Teams and organizations are constantly plagued by project execution errors and failures. These failures create an execution gap -- a gap between what an individual and/or team plans to do and what they actually do instead. Just as retention rapidly degrades after learning, so does project execution after strategic planning. So what can be done?

In 1885, Hermann Ebbinghaus, a German psychologist, famously demonstrated a theory concluding that people start forgetting what they learn as soon as they learn it. In his "forgetting curve" study, he demonstrated that humans forget half of what they learn within an hour of learning it, and by the following day, they have forgotten a full two-thirds of the new information. Since Ebbinghaus' study, psychologists have discovered that there are many ways to improve retention and memory; however, if memory is so fragile, what is its impact on project execution and strategic planning - getting the things done that you and your team should do?

Strategic Planning: The Execution Gap Meeting

Strategic planning is a form of team learning. When approached collaboratively, planning is a knowledge-creating and problem-solving process. And strategic planning can create much detail that is difficult to manage, and therefore, execute. Great project execution requires 100% retention in the team learning process. Without such a perfect level of retention, project execution will falter; however, just as there are techniques to improve individual retention after learning, there are techniques to improve the team's project execution after strategic planning. One of these techniques is the Execution Gap Meeting, or X-Gap.

In principle, the X-Gap is simple. Get the team together at regular intervals during the project execution phase, address the progress of each individual task that must be performed, and take action before progress falls behind. In "Teambuilding: Proven Strategies For Improving Team Performance," recognized as the authoritative work on the fundamentals of team building, the authors note the importance of regular interventions within teams to prevent regression like that of the Ebbinghaus Forgetting Curve. Furthermore, they note that regression is more effectively halted when regular interventions are held to focus on tasks as a team rather than on a one-on-one, supervisor-to-subordinate basis. It sounds like a simple strategic planning technique; however, in practice, holding an effective X-Gap requires discipline.

One of the greatest challenges to leading an X-Gap is controlling the discussion and keeping it on task. Fundamentally, the X-Gap is a transparent strategic planning method of applying peer pressure to enhance project execution performance. So, participants have a tendency to provide excuses and open up lengthy discussions to distract the group from individual accountability. X-Gap leaders must fight this tendency.

Leading an effective X-Gap requires a commitment to four basic principles - focus, resolution, action and frequency.

Principle Number One: Focus

First, X-Gap meetings should be short and focused only on the tasks required. This strategic planning technique is not an opportunity for open discussion, complex problem solving or the exchange of general information. It has only one item on the agenda - the review of all due and open tasks within the plan. In an X-Gap, the leader convenes the meeting on time and proceeds task-by-task through the project by asking each task owner to report their progress.
Responses should be succinct. Completed tasks and tasks in-progress but not yet due are simply either "completed," "on track," or "green." Tasks that are in progress but have some uncertainty about the capacity to complete them as planned are "yellow." Finally, tasks that are past due or have encountered some critical obstacle that must be addressed are "critical" or "red." The latter two classifications are the target of the X-Gap strategic planning meeting. The X-Gap leader's purpose is to identify and isolate those "yellow" and "red" category tasks for further review.

Principle Number Two: Resolution

The second basic principle of the X-Gap is to take action to resolve uncertainty, ambiguity and any other obstacles. Once project execution gaps are exposed, the leader should make decisions and possibly reallocate resources in order to close those gaps. Some explanation and discussion is usually necessary. Therefore, X-Gap leaders must remain on their guard against unproductive, rambling discussions. Those responsible for the task targeted for discussion should succinctly explain the issue to the team and state what they believe they need in order to accomplish the task - to close the gap. This need is usually stated as a request for resources or a decision from the leader.

At this point, teams will tend to want to have an open discussion about the matter; however, the X-Gap leader must contain this strategic planning discussion to only a few minutes. If the team is allowed to take too much time, then there will be less time to address other "red" and "yellow" tasks. As a rule of thumb, any task that requires more than two minutes to explain and discuss should be deferred to a separate discussion that takes place after the X-Gap meeting. Leaders must keep the X-Gap meeting focused and moving along smoothly so that all the relevant tasks within the plan are addressed.

Principle Number Three: Action

X-Gap meetings should identify specific actions that must take place during the project execution phase, unless all tasks are completed or on task as planned. Leaders should take care to either clearly indicate the actions that must take place as a result of the task review process, or indicate how and when decisions or other resolutions will take place and who is responsible for them. They must determine whether or not additional resources are required, who will acquire them and by when. And if further deliberation is required to achieve a decision, leaders must decide when this will take place and which team members will be a part of the discussion. Successful strategic planning in X-Gap meetings should never conclude without clarity about the next steps to take.

Principle Number Four: Frequency

Finally, X-Gap meetings should be a recurring strategic planning event that aligns with the team or organization's overall project execution rhythm. If the team holds an X-Gap every Monday morning at 10 a.m., for example, the team will be better able to anticipate, participate more fully, and prepare more thoroughly.

Preparation is the key to a successful X-Gap meeting and strategic planning session. Team members report to the X-Gap at their pre-designated time and place with the statuses of their assigned tasks in the plan. This means being prepared to respond to its overall status, as well as providing both a succinct description of a status that is "yellow" or "red." Participants should be prepared to answer the question: "What do you believe is required to move forward?" Of course, there are often certain dependencies outside an individual team member's control that may be the underlying cause. Hence, the purpose of the X-Gap is to expose these project execution issues and address them appropriately as a team. Good preparation also means that individuals can stand in for others unable to attend the X-Gap, providing a status of their tasks and discussing what is needed to move forward.

An X-Gap strategic planning meeting must be led. As a teacher leads a classroom and utilizes techniques to help students improve retention, a leader should utilize techniques like the X-Gap to improve project execution.

About the Author

James D. Murphy, the founder and CEO of Afterburner, Inc., has a unique, powerful mix of leadership skills in both the military and business worlds. After graduating from the University of Kentucky, Murphy joined the U.S. Air Force where he learned to fly the F-15. He has logged over 1,200 hours as an instructor pilot in the F-15 and has accumulated over 3,200 hours of flight time in other high-performance jet aircraft. Murphy, Afterburner's leadership keynote speaker, has helped top business leaders transform strategy into action, demonstrating how the concepts of the Flawless Execution(SM) strategic planning model could be applied to business process improvement and engaging the proven model - "Plan. Brief. Execute. Debrief." Through his leadership, Afterburner has landed on Inc. Magazine's "Inc. 500 List" twice. Murphy has been featured in a variety of prestigious publications and has appeared on CNN, Fox News, and Bloomberg News to name a few. For more information on Afterburner, Inc., please call 877-765-5607 or visit www.afterburnerconsulting.com.

Do you know how to provide collaborative leadership in a disciplined fashion? And how does one define disciplined collaboration? The current business and leadership literature touts the importance of collaborating in our turbulent world. Large and small businesses and teams struggle to wrap their heads around just what collaboration is. Many see collaboration or collaborative leadership as a challenge that can be met through technology, whether it is through social media or virtual conferencing, while others recognize the benefits of restructuring an office space so that it appears more open. However, technology and physical space are only superficial means to address the challenge of disciplined collaboration. Collaboration - and successful collaborative leadership - does not derive from "where" or through "which" media people interact. Instead, it is about "how" people interact. And that "how" must be disciplined.

Disciplined Collaboration

Disciplined collaboration holds a central place in Jim Collins' latest work, "Great by Choice." "Great by Choice" is the result of a grand research project that seeks to discover how some companies have continued to thrive in spite of uncertainty, chaos, and luck - good or bad. It's a centrally-important issue in our turbulent world, where change is so rapid and unpredictable. Collaborative leadership has been cited as a vital skill that teams and companies must use in order to constantly create, innovate and adapt to change. Innovation is often seen as the fruit of collaboration; however, this is a dangerously limited perspective. Collaboration is much more valuable than a means to achieve innovation. Disciplined collaboration is an invaluable process that teams can utilize to successfully innovate, solve problems, make decisions, plan and execute.

Above all, disciplined collaboration is a creative planning and decision-making process. In "Great by Choice," Collins defines discipline as "consistency of action." For teams and companies, Collins' definition implies that collaboration and collaborative leadership processes be consistent. "The great task, rarely achieved," Collins writes, "is to blend creative intensity with relentless discipline so as to amplify the creativity rather than destroy it." He goes on to point out that "the signature of mediocrity is not an unwillingness to change; the signature of mediocrity is chronic inconsistency." That inconsistency begins in the planning and decision-making process. And in a world of complex challenges that are best met by teams rather than individuals, that consistency requires a disciplined collaboration process.

Dynamism and Iteration

A disciplined collaborative planning process requires certain elements. Altogether, there are many elements in a planning process; however, some of the elements most successfully impact an effective collaborative leadership process -- these are the elements that allow the process to be dynamic, iterative, participatory and cognitively diverse.

"Dynamic" refers to the adaptability of the planning processes product -- the plan. Change happens; therefore, you shouldn't collaborate on a plan only to find that the plan needs to change without a clear process of making those adaptations.

The process for disciplined collaboration and collaborative leadership should also be iterative. Iteration is similar to dynamism, but is not the same. Iteration is the plan improvement process within the overall planning process, while dynamism refers to the adaptation of the plan after it is executed. Iteration occurs during planning, while dynamic adaptation occurs during the execution of the plan. Teams that collaborate during planning, and those who utilize collaborative leadership, will iterate the plan before its execution, enabling those individuals to more effectively execute and adapt those plans.

Nominal Group Aggregation

Of course, disciplined collaboration requires participation by more than one individual - this is what makes collaborative leadership so challenging. How do a group of individuals come together to produce a plan or make a decision? Fundamentally, it requires a collaborative leadership process for generating ideas at the individual or very small group level (2-5 persons), and then combining and vetting these ideas at a larger group level (5-15 people). This process is called nominal group aggregation.

Nominal group aggregation is a delicate process because everyone has their own ideas - some better than others. In collaborative groups, some individuals voice their ideas forcefully, while others hold back on valuable insight, fearing they won't be heard or appreciated. However, successful collaborative leadership techniques can overcome such obstacles, and these techniques must be part of a disciplined collaborative process. Disciplined collaboration is not about achieving consensus; instead, it is about producing the best plan to achieve the objective. Consensus can lead in any direction, while disciplined collaboration yields a plan that leads in the right direction.

Cognitive Diversity and Simplicity

Finding the correct direction to proceed requires another element of the collaborative planning process: cognitive diversity. Collaborative leadership will not be successful if you are collaborating with a team of individuals that think alike, have similar backgrounds and experience, occupy the same hierarchical positions, and so forth. Creativity and innovation require divergent thinking and dialogue. Therefore, disciplined collaboration must adhere to a process that harnesses cognitive diversity. Utilize your collaborative leadership skills to incorporate a balanced mixture of experience, knowledge and positions for the collaborative process. Consider that two heads are actually not more valuable than one if both heads think alike and see the world in the same way. For example, to a hammer, everything looks like a nail - so make sure that you have a complete toolbox when planning collaboratively.

There is one additional important element. The process must be simple. To collaborate effectively and efficiently, people need a simple process. If a team has to spend time organizing and training about how they are going to collaborate and then struggle to become proficient at that process, then efficiency and effectiveness suffer. Collaborative leadership entails using a process that is simple to learn and apply, consistently applying that process throughout the organization. Disciplined collaboration will become a widely-practiced behavior; and that behavior will ultimately become a healthy collaborative culture.

Achieve Collaboration through Discipline

Disciplined collaboration yields more than a plan or decision; it engages the team to execute successfully. Disciplined collaboration is the first step in achieving success as a team. Humans like to be autonomous, to have the freedom to solve problems and perform tasks on their own and in their own way. However, our complex, turbulent world requires collaboration in order to create, innovate and succeed. Humans also need to be connected to each other, to be a valuable part of a larger whole. Disciplined collaboration is the key to satisfying these often conflicting needs in modern organizations. On one hand, collaborative leadership provides each individual with the opportunity to contribute their own insights and then, once a final plan is created, to go forth and execute in their own semi-autonomous way. On the other hand, what each individual executes becomes a well-coordinated part of the overall objective. However, to fulfill these basic human needs, the team must always achieve collaboration through a disciplined process.

About the Author

James D. Murphy, the founder and CEO of Afterburner, Inc., has a unique, powerful mix of leadership skills in both the military and business worlds. After graduating from the University of Kentucky, Murphy joined the U.S. Air Force, where he learned to fly the F-15. He has logged over 1,200 hours as an instructor pilot in the F-15 and has accumulated over 3,200 hours of flight time in other high-performance jet aircraft. Murphy, Afterburner's leadership keynote speaker, has helped top business leaders transform strategy into action, demonstrating the concepts of the Flawless Execution(SM) model. Afterburner's Embed solution is a strategic staffing service that teaches the Flawless Execution(SM) model to elite transitioning military professionals and places them with its Global 2000 clients. For more information on Afterburner, Inc., please call 877-765-5607 or visit www.afterburnerplacement.com.

Do you know what your business's core competencies are? Is there just one or are there many organizational attributes? If you answered that there are many, how would you describe them succinctly? Core competencies are one or a combination of a few unique or rare abilities; however, a description of core competencies is not simply a laundry list of various organizational attributes. It seems like a simple task, but naming your core competencies can be very difficult. This is because we, as business leaders or managers, get caught up in the tactical day-to-day tasks that we accomplish and we often mistake those tasks as our core competencies.

Years ago, when I walked to the flight line to take my first solo flight in an F-15 fighter, I was struck by an all-encompassing passion that has driven me and everyone on my team to achieve success. That passion was to define and teach the basic principles that helped me, a farm-boy from Kentucky, become one of a very few elite U.S. Air Force fighter pilots. Every individual on my team shares that passion, whether they are a fighter pilot, a U.S. Navy SEAL, a U.S. Army Ranger, Delta Force, or Special Forces operator, or one of many other classes of elite military professionals. We've built a great company. But we've done that with a clear understanding of our core competencies and organizational attributes that have guided us for years.

Defining Your Core Competencies: Examining Your Complex Organizational Attributes

Often, your true core competencies are elusive and hard to pin down, which makes defining your core competencies difficult, even when examining your organizational attributes. However, it is my belief that an expression of your true core competencies can be articulated both simply and elegantly.

Expressing core competencies is about getting to the root cause of why you do what you do and what makes you successful. A core competency is not a mission or vision statement; nor is it a statement of competitive advantage. It is not a statement of the level of quality of the products you manufacture or of the services you provide. A core competency is something more fundamental. It is both a root cause of success and an expression of the organization's unique character or reason for being. A simple and elegantly expressed core competency is a summary of what is most likely a set of complex organizational attributes.

Proof of the complexity of a core competency can be found in the way scholars in the field of business management and leadership have defined the term. In their 1990 Harvard Business Review article entitled "The Core Competence of the Corporation," C.K. Prahalad and Gary Hamel assert that an organization's core competencies can be attributed to success in a wide variety of markets, increase the perceived value to the customer, and prevent imitation by competitors. The authors conclude that these benefits are due to a "complex harmonization" of organizational attributes, creating core competencies.

How Passion Contributes to Core Competencies

Jim Collins famously characterized core competencies as "hedgehog" traits in his book "Good to Great." Instead of describing core competencies in terms of benefits, Collins describes them in terms of three dimensions - what you can be best in the world at; what drives your economic engine; and what you are deeply passionate about. Although each is important, it is often the last "dimension" that is left out of an organization's description of its organizational attributes. What you are passionate about is a core competency -- it's the fire in your belly that drives you to do every day what must be done. Without that passion, descriptions of core competencies are simply statements of what you do well, and do not include what you love. Describing the passion that drives your organization is essential to cutting through the complexity and getting to the simple and elegant truth of the organization's identity.

The science of physics provides an excellent example of simplicity and elegance. Physicists are often driven to refine their theories until they achieve an "elegant" formula. Physics is an elegant science because it seeks to find the fundamental laws of the universe. For this reason, physicists call these laws "elegant" because they are, in essence, both simple and effective.

For example, consider the famous formula E=mc². This formula simply states that energy is equal to mass times the square of the speed of light. This simple formulation was one of the most significant scientific discoveries of the past century - and it is expressed in just five symbols. Pick up any high school physics textbook and you'll find a host of simple equations that explain almost any phenomenon we encounter in the course of our everyday lives. That simple but powerful formulation is what physicists mean by "elegant."

It is essential to include the passion - your organization's "reason for being" - found within your organizational attributes, in a statement or written formulation of your organization's core competencies. Passion is a core competency that is often overlooked. Like other core competencies, passion cannot be duplicated easily. It is important, then, to expand the scope of the core competency to become more than just a statement of fundamental skill. Capture the passion and include the guiding principles - what the organization believes. Altogether, core competencies, core beliefs and the passion to do what it is that you do, come together to create the simplicity and elegance of what I call the "organizational imperative."

Organizational Imperative

Many companies do a good job of capturing the essence of their organizational imperatives by developing eloquent and inspirational mission, vision and goals statements. However, this is an awkward approach, as it usually fails the test for simplicity and elegance, and it may lack a true statement of organizational imperatives altogether.

If you correctly define your core competencies, you will realize that everything your organization accomplishes, along with its organizational attributes, should flow from and connect directly to that description. Furthermore, that definition should become a screen for every decision, however large or small, throughout the entire organization.

My company's organizational imperative is simple and elegant. It is as follows:

"To relentlessly seek to accelerate individual, team, and organizational performance through the inspiration and experience of elite military professionals. Our guiding principles are: (1) seek integrated solutions with transformative power that are simple and achieve results; (2) represent our brand - Flawless Execution; and (3) do right, speak the truth, and demonstrate excellence."

In just 50 words, we have described our passion, our core competencies, our organizational attributes and our beliefs.

Like an elegant formula in physics, a complete and concise organizational imperative describes your organization's behavior. It is the standard to which all actions are executed and decisions are measured and made.

About the Author

As the founder and CEO of Afterburner, Inc., James D. Murphy has a unique, powerful mix of leadership skills in both the military and business worlds. After graduating from the University of Kentucky, Murphy joined the U.S. Air Force where he learned to fly the F-15, logging over 1,200 hours as an instructor pilot in the F-15 and accumulating over 3,200 hours of flight time in other high-performance jet aircraft. He has also flown missions to Central America, Asia, Central Europe and the Middle East. As Afterburner's leadership keynote speaker, Murphy has helped top business leaders transform strategy into action by showing that the concepts of the Flawless Execution(SM) model could be applied to business process optimization and engaging the proven model - "Plan. Brief. Execute. Debrief." Murphy has been regularly featured in such publications as The Wall Street Journal, BusinessWeek, and Newsweek, and has appeared on CNN, Fox News, and Bloomberg News to name a few. For more information on Afterburner, Inc., please call 877-765-5607 or visit www.afterburnerconsulting.com.

Gravity can be a wonderful thing. It is an irresistible force that keeps us grounded on this big, beautiful, floating blue marble. It is even applicable to organizations in the form of organizational gravity. For example, I worked with an organization that coined a catch phrase for a challenge beyond its scope of control, deeming the situation a "gravity issue." They explained that "the situation is out of our control, much like gravity - you can't do anything about it."

Sadly, this mentality represents the culture in many organizations. Whether it's the culture, the hierarchy, the bureaucracy or the processes, organizational gravity seems to grow ever stronger as an organization matures. Sure, organizational gravity keeps the organization grounded and focused. It may also contribute to a passion for continuous improvement at a very tactical, discreet level. But, it also narrows that focus at the expense of innovation and adaptability, two of the most critical abilities of successful organizations. So how do we defy organizational gravity?

Continuous Improvement Planning

Every company or organization begins as a plan. Never forget that! Continuous improvement planning is the key to defying organizational gravity. It's easy to think of everything we do in our working lives as "processes." For instance, your organization probably has a hiring process. However, this is the wrong way to look at it. Instead of viewing it as a hiring process, think of it as a hiring "framework." Of course you plan for each and every position that you must fill, as every new hire has different strengths and weaknesses. However, many organizations still call this a "process," which evokes the image of a manufacturing line.

What about a new project? Any continuous improvement planning in that? Sure there is. Large scale projects are unique, even if there are a number of processes involved, because in a sense, these projects have never been performed before. If you are an entrepreneur pursuing a new business idea, you begin with a plan. That plan may be a formal business plan or it may just be an idea sketched out on the back of an envelope. Ultimately, with success, those plans transform into processes, the sustaining framework of the business -- and that is where organizational gravity begins to tighten its grip. As our ideas coalesce into plans and the plans further coalesce into concrete processes, organizational gravity strengthens and holds the organization together.

It is this necessary and proper transformation from plan to process that, for good and ill, perpetuates the relentless assault of organizational gravity. As a positive force, we might call it focus. However, the cons of organizational gravity include stagnation and paralyzing bureaucracy. How do we balance the need to "break the surly bonds of earth" to adapt and innovate in a constantly changing environment with the grounded focus of organizational gravity?

Three Tasks to Defy Organizational Gravity

Freeing ourselves from the constraints of organizational gravity while anchoring ourselves safely in the terra firma of our proven processes takes a constant commitment to accomplish three tasks: Always state a clear objective, always align every objective to your purpose, and always plan over the process.

Have a Clear Objective

The objective is everything! I often observe individuals and teams charging forward to execute a task or project without a clear objective in mind. They get caught up in doing without thinking, and if you stop these individuals to ask what the main objective is, they would have a very difficult time articulating what it is they are attempting to achieve. However, if you ask them to think clearly about their objective, they often realize that their approach is flawed or even wrong.

Always have a defined objective for even the most routine tasks. This will help you think freshly in terms of the continuous improvement process. Consider how you will achieve the objective and question whether a given process or approach is really sufficient, effective, or relevant.

The Big Picture Objective: Differentiate the "Why" from "What"

Align to the big picture objective -- the big picture objective refers to your purpose, mission, strategy and long-range goals. Simon Sinek, author of "Start with Why," makes this compelling point: Aligning to the big picture purpose, or as Sinek puts it, the "why you do it," is what separates Apple from companies that make computers. Making something or providing a service is just the "what," and the "what" may change as the environment or market changes. However, the "why" never changes. The "why" helps us look beyond our terrestrial existence and the organizational gravity, helping you to re-align to the fundamental reasons why we and our organizations get up every morning. When you constantly remind yourself of the "why" and align your actions to the big picture, you simultaneously free yourself from constraints of process-thinking while grounding yourself in the fundamentals of the organization.

Plan Over the Process

Third, always plan over the process. The Blue Angels, the U.S. Navy's world famous flight demonstration squadron, fly the same show on every performance, but the location changes. Do you think that the Blue Angels fly a process? No, they fly a continuous improvement plan that they adapt to every different location, situation and changing weather condition. Unless you are manufacturing the same widget day in and day out, you need to plan over the process. And I guarantee that you won't manufacture that widget the same way for too many years. Change always happens -- like organizational gravity, it's relentless.

One can plan over the process by taking the standard process, clarifying the present objective, aligning that objective to the big picture objectives and fundamental "why" of the organization, and then asking a few questions. First, ask what stands in your way - what threatens the successful accomplishment of your objective? Second, ask what resources are needed to accomplish this objective. Existing processes fool us into making assumptions about threats and resources - that they remain the same day-in and day-out. Never assume that a process may be followed blindly without considering what may have changed in the current context. Instead, plan over the process - never assume a process is sufficient in every given scenario. Always perform fresh continuous improvement planning by considering new threats and resources and then develop a new course of action appropriate to the present context.

Balancing the benefits and limiting tendencies of organizational gravity comes down to maintaining a clarity of purpose, approaching every task, every project, and every day as an opportunity to conduct continuous improvement planning.

About the Author

James D. Murphy, the founder and CEO of Afterburner, Inc., has a unique, powerful mix of leadership skills in both the military and business worlds. After graduating from the University of Kentucky, Murphy joined the U.S. Air Force where he learned to fly the F-15. He has logged over 1,200 hours as an instructor pilot in the F-15 and has accumulated over 3,200 hours of flight time in other high-performance jet aircraft. Murphy, Afterburner's leadership keynote speaker, has helped top business leaders transform strategy into action, demonstrating how the concepts of the Flawless Execution(SM) strategic planning model could be applied to business process improvement and engaging the proven model - "Plan. Brief. Execute. Debrief." Through his leadership, Afterburner has landed on Inc. Magazine's "Inc. 500 List" twice. Murphy has been featured in a variety of prestigious publications and has appeared on CNN, Fox News, and Bloomberg News to name a few. For more information on Afterburner, Inc., please call 877-765-5607 or visit www.afterburnerconsulting.com.