Tag: decision making

“I don’t understand”

The number one, most useful phrase to use in a meeting, when:

1. I simply did not get something and it seems important
   Perhaps there is a missing context, perhaps it is something very unfamiliar or maybe I am missing something obvious. To be a full participant in the meeting, it is important to pause here and get clarity.
2. I did not get something and suspect that a mistake has been made                  Someone that can explain their conclusions from “first principles” without obfuscation, generally has thought through a problem deeply. Asking for a proper explanation in a meeting, generally exposes mistakes in the analysis or a mistake that I have made (point 1). The analysis is often entirely sensible, but may lack full consideration of other aspects or links to other parts of the project.

People often avoid saying “I don’t understand” as they don’t want to appear silly; this form of bluffing can create a huge drag on the performance of a team. To this end, I consciously trying to create a positive culture around it, showing no embarrassment when expressing the fact I do not understand.

 

“Can we go back to the beginning?”

(1). I suspect the project/meeting is going off track and I want to go back and check assumptions.

A very common error, which relates to my previous post, is to assume that previous decisions are irrevocable and so choices are limited and forced.
For example, let’s say that in the early stages of a project, a decision was made to prefer option A over option B. This was an entirely sensible and pragmatic choice given the information at the time and a sensible amount of due diligence. Later in the project, we have hit a problem and we need to do something we do not like to progress.

Typically, a team would think the options are:

i. Cancel the project (often not feasible)

ii. Find some creative alternative to move forward (let’s try but cannot find one)

iii. Move ahead – even if it is unpalatable

Options i) and ii) may not be possible and option iii) can often have terrible results.
What has been missed is iv):

iv. Go back to a previous decision and see if changing that, allows us to go around the issue.

In my experience, project teams often really dislike this option, as it feels like they are going backwards and destroying previous work. In practice, much of the work is still relevant and progress can be made extremely quickly, ending up at a far better place.

 

(2). I suspect we are making the wrong sort of “plan”.
Again, this is related to my previous post. Discussion seems to have moved on to implementation, when we ought to be talking about “ideas and suggestions” (i.e. what we should be doing). You may often feel like you are fighting a very strong prevailing current of thought, especially when you have a team of competent implementers who may consider the creative phase as going backwards or just wasting time. To make this happen, I often have to be quite determined and utilise personal capital to persuade people we should spend our time this way.

If I think of when I have added the most value to a project, it is often because I helped us go back and re-evaluate previous decisions. When I think of the worst projects I have been involved with, a common feature was ploughing on when we actually needed to rethink our entire approach.

“Can I have a worked example?”

Words often don’t mean the same thing to everyone, they often mean different things in different contexts; it’s the great and terrible thing about words and it has enormous scope for confusion within a team. Examples are a great way to help explain a concept, especially ones with numbers in Excel!

• Do the numbers add up? The critical test, often missed. We miss that we have double counted something, missed an item entirely or simply made a miscalculation.
• Does it have logical coherence? With an example, it is far easier to see where there has been an assumption or missed step.
• Did the words mean what I thought they meant? Examples can often show a very different meaning to the entire concept and its previous description.

 

Conclusion

These key questions all display some lack of comprehension, a desire to go back a stage and to clarify or rethink. I think these are most useful questions, because culturally we have been trained not to behave this way. Few children want to put up their hand in class and admit they do not understand, risking the contempt and ridicule of their peers for not keeping up. In my early career, I saw people progressing by projecting confidence, which only much later I understood to be a thin veneer. It takes courage to behave this way in a meeting – but perhaps when someone else does you can support them because you understand why it is so important.

Decision making is an area of interest I frequently return to. Last week I explained how I like to work to a new starter at the firm, and thought it would be a good opportunity to share more broadly.

Building a robust process that supports decision making has been crucial throughout my trading career, but I now find it helpful more generally in many areas of my life.

I outline my approach below. To me, it is both simple and comes naturally. However, I wonder how common such an approach is, given how often confusion arises.

Before I go through the individual steps, perhaps the most important aspect to emphasize is the difference between the steps in yellow, which focus on what we should do, and those in blue which concern how we should go about it. This helps form a clear division between before and after a decision has been made.

Steps in the process

Ideas

This stage is free and unconstrained – the objective is creativity

• Do not dismiss anything
• Be open to other people’s ideas
• Do not worry too much about practicality or attractiveness

 

Suggestions

Suggestions are ideas that are liked, or at least plausible – the objective is initial due diligence

• Intelligent pushback
• Alternative suggestions (and perhaps even completely new ideas)
• Plausibility analysis

(Note “suggestions” is plural i.e. still at the stage of multiple possibilities.)

 

Proposal
The objective here is sufficient detail needed to make a decision.

• Narrowed to a primary suggestion, or perhaps an examination of a small number of options.
• Key area is to highlight major issues/red flags
• No problem suggesting going back a stage for some more ideas and suggestions rather than moving ahead.

 

Decision

A clear moment and where the project transitions to a very different stage.

 

Implementation
Objective here is work out how to do something and actually do it

• Most people are far more comfortable at this stage

 

To illustrate the process, here is a trading example:

(1) Ideas

Let’s just list a few basic investment ideas:

Buy S+P

Sell S+P

Buy European equities

Buy EM equities

Sell US bonds

(2) Suggestions

We like the idea of long equity exposure
We narrow down to S+P and DAX as the prime candidates

(3) Proposal

After detailed analysis, the proposal from the analysis team is
“to buy $50m of S+P as soon as practical.”

(4) Decision

After review, the proposal is refined, and we decide to buy $75m of S+P exposure

(5) Implementation

At this stage, the process of ideas, suggestion, proposal, and decision can be repeated, this time for implementation. Thus, a decision could be to use S+P mini futures and execute within the first hour of the opening of the US cash market the next trading day.

 

 

What goes wrong?

Over the years, I observe that many people in a work environment show a preference for either the pre-decision “ideas and suggestions” zone or the post decision “implementation” zone, rarely both. Each style can be very useful, but I’ve learnt it’s important to be aware of the differences, to play to people’s strength and to avoid confusion.

Those who prefer implementation:

• Premature decision making

It’s very easy to start the process with a decision already made, skipping the supporting steps, with any subsequent analysis purely a rationalisation to present to others and ourselves, in other words confirmation bias.

• Rush to implementation

In the framework above, it is clear an idea is not a decision and also a suggestion is not a decision. In reality, what can sometimes happen is when I suggest an idea, people around me think I have made a decision and move straight to how we would implement. This is especially confusing when it turns out that those same people never thought it was a good idea! People often explain that previous bosses have strong opinions and just expect to get it done. In this respect, I have learnt to be very explicit to avoid causing confusion.

Those who prefer the ideas and suggestions stages:

• Lack of details

Preferring the positivity and creativity of the early stages, people often don’t value the details or due diligence required to actually make a decision. Red flags or major issues are critical to consider pre-decision, as once the decision is made, momentum makes it hard to go back again.

• Inability to drill down to a concrete proposal

We can always find another idea or another suggestion.
However there comes a stage of pragmatism in all decision making, when some suggestions need to be discarded, and others more deeply investigated to form a proposal.
This is also the stage where implementation considerations are important; but people who prefer “ideas and suggestions” may not pay sufficient attention to these and so it’s crucial to widen the team.

 

“Plan”

Note that I did not use the word “plan” above. This is because it is commonly used to describe a proposal and also relates to implementation. In fact, these stages share common materials; the details from the proposal will often cover some of the implementation. The crucial difference is one is before decision and the other is after.

Again, people used to working on implementation, can take the details involved in the proposal as indication that a decision has been make. The temptation to move the project along, rather that focus on any issues that may indicate a major mistake.

 

Conclusion

To make good decisions, it’s clear you need both types of people!

Having a team which excels at implementation is a wonderful thing, similarly having people around you that get energised by thinking about new ideas. But even more important perhaps, is making sure that you spend sufficient time and energy on both aspects and find a way to integrate the contributions of everyone.

Thinking about where you sit in the process above, being aware what kind of preferences you have, could be helpful to your career, making you much more effective within teams at work.