Standing Down

Tom Peeler, Executive Director
Mohave Educational Services Cooperative, Inc.

Standing down is an action the military takes to review, regroup and reorganize. Unfortunately, it often comes after an accident or other tragic event. In order to stop losses, the military will "stand down" until they are confident they can resume safe operations.

Standing down is good for everyone. In today's fast-paced world, we seldom take time to stop and reflect on what is happening in our lives. Instead, we tell ourselves that today is too busy. Tomorrow will be better. Then, tomorrow is even busier than today.

Under the guise of having too much to do, we avoid standing down. Yes, we are busy. We're even getting a lot done. However, we are not taking time to determine if we are doing things effectively, efficiently or in the right priority.

I am an advocate of standing down. Whether it is organizationally or individually, we need to periodically stop and take stock of where we are and where we're headed. Rather than slowing progress, standing down may help us discover that we are not even moving in the right direction.

Standing down may be a formal activity. This is time purposely set aside for planning and assessment. It is often done as annual goal setting and performance review. However, formal standing down may result form an unexpected significant event. In either case, formal standing down is generally accomplished in accordance with organizational standards, forms and instructions. It is the process we use to determine how we did in the immediate past and what we plan to do in the future.

We may also stand down informally. These are the times that our gut tells us that things are out of control. While we're very busy and the work is getting done, the nagging feeling that things are not ok, or not as good as they could be, will not go away.

Informal standing down is generally not accomplished with standards, forms and instructions. It is closing your door for uninterrupted personal analysis and review. It is a brief team meeting to get everyone on the same track. It is lunch with a coworker to discuss needs. It is whatever it takes to get that little voice in your head to stop screaming, "Stand down. You're losing control."

Regardless of methodology, I believe there are several key components to effectively standing down.

First, we should have a vision of where we want to go. Try routing a trip without an ending point. It's not possible. Without an ending point, all routes lead to chaos.

Organizations and individuals must know where they're headed in order to determine the best way to get there. The destination may change along the way. But without a vision, we can't effectively start the journey.

Next, we must determine the best route to reach our destination. Effective mapping takes into consideration distance, conditions, resources and contingencies. It is only with effective mapping that will we find the most appropriate route our final destination.

We map with goal setting, processes and procedures. These key elements help us move toward our desired destination. Without them, we have neither the direction nor resources to get where we want to go.

Third, we must confirm that we are on course. One or two wrong turns can get us seriously off course. The sooner we discover the error, the quicker it is corrected. The quicker an error is discovered and corrected, the sooner we are back on course to reach the destination.

We confirm our course through measurement. We have our vision. We have our goals, processes and procedures. Now, we must periodically determine if those goals, processes and procedures are effectively moving us toward the vision. This is accomplished by measuring the results of our activities. If measurement indicates that we are achieving the goals, we are on course. If measurement indicates that we are off course, we must make appropriate changes to get back where we should be. Additionally, if measurement reveals a better course, we must remap the trip and take advantage of the better solution.

Finally, we must take breaks. Some destinations require long journeys. Traveling straight through can be unsafe and ineffective. Breaks must be factored into the trip. Breaks may be planned for specific intervals or locations. They may also be spur of the moment when an inviting rest stop appears at the side of the road. Either way, breaks are essential to keep us alert and on course.

We take breaks in a number of ways. Coffee breaks and lunch periods are often planned into the workday. Brief conversations to catch-up on what is happening can be effective breaks. We also have weekends, personal days, vacation days, and holidays that give us a break from the action. It is essential to organizational and personal well being that we take advantage of these opportunities.

There are also unplanned breaks. When you feel overwhelmed, taking a few minutes to yourself or asking the boss for a few minutes of his or her time can help eliminate stress or reveal a solution. However, always respect organizational rules and the chain of command in these situations.

We also need to stand down in our personal lives. The demands of family and friends, extracurricular activities, meetings and appointments, and unforeseen situations can be overwhelming. Combining work stress with personal stress can be too much for anyone. Taking time to stand down is good for both the individual and the organization.

Standing down. Are you doing it? I hope so because you are the most valuable asset to your organization and your family. They, and you, will benefit greatly from the physical, mental and professional health achieved from periodically standing down.

This is the last column for FY2008. Thank you for supporting Mohave Educational Services Cooperative, Inc. for another year. We look forward to helping you achieve a successful and rewarding FY2009.

5/4/08, JTP

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