How to Eliminate the Forces That Make It Harder or Downright Impossible to Get Things Done

BY Katie Chambers | April 01, 2024

Major corporations like Google, Facebook, and Salesforce have made headlines for their exceptional commitment to rapid growth. But as Robert I. Sutton, PhD, author and professor of management science and engineering at Stanford University points out: “They all got real big, and now it’s real hard to get things done in all three of them.” Scaling is not always the answer, a point Sutton elaborated on in a fireside chat at From Day One’s Silicon Valley conference.

Drawing from seven years of hands-on research, Sutton, who is also the bestselling co-author of the new book The Friction Project: How Smart Leaders Make the Right Things Easier and the Wrong Things Harder, teaches leaders how to become “friction fixers” in their organizations. Among the keys: civility, caring, and love for propelling designs and repairs.

Good Friction vs. Bad Friction

At executive education classes at Stanford, Sutton asks students what is driving them crazy about their companies. Some of their usual expressions of frustration aren’t fit to print. All responses indicated “bad friction,” or small unnecessary roadblocks that make it impossible to do your job.

But Sutton says there is “good friction” as well. As an example, he describes two different Stanford students who developed innovative healthcare products. One is the notorious Elizabeth Holmes, whose scam blood testing product was quite fortunately blocked by the FDA, though she managed to work around the system through personal outreach. The other is Greta Meyer and Amanda Calabrese, who went through the proper tests to get their Sequel brand of tampons FDA-approved.

Having proper systems in place provides good friction that can slow down ideas that are ill-conceived or out of control. “The analogy we use is a race car. You don’t go pedal to the metal the whole time. You slow down on the curves. You come in for a pitstop,” Sutton said. “There’s a lot of evidence that the best leaders know when to stop and when to go.”

This doesn’t just apply to science-based organizations. “Creativity is a fundamentally inefficient process. It's about failure. It's about conflict. It's about dead ends. It's about frustration. And that's if you're doing it right,” Sutton said. Guidelines and systems in creative organizations can establish a pathway for success. At Pixar Studios, Sutton says executives have told him, “We do it over and over and over again until it is good enough for us.” Having a more measured process is key. “The Marvel Comic Universe seems to be a great example of going too fast,” moderator Steve Koepp, chief content officer at From Day One added. “The last few pictures have not been so great.”

Power Poisoning

It’s often the leadership team that can cause the bad friction at organizations. “There's a lot of evidence that power does bad things to our minds as human beings,” Sutton said, referring to this as “power poisoning.” Powerful people have “an absence of inconvenience” because “they don’t have to do the things that the little people do.” That includes not being familiar with the products or services that can make or break an organization.

“When people get in positions of power, they focus more on their own needs, they focus less on the needs of others, and they act like the rules don't apply to them,” Sutton said. Preventing the growth of oblivious leadership can help a company stay welcoming, nimble, and effective.

Sutton signed copies of his latest book, The Friction Project: How Smart Leaders Make the Right Things Easier and the Wrong Things Harder, for conference attendees 

Those in positions of power can also become overly tempted to scale. Sutton points out that leaders tend to add more people to their team when they are behind in work. But when you add more people to a late project, it just gets later. “You have to onboard them, and then you have more people to coordinate,” Sutton said.

Sutton says there are few obvious moments when an organization should slow down. One is when a decision being made is irreversible, like selling the company. The other is when things are going well. If you have already found an efficient way to do something, rushing to do it faster might make it less effective.

Friction should also be applied to business relationships. Some of the most effective partnerships are “deep, caring, efficient” teams developed over time. “The evidence is that the best teams, whether they’re starting companies, developing products, or putting on Broadway plays, work together a lot and develop prior joint experience,” Sutton said. “That’s why so many great Silicon Valley companies were founded by people who worked together when they were students.” By slowing down, creating structure, and developing more meaningful relationships over time, organizations can foster creativity and encourage efficiency.

Katie Chambers is a freelance writer and award-winning communications executive with a lifelong commitment to supporting artists and advocating for inclusion. Her work has been seen in HuffPost, Honeysuckle Magazine, and several printed essay collections, among others, and she has appeared on Cheddar News, iWomanTV, and CBS New York.


RELATED STORIES

Does Your Company Genuinely Care About Well-Being? How to Show It Through Your Culture

When Betsy Kippenhan, VP of global talent acquisition at Comcast, moved from Denver to Seattle in July 2018, the first thing she did before checking into her temporary home was join a gym in the neighborhood. It was crucial that her relocation be as much a personal transition as it was a career transition.“Things have been going pretty well in my career. But my husband and I had two children, and I think that the part of me that was let go was my own well-being,” Kippenhan said. “So it was really about creating new routines. And I’m proud to say for the past five years, I’ve continued to add to those routines, whether it’s listening to a new audiobook or juicing every Sunday. I’ve found that far more important than my career.”Kippenhan spoke alongside three other senior leaders at From Day One’s conference in Seattle in a panel titled “Does Your Company Genuinely Care About Well-Being? How to Show it Through Your Culture.” The panelists, in conversation moderated by Diana Opong, a reporter with KUOW Public Radio, discussed how organizations can avoid the “well-being washing” trap and translate their promises into meaningful action. But change, as they often say, begins at home. Each panelist began by outlining measures they take to ensure their own personal well-being.For Muhammad Umar, Divisional VP, talent diversity and change management at REI, well-being comes in the form of regular walks. Melinda Mansfield, head of business development at SecureSave, says for her, it comes from being able to prioritize important tasks rather than getting caught up in everything coming at you at once.But how does this translate into their roles as leaders? Should leaders be mandated to incorporate a culture of well-being from the top down? Umar believes the keyword here shouldn’t be “mandated” but “modeled.”“A leader’s role is to guide their teams both personally and professionally. But how do we start to talk about well-being on a regular basis so that it’s something that a leader models? A leader that I know puts everything that she does to focus on well-being onto her calendar publicly. This includes, ‘I’m gonna walk my dog for five minutes.’ She does that to make sure that she sets the tone of her team.” Mansfield agrees, outlining how crucial it is that managers show their commitment to well-being so employees are encouraged to value it themselves. Managers who send out emails on the weekends or late at night display a lack of work-life balance, even if they don’t necessarily expect employees to respond at those times.“I think putting things on the calendar so that everyone can see where you’re prioritizing yourself gives them permission to do it as well,” she said.The panelists discussed the topic "Does Your Company Genuinely Care About Well-Being? How to Show It Through Your Culture" at From Day One's Seattle conference Andy France, corporate wellness consultant & head of enterprise accounts at Burnalong, says that leaders should simultaneously be encouraged to share authentic stories, not just of their successes but their struggles. “Because when people hear that, they resonate and feel comfortable speaking up,” he said. However, as we often see, there is a significant disconnect between the top management and employees. Middle management is thus expected to play a significant role in bridging that gap, or as Opong puts it, “to help employees balance hustle culture and their own well-being.”Kippenhan says this will only be possible when managers are equipped with the right training and tools. The expectation of a leader five years ago is vastly different from what it is today, the VP says. “We have frontline leaders who have been working with some of the same people for 30 years. And now, all of a sudden, they’re having conversations that they’ve never been asked to have before. We can’t just ask them to do something without giving them the tools and the how.”Umar adds that employee expectations have similarly evolved. More individuals than ever before are entering the workforce, expecting their leaders to have conversations about mindfulness and wellness.Meanwhile, France points out that the ever-compounding role of middle management professionals has led many to suffer from burnout. They, too, he believes, can benefit from resources dedicated to well-being and from somebody to talk to.Mansfield says that one of the key benefits of this top-down managerial approach is that it encourages workers to be more vulnerable and normalizes talking about mental health. “The stigma is less than where it was 10-20 years ago,” she says. “But it’s still something that employees might not tell the people closest to them, much less go to their manager and let them know they’re struggling.”A solution Kippenhan outlines to keep the conversation going is the concept of a check-in question. “In every staff meeting, we give people a chance to breathe and maybe share some things. Sometimes, they can be fun. Other times, they can be a little bit more serious. And obviously, people have the choice to share what they want and how much they want.”It’s equally crucial to keep track of how these questions have changed over time, says Umar. “I remember when I first used to ask those questions, people would have a very canned response. Now, I feel they’d be more honest.”He says this is a sign of the changing conversation around mental health and traction that organizations can’t afford to lose.Kippenhan further emphasizes a proactive approach to mental health. This involves getting every employee engaged at an early stage and preventing challenges from reaching a crisis point. Companies should take steps to ensure that their mental health benefits are available 24/7.Recent research finds that just one in three women in the workforce feels their employer is actually upholding its commitment to well-being. Similarly, people with disabilities may find their experience to be different from their able coworkers. So the question remains: While there are many common stressors, how can employers take an inclusive approach to ensure employees from across backgrounds are heard? For Umar, it starts by identifying the common stressors and building programs to address the many things that could occur. “We have a program at REI, which is pretty handy. It allows you to navigate the experience you’re going through and find a solution based on that. So you actually meet a person and talk about some of the stuff you’re going through.”It’s also crucial to have employee resource groups to avoid taking a one-size-fits-all approach to well-being, says Mansfield. “If you’re having an issue that is inclusive to a demographic that you’re in or a certain situation, you’ve got groups and mentors and peers that you can go to, as well as the benefits your employer is giving you.”Keren's love for words saw her transition from a corporate employee into a freelance writer during the pandemic. When she is not at her desk whipping up compelling narratives and sipping on endless cups of coffee, you can find her curled up with a book, playing with her dog, or pottering about in the garden.

Keren Dinkin | April 16, 2024

Improving Employee Mental Health and Wellness Benefits

There’s no one-size-fits-all approach when it comes to improving mental health. At From Day One’s Boston benefits conference, a panel of industry leaders shared how they promote mental well-being in their own lives.Jodi LaMae, benefits principal, global total rewards at biotech company Boston Scientific, enjoys hot yoga and walking her dogs. Navin Vettamvelil, senior director of total rewards at software company SoftServe, tries to swim four times a week, which he considers underwater meditation. Other responses included boxing, daily meditation, Muay Thai, and cooking.Mental health benefits are no longer a nice-to-have. Recent research shows that 77% of workers are very (36%) or somewhat (41%) satisfied with the support for mental health and well-being they receive from their employers. In a 2024 survey of 50 benefits leaders across the U.S., 94% of respondents say offering mental health benefits is “very important” to prospective employees—nearly triple the rate of benefits leaders who said this a year earlier.“It’s imperative that we let employees know that mental health is just as important as physical health. A lot of preventive medicine is covered, but many charge for therapists,” said Shawna Oliver, the AVP and head of global benefits and wellness at Manulife. “It’s important to signal to your employees ‘we want you to do this.’ The minute everyone starts talking about it, that’s when barriers start coming down.”Despite the strides made in the workplace, misconceptions and stigmas remain. “As a vendor who works for hundreds of employers, I found that there’s a recognition that mental health and substance abuse are highly stigmatized,” said Yusuf Sherwani, CEO and co-founder of substance abuse management clinic Pelago. “These are not things that people choose. Specialized solutions can be very effective. The final piece is about promoting utilization—by [letting people know] it’s safe, and it’s confidential,” he said.The panel of speakers from left to right included moderator Katie Johnston, reporter at the Boston Globe, Jodi LaMae of Boston Scientific, Robin Berzin of Parsley Health, Yusuf Sherwani of Pelago, Navin Vettamvelil of SoftServe, and Shawna Oliver of ManulifeAnother strategy to support employee well-being is focusing on preventative care. “When it comes to life therapy sessions with a counselor, we put limits” offering three sessions a month or ten a quarter, says Vettamvelil. “Our real focus is about the prevention rather than the cure. If you can nip it in the bud, you can control things down the line.”Robin Berzin, MD, founder and CEO of holistic health company Parsley Health, agrees. A lot of people aren’t getting the right care, she says. “When I was in training, we created a revolving door between primary and specialized care,” she said. “When 60% of adults have a chronic condition, that does not work. At Parsley, we treat the root cause to see if we can slow down the revolving door.”She reports that 25% of their users have two or more conditions. “When we look at the mental health component, I want to ask why everyone is so anxious. It’s not all in our heads. We sit 11 hours a day. A sedentary lifestyle will cause anxiety, insomnia. We’re not a set of organs in jars.” Investing in mental health benefits has a significant impact on ROI.“A lot of times when we say we cover mental health care people look at me like it’s a money pit,” said Oliver. The reality is that it’s less than 1% of the budget, and on top of utilization going up, she reports that short-term disability dropped. “Benefits are not a silo. It’s our job as leaders to say it’s the entire package.”The panelists agreed that communicating benefits is equally important to the offerings themselves. “We have a team that ensures there’s info on mental health benefits in the rec room,” said LaMae. Manulife is now actively planning out mental health month initiatives, offering activities nearly daily, says Oliver. It’s also important to raise these discussions and prioritize well-being as leaders. “We have to talk about it, and say ‘Hey, I’m going for a walk to clear my head,’” said Oliver. “If it doesn’t start with you, it’s never gonna happen.”Holistic care should also be family-inclusive. Sherwani urges people to see mental health and substance abuse not just as an employee challenge, but as a family challenge. “18 months ago we expanded to adolescence, previously an underserved demographic,” he said. “In terms of promoting these programs, people can just put up their hands and know when to reach out.”Not all cultures have the same openness toward mental health as America. Americans abroad might need services that are not as widely offered in their current countries, like telehealth, says LaMae. “Promoting wellbeing is important: make sure employees know about their benefits and they know how and where to get care,” said LaMae. “Work with ERGs,” she advises, “sometimes people aren’t comfortable going to HR, but having employees that double as well-being champions [really helps].”Angelica Frey is a writer and a translator based in Boston and Milan.

Angelica Frey | April 09, 2024

How to Make Reskilling Part of a Corporate Culture of Learning

“You will never hire your way out of your skills deficit,” said Marcus Cazier, head of learning and development for the Americas at bioMérieux.In the next two years, researchers posit that half of your skills will be irrelevant – a pattern that’s expected to continue. So how can employers get ahead of this skilling cycle? Offering insight and advice for other people leaders, Cazier spoke in a panel discussion titled, “How to Make Reskilling Part of a Corporate Culture of Learning” panel at From Day One’s conference in Salt Lake City.The other panelists agreed with Cazier: some sort of training will always be required. “If you hire for specific [technical] skills, you ignore the connection points existing employees inside your organization have. Those skills you can’t hire for, they’ll have to be developed,” said panelist Trent Savage, chief human resources officer at Mountain America Credit Union. “The question is: which type of skill do you want to spend time developing?”Additionally, establishing that your company values challenges and growth will make your best team members want to stick around, boosting your bottom line in the long run.“Promoting a culture that looks internally to find people that want different opportunities, that will help with retention,” said Donald Erb, HR channel czar at CollegeNET.How Do I Start Developing a Culture of Learning?Once you’re firm on the 'why' of reskilling, the real work begins.“At Campfire, the culture of learning really starts with our leaders,” said Steve Arntz, CEO of Campfire. But instead of letting inspiration spikes die off with executives, Arntz says they train down: each leader trains another, going into perpetuity.“This starts with getting my leaders to instill their teams with the idea that we need to learn, develop, and grow together. We need to find solutions together. And guess what? As a leader, I'm here to connect you to the resources that you need.”Leaning on those employees that are already seeking out those challenges is the first step, Erb says.“You’ll draw more people in because [your] reputation is investing in growth,” he said. “People get frustrated when they’re not even asked if they’re interested in learning new skills – I think it diminishes motivation.”Ciara Hulet, Morning Edition Host, KUER News, NPR Utah moderated the panel on the topic of skill-building Career ladders should look more like climbing walls, Cazier says.“The agility and the willingness to be flexible to do what the business asks you to do, that goes a long way,” he said. “Going up might not always be the right move, you may need to go sideways first.”What if My Employees Don’t Want to?If you’re in the process of establishing a culture of learning, you may receive some pushback.Nate Miller, VP of learning and organizational development at Vivint, had first-hand experience when, as part of Vivint’s acquisition, installation and service technicians were asked to begin participating in revenue generation.“There was reluctance to add this selling skillset,” he said. “It drove attrition. These folks chose their paths because they didn’t want to sell.”Miller followed Erb’s earlier advice and found leaders who are naturally high learners and helped them frame experiences as growth opportunities rather than job requirements. Then, those who took the growth opportunities were rewarded.“We integrated selling and technical skills into our scheduling software, so when we assign jobs, the most lucrative installation opportunities align with the most skilled revenue generators,” Miller said.Vivint also cut out their performance improvement plans. “They were working from a place of fear,” he said. “We had to shift it from a place of fear to a place of opportunity and growth by reducing the amount of threat in the environment.”What Skills Do We Need?It’s simple: ask your people.“You’ve got a traditionally top-down focus when it comes to budgets and implementation,” Arntz said. “But the frontline workers and managers, they know which skills they’ll need to adapt. [It may be beneficial] to allow people to choose their opportunities, which [are then pushed through] programs and initiatives at the higher levels.”“Years ago, to develop someone meant to send them to a training,” Savage said. “Now it needs to be on-the-job and it needs to be connected to the needs of the business.”CollegeNET uses “Focus Ring,” a peer-assessment tool that asks employees to respond to prompts and then evaluate their peer’s responses. “These are folks playing the same role as you in the organization, and you see how they address particular product knowledge questions,” Erb said. “That’s learning an immediate skill.”Focus Ring goes further by grouping answers by how highly they were rated. “If we have groups that have eights and nines, they’re good candidates to become mentors,” he said. “They’ve demonstrated they have that particular skill.”The Future of Skill DevelopmentIf you’re interested in technology development, Savage says HR needs your help.“We’re close, but we’re not there yet,” he said. “Skills-based platforms don’t necessarily connect to development or to performance, so you must use multiple mediums [to tie your data] together. My hope is one day we get a more holistic look, because today we’re using Frankenstein technology.”In the meantime, Arntz predicts AI will be pivotal.“Engineers are using Copilot to write better and faster code,” he said. “Someone will build a Copilot for conversations, an AI assistant next to them during performance, expectations, and hiring. [When this is developed] it will enable our leaders to be more effective than they’ve ever been.”Jacqueline is a writer and Master of Accounting graduate from the University of Utah. When she’s not in Excel or writing an article, she loves to run, play Candy Crush, and read novels.

Jacqueline Mumford | April 08, 2024