WEBVTT

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Hey, what's up, Toby? It's another week for the

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Processed Ed podcast. Glad to be back. Glad to

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see you. I know. We made it again. Hallelujah.

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Today, the topic is Parkinson's Law. Do you know

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what Parkinson's Law is? I know Parkinson's and

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I know law, and I have a hunch it may not have

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anything to do with either. No, it has nothing

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to do with either, although I did, yeah, my uncle

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did have Parkinson's, so that was really sad.

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Yeah, that all right topic but no Parkins law.

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All right, Parkinson's law is Limit time limit

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the time it takes to complete a task to what

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users expect it to take This is the back to the

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give a if you need something done give it to

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a busy person that is correct That is 100 % correct

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Wow, that's actually Work fills the amount of

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time that is given. Right? So you've been an

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adjunct professor forever. Right. If you give

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your students two weeks to do something, how

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long does it take? Right. Usually about two and

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a half. At least for about 20 % of the students.

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Oh my God. Irony, Chris, it could be a two hour

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task, right? That was me too in my undergraduate,

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you know. Oh, I mean, it's all of us, right?

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It is. It is. If I have three things to do on

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a Saturday, I'll get two done. If I have 15 things

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to done to do, I'll have 15 done by noon. It's

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you're absolutely right. Yeah. Well, and it's

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it's crazy, right? Because, like, first of all,

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we were terrible at time managing time as humans.

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Like we like. You figure out you get generative

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AI to figure out how to predict time Well, and

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you will be a trillionaire. You'll be the first

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trillionaire on earth. I Think there's truth

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to that time is so it's such an elusive construct

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and we we inflict that concept on each other

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and Then none of us managing well, so well maybe

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and maybe I'm a little wrong here right because

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we were supposed to have autonomous cars and

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1980, I think, or something like that. Or the

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2000s, because that was going to be them. And

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we were going to fly to Mars. And apparently,

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there's different constraints. But those are

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key. We keep selling those items. Anyway, we

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got a little bit distracted here. So Parkinson's

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law and process. It's one of the reasons why

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we have processed debt is Parkinson's law, because

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we don't simply allocate time to getting better

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at our craft. Yeah. Thinking back over your career,

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were there certain conditions where that was

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cultivated or has that always been a challenge

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for you? Can you think of roles that you held

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where you guys specifically blocked time to think

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about process improvement? No. I mean, like,

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I wish the answer was yes. Yeah. Right. Like,

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what's funny, here's what's typically happened

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in my career. I just got really dogged on something

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that no one really cared about that was very

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important. Yeah. And I just ground on that thing

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for a year, for two years. It literally didn't

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matter because I knew it was important and I

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knew the outcome. When it landed would be incredibly

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valuable. And so I would basically borrow and

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steal people's time. And then I would literally

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go and get things done. And then at the end,

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they'd be like, oh my gosh, this is amazing.

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Where has this been? You're like, no one saw

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it, right? My time horizon was really long because

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it was really about outcome. And yet, you know,

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on the process side, that's really to deliver

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to internal customers or external customers.

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That's not necessarily around the process of

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doing business, which again is like, you know,

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last week we talked about rituals and the importance

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of just doing things over and over again. Like

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we don't think about the impact that we can have

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on those repeatable processes if we improve the

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repeatable ones. Because oftentimes we don't

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think about the process of doing the work, we

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just think of what's expected today, right? Which

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is a fancy PowerPoint or a new spreadsheet, right?

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What you're speaking to is, if we get 20 requests

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a month, how do we think about how the request

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shows up, how we prioritize or accept the request,

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perform the work and deliver it? We're so often

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just trying to catch the next ball and make sure

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we don't drop it. Like you, I've done a considerable

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amount of concerted work around process improvement

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in teams, facilitating process change, helping

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drive adoption. There's really only been one

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or two roles in my career where I was held accountable

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for a very structured recurring process. The

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one that immediately comes to mind as you bring

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this up was we would do monthly sales reports.

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And at the time, our tools weren't sophisticated

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enough and the tools we had made ugly stuff.

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And so we were basically downloading data and

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manipulating it in Excel and then painting crap

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into PowerPoint, but super time intensive. But

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because we had The reporting cycle, the goal

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was to get fresh information into the hands of

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decision makers as quickly as we could, which

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I think that goal is still very much the same

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around, right? But at the time, this predates

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any of our cloud -based stuff. And so much of

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the fantasy of data warehouses, we were doing

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it in Excel. We'd take a flat file, we'd dump

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in the flat file, and then it was pre -mapped

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to populate all of the appropriate reports. So,

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if there was a delay, it was in capturing those

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reports that were structured in Excel and grabbing

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the screenshots and pasting them into a new PowerPoint

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file that we could then distribute. What's interesting,

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though, is that over the course of about four

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months, we cut our time in half and cut our time

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in half again. And as an Excel jockey, you appreciate,

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oh, what will Visual Basic do for me? And I think

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that today's automation tools, the challenge

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is that we haven't done the process first. Instead,

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we lead with tooling instead of with process

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and desired outcome. And so it's really hard

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to know that what we're delivering is useful

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if all we're doing is accelerating how fast we

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push stuff out. And so that first one is almost

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by necessity a little bit of a slow slog. Because

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we have to explore, we have to understand what's

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available, and then we have to make conscious

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choices about what's included. So, Parkinson's

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Law is really interesting because unless there's

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urgency in that, the design of a process can

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take months. When in truth, it's like, how many

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requests did we get last month? How many results

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did we deliver? And how do we do those? There's

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outliers, let's identify them, but that cycle

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time? You know, if you're producing, if you're

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doing that hard look at process once a month

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for three or four months in a row, it can get

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tightened so fast. Well, what's interesting is

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like that you're talking about like precision.

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Yeah. Right. And I think one of the maybe myths

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around process is that they have to always be

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precise. Right. And in knowledge work, they just

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don't. Right. And what I mean by that is like,

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you might have a metric of I want to make sure

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that from a quantitative and qualitative, I want

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to be able to quantify that there's X amount

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of people that I have that I'm actively engaging.

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The qualitative, that can be kind of nebulous.

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And so it doesn't necessarily have to be super

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precise, but it has to be repeatable. And so

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again, it's like, you know, the whole Parkinson's

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love, like, look, can you make it better? You

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100 % can, right? And you always should. But

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that's an infinite problem, right? Which is like,

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look, on the process side of the house, like,

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it should be consistently getting better. And

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it should be tightening from a, like you said,

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from an output standpoint. and from a quality

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standpoint, but we're funny as humans because

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we just want it to be shiny. And so we change

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it all the time. And then you don't have process.

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You basically have new shiny things that may

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or may not align to the decision maker. Because

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what you don't want is you don't want a board

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member to be just amused and amazed with the

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shiny object. when you don't understand that

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that shiny object is 0 .1 % of your total revenue.

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Which is a legitimate risk, right? We get excited

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about things that excite us. So new information

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or a new toy, a new tool, it quickly captures

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our attention. I do think that, I think it's

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easy to neglect process. especially recurring

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processes, because they aren't shiny and sexy.

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It's like the drum beat, you know? A couple exceptions

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in drumming aficionados, most people might know

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the names of the lead singer, the lead guitarist,

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not always the drummer or the bassist. Those

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are those very measured, recurring things that

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everybody else falls in step with. whether we

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call it ritual or recurring process, there's

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a lot to be said for putting it on the clock.

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I do think having a net setting expectations

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around a healthy duration, this is where benchmarking

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I think helps us get out of the Parkinson's law

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as teams within organizations. When we go out

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and find out what is the typical, in the accounting

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and finance world, they'll talk about the month

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and close. Business is done for the month of

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October. So how many days until we can see the

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results, until all the financials are settled?

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And over the years, teams have said we can't

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possibly do it in less than 12 days. And other

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teams will say heads are going to roll if it

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takes more than two. How fascinating that we

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could have such a variety of expectations when

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they're doing the same thing. They're closing

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the books for the month. and yet it has everything

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to do with what's deemed tolerable. What's interesting,

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and we both have been around fintech and finance

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so much throughout our career, it's very interesting

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because that ritual of the monthly close and

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the standard reporting, which is the balance

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sheet, the income statement, and the cash flow

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statement, You can drive a lot of business just

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on the monthly close and those three documents,

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right? But you go outside of finance and you

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go into operations and you might have inventory

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metrics and you have sales, but like, it gets

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so much more nebulous, right? And so inconsistent,

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even though most businesses... are really doing

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the same thing, but there just lacks inconsistency.

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And some of that is because you're trying to

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push those three reports, the ballot sheet, the

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income statement. That's right. Well, it's interesting.

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One of the most sophisticated reporting teams

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I worked on, and I continue to reference them.

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It's been years and years ago. Within about 48

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hours of billing cycle completing, and it was

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a prolonged billing cycle. It was like a 72 hour

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billing cycle. But within about 48 hours of finishing

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it, we had pre -populated templates so that we

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could start to have, we could see who our top

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10 customers were by region and how they changed

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month over month. We could see where we were

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churning. on product and we could see where our

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units times price variances were showing up.

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It didn't happen overnight. And yet, I've yet

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in my career to see comparable reporting. Part

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of it is I've drifted further away from that

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functional team, but rarely have I seen that

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kind of intelligence produced, let alone produced

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so rapidly after a month. And I think about,

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it's kind of like driving. And so if all you

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have is a windshield and no dashboard, You're

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guessing at your speed and you're hoping you're

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not out of gas. I think most of us had a car

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with a gas gauge at some point. But with today's

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dashboards and cars, we have a lot more information

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from engine health to projected miles based on

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the gas and the tank. Make better decisions when

00:14:34.659 --> 00:14:37.799
we have more information at our fingertips. For

00:14:37.799 --> 00:14:42.029
sure. Yeah, this idea is long. Well, it's interesting,

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right? You brought up 72 hours, right? You also

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talked about two -day book close and a 10 -day

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book close, right? And the reality is, is you

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know what happens? You've got this habit of a

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10 -day close, a two -day close, and a 72 -hour

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close, right? The reality is, is like someone

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gave them a deadline. Those deadlines are important,

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right? Now, that being said, like it probably

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took years to get to the 72 hour close but like

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someone was always pushing on that and I think

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that's ultimately like kind of the main point

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here, which is Parkinson's law says look Here

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is what you know in sports parlance. Here's what

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the standard is Yeah, and that standard needs

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to be met and so it's always pushing towards

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that whatever that standard is and I think a

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lot of times businesses forget that there's people

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doing things and actually doing a 70 % job oftentimes

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is going to be better than that 95 high precision

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that an executive expects because there's some

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fudging of numbers in getting to the 70 to 90%.

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Like the decision -making ability on 70 % is

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going to be far outweigh the time and effort

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that it takes to get to the 97. when that extra

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precision is actually not even paying off. Yeah.

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That's a really good point, Chris. I think we're

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always making decisions with incomplete information,

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right? And so, whereas Parkinson's law would

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have us fill the time we have with whatever tasks

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we have, the flip side is... And I don't know

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what the law is, but it's how fast can we make

00:16:35.120 --> 00:16:37.379
a decision? How much information is necessary

00:16:37.379 --> 00:16:40.559
to make the decision? That's called Bayesian

00:16:40.559 --> 00:16:43.220
statistics, my friend. That's what that's called.

00:16:44.519 --> 00:16:46.519
You're the dumb guy on our podcast. You just

00:16:46.519 --> 00:16:48.799
know the names of these things. I'll tell you,

00:16:48.899 --> 00:16:53.620
I had a ticket. I had this upcoming trip and

00:16:53.620 --> 00:16:56.419
I had a ticket that had, and we're in the middle

00:16:56.419 --> 00:16:59.600
of a government shutdown. had a ticket that has

00:16:59.600 --> 00:17:04.480
me leaving Portland to Denver to DC, and then

00:17:04.480 --> 00:17:08.420
on to Spain. And in the middle of a shutdown

00:17:08.420 --> 00:17:12.279
and many weeks in, I'm thinking, what are the

00:17:12.279 --> 00:17:15.099
odds that I'll get to Spain anywhere near the

00:17:15.099 --> 00:17:19.259
day I plan? By contrast, I went out and I started

00:17:19.259 --> 00:17:21.299
looking around. I have a ticket now that takes

00:17:21.299 --> 00:17:25.720
me directly from Portland to Amsterdam. So it

00:17:25.720 --> 00:17:29.619
completely pulls me out of the briar patch, right?

00:17:30.599 --> 00:17:33.940
And so then I have a, so I trade two stops in

00:17:33.940 --> 00:17:38.440
a unmanaged environment. So I have no control

00:17:38.440 --> 00:17:41.420
over that time, but I've also introduced all

00:17:41.420 --> 00:17:43.859
these other actors that could change my timeline

00:17:43.859 --> 00:17:47.000
in the original case. Now I have a single actor,

00:17:47.480 --> 00:17:49.259
which isn't in the middle of a, of a governmental

00:17:49.259 --> 00:17:52.519
shutdown. So these dynamics, right, the likelihood

00:17:52.519 --> 00:17:55.069
and how much information It's really interesting

00:17:55.069 --> 00:17:57.349
because I remember thinking, I'm super uncomfortable

00:17:57.349 --> 00:18:03.490
with backing out of this ticket and yet I sure

00:18:03.490 --> 00:18:06.329
slept better after I rescheduled. I feel like

00:18:06.329 --> 00:18:08.910
that's true of so many elements in life. We're

00:18:08.910 --> 00:18:11.269
committed to it. It's a plan we've had in motion.

00:18:11.410 --> 00:18:16.069
We feel like it's settled law. It's like sunk

00:18:16.069 --> 00:18:18.990
cost. Even though I was able to refund tickets,

00:18:20.789 --> 00:18:23.559
yeah, there's a lot of these moving parts. What's

00:18:23.559 --> 00:18:26.299
interesting is like, process debt, right? So

00:18:26.299 --> 00:18:30.380
like, make sure that you allocate time to improve,

00:18:30.839 --> 00:18:32.740
right? That's kind of the moral of the story.

00:18:33.039 --> 00:18:35.779
And then, you know, maybe next time we'll talk

00:18:35.779 --> 00:18:37.960
about patient statistics, which is essentially

00:18:37.960 --> 00:18:42.880
every time you get new data, update your prediction.

00:18:44.700 --> 00:18:47.700
And that's, you know, I was a senior product

00:18:47.700 --> 00:18:51.779
manager for a very long time. And that frustrates

00:18:51.779 --> 00:18:55.380
the business more than anything. But the reality

00:18:55.380 --> 00:18:59.099
is, the more information you have, the better

00:18:59.099 --> 00:19:01.500
your prediction should be. The problem is, is

00:19:01.500 --> 00:19:03.380
oftentimes the more information you have, the

00:19:03.380 --> 00:19:06.859
longer your timelines are. Because you run into

00:19:06.859 --> 00:19:09.259
the unknown unknowns, and you start to knock

00:19:09.259 --> 00:19:14.700
those down. And so maybe that's our next podcast

00:19:14.700 --> 00:19:17.880
is on Bayesian statistics. I'd love to come back

00:19:17.880 --> 00:19:19.900
to that in the future. Yeah, let's do it. And

00:19:19.900 --> 00:19:23.259
get more. That sounds good. Cool, man. Free time,

00:19:23.460 --> 00:19:24.799
buddy. It's always good. All right. Thanks again.

00:19:24.980 --> 00:19:27.039
Do this. All right. See you. Bye.
