentially lost? Status, values, loyalties? d) Realize hidden alliances: 7 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants When you are trying to lead an adaptive change, you can expect to encounter hidden alliances between people from different stakeholder groups, alliances that can make or break your change initiative. Identifying these can help you figure out ways to Adaptive Challenge leverage supportive alliances and soften opposing ones. When you are reviewing your organization look at the functions/businesses as well as subgroups. 4. Understand the qualities that make an organization adaptive There are five characteristics that make some organizations more adaptive than others: • • • • • Naming the elephants Responsibility to create a future for the organization is shared Independent judgement is expected and respected Leadership capacity is constantly developed Reflection and continuous learning are institutionalized 8 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants II. Mobilize the System 1. Make Interpretations a. Notice when people are moving toward technical or adaptive interpretations b. Reframe the group’s defaults interpretations c. Generate multiple interpretations d. Audition your ideas e. Generate a diversity of interpretations 2. Design effective interventions a. Get on the balcony b. Determine the ripeness of the issue in the system c. Ask “Who am I in this picture?” d. Think hard about your framing e. Hold Steady f. Analyse the factions that begin to emerge g. Keep the work at the centre of people’s attention 3. Act Politically a. Expand your informal authority b. Find allies c. Stay connected on the opposition d. Manage authority figures e. Take responsibility for casualties f. Protect and engage the voices of dissent 4. Orchestrate the conflict a. Create a holding environment b. Select participants c. Regulate the heat d. Give the work back 5. Build an adaptive culture a. Make naming elephants the norm b. Nurture shared responsibility for the organization c. Encourage independent judgement d. Develop leadership capacity e. Institutionalize reflection and continuous learning 9 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants 1. Make Interpretations a. Notice when people are moving toward technical or adaptive interpretations b. Reframe the group’s defaults interpretations c. Generate multiple interpretations d. Audition your ideas e. Generate a diversity of interpretations In mobilizing your organization, people towards adaptive leadership, the first thing you should do is to educate the people to differentiate technical problems from adaptive challenges. Second, providing thoughtful, accurate interpretations that reveal the essence of the issue you observe in the organization is vital for the solutions. A problem statement, your interpretation of the issue together with the realities, facts will help people focus to the issue faster and more committed or at least will have them start discussing the issue. You should be mindful though about not falling into the trap of avoiding the need for change as an organization, individual or leader when stating/interpreting the issue. You need to make the interpretation mind-shift: Shift in the interpretation mind-set From Technical From Benign From Individual To Adaptive To Conflictual To Systemic While doing so, you need to be aware of your own inclinations, strengths and habits. Remember the saying “If you only have a hammer, you start seeing everything as a nail”. Then commit to this path by noticing when people are moving backwards toward technical problems, understanding possible default interpretations and reframing them when necessary (e.g. R&D departments often advocate adding new features of the existing products when market shares drop; it may be possible that the product must be changed all together). You must be ready to generate multiple scenarios, interpretations to put at test, observe and make adjustments as per the need. Use what-if questions (e.g. what if we found that customers do not value the kinds of the features we are adding to our products?, what might that suggest about our decline in the market share?). You may want to run low risk, low cost experiments on these different interpretations with the help of sub-groups focusing on different scenarios. To be objective, “audition” your own interpretation to your self without being invested on it too extremely to check that the interpretations are on the right track. Ensure that you have enough diversity, representation of conflicting ideas, viewpoints from minorities, wider stakeholders are presented. 2. Design effective interventions a. Get on the balcony b. Determine the ripeness of the issue in the system c. Ask “Who am I in this picture?” d. Think hard about your framing e. Hold Steady f. Analyse the factions that begin to emerge g. Keep the work at the centre of people’s attention 10 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants Effective interventions, solutions, mobilize people to deal with an adaptive challenge. An interventions can be a questions, a timely sharing of an observation, providing an alternative “truth/perspective”, inviting a different stakeholder, expert, title to the table, offering training, generating a new strategy, etc. They may be designed for any point in the process of tackling with an issue. For example, them may focus to surface a difficult issue, prevent a diversion, move people forward through a difficult period. Basically, with these interventions, you want to move people’s mind-set from technical to adaptive in making the interventions. See below table: Signs of Unproductive Interpretations: This kind of comment… If we only had a better direction from the CEO Suggestions that people see the problem as… A deficiency in the authorities, not the organization’s vision, mission or strategy We will have this worked out in no time… Short-term, not long-term This will be an easy fix Technical, not adaptive diagnosis Incompetent execution, not a problematic business model We can’t seem to carry out our good ideas This will be a win-win No one needs to suffer any pain to solve this problem You can encourage a shift by asking questions such as… What pressures is the CEO up against? What are her constituencies, and what do they expect him/her to deliver? Do you think we have the will to try to deal with the causes of the problem rather than the symptoms? Maybe this is a problem that a consultant cannot fix? Maybe our product, even though we love it, is not what the market wants? What losses do people who oppose this step think they are going to take? Each intervention generates information and responses that may then require corrective action. Maintain determination to keep moving, flexibility to reflect, update and move again. The follow the steps as mentioned at the start of this part i.e. get on the balcony, etc… 3. Act Politically a. Expand your informal authority b. Find allies c. Stay connected on the opposition d. Manage authority figures e. Take responsibility for casualties f. Protect and engage the voices of dissent “Thinking politically” describes the leadership quality of understanding the relationship and concerns among people in an organization. People that think politically discern the formal and informal exercise of power and influence among individuals in their organization. “Acting politically” means using your awareness of the limits of your authority, and of stakeholders’ interests, as well as power and influence networks in your efforts, to integrate and defuse oppositions, and to give valuable dissenting voices a hearing as you adjust your perspective, interventions and mobilize work. It also 11 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants means taking accountability and ownership for your purpose, interventions and the results you achieve. Worksheet: 4. Orchestrate the conflict a. Create a holding environment b. Select participants c. Regulate the heat d. Give the work back Forward motion in organizations and communities is also a product of differences that generate creative tension and that, properly orchestrated, will resolve into more integrated whole. The voices and perspectives that do not sound quite right together, and may never sound quite right together in isolation, are woven into a larger composition, and as part of the whole picture, they become 12 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants essential. The attempt to work through the differences provides a hope that some new synthesis will emerge, a new perspective, a new capacity. We learn more when we encounter with different points of view not by staring at ourselves in the mirror or merely engaging with consonant views. For those who wish to generate progress on adaptive issues, it is needed to seek out, surface, nurture and then carefully manage the conflict toward resolution rather than eliminating or neutralizing the difference. In orchestrating the conflict here are some suggestions: • • • • Push the boundaries of your own tolerance for conflict Play with the bad guys Accept support from people whose reasoning you would reject Adapt your communication style Regulating Heat To raise temperature Draw attention to tough questions Give people more responsibility than they are comfortable with Bring conflicts to the surface Tolerate provocative comments Name and use some of the dynamics in the room at the moment to illustrate some of the issues facing the group – e.g. getting the authority figure to do the work, scapegoating an individual, externalizing blame, and tossing technical fixes at the situation To lower temperature Address the aspects of the conflict that have the most obvious and technical solutions Provide structure by breaking the problem into parts and creating time frames, decision rules, and role assignments. Temporarily reclaim responsibility for the tough issues Employ work avoidance mechanisms such as taking a break, telling a joke or a story, or doing an exercise Slow down the process of challenging norms and expectations. 5. Build an adaptive culture a. Make naming elephants the norm b. Nurture shared responsibility for the organization c. Encourage independent judgement d. Develop leadership capacity e. Institutionalize reflection and continuous learning Role model the right behaviours that would encourage open, honest communication, a courageous integrity in a way and make sure that lessons learnt, reflection becomes part of the DNA for continuous development. 13 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants III. See Yourself as a System 1. Identify who you are a. İdentify your many identities b. Identify your loyalties c. Prioritize your loyalties d. Name your unspeakable loyalties 2. Know your tunning a. Know your triggers b. Pay attention to your hungers and others’ expectations 3. Broaden your bandwidth a. Discover your tolerances 4. Understand your roles a. What roles do you play? b. Identify your scope of authority 5. Articulate your purposes a. Prioritize your purposes b. Test the story you tell to yourself You are not a perfectly clean machine. Like the organization you are trying to lead, you are a complex individual with competing values and interests, preferences and tendencies, aspirations and fears. Whenever you are trying to lead a group or organization through an adaptive challenge, you may experience conflicts among your loyalties. That is because you are a system (individual) within a system (organization). Within yourself as a system, your interests, your fears, your various loyalties all interact and affect your behaviours and decisions. Understanding yourself as a system can help you to make adaptive change in you to lead the adaptive change in your organization. We all have default settings; habits and it helps us understand who we are to know them. We also have many identities and not one “self” as per our roles such as being a parent, child, employee, employer etc. Understanding our roles and our defaults in these roles help us clarify our personal challenges along the way. 14 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants IV. Deploy Yourself 1. Stay connected to your purposes a. Negotiate the ethics of leadership and purpose b. Keep purposes alive c. Negotiate your purposes d. Integrate your ambitions and aspirations e. Avoid common traps 2. Engage courageously a. Get past the past b. Lean into your incompetence c. Fall in love with tough decisions d. Get permission to fail e. Build stomach for the journey 3. Inspire people a. Be with your audience b. Speak from the hearth 4. Run experiments a. Take more risks b. Exceed your authority c. Turn up the heat d. Name your piece of the mess e. Display your own incompetence 5. Thrive a. Grow your personal support network b. Create personal holding environment c. Renew yourself Adaptive leadership takes you out of your daily routine into unknown territory, requiring ways of acting that are outside your repertoire, with no guarantee of your competence or your success. It puts you at risk because you cannot rely on the tried-and-true expertise and know-how you use for tackling technical problems. And as a consequence, you cannot take on adaptive challenge without making some changes, some adaptations, yourself. Deploying is about these adaptations you might need to make. There is a bit of a paradox here. On the one hand, you are trying to lead on behalf of something you believe in that is beyond your individual interest or gain. On the other hand, in order to be most effective in doing so, you need to pay attention to how you message, use, gratify and deploy yourself. You need to recognize that you are moving into an unknown space and then act accordingly. It is not self-indulgence; it is smart leadership. 15 The Practice of Adaptive Leadership by Alexander Grashow, Marty Linsky and Ronald Heifetz summarized by Buyçe Tarhan for Compass Participants For further information you may visit the following pages on internet: A Short Book Summary : https://static1.squarespace.com/static/5df3bc9a62ff3e45ae9d2b06/t/5e385205be5556774 3858e81/1580749324204/Practice+of+Adaptive+Leadership.Heifetz+et+al.EBS.pdf Video Summary : https://www.youtube.com/watch?v=cRMOLKGFLJk Comprehensive Book Summary: http://aduroconsulting.net/wp-content/uploads/2013/07/Book-Summary_The-Practice-ofAdaptive-Leadership-by-Heifetz-Grashow-Linsky.pdf 16