Simplifying the Complex

Today, I was asking myself, “What is it that I’m really good at?” Without a shadow of a doubt, my first response was, “taking the complex and simplifying it.”

I enjoy figuring out how to do something, breaking it down into smaller tasks, and then instructing others how to do it. But in a way that is user friendly.

So how do I do it? I’m glad you asked. Part of what I’m doing, while learning it, is identifying items that are redundant (and/or simply not necessary) and remove them from the process.

It’s not complicated. But, just like common sense, not everybody has it and not everyone can do it.

1. What steps are necessary?

When identifying a task or process, to be broken-down, I look at the overall picture. It’s important to see the before and after. Once the overall picture is in place, then we can get into the details of the task/process.

Without knowing the overall task, we might accidentally remove a step that is crucial further down the line. Even though it might not be necessary here, it very well could be absolutely necessary for another group/process/task. The downstream effect is important to take into consideration.

Identifying what steps can be performed simultaneously is also important. If one is dependent upon the other, that wouldn’t work. On the other hand, if two tasks are related, and not dependent upon each other, then they might be candidates.

2.    Become the expert at the process/task.

Next, learn the process extremely well. If you don’t know the process well enough to do it without instructions, it’s probably not something that you’d be able to teach to others. At least not effectively.

As the expert, whether in the process or department, you will be able to see it clearer than anyone else. You’ll also be able to see the pitfalls and waste. Assuming that you haven’t been doing it so long, that you’ve forgotten to ask the question, why.

3.    Break it into small digestible pieces.

Once you know it, from start to finish, then you can break it down for others. As with many things, start at the beginning. Don’t always assume that your audience knows anything about the process or task. Unless you know for a fact that they do, assume that they don’t.

It’s not necessary to treat them like a child, unless of course they are one. Give them latitude whenever possible. But don’t assume that they are fully aware at the same time. And make sure to ask questions along the way.

Not everyone is willing to speak up when they don’t understand something. That’s why it’s important to ask questions. Even if they don’t reply, look into their eyes. You’ll know if they got it or not. They’ll either be confident, or if they’ll have that “deer in the headlights” look. That look like you just spoke in a foreign language, and they have no idea what you just said.

If they have the latter, go over it again. This time give examples and break each step down even further. You don’t need them to become the expert. Your goal is to help them to understand it enough to perform the task with little or no assistance.

And, if necessary, go over it more than once. Not everyone can grasp something new at the same speed.