Graham’s WFH Tip #1 – Routine is your friend

When I worked in an office I was unaware of the routines that were being subconsciously marked into my psyche, even before I’d left my home I’d entered into a daily rhythm unawares. When you work in an office the routine starts soon after you awake and continues until after you are home.

One of the joys of working from home is having the flexibility to slot things into your day, you no longer need to follow those structures, this is also one of the greatest dangers of working from home. Let me explain a little more.

Tip #1: Routine is good for us and you should seek to establish a daily routine.

While flexibility is sometimes good for us, the reality is that it is comes with a cognitive burden. Routine tasks do not require us to think, that is one of their characteristics. Have you even noticed how it can be difficult to get ready for the day when you are staying in a hotel. That’s not a difficulty you have at home. You know the morning routine where you live. Most people don’t have to think about the location of their toothbrush, they just brush their teeth. In a hotel, however, it’s something that you have to give thought to, you also have to think about what you do with your toothbrush once you’ve finished brushing. The pathways for you morning ablutions is built into your brain as a stored sequence of tasks that are simply followed.

You only have so much cognitive energy to give in a day, you want to use it wisely, and preferably doing things that add value to the role that you are undertaking. Having a set of routines, that don’t require us to think, frees up our brains for those activities where it’s really needed.

While we don’t have to follow the office routines when we work from home, I suggest that you do.

I’ve got tips for some of the specific routines, which I’ll cover later, but for now, some routines for you to consider:

  • Going to work
  • Leaving work
  • Lunchtime
  • Clothes and getting dressed
  • Start of the day
  • End of the day
  • Focus time
  • Refreshments
  • Breaks
  • Day plan
  • Research and learning
  • Administration
  • Social conversations

You may, or may not, be in control of each of these routines, but I can guarantee that you are in control of some of them. Now imagine that you have to think through each one of these activities as a unique activity each day – exhausting. Routine takes that need to think away from us, and let’s be honest, most of the time, there is no value in each of these activities being different every day.

While I’m here I suppose I ought to talk a bit about how to establish new routines. The simple answer, for me, is to repeatedly do the same thing and eventually it will become the habit. Remember, there is no set number of times you need to do something for it to become a habit, we are all different in that respect. Sometimes we’ll just slot into a habit, at other times we’ll need to work through phases of discomfort before it fits. The point of a routine is to reduce your cognitive load, not to increase it, so there’s no point in stressing over a habit we find difficult, that’s just defeating the purpose of the exercise.

Until next time 😊

Header Image: Local evening light. This is a field close to where I live, somewhere I regularly visit on my routine morning walks.

New to Graham’s WFH Tips? Here’s a handy list to help you catch up.

Graham’s WFH Tips – Some Advice for a Changed World

I’ve worked in a hybrid way for many years. Some days I would be in the office, at others I would do work from home or another location.

My work is now, almost exclusively, done from an upstairs room at the back of my house. I work from home, I don’t “work from home (with a knowing nod and a wink)”, work is the place where I do work.

There are certain things that I do to maintain my productivity and retain my sanity. I figured that it was about time I shared some of that advice, and thus a new series of posts was born.

There’s a huge debate going on at present about the value of working from home, most of this is mired in ignorance and mistrust, although some of it is raising genuine concerns. I’m not aiming to get into all of that because my hope if that it will work out, in time, as people find ways of working that are right for them and their organisation. I’m writing these posts from the perspective that people are going to be working from home, that change has already happened, it’s not a new thing. What they want is to be the best at working from home that they can be. If I can give some tips that help some people along that journey then I will count that as a success.

All of these tips, I’m sure, will have been covered by someone else in a far more erudite way somewhere, I’m not claiming any ownership of them. I will try and link to other more detailed material, but I can’t guarantee that I know where the advice came from.

It might help you to know what kind of work I do, from home, and the type of challenges that I face. Some of the tips are particularly relevant to my context, so may not be as relevant to yours.

I’m an IT Architect which means that I take business needs and translate them into designs that other people build. My current, extended, team is international with members in every continent apart from Antarctica, we are resident in over ten different time zones. I’m regularly in conversation with people at +12 hours and -8 hours from my UK location. Adjusting for daylight saving time, summer time, can be interesting as some people go one way and others go in the opposite direction, on different dates. All of the people in my management chain are in a different time zone to myself. There are many things that I can do without meetings, but I spend a significant amount of my week in meetings.

That’s probably enough for now, I’m sure more will come out as we work our way through the tips.

As we start off on this journey I’m reminded of a quote:

Advice is like snow – the softer it falls, the longer it dwells upon, and the deeper it sinks into the mind.

Samuel Taylor Coleridge

As I put this advice out there, I leave its landing to you.

Here’s are links to the first few:

Header Image: This is Crummock Water, it’s a swimming favourite. It’s not quite local, but is local enough that we can go as part of a day trip.

Office Speak: “Next Slide, Please”

Near to the start of my full-time employment I joined a department that was responsible for IT Training and also to look after certain technologies. This was an engineering organisation and the engineering departments had their own IT functions, we were the people who did everything else. This was at the end of the age of 8″ floppy disks and the beginning of the 5″ floppy disks short reign, in those days training included a half day course on how to use a mouse. We measured everything in kilobytes.

This was a time before video projectors were commonplace. One room did have a video projector in it, but it was very expensive, low quality and about the size of a washing machine. Most of the training rooms, however, made use of a technology that had then been around for over 100 years – the over-head-projector (OHP).

Each training course came with its own set of slides for the OHP. For those of you who have no comprehension of what I am talking about, slides for an OHP can best be imagined as A4 sized pieces of thick cellophane with a cardboard boarder. The cardboard border had a cut-out in one corner, this was essential to the safe operation of the slides. Slides could be put on to the OHP in eight different orientations, but only worked in one. Knowing which orientation was a skill and required organisation and preparation. The administration of the slides was a tightly controlled activity and anyone who didn’t put the slides back in the right order, in the right orientation, would be castigated. Animation was a physical activity with extra pieces of the cellophane taped onto a slide adding content as they were flipped into place.

There were other rooms where a slide projector was used. If you don’t know what a slide projector is, then I’m sorry for this lacking in your education, you’ve missed out. Most families, in those days, had an uncle, rarely and aunt, who would insist on treating their family to a Saturday night picture show of their latest exotic holiday adventure. Skegness projected onto a woodchip wall is a sight to behold. Anyway, I digress.

There were times when I would sit in on someone delivering training, on these occasions I may well be asked to operate the slides. I became skilled in the operation of both an OHP and a slide projector. The trainer would stand at the front and deliver the material, stopping occasionally to instruct me – “next slide, please.” It was an obvious thing to ask in a day when that was the nearest we got to remote control.

Technology changes were standing just outside the door though and we were about to make a significant change.

Up until this point the slides that went on top of the OHP had been created in one of two ways – they were hand drawn, or they were produced by a professional printer. My job was to start printing transparencies on a desktop LaserJet printer via an application on a PC, something I embraced with relish. This wasn’t a cheap option in those days, but it was the forefront of technology. Desktop LaserJet printers were a few thousand pounds, the PC and software gobbling up a few more thousand, even the specialist transparencies that would work in the LaserJet printer came at a premium and were closely guarded by my manager.

More change was on the way, it was only a small step to replace the LaserJet printer with another new technology – the video projector. Even then, though, I would sit at the computer in the training room and accept the instructions for “next slide, please.” Even then, only certain rooms would have such lavish equipment fitted.

We now regard access to a screen as standard for every meeting room. It would be very unusual indeed for us to walk into a room and for there to be no audio-video set-up. Latterly, the projector has been replaced by television screens in all but the largest room. Some of these being delivered as part of a video conferencing set-up including cameras and microphones.

In recent years, though, the desire to show slides has increasingly moved online, with screen sharing being part of millions of remote meetings every day. But what about those slides? We don’t seem to be able to live without them, even though very few of them will ever see an actual physical slide.

The other day I was sat in an online meeting, one of those all-hands type affairs. There were several people presenting and again came the refrain “next slide, please.” It seems that the material we were looking at was being operated by one person and that person had the role of human remote control for everyone else.

All this took me back to an age when creating slides was a job and “next slide, please” required significantly more skill than pressing a page-down key.

Header Image: This is one from a little trundle up Crinkle Crags in the Lake District.

I’m reading… “Utopia for Realists: and How We Can Get There” by Rutger Bregman

Do you live in “utopia”? Looking back on the last two years of pandemic I can’t imagine that there are many of us leaping to a positive answer to that one.

Now imagine you are living 200 years ago and picture a time in the future when:

“billions of us are suddenly rich, well nourished, clean, safe, healthy and occasionally even beautiful. Where 84% of the world’s population still lived in poverty in 1820, by 1981 that percentage had dropped to 44%, and now, just a few decades later, it is under 10%.”

Rutger Bregman, Utopia for Realists

Is this “utopia”?

Numbers, despite the meaning behind them, rarely communicate the full story. Bregman describes where we are now not as “utopia” but as the “Land of Plenty”:

“According to Oscar Wilde, upon reaching the Land of Plenty, we should once more fix our gaze on the farthest horizon and rehost the sails. “Progress is the realization of Utopias,” he wrote. But the farthest horizon remains blank. The Land of Plenty is shrouded in fog. Precisely when we should be shouldering the historic task of investing in the rich, safe, and healthy existence with meaning, we’ve buried utopia instead. There’s no dream to replace it because we can’t imagine a better world than the one we’ve got.”

Rutger Bregman, Utopia for Realists

In Utopia for Realists Bregman seeks to paint that “better world than the one we’ve got” to sail to – not as some kind of mythical unachievable state, but by outlining a set of ideas that are just there on that far horizon.

What are these grand ideas? That would be giving too much away, but they are very interesting.

The ideas that are there on that far horizon have all been widely tested, some have even been implemented in some countries, and yet all of them would be regarded as counterintuitive, even counter-logical by most people. (I’m continuing my run of books that tell me I’m wrong.)

In the UK, where I live, welfare is a constant political battleground. Just this week the deficiencies in the existing system have been brought into stark relief by stories of an elderly woman riding the bus to stay warm at a time of escalating living costs. Yet others argue that we can’t afford to do any more. Bregman has a big idea for that. Bregman’s approach to this problem is certainly radical.

We live in a time when work is going through a massive upheaval. Many people have spent the last two years working from home and now the bosses are seeking a return to “normal” office life. Vast numbers of people are dreading the idea of returning to a place which sapped them of energy and required them to sit in long queues on motorways for no apparent reason. Personally, I’m getting a bit tired of seeing people saying “working from home”, while putting the “working” in air-quotes, as if somehow the many hours that people have been putting in aren’t real work. Bregman has a radical, yet tested, idea for that, and no it’s not better hybrid working.

(hybrid working is another term I dislike, it maintains the suggestion that working in an office is somehow better than working from home when for many roles the office is the least productive place for people.)

You might recognise the “Land of Plenty” but there are hundreds of millions of people who wouldn’t. They are still living on less than a dollar a day. The global community has spent billions of dollars trying to overcome this problem, Bregman puts the figure at $11.2 billion a month, or $5 trillion over the last 50 years. Yet poverty is still a massive problem and, according to Bregman, no-one really knows whether this development money has made a difference. Again, Bregman has an idea for this problem, and it’s probably not what you were expecting it to be. Another idea that is very timely and massively counter-cultural to many global governments, to the current British government certainly.

This book is titled “Utopia for Realists: and how we can get there”, having the ideas is only a small part of the challenge. Implementing the ideas is the greater part.

In the epilogue to the book Bregman writes:

“For the last time, then: how do we make utopia real? How do we take these ideas and implement them?

The path from the ideal to the real is one that never ceases to fascinate me”

Rutger Bregman, Utopia for Realists

He concludes with some advice to the realists and an encouragement that “more people are hungry for change”. I hope so.

This book is, in many ways, a prequal to I’m reading…”Human kind” by Rutger Bregman which uses many of the same ideas but focussed more on the personal aspects of change. We need both personal and political change if we are going to move towards that “far horizon”.

Header Image: This is Loughrigg Tarn, it’s within driving distance of my home and is a fabulous place for a swim. In the background are the Langdale fells.

QUOTE: “Thinking is generally thought of as doing nothing in a production-oriented society, and doing nothing is…

“Thinking is generally thought of as doing nothing in a production-oriented society, and doing nothing is hard to do. It’s best done by disguising it as doing something, and the something closest to doing nothing is walking.”

Rebecca Solnit, Wanderlust: A History of Walking

Header Image: The receding tide on Lindisfarne, Holy Island. In the background is the castle.

Quote: “Leave the door open to the unknown, that’s where…

Leave the door open for the unknown, that’s where the important things come from… for, to acknowledge the unknown is part of knowledge.

Rebecca Solnit, A Field Guide to Getting Lost

Header Image: This is some of the local Blackthorn blossom. It explodes into this wonderful white for a few days and then is gone. It’s leaving is often hastened by a spring storm, but not this year, so it has been glorious.

Fighting with numbers – from maths to memes.

Today has started like many of my days with an email from someone declaring a truth on the back of some numbers that they have assessed. I use the word “assess” here to indicate that they took a number at face value and did nothing to understand it beyond basic a/b=c maths

In this case they have undertaken a basic analysis of counting the volume of different <somethings>. They’ve put each of these <somethings> into a different category, then by the joy of Excel they’ve calculated the percentage of those <somethings> that meet the criteria they are wanting to assess.

I’m talking about <somethings> because I don’t want to call out the particular numbers – for the rest of the post I’ll use foodstuffs to illustrate my challenges.

Creating a percentage is all well and good, isn’t it? It’s straightforward maths after all, what could be clearer? Except, what they have inadvertently done is create a meme that contains a mistruth that will take many cycles to rectify. As the old saying goes “a lie can travel halfway around the world before the truth can get its boots on.”

These mistruths take many different forms, their perniciousness coming from their ability to hide undetected within the details of the calculations. They lie there hidden in plain sight making fools of everyone willing to accept them.

In many cases the numbers are obviously wrong if people knew where to look. Looking requires a certain level of scepticism, but it will pay off in the long run. Here are a few of the where my own scepticism leads me when people present me with numbers.

Classification Misinformation

Using apples as an example, perhaps the simplest way of classifying them is as either red or green. The challenge with this classification system is that there are apples which are neither wholly green or wholly red, how are they classified?

There are several ways that you could go, and this is where the purpose of the classification is important to understanding the validity of the information being portrayed.

If your aim was to show that red apples were more popular than green ones, you could classify all apples with a colour as red. This wouldn’t be untrue, it would just be stretching the definition of red.

Another way would be to create a classification for the ones in the middle, let’s call it pigmented. Even then you run into the same problem, how pigmented does something need to be to fall into this classification?

Our motives for the classifications that we choose are complex, sometimes known and often unknown.

Volume Misinformation

Within the UK, based on a European regulation, many adverts that make a statistical claim need to justify that claim. As such it’s common to see at the bottom of a screen for goods like cosmetics something like “XX of YY customers agreed that blah

What’s interesting about these claims is how often the YY in this claim is tiny. Huge brands that sell to millions make claims on the basis of a few hundred participants at most. There are many times when the sample is less than a hundred.

As the volume of participants reduces the influence of each one increases massively.

Often the volume of participants is a strange number which makes me suspicious that they’ve only surveyed the volume of people required to justify the claim they are making.

(The claim is often completely subjective. It’s not that big an influence on me to know that 87% of people said that their skin was more luminous.)

We do the same in business. We try to base decisions with long-term consequences on the tiniest samples. “We’ve succeeded in doing this for one customer so it will be brilliant for all of our other customers.” It’s a stretch for anti-aging cream, our latest product is no different.

Exclusion Misinformation

Most samples of data require some level of cleansing. The world is full of data, most of it is littered with inconsistencies. It’s, therefore, necessary to clean the data up, and the easiest way of doing that is to exclude the bits that are outliers. The alternative approach is to only count the things that fit our criteria.

People don’t like to see other as a classification, it’s messy and raises questions, far better to just exclude them.

The problem with excluding some of the data is that it makes the other numbers appear larger when our old friend the percentage is used.

Let’s take types of nuts as an example. If we have a bag of mixed nuts and we separate them out into the various types we may come up with a sample a bit like this:

NutsVolume
Walnuts12
Hazelnuts9
Pecan11
Almonds7
Peanuts10
A fictional bag of mixed nuts – no I didn’t count an actual bag.

If we include all of the types above in the scoring then the following is true:

NutsVolumePercentage of Total
Walnuts1224%
Hazelnuts918%
Pecan1122%
Almonds714%
Peanuts1020%
A fictional bag of mixed nuts – but what is the peanut doing there

As we all know – a peanut is not actually a nut, it’s a legume. It may be present in the bag of mixed nuts, but in our data, we can justifiably decide that it’s erroneous. That exclusion has a significant impact on the other numbers:

NutsVolumePercentage of Nuts
Walnuts1231%
Hazelnuts923%
Pecan1128%
Almonds718%
A fictional count of actual nuts – I still wouldn’t buy this bag, it’s got too many walnuts in it

I can now claim that a third of the nuts in the bag of mixed nuts were Walnuts, can’t I? But I cannot claim that Walnuts were a third of the bag of mixed-nuts.

THe description we give can be very important.

Quality Misinformation

We need to be constantly alert to the quality of the data that we use. Some data is better than others.

Personally I find people’s attitude to certain sources of data a mystery.

There are millions, perhaps billions of pounds spent each year on creating new and better ways of counting things. Many of these systems will count things that are already being counted. The justification for these new systems is regularly a lack of trust in the old system. What fascinates me is a preference to start at the beginning of counting rather than to regain the trust in the old system. Often the lack of trust is based on the flimsiest of reasoning and an under estimation of the complexities of counting things.

I work in IT and one of the things we do is to count the number of systems, servers and the like, that people have. We do this counting across thousands of customers and hundreds of thousands of systems. This environment is not static, every day hundreds of people are adding or removing systems. What’s more a system doesn’t simply go from being there to being not there, it has various states in its lifecycle at the beginning it needs to be commissioned, at the end it needs to be tracked through various stages.

Some of the systems are counted automatically, they tell us they are there on a regular basis. Other systems are manually counted, they don’t have the ability to tell us of their presence, the person working on them is supposed to tell us that they have been added or taken away. Every time you add a human into the process the level of accuracy reduces, but some data is better than no data, isn’t it?

The best that we can hope for in this dataset is that it is broadly correct and most of the time broadly correct is all we need. That’s enough quality for us to make the decisions that we need to make.

Broadly correct is fine for us because we understand the fuzzy parts, we know the bits to trust and the parts to have less trust in. Where it gets tricky is when people start making claims about these numbers in a way that doesn’t reflect that fuzziness. We tend to round things up, or down to the nearest tens of thousands because that’s where we are confident. That’s the level of leeway that we give ourselves. Others declare exact numbers and in so doing give a misleading perspective on the data.

Extrapolation Misinformation

Most of the time we collect data to help us to make decisions. One of the ways in which we guide our decisions is by drawing straight lines.

One of the core skills of humans is to pattern match. We look at items on a graph and cannot help but see a trend. Most of the time the trend that we see is a straight line, sometimes are see a curve. In this age of Covid many of us have looked at charts and wished to see those early signs of a wave slowing down and the curve to head downwards once more.

The problem we have is that our need to see lines is so strong that we really struggle when things aren’t a line, we really dislike charts that are just a scattering of dots. The reality is, though, that many of the things that we look at are random, they are that scattering of dots without a clear concise line.

Beware of seeing lines where they don’t exist.

It’s all about context

Number don’t stand on their own, they exist within a framework of time and place. They are influenced by the way that we create them. We like to make numbers neat and tidy, even when they aren’t. Every number is an interpretation of the person who created it. The things that we exclude say as much about the data as the things that we include.

Without understanding the context in which a set of numbers have been created we can’t derive any true meaning.

The problem that I see, so often, is that the context is hidden and opaque.

It falls upon those of us who produce numbers to make sure that we explain their meaning illuminated by the context in which they were created.

The problem with memes is that they often hide that context, that’s one of the reasons why they are difficult to stop.

Anyway, I’m off to delve deep into an Excel spreadsheet to work out whether we should include the peanuts, or not.

Header Image: This is Small Water which is tucked between Harter Fell and Mardale Ill Bell on a glorious day in the hills. Alongside it runs the Nan Bield Pass which links together the remote communities of Mardale and Kentdale which would, otherwise, be a very long walk around. I have no idea why it’s called Nan Bield Pass, or whether Nan Bield was a person or is describing a feature.

Walking and finding a phone

It was a lovely spring day. The walking had been lovely. The views were beautiful. The weather was crisp and clear.

There were a few people around, but for the most part it had been a quiet day, despite the car park being full when I arrived at eight in the morning.

I was loving a slow descent along the ridge from High Street to The Rigg which makes you feel like you are on top of the world and gives you panoramic views in every direction.

The “Birds, Beasts and Relatives” audiobook by Gerald Durrell was playing through my jawbone headphones. Occasionally I would pause the audio a few times to locate the skylarks singing overhead, they sing so beautifully.

As I stood for a little while taking it all in a different noise grabbed my attention. Initially I thought that it was on the audiobook, like the reader had inadvertently left their phone alarm on. Something made me stand a little while and eventually I came to my senses and realised that this noise was not coming through my headphones and was nearby. Looking around I noticed, a good way off the path a mobile phone beeping for attention.

Climbing down I picked it up and started to ponder my next steps.

When I initially picked the phone up it was receiving a call, but I wasn’t quick enough to answer it. After that it continued making a noise that I took to be the locator tone that most modern phones allow you to activate.

The phone was, of course, locked, so I couldn’t call any obvious numbers and this wasn’t a time to use the emergency call option.

I was half-way up a hill, which meant that I was also half-way down. There are routes that are mostly up, and some that are mostly down, but this one didn’t have that obvious inclination. If I headed down, there would become a point where there wasn’t going to be a signal and I suspected that I wasn’t far off that point.

While I was in the middle of my pondering a couple passed me, also heading down. Naturally I asked them if they were looking for a phone, they said they weren’t. The woman of the couple then said to me something that made me ponder: “There were those three young lads and the girl heading up the hill, I bet it’s the girls.” The man agreed with a nodding affirmation.

As she said this I was struck by the strangeness of this classification, why would it be the “girl”? What made her think that?

There was nothing on the phone to indicate a potential gender, the phone was in a nondescript plain black cover after all. The background image on the phone was of a group of four young women, but she hadn’t seen that. Even having seen the image I’m not sure I would have leapt to the assumption that the phone belonged to a woman. I’m not even sure why she felt the need to classify it down to one of the group, I would have expected a man to come for it just as much as a woman.

Let’s be clear here, the group being described were people in their twenties, I guess, so not “boys” or “girls”. The couple who had classified them this way can only have been in her thirties themselves. I wondered how they would have felt being defined this way.

Sometimes procrastination is the best approach, I hadn’t finished my food or my coffee and decided that I would sit a while, wait and take in more of the surroundings. All this time the phone continued its occasional beeping, for which there didn’t appear to be any mechanism of responding while the phone was locked. While I sat there, I sent Sue a text to include her in the pondering. The skylarks continued their singing.

As I drank my final mouthful of coffee the phone burst into life with a different tone. Looking at it the screen told me that the phone was receiving a call from “Tom”. A thought flashed through my mind “what do I say now?” It hadn’t occurred to me before that point quite how to answer the phone. Swiping to answer the phone I said to myself “Just say ‘hi’ you muppet.”

Tom was, indeed, a member of the group that the earlier couple had mentioned. He explained that the phone belonged to the woman and that she was on her way back down the path. I stood up, waved to show where I was and told him that I was wearing an orange jacket. He could see me from where he was, and I could see the woman coming towards me. I headed back up the path towards her and handed the phone over. She said thank you, explained how she had been using the phone locator software to make it beep. I explained how I’d found it and wished her a great day walking.

I sent another text to Sue telling her that the phone had been returned to its rightful owner. The skylarks continued their singing.

Heading down I was so disappointed that the couple had been correct in their classification.

Header Image: The phone beeping away as I waited for something to happen. Slightly disappointed that the image has part of my finger it.

Quote: “The difficulty lies not so much in developing new ideas as in…”

The difficulty lies not so much in developing new ideas as in escaping from old ones.

John Maynard Keynes

Header Image: This is Haweswater. It’s a reservoir with a history. Below these still waters lie the remains of the village of Mardale which were flooded to provide water to the growing city of Manchester via a 56 mile long aqueduct.

You never change things by fighting the existing reality. To change something…

You never change things by fighting the existing reality.
To change something, build a new model that makes the existing model obsolete.

Buckminster Fuller

Header Image: We’ve had some wonderful spring mornings recently. This is one from today’s morning walk.

Problematic Process Change in the Kitchen – Rewiring the Stored Procedures

This started out as a single post but appears to have turned into two.

A quick recap from the previous post – we’ve had a new kitchen installed; this has changed everything. We’ve combined two rooms into one and nothing is in the same place that it used to be. We’ve also got a whole new set of appliances including a new tap that gives immediate boiling water, but not yet including a fridge because of supply issues caused by something or other. For a more complete description see the first post: Problematic Process Change in the Kitchen – from CMO to FMO.

I’ve been amazed by just how many things we do without thinking in a kitchen, I think of them as stored procedures, subroutines that we use all the time without being conscious of doing them.

It’s been fascinating to witness just how difficult it has been to rewire the order of the tasks in these stored procedures, many of which I’ve been doing in the same way for over twenty years.

The most dramatic change has been caused by the new, wonderful, boiling water tap.

For as long as I can remember and certainly for the last twenty years the making of a hot beverage at home has been done in a certain order:

  1. Enter kitchen and go straight to the kettle.
  2. Fill kettle and turn on.
  3. Prepare beverage ready to receive hot water.
  4. Place hot water into prepared beverage.
  5. Dependent upon beverage: Construct beverage ready for consumption.
  6. Take beverage to the place where it’s going to be consumed.

That’s all there is, six steps, and one of those is dependent upon the type of drink being made. The kettle is always put on first because there is a lead-time between turning it on and hot water being available, everyone knows that it just makes sense.

With the boiling water tap there are now only five steps:

  1. Enter kitchen and retrieve a hot beverage receptacle.
  2. Prepare beverage ready to receive hot water.
  3. Place hot water into prepared beverage.
  4. Dependent upon beverage: Construct beverage ready for consumption.
  5. Take beverage to the place where it’s going to be consumed.

One of our superpowers as a species is our adaptability so you would expect that I would switch to this mode of operation within a few days of the change but that hasn’t been the case. What makes this interesting it that the new procedure is almost identical to the one I’ve followed in various workplaces for more than twenty years also. Workplaces generally have boiling water on tap, just like our kitchen now does.

Yet, I still walk into the kitchen and look around for the kettle. My first instinct is to put the kettle on. I’m reasonably sure that if we put a kettle back into the kitchen I would subconsciously start to use it as the primary mechanism for boiling water just because it’s there.

People say that you need to do something for 21 days for it to become a new habit, but we are beyond that time now, and my routine has still not changed. For those of you who read my recent post on being wrong you’ll be interested to know that the 21 days for a new habit thing – also wrong.

This is where we get the “21 days” idea from:

“These, and many other commonly observed phenomena tend to show that it requires a minimum of about 21 days for an old mental image to dissolve and a new one to jell.”

Maxwell Waltz, Psycho-Cybernetics 1960

Notice the “a minimum of about”? Another of the many things that have lost their meaning as they’ve transitioned from research to soundbite.

More recent research suggests an average of 66 days but gives a range of “from 18 days to 254”. That’s a difference of 2 and a half weeks and over 9 months!

I’m not yet at 66 days average – I’m not expecting it to take 9 months though.

As well as the factor of time there’s clearly something about my stored procedures that are driven by context. Why else would I be able to follow one procedure without issue in one location, and struggle to follow an almost identical procedure in a different location?

The seemingly simple mental instruction to make a coffee is turning out to be more complex than I would have thought. The five simple steps I initially perceived each contains a multitude of interwoven complexities. Making a drink at home is different to making a drink in an office. Even the initiation is different, at home the decision to make a drink is always an individual one, in an office it’s sometimes a collective one. Ahead of making the decision to get up from my desk and move into another room is layered with all sorts of hidden impulses. My desire for a drink isn’t just about thirst, it’s also about opportunity, routine and many other factors.

It’s going to take me a while to get used to the new way of doing things. Each day brings a set of nudges towards embedding the new routines.

Aristotle, quoting someone else, wrote “Change in all things is sweet.” I’m not sure I can taste the sweetness just yet, but I think I know what he means.

Header Image: Wastwater and the screes beyond. Some days this valley is inundated with people clambering to the top of England’s highest peak. On other day, like this one, it’s a bit damp and you can have the place to yourself.

Problematic Process Change in the Kitchen – from CMO to FMO

How many process sequences do you think you have stored in your mind? There are many things that each of us does without consciously thinking about it because they are stored procedures that most of us don’t think through step-by-step, we just do them. Some of these processes are so embedded, for me, that I would struggle to articulate what the steps were. For most of us our brains do a fabulous job of storing these things away in our subconscious so that we don’t have to think about them each time we do them.

What are the steps involved in leaving the house? What are the decisions that I am making as I do it? Am I checking that everything is locked, or is someone else still in the house? What don’t I check because I already, subconsciously, know the answer? Have I picked up that thing that I left by the door, so I didn’t forget it?

I hadn’t really given much to this time thought until recently when my normal processes have been disturbed by the installation of a new kitchen. Who would have thought that the refactoring of a single room (or two, I’ll explain later) would impact so many different things?

It’s like the house has had half of its operating manual ripped-up and rewritten.

Let me give you some context. Yes, we’ve had a new kitchen fitted, but that simple statement hides several factors that would be useful for you to know:

  • We used to have a kitchen and a utility, now we only have a kitchen that incorporates the space that used to include the utility.
  • We have moved the oven from one end of the room to the other end.
  • The washing machine that used to be in the utility has moved into a different space in the new room.
  • Nothing is in a cupboard where it used to be – cutlery, crockery, spices, pans, glasses, mugs, utensils everything is now somewhere different.
  • For three weeks we used a makeshift kitchen was in the garage.
  • There is still one vital appliance that is in the garage because of supply issues on its replacement (Brexit? COVID? Who knows?) – this is the fridge.
  • We no longer have a kettle; we have a tap that issues us with boiling water. More about that later.
  • The new layout makes much more sense than the old one – it’s unquestionably better.

I’m involved in process change as part of my job and we regularly have conversations about CMO (Current Model of Operation), TMO (Transitionary Model of Operation) and FMO (Future Model of Operation). We often talk about these different modes as a continuum with each change only impacting a small part of a process, and a few people.

Thinking back through my kitchen experience I’ve had some new insights into how people respond to change. The move out of the kitchen into the garage was one change, the move back into the new kitchen was another change, both changes required us to adapt how we did things. Note that neither change is yet fully completed.

During the TMO (Garage) nothing felt comfortable because it wasn’t better, it was worse. We embraced this time because we knew that something better was coming. We were a little nervous of the new world, but we had chosen that future and were excited to see what it would bring. There are many times when we are expecting people to embrace a change which places them into a worse position for a period of time on the promise that things will get better. Often. though, they haven’t been a part of designing the future world, they don’t have a nervous excitement.

Even the FMO (New Kitchen) didn’t feel comfortable immediately, there are parts of it that still feel uncomfortable. We are in control of much of those new operating procedures though and will make it work for us. Part of the reason that we haven’t fully settled in is because we are still going out to the garage for refrigerated items. That one simple issue is significantly more jarring than the extra nine steps out into the garage would suggest. We are expecting a new future and see it tantalisingly close, and yet, we can’t attain it. There isn’t anything I can do to expedite the delivery of the fridge and that sense of helplessness is remarkably stressful.

It’s not surprising that in a world where people have continuous change thrust upon them that they don’t always embrace it with delight. This is particularly true when the future that they are being asked to adopt isn’t one that they have chosen. Autonomy and mastery are important aspects of people’s motivation, yet we constantly take these away from people as we drive standardisation of tools and processes for an opaque greater good.

Next time: Problematic Process Change in the Kitchen – Rewiring the Stored Procedures

Header Image: This is the view approaching the slightly strangely name The Cage at Lyme Park in Cheshire. Its name, apparently, comes from its use as a holding prison for poachers, I think I would have found a new name for it if I owned it. It just goes to show how difficult change can be.😉

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