Study-Action Teams

Opening Minds for Organizational Change

CHRISTINE SLIVON AND

HAL MACOMBER

What’s the Key to Organizational Change?

Producing cultural change in organizations has long been the holy

grail of their leaders and the management consultants who work

with them. Many approaches have been tried ranging from data-

driven analyses of competitors and markets to psychological

counseling about unfreezing and refreezing the company.

Implementations of newly-developed strategies often falter and

fizzle out. Planners routinely fail to take into account the strength

of old mind-sets and old habits. We reluctantly realize that there is

more to change than just announcing it. What can be done to

produce the genuine changes in both attitude and habits that are

the necessary elements of transformation?

Providing project-based
companies with lean consulting
and coaching. What Is a Study-Action Team ?
www.leanproject.com A Study-Action Team™ (SAT) is an unconventional approach to
creating the openness, tolerance for disagreement, and trust
© 2010 Lean Project Consulting
needed to confront the real issues that arise on the path to change.

STUDY-ACTION TEAMS 1
 The members of an SAT perform a series of activities to fulfill their
EXAMPLES OF commitment to bring about the new ways of thinking and acting
STUDY-ACTION that must occur for change to become a reality in an organization.
TEAMS First, they set a goal, select a book, and read and discuss it together
in a structured way. Secondly, they participate in a planning
• A contractor session, applying the ideas gleaned from the book to their current
specializing in utility- work situation. Finally, they implement the plan, holding
related construction themselves accountable to a committed leader, monitoring
held an SAT with their progress and making adjustments as they go along.
top 7 executives and re-
oriented their corporate What Kind of Change Does a Study-Action Team
strategy to enter the Produce?
wind power market,
Many SATs have helped organizations make the transition from a
achieving a 25% market
conventional, command and control culture to a more
share.
participative, lean culture based on respect for people and
• A hospital construction
continuous improvement. Participation in the SAT gives its
project used an SAT on
members an opportunity to explore new ideas and practice new
The Toyota Way to kick
behaviors in a supportive, low-risk environment. Members of the
off their lean journey.
SAT learn to voice opinions, listen to their colleagues, listen to
Their completed
themselves, tolerate uncertainty and disagreement, and have their
structure has won
minds changed by what they read and hear. All of these are skills
multiple awards and is
they will need to carry into their new, lean future.
attracting industry-wide
attention. An SAT can be used for any kind of change. On the most practical
• A team at a computer level, a group of people might select a book to help them solve an
manufacturer held the immediate problem they face. Another reason for an SAT might be
first ever SAT in the late to help incorporate the attitudes needed as an organization begins
1980s, using The a lean journey. At the highest level, corporate leaders might use an
Deming Management SAT to redefine their company strategy.
Method to solve a
production problem What Happens in a Study-Action Team?
which was costing the
company millions of
dollars per month. A New Approach to Reading:
Participants in an SAT learn to read with questions. Before they
even sit down to read, they consider what they are about to get into

STUDY-ACTION TEAMS 2
 and take a look at the prejudices and preconceptions that they are
bringing with them. As they read, they look not just for new
distinctions and concepts, but for ways that these new ideas might
QUESTIONS TO apply to their own work situation. Reading shifts from a passive to
GUIDE READING a purposeful activity.

• What are the author’s A New Conversation:

main points?
The first session of an SAT can often be a little awkward. People
may be reluctant to speak because of previous negative experiences
• How is this relevant or
in classrooms. This may be the first time that this group of people
not relevant to me or to
has actually talked to one another on a peer-to-peer basis. People
what we are trying to
may be used to an environment in which independent thinking
do?
and new ideas have not been encouraged. So, a certain
• What action do I tentativeness is understandable.
speculate that I or we However, no one is able to hide in silence. The discussion leader
might take to support calls on everyone. After a while, people get more comfortable.
our goal?
They realize that they are not in school any more, and they are
listened to with respect. The mood shifts from trying to please the
teacher to actual consideration and reflection on what is being

LEARNING IS A said. Instead of being derailed by disagreements, participants

learn to ask each other, “Why do you say that? What do you see
SOCIAL
that I don’t see?”
PHENOMENON

Although we are creatures Practical Planning:

of habit, every interaction
The planning session is the culmination of the study and
with another person
discussion process. Participants have been collecting their ideas
changes us in a subtle way.
for action as they go along. At the planning session, they are able
If we speak and receive a
to draw on the skills they have been developing to produce the
negative response, we
results. Each member gets a chance to present their best ideas and
learn to be quiet. If we
advocate for them to the group. Typically, all the ideas for action
speak and receive
will be written on sticky notes and posted on a convenient wall or
consideration, we are
white board. The team then groups them by similarity of content
encouraged to offer another
and prioritizes their collective concerns. At this point, either by
idea. These recurrent
voting or discussion, they come to a consensus on what is the most
interactions shape our
important area for action. They may select a corporate-level
organizational culture.

STUDY-ACTION TEAMS 3
 strategy to roll out, an immediate practical improvement to
TYPICAL SECTIONS operations, or whatever project is most appropriate to meet their
OF AN A3 REPORT goals.

• Problem statement
Ambition and Alignment:
• Relevant data which Here is where the power of the SAT begins to reveal itself. We see
confirm the current a diverse group of people that started with a vague idea about
situation doing something together converging to a focused, committed
group with a new horizon of ambition. Instead of a frustrated
• Alternatives considered
group, working at cross purposes with one another, they have
become an aligned team with shared goals and the communication
• Action steps with
skills to reach them together.
person responsible and
date due
The One-Page Plan:
• Definition of success
Action plans are documented using an A3 format. This format
and monitoring process
summarizes all the relevant aspects of a plan on one 11 x 17 inch
piece of paper. It makes the plan easy to communicate and easy to
monitor. However, the point of the one-page plan is not just its
THE A3 REVIEWER IS easy-to-read format. Producing such a plan requires extensive
THE CUSTOMER OF discussion among all stakeholders and careful distillation of the
THE PLAN key points. The document becomes a focal point for an ongoing
process in which performers are held accountable, obstacles are
• Holds the team
removed, and goals are reshaped on the basis of new knowledge.
accountable

• Exercises authority to Implementation:

remove constraints Two key roles insure the successful implementation of the A3 plan:
The A3 report writer and the A3 reviewer. The team must identify
• Suggests changes in
the people who will fulfill these roles either before or during the
direction as needed
planning session. The A3 report writer takes responsibility for
documenting the plan produced during the planning session. They
• Provides
usually also capture the other ideas presented to be pursued later,
encouragement and
after the initial effort is complete. The role of A3 reviewer may be
rewards the team
taken by a member of the team or by an outside sponsor of their
• Models supportive activities. It may also be assumed by a group such as a lean
behavior leadership council if appropriate. The job of this person or group

STUDY-ACTION TEAMS 4
 is to hold the team accountable for carrying out the plan they have
made, but also to provide the support, encouragement, resources,
and organizational clout to insure the team’s success.

MORE EXAMPLES OF
STUDY-ACTION Continuous Learning:
TEAMS The plans made by an SAT are not cast in concrete. For them to
become reality requires taking new actions and establishing new
• One large construction habits. One of these habits must be the frequent inquiry, “How are
firm used SATs to get we doing”?
improvement projects
The team and the A3 reviewer must come together for regular
started in 15 divisions.
meetings where the status of action items is reviewed, issues are
In a little over 1 year,
resolved, and measurement data is examined. The question “Are
they conducted more
we doing the right thing?” remains alive. If conditions change, this
than 40 SATs involving
group is in a position to change course or set new goals.
over 400 people. Along
the way, many of the
division management What Makes a Study-Action Team Work?
teams were involved in
their own SATs.
Purpose and Sponsorship:
• A self-formed design
and construction team Preparation for an SAT begins well before the team meets for its
used 5 concurrent SATs first discussion. It starts with commitment to a goal for the team.
to bring their diverse This commitment may come from an executive sponsor, who
group together in a makes a request to a team to carry it out, or from a self-selected
competition for a team. An outside sponsor can support the team by making
hospital project. attendance at the sessions a priority for the participants among
• A discussion leader in their other work responsibilities.
the UK conducted an The involvement of the team and its sponsor continues during the
SAT for a team in implementation of the plans. The sponsor usually steps into the
Australia which used it role of A3 reviewer to hold the team accountable for fulfilling the
to launch their commitments it has made. This role includes periodic reviews of
company-wide lean the action items in the A3 plan with the team and receiving the
initiative. He did not team’s reports on what is done, what is not done, and why. The
meet the team face-to- sponsor can exercise their authority to remove constraints and
face until the planning offer other forms of concrete assistance to assure the team’s
meeting. success. Another key role is to embody the behaviors that

STUDY-ACTION TEAMS 5
 represent the new style of leadership to which the organization
aspires. The team will appreciate such support and
encouragement.

Team Commitment:
Team members who are invited to participate must fully
understand what they are agreeing to, including the reading
assignments, attendance, and participation. They must be briefed
on how the SAT will work and know what will be expected of them
in both time and effort. Team members must commit freely to
participate, in keeping with lean management principles. Offering
team members the option to decline often becomes the first
evidence of change toward the new culture that is being created.

SAMPLE DISCUSSION Discussion Leadership:

QUESTIONS A successful SAT requires the skills of an experienced discussion
leader. The job of this person is to provoke discussion by asking
 Why do you think that is questions of the group. They need to overcome people’s reluctance
important? to speak and encourage them to say what they really think, to voice
their disagreements, and to speculate. The goal is to shift the
 Does someone else have a
discussion from a school-room question and answer session to an
different opinion?
open conversation about the organization and its possibilities in
 How does the author’s point which all the participants interact and listen to one another with
relate to our current work respect. In addition, the discussion leader can contribute their
situation? expertise to the discussion by providing examples from their
experience and answering technical questions.

Participation:
The participants themselves often undergo a transformation. For
many, it will be the first time that they have seriously read a book
in some time. It may also be the first time that they have had an
open conversation with their co-workers about what they are up
against. In the best cases, the SAT opens minds and builds
relationships. This new level of trust and openness serves the
team well later when they are implementing their plans.

STUDY-ACTION TEAMS 6
 The Planning Session:
The choice of an initial project to be accomplished is critical. It is
important to choose something which is challenging yet doable.
Secondly, it is important to produce an A3 document which clearly
and concisely captures the current unsatisfactory condition, the
steps needed to address it, and the criteria which will be used to
evaluate success. Finally, individual team members must assume
responsibility for the actions to be taken – they must make
promises to each other and devise an explicit process for following
up to insure that the promises are kept. These initial activities will
demonstrate to the whole organization that change is possible.

CULTIVATE A MOOD Course Correction:

OF INQUIRY We are used to a black and white world where things are either
wrong or right and every action is judged as either a success or a
When things go wrong,
failure. We associate failure only with negative consequences for
instead of saying: “Isn’t that
ourselves and our reputations. This attitude discourages risk-
awful, I wonder who’s to
taking.
blame?” practice the mantra
“Isn’t that interesting, I We need to move to a new attitude, one where every experience
wonder why that becomes not an occasion for judgement but an occasion for
happened?” learning. If things do not go the way we expect them to, this is not
the time for blame. Instead, use the occasion to reflect. What did
we fail to anticipate? What other alternatives can we try? What
can we learn from this experience? This attitude must be brought
to the follow-up activities of the team so that learning from
experience becomes a new habit.

Have regular conversations with the team and the sponsor to

assess progress, get help and make mid-course corrections. Use
the A3 plan for these conversations making updates to it
throughout the action phase. We live in a world of change and we
might as well get used to it. We must be willing to change our
plans as the world unfolds before us and we continuously learn
from our experience.

STUDY-ACTION TEAMS 7
 Is an SAT Right for You and Your Team?

How do you decide if an SAT is the right move for you and your
ARE YOU READY TO team in your current situation? Here are some guidelines to
DO IT YOURSELF? consider:

1. You need an imperative business reason for the activity.

• Have you experienced
There must be an urgent problem to solve, a strategic
an SAT first hand?
threat to avoid, or a huge opportunity to grasp.

• Are you familiar enough 2. The team must be in a position to really accomplish
with the topic to keep something. They must be the ones directly experiencing a
the team from getting problem, or the ones with the vision to determine strategy.
stuck in dead ends? They will need both the expertise and the authority to bring
about a change.
• Are you able to put
3. The team must be available to fully participate in the SAT.
aside your own views in
They cannot succeed if they are overwhelmed with day-to-
order to draw out the
day demands on their time.
group?
Another question that arises is, why do an SAT rather than just
• Can you relinquish your sending everyone to a course or asking them to read a book on
authority so as not to their own? The answer is in the interaction. An SAT is not just
suppress the free about absorbing some new information or content, but about
expression of ideas
building a new type of relationship. It produces the skill of a new
and opinions?
kind of listening that is essential for any important change in an
organization. It helps the members of the group realize that what
• Do you know how to get
is obvious to one person is invisible to another, showing why it is
other people to talk?
important to pay attention to what someone else says. It also helps
them to see what their underlying concerns are and where the
opportunities lie to align these concerns for a joint effort. People
learn to welcome interpretations other than their own.

STUDY-ACTION TEAMS 8
 What Do You Need to Do?
TIPS FOR SELECTING
A BOOK THAT WILL
ENGAGE YOUR TEAM Selecting a Book:
How do you select just the right book that will help you realize
1. Choose an author who
your goals? We have a rich selection of books to choose from on
uses stories rather than
topics ranging from lean in manufacturing, design, and healthcare
tables of data.
to different approaches to management, strategy, and leadership.
The content of the book is important, but it is also essential to
2. Choose an author who
choose a book with an accessible writing style that will engage the
offers substantiation for
the claims he makes.
readers.

3. Choose an author with Selecting the Participants:

a good reputation.
What is the optimum number of participants in an SAT? We
4. Choose the shorter recommend a group of from 7 to 11 people. High-level managers
book rather than the as participants can lend legitimacy and authority to the process,
longer one keeping the while those who have first-hand experience with current problems
page-count between have a strong motivation to produce change. An SAT to produce
200 and 300 pages. organizational change may be chosen from different functional
areas and from different organizational levels. A diverse group will
5. Choose the produce the most lively discussions and hold the most potential for
unconventional rather the cross-pollination of ideas. Alternatively, an SAT initiated to
than the college solve an operational issue will be comprised mostly of people who
textbook. play a role in the process or adjoining processes. The team may
also benefit from including one or two subject matter experts.
6. Choose a book that will
challenge your team’s It’s important that the participants be willing, but a dose of
usual way of thinking. skepticism is also healthy for the group. It will give them practice
in not just tolerating, but actually exploring different points of
view. If you want to include a larger number of people in the
process, we recommend multiple sessions, which may be
concurrent or sequential.

STUDY-ACTION TEAMS 9
 Selecting the Discussion Leader:
Participants in an SAT are often so inspired that they want to
reproduce the experience for other members of their organization.

We often see new reading groups sprouting up all over the

landscape. Although these may succeed in generating enthusiasm,
you can achieve even better results by learning the skills that a
discussion leader uses to produce successful results. It is one thing
to focus on your own reading and learning and another to take
responsibility for what happens in the group. We recommend that
a prospective SAT leader attend at least one session as an
apprentice and take a leadership or facilitation skills course.

How and When to Meet:

Of course the most lively discussions take place face-to-face. We
recommend this format if possible. However, we have also had
success with teams that meet by audio or video teleconference. To
maintain the enthusiasm and intensity of the process, we
recommend meeting 2-4 times per week for one hour of discussion
at a time. An hour is enough time to discuss 30 to 40 pages or one
or two chapters.

Patience and Change

We live in an impatient culture. It takes

“I am a part of all that I have met; determination and courage to embark on a
transformational journey which will take a long
Yet all experience is an arch where through
time to complete. What we forget is that one of the
Gleams that untraveled world, whose margin fades consequences of continuous improvement is the
constant encouragement of small successes along
For ever and for ever when I move.” the way. Another reward is the companionship of
fellow travelers. An SAT can be a crucial factor in
-- Alfred, Lord Tennyson, “Ulysses”
producing those initial successes and forming those
bonds of trust that will speed you along.

STUDY-ACTION TEAMS 10
 About the Authors

Christine Slivon is a Project Coach with Lean Project

Consulting. She has extensive experience as a facilitator and has
conducted numerous Study-Action Teams. Chris developed the
Standard Work for SATs and trains LPC staff and clients in how to
lead them. She is the co-author of the paper “Another Approach to
Transforming Project Delivery” (with Kristin Hill and John
Draper, IGLC 15, 2007). Read Chris’s blog The Language of Lean
at www.leanproject.com/coaches-corner/christine+slivon.

Hal Macomber is the Managing Principal with Lean Project

Consulting. He leads the development of the consulting practice
along with creation of coaching programs and courses. Hal
invented the concept of an SAT and held the first one at Digital
Equipment Corporation in the 1980s. Read Hal's blog Reforming
Project Management.

Other Resources

Lean Project Consulting has conducted SATs for dozens of clients

and hundreds of participants since its founding in 2000. We can
lead an SAT for you and teach your supervisory and professional
staff how to lead their own Study-Action Teams. Contact us to
explore this possibility for your organization, 303-665-8385.
Providing project-based
companies with lean consulting Visit our website at www.studyactionteam.com (development
and coaching. pending) for additional information and resources. Study-Action
Team is a trademark of Lean Project Consulting, Inc.
www.leanproject.com

STUDY-ACTION TEAMS 11