Last year I worked with a company that is very quarterly
driven, and noticed immediately that the end-of-quarter atmosphere was very
chaotic, reactive and negative, resulting in a very destructive blame culture.
People who should have pulled together didn't, resulting in bad
feeling and broken friendships. Opportunities were not being maximised,
and revenue was being lost or delayed.
To me (as a roving sales operations & bid consultant)
the answer was simple – start an end-of-quarter War Room; and idea I had seen
work elsewhere with great success.
I scheduled a 9am 1 hour War Room meeting for the last 10 working days of the next quarter, and sent out the invitations well in advance to inside sales (to represent field sales, who would be out closing deals), order processing, credit control, services and a selection of senior management.
Nobody wanted to come – believing that they would be too busy
making the end of quarter ‘happen’. The phrase 'those who fail to plan, plan to fail' or similar came to mind.
The first meeting was difficult, a few folded arms and lots
of defensive behaviour. I explained the purpose and handed over to an
internal champion, who I will call Lou.
Lou took the meeting by the scruff of the neck and drove the
value home to all in attendance. Arms started unfolding!
Lou did a ‘round the room’ to enable people to highlight any
issues that would impact quarter end, documenting the points on the
whiteboard. He then did a list of all outstanding upside and commit
deals, noting the issues and owners.
Credit Control highlighted the importance of setting up
accounts early for new customers; Order Processing highlighted the need to get
the paperwork right; people were really buying in at last.
This process was repeated daily for two weeks; same room,
same time, same participates; and was greatly boosted by the attendance of
various different senior managers on different days.
As a result the chaotic, reactive and negative atmosphere and
blame culture was replaced by an organised, proactive and positive one, and the
end of quarter was viewed and the smoothest ever.
The War Room concept has been repeated ever quarter since, and was recently extended to the last 15 working days.
Do you do something similar? Does it work for you? If not, why not give it a try?
Hi Chris
I think I recognise this. Not sure it solves the qtr end madness though.
Steven
Posted by: steven | July 03, 2008 at 11:11 PM
Chris,
This is a great idea. It is too bad more companies do not do this. Where I work we do this with the managers of each department 2 weeks out from quarter end and it is incredibly helpful.
Posted by: Brad | July 07, 2008 at 04:37 AM