by Gary Monti on February 2, 2010
Taking your organization through change requires the skills of a samurai knowing when to make changes, when to leave things as they are, and staying centered through the entire process. Do this in an ever-changing environment with moving targets!
Like a samurai you can use the principles of martial arts and Zen, combine them with complexity theory, and develop an approach to changing your organization.
The Samurai
The word “samurai” has interesting roots. It means, “to serve.” More specifically, it means to serve something or someone higher than oneself. The samurai looks at the broader picture and chooses specific actions accordingly. To aid in this they practiced many arts with some samurai being great poets and artists. They worked to understand the principles of life beyond fighting. This led to even-tempered decision-making. This approach is critical when making organizational changes, some of which may be enjoyable and others painful.
Martial Arts
Martial Arts can teach us something about technique when changing an organization. Methods vary with circumstances but evolve from solid principles. In Aikido there is a proverb that goes something like this, “When you come upon a rock; be water and flow around it. When the ground is shifting; be a tree and establish roots.” This knowing when to flex and when to hold your ground is critical. In World War II Henry Kaiser revolutionized shipbuilding by restructuring the manner in which Liberty ships were designed and assembled. He turned naval construction on its head. Once new methods (flexing) were established and integrated they were pushed to the limit (holding ground). The time to build a ship was reduced from 245 days to 45 days with some being completed in less than a week. Some of those construction methods are still in use today.
Zen
So how do you pick from all different ways to organize? What order should they be used in? There are so many methods and types of advice one can get overwhelmed. The key is establishing and keeping an eye on your goals and values and choosing the appropriate method.
Zen offers some good advice: Be immovable. Now, this doesn’t mean be stubborn. It also doesn’t mean being stuck. What it does mean is be imperturbable. Have all decisions reflect movement towards desired goals while keeping values in sight. For more on this see a previous blog, Change Management – Leadership: An Executive Map, Compass and Navigation Method.
Complexity Theory
Now you can take a tip from complexity theory on how best to organize: let the people do it themselves. With everyone understanding the goals and values do something very interesting: take the organization back-and-forth between equilibrium and disequilibrium. When things are moving well – let them be (equilibrium). When a change is needed shake things up by pointing to the challenges and let the team decide how best to organize or reorganize (disequilibrium).
Andy Grove used a two-step process at Intel.
- He instilled the belief that change is needed and left the organization alone so the stress would build.
- When the stress was high enough he would then lead people through “The Valley of Death” to achieve the next chip design. (Adapted from “Surfing the Edge of Chaos,” Richard Pascale, et. al.)
In the next blog we will look at some deadly misconceptions regarding technology and change and how to remedy the situation. If you are as interested as I in these topics send me an e-mail at gwmonti@mac.com or visit www.ctrchg.com.

With over 30 years experience, Gary Monti consults/teaches/mentors/speaks in change management and project management with a focus on compassion and respect in the workplace. The work is grounded in project management, chaos and complexity theories combined with Myers-Briggs Type Indicator
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by Guy Ralfe on January 20, 2010
I don’t see myself as competitive but thinking about it if someone draws a line in the sand, I have to jump over it. My boss decided that we all needed a challenge to get us through the winter. He offered to everyone in the company an entry to Boston’s Run To Remember – 1/2 marathon. Not being a runner but seeing the line in the sand I signed up.
I asked a few questions to get an idea of how to train and how to build up to this race. I was told “…you need to get into the habit of running about 35-40km (about 21.5-24.8 mi) a week” and then build up on speed after you have established a base in attaining distance.
I had never run more than 10 km before, and to be honest if I recall most of those 10km were walked, how was I going to achieve this? Well I put on my trainers and set off aiming for 35 km in the first week. After a mammoth effort I managed just over 10km on my first run. Suddenly 35 km didn’t look so far but finding another 3 hour slots in the week was going to be the challenge. Getting daily email reminders from my boss on how far he had run, quickly helped overcome that problem, and surprisingly, after my first week of training I managed to log a respectable 37.5 km. Now that was some two months ago, and it has gotten a lot colder up here in the north east. What started to happen was that I began not keeping accurate records of what I was running so I began telling myself stories about what I had done to feel better, not what I had left to accomplish. The result was that suddenly I was not able to keep up the required standard.
Lately I have been trying to build up speed since all I had been focusing on was distance. (to you athletes out there I am not a runner yet so no laughing at my shared statistics) From discussions I heard someone mention that you need to be in the 4:50 min/km pace for this type of a run. So I sported a watch and off I set. In my mind, I was thinking that I must be getting close to the 5 min/km mark. Well after a good fast run the watch must have had a problem, I was averaging 5:32 min/km. I was suddenly aware how weak my training program was and that the performance metrics for running were both speed and distance. After some work I have now been able to break the 5:00 min/km mark for my training runs.
So just yesterday I went for a run in Copenhagen, it is flat with no hills and I felt like I had flown. At one point I sprinted alongside a cyclist to keep the pace elevated for 2 minutes – my time must have been close to 4:50 min/km. After looking at my watch I only managed 5:01 min/km. I was really upset and shocked, but I also learned a very clear lesson that us humans cannot be objective for our own sake.
We must know what we are going to do, what the criteria (metrics) are that define the standard if we are at all going to compete. Let’s not fool ourselves we compete all day every day. We need to ensure we stay ahead of the pack to succeed and realize our ambitions.
This is a great video emphasizing the point of knowing what the standard is and measuring against it.
(Click to Start Video)
Here is a brilliant blog post Don’t Do Your Best that gives more insight into the limitations we commonly set ourselves when saying we will do our best.
And from a business perspective here is a an insight to what it means to Run the Last Mile of the Race.
Know your ambitions, personal and business, set the criteria you are going to measure against then go out and perform. And if nothing else measure your performance!

This article was contributed by
Guy Ralfe, co-founder of
Active Garage and co-author of the upcoming book
"ProjectManagementTweets". You can follow Guy on Twitter at
gralfe.
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by Robert Driscoll on January 14, 2010
As we enter this jobless recovery in 2010, it won’t be big business that will pick up the economy. Once again, it will be the small business entrepreneurs. News agencies and financial firms follow what the CEO’s of major firms foresee for 2010 to see when the light at the end of the tunnel will become visible. What many people don’t realize is that small businesses employ over half of all private sector employees and generated 64 percent of net new jobs over the past 15 years. It is small businesses and entrepreneurs who will bring us out of this slump.
While the days of working for one employer during your professional career are long over, big business continues to squeeze more perks out of their employees to cut expenses. Almost a third of Fortune 1000 companies have now frozen their pension plans in an effort to control expenses. US wages and salaries rose at record lows according to the Labor Department in 2009. Over the past 12 months, wages and salaries only rose 1.5 percent making it the lowest increase since the figures started to be collected in 1982.
Wages for non-managerial workers have fallen by 1.4 percent so far this year, according to an article in USA Today, and are on track for even further declines. The official unemployment rate has reached 9.8 percent, and when one takes into account discouraged workers and people who are underemployed, it is at 17 percent, possibly higher. And for 2010, while more employers state that they will be hiring more employees, it’s nothing to write home about as it’s not much higher than 2009.
With the marketplace now changing faster than ever and forcing businesses to adapt more quickly, more employers will have to rethink their hiring efforts as they look to their employees to be more flexible as well. This request from big business employers to employees for flexibility will be: increasing and decreasing work hours depending on demand; the continued request to do-more-for-less; continue to learn new skills. How do you think employees are reacting to this? According to a survey of 2900 companies done by Careerbuilder.com revealed that nearly a quarter of them rate their organization’s morale as low. So what can you do during these tough economic times? You can be thankful that you have a job and suck it up or you can make a change.
Recently a good friend of mine told me that he was considering quitting his corporate job in the northeast and moving to the mid-west to help a family member of his grow his small business and take it to the next level. While he would initially be taking a pay cut, the opportunity for growth and exceeding his income today is enormous, but he worries about leaving his “comfortable” corporate job. He called me to ask me for my opinion. I told him that there are risks in working for a small business, or for that matter, helping to start one, but in today’s uncertain economy, there aren’t any more uncertainties working for big business as there are working for a small company. The difference, I told him, is that there will be nothing more fulfilling than creating something that is his and being in control of his financial destiny. I asked him what he’s waiting for and when he’s leaving to start his new journey. I hope it’s soon.
So ask yourself, “Am I happy?” or, “Is my career/job fulfilling?” If not, then what are you waiting for to change it?

This article was contributed by Robert Driscoll, co-founder of
Active Garage. You can follow Robert on Twitter at
rsdriscoll.
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by Guy Ralfe on January 13, 2010
For many it is performance appraisal time of year, a time of reflection and setting of goals for the coming year. It is a frantic time as everyone digs deep to recall the goings on of the past 12 months. The net result is that employees are really only as good as the most recent performances their manager can recall at the time of the interview.
At the same time bonus packages are being calculated and targets adjusted for the coming year. This measure is usually computed month over month and so it does amass the individuals performance over the period. The trouble though, is that employees only appear to be conscious of this metric for the last 6 weeks of any bonus period as it is usually in this time frame they then can comprehend the chances of achieving their targets and gaining the benefit of a financial bonus.
For all the effort placed into the Appraisal and Bonus process it yields a relatively low return.
I read a quote made by Jacqueline Novogratz in her contribution on Dignity in the ebook What matters Now released here on Active Garage.
“Giving a poor person food or money might help them survive another day… but it doesn’t give them dignity. there’s a better way. Creating ways for people to solve their own problems isn’t just an opportunity in 2010. It is an obligation.”
Motivating individuals and aligning an organization is a difficult task at best, but if we think about it in the context of Jacqueline’s quote, making the goals and performance metrics to support building an individual’s dignity we could better produce the longer term objectives the appraisal process sets out to achieve for the organization and the individual. Today’s process supports the survival approach to objectives, not the fostering, growing and building produced through teaching someone how to do something.
Here are a few thoughts I had to create such a situation:
- Shorter time frames – measure and reward on a quarterly basis. Building dignity repeatedly will enforce the behavior.
- Center goals around the employee – focus on the employees ambitions and align the organizational metrics to that. When you are hungry you look for food, associate the corporate goals with the food and you will get a person working to take care of themselves and as a result the organization at the same time.
- Formulate don’t deliver/direct – mandating a goal is the same as being given something and not knowing how to fend for it again. Formulate a plan in a way that you educate how to attain the goal without directing to the goal. This produces stimulation, thought and learning which will go a long way to help individuals fend for themselves and the organization in the future.
- Social Dignity – we are all social by nature and need our networks to survive. Produce situations of dignity for the individual in their social network, at work or at play, will increase their stature as a result of attaining their goals.
Being human is to take care of ourselves first, look to that to produce better results from your employees and your organization.

This article was contributed by
Guy Ralfe, co-founder of
Active Garage and co-author of the upcoming book
"ProjectManagementTweets". You can follow Guy on Twitter at
gralfe.
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by Robert Driscoll on January 8, 2010
Everyone wants their life to be perfect with no concerns and in perfect harmony and balance. Or do they? If you think about it, a perfect life with no concerns would actually be pretty boring where you have no disagreements and no worries. Your life would be like a stick in the stream with no obstacles. In reality though, life is full of challenges. Some challenges you can foresee them coming, but most of the time you can’t and it’s how you deal with these challenges that defines you and your identity at home and in the marketplace. Everyone strives for balance and harmony in their lives, or so they say, but is there a difference?
There are several definitions for each. For balance, one of the definitions states that balance is a point between two opposite forces that is desirable over purely one state or the other. With harmony , the definition states that it is an order or congruity of parts to their whole or to one another.
If you take a moment and think about both definitions, they are actually very different. If you are striving to have balance in your life, then by the definition, you will have to ease up on something or give it up to bring your life in balance. In the end you might not be fulfilled by having to give something up that brought you some pleasure in life. Granted, if what you had to give up was causing you or those around you pain, then it’s understandable. While many of us say that we want to have balance in life, do we really want to have something always pulling on us?
This leads us to harmony. Life is full of challenges and we face them every day in our marriages, our friendships and in our professional lives. Learning to work through these challenges and not letting them overwhelm you by accepting and understanding them and by working through them and eventually embracing them, you can have a more fulfilling life. At the same time, embracing the good things that come to you in life and taking advantage of these moments will make life that much more enjoyable.
Like Forrest Gump said, “Life is like a box of chocolates. You never know what you’re gonna get.” Instead of trying to achieve balance in your life and always fighting or dealing with opposing forces, try to find harmony with everything that comes to you and embrace it. Accepting the challenges that come to you in life and working to improve the areas that bring you joy in life will open up the space for new possibilities which in turn will make your life more fulfilling.

This article was contributed by Robert Driscoll, co-founder of
Active Garage. You can follow Robert on Twitter at
rsdriscoll.
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by Himanshu Jhamb on December 7, 2009
A while ago, I had written about “What a Project is Not”? This post is an extension of that post in which I will discuss why projects are needed and what projects, in fact, are. You will probably get as many interpretations of what a project is, as the number of people you talk with and most of them, are probably right in their own way. But, we are not talking about right or wrong here; we are concerned about what makes for a more powerful interpretation and that’s that. This obviously leads us to the question: What makes something powerful? The answer is really simple – Anything that is in alignment with why it was invented in the first place makes up for a powerful way of existence. In Projects speak, this would be the purpose of the Project.
So, Why are Projects needed?
Projects are needed when old practices and ways of doing things no longer generate effective results or worse, generate breakdowns that we have to cope with. One of the most common sources that generate the need for projects is the rapidly changing marketplace. Today’s marketplace (as opposed to the one that existed 30-40 years ago) calls for the invention of new projects at breakneck speed. All you have to do is nothing for a month (probably, not even that) and you’ll see how your competition edges you out to obscurity.
What do you need to Invent a Project
The most fundamental thing that is needed even before a Project can be invented is – You must be “Up to” something. It can be as simple as going from point A to point B OR as complex as going to the moon. What you are “Up to” defines why you are inventing the project. Entrepreneurs are inventing projects all the time. Projects teams are enrolled in this “Project mission” and “execute” on a “plan” towards achieving this goal.
How are projects brought into existence?
Projects are brought into existence by making specific declarations of what it is that will be produced at the end. There are, of course, other parameters on which specific declarations are made around – scope, time line and resources, to name a few but, at a fundamental level these are all declarations of producing a specific result by a certain time frame.
Projects are Costly, yet Unavoidable and Necessary
This is perhaps, the only guarantee, a project carries. Yes, it’s unfortunate, but true. Projects are inherently costly (we obviously see this as an investment – that’s why we incur the cost, but I’ll continue using the word “Costly” for now) and what makes them so is that it takes time, energy, money and lost opportunities to learn the new practices & tools that are needed to run the project, efficiently. Then there are the costs associated with resources and then there are the many unknown costs – that only show up during the execution of the projects.
It would be a disservice to the topic of projects if I ended on the rather somber “Projects are Costly” note… Projects are also unavoidable and necessary … in that, they will continue to exist and invented as long as the marketplace continues changing and businesses find themselves coping with the changing landscape. Projects have an immense capacity to produce exceptional results to take care of the concerns they are invented for – as long as they are planned for, managed and executed well.
<Shameless Plug Begin>
At Active Garage, we keep tinkering on projects. We have two projects (one completed and one still going on) and more to come. Please check out our current projects here:
1. defiant, a social media powered eBook
2. BLOGTASTIC series
</Shameless Plug End>
—

This article was contributed by
Himanshu Jhamb, co-founder of
Active Garage and co-author of the upcoming book
"ProjectManagementTweets". You can follow Himanshu on Twitter at
himjhamb.
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by Thomas Frasher on December 4, 2009
My article this week is about timing. There is an old saying “Experience is what you get, right after you needed it”.
There are things that you can time, the coffee maker, the bus schedule and so forth. There are many more things that you cannot time and attempting to time them is a mistake.
For Example: timing the stock market, similar to gambling in Las Vegas, where everyone knows the game is rigged and plays anyway. Attempting to time the stock market will eventually get you if you are playing alone. That’s why successful stock brokers get paid no matter the outcome of your transaction with them.
Timing certain types of projects is also a mistake. I work in the large scale software industry and if a project is an addition to an existing product, timing makes sense and indeed is necessary. If, on the other hand, we are building something completely new to the world, we cannot time it, and we are almost never able to resist the urge.
For things that are new to the world, much must be learned, therefor the time required is the time needed to acquire the knowledge to complete the project; be that brain surgery or a new software product. The knowledge and the skill must be acquired over time, a practice must be developed that retains that skill and then the project can be timed. Usually at that point you have completed at least the first pass and are ready to move on. Only after you have the experience can you time the next iteration, and even then, if you are doing something that is new to you, your team or the world, you need to take the time to learn.
I’ve said is almost all of my articles, you will not get where you are going alone, you need help. Help can come in many forms: parents, friends, acquaintances, government structures, business structures, etc. The number one thing that, as business people, we can find to help us are teachers. Find someone better at what you do than you are and learn from them. Learn everything you can, from everyone you can. Be discriminating in your teachers though, find the best, if you find someone better, switch. Move fast and learn to learn fast.
With learning comes obligation. As I said before, you need to learn from great teachers, you must have something to offer them in return like money, time, etc. In return you must spend some of your human capital to learn: time, lost opportunity, money etc. Education comes with a price, you must pay it. When you stop learning you are finished.
Another point about the obligation of learning; you must teach. There is a Buddhist maxim “To know and to not do is to not know”. Teaching cements your knowledge, it is a mechanism of our minds that when we teach we learn as well, the subject we are teaching. So to learn, you must teach, find a student, and be a student.
Go find something new to learn! Stretch your mind and teach someone else something new! Do it for yourself.

This article was contributed by Thomas Frasher, co-founder of
Active Garage. You can follow Thomas on Twitter at
tfrasher.
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by Thomas Frasher on November 20, 2009

A professional business people our identity in our marketplace is extremely important. Identity or brand is an early indicator of the cost of doing business with us. A well respected identity results in lower cost to your marketplace, no matter what that marketplace may be.
Today’s article focus’ on a single aspect of identity management that has raised itself to me several times this week: Telephone Etiquette.
How many of us use conference calling and online meeting sharing systems (Skype, GotoMeeting, Meetingplace, etc) to conduct our meetings? I have been in 8 conference meetings this week where 2 or more participants were not geographically located in the same area as the main meeting.
Given that we are more and more, required to conduct business in a more virtual fashion, identity management takes on a different complexion. With a virtual meeting, there is little if any visual cues to help people move the conversation along or not step on one another verbally. Today’s article gives some simple guidelines for making conference calls work more smoothly and helping to build your identity as a competent business person.
1. Pay close attention to your proximity to the telephone or microphone. Voices will be softer or louder based on this distance and can give the impression that you are either not paying attention or that you are otherwise engaged. Remember people are "seeing" with their ears on a conference call.
2. Don’t tap the table that is holding the telephone or microphone. While those in the room may not be able to hear it, the mechanical noise will be transferred to the phone or mic and it is very distracting on the receiving end. Likewise shuffling papers near the phone of mic can be inordinately loud and prevent others from actually hearing what was said.
3. No Side Conversations! This sends a clear message that you don’t consider others thoughts valuable, if a side conversation starts up, as a business leader you need to stop it or bring it into the main part of the meeting.
4. My pet peeve, make sure the other person has finished talking before making your contribution. care must be taken to manage the meeting so that all the opinions are heard and all the information needed to be passed is passed. I personally must work to remember to not talk over someone. It is very rare when that is required, so be on the lookout for this one.
5. Pay attention to what is being said by others. You have no permanent lock on good ideas, so make sure you are open to the ideas of others, it will improve the quality of your own ideas. Another peeve I have is when it is obvious that the other person is simply waiting to start talking and they are only gated by me speaking, they are not listening (I admit I’m guilty of this as well). If you listen carefully to the other people on the conference call you may find the your opinions of them and their contribution may change.
Above all remember to respect your virtual meeting colleagues, which is what the list is all about anyway.

This article was contributed by Thomas Frasher, co-founder of
Active Garage. You can follow Thomas on Twitter at
tfrasher.
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by Himanshu Jhamb on November 3, 2009
“I am really sorry, sir. It doesn’t matter what you have to say about why you need this specific service because it is against our policy to provide this. I want to save you the time of going over why you need what you need as we simply cannot provide it.”
I was told this at a local Walgreens a few weeks ago.
All I could do was stare confoundedly at the store representative. I mean, what can you, the customer, really do when the provider tells you that they don’t even want to LISTEN TO YOU? You do what I did – stare confoundedly at them.
I have come across so many instances of this that I am led to believe this is no trivial matter or a one-off instance. This is a serious issue plaguing the customer service industry and if you think you are perhaps not impacted by this, well… then you are probably not in the business of making money. The solution to this issue, ironically, comes from within the company itself. All it takes, in most of the cases, is another “more helpful” representative of the company who simply and genuinely wants to “help” the customer. Even if they end up with the same result i.e. not being able to provide what the customer is after, they try and try and try until they exhaust all possible options. They don’t tell the customer that they don’t want to hear them out because they care for the customer’s time. That is, in fact, complete bullshit. All that tells me is that the representative wanted to save HIS/HER time and it surely sounds a lot better if he/she said it was about saving the customer’s time. In my specific case, I simply went to a neighboring branch (of Walgreens, again) and got what I needed from a “more helpful” representative who found a way to help me, without breaking the rule… and he found a way by just spending an extra 10 minutes listening to my problem. Heck! Even if he had not been able to help me after the 10 minute of my cathartic problem-telling, I would’ve still come out a happy customer – a customer that was at least heard out.
The lesson to learn here (for me and perhaps for you) is to consistently question the rules and the rule-enforcers in your organization to ensure the purpose of the rules (i.e. helping your customer) is not being lost in the process of upholding the rules. Here are a few good ones to ask:
- Are you or your employees following the rules blindly and in fact, turning customers away OR are they putting some thought into the situation and EXPLORING if there is any way they can help the customer without breaking the rules?
- Are you or your employees enforcing the rules with a level of rigidity that is in fact hurting your customers or are you looking to “help” the customer, even if it means you might have to “bend” the rules a little from time to time.
- Most important one: Are you turning the customer away with a big fat “NO” the moment you sense a rule might be broken if you help them in the way they need help OR are you at least, starting out with a magnanimous YES and are willing to HEAR THEM OUT!
The next time you remember a RULE, think of why it exists and see if the RULE itself defeats the purpose of why it exists… that’s a sure shot giveaway of a rule that needs to be inspected and perhaps, overruled!

This article was contributed by
Himanshu Jhamb, co-founder of
Active Garage and co-author of the upcoming book
"ProjectManagementTweets". You can follow Himanshu on Twitter at
himjhamb.
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by Thomas Frasher on October 16, 2009
In the last article we discussed the need to create a cohesive IP strategy, in this article I’ll discuss the first step in creating your strategy.
Like every article I’ve written on this topic, I’ll remind you that you need help, and you need the best help you can get.
Strategy Creation:
A few guidelines to help things along:
1. Be clear on why you are creating an IP strategy. All reasons are valid, some will work better than others. For example: if your goal in creating an IP strategy is to to tell all of your friends how many patents you have; you may want to think a bit more deeply about what you will do with those assets (make no mistake they are assets if treated right) and how much you are planning on spending to create them. On the other hand if you plan to exploit what you have invented, create a new business, and bring new products to the marketplace, then you are thinking in the right direction for strategy development.
2. Determine the direction you want your IP portfolio to grow into, find your market landscape. For instance; if you are making wire coat hangers and you suddenly come up with a new idea to make them cheaper, faster or in some other way better for the same cost, that’s a great invention in your current market landscape. If, on the other hand you make coat hangers and you come up with a great new telescope design, you may want to think about the new invention within the direction of your market landscape and the way you prosecute that innovation in the marketplace. Is it a different marketplace? The direction component of your strategy helps to keep costs under control. Costs can include nearly everything you can think of, from time spent thinking about the innovation, to the actual patent write up and filing fees, and everything in between.
3. Determine what areas you are NOT going to explore, such as a wire coat hanger manufacturer working on auto parts cleaning machines. It doesn’t matter what limits you put in place but you must at least think about them, and draw limits that suit your situation and remember they are your limits, you can change them any time you wish.
4. Determine when you will start, never when you will stop, and start. Create consequences for not starting, and rewards for getting going. Innovation should never stop, it must be continuous if you are to be successful in the long term.
This all sounds like a lot of work and, that said, it’s not a trivial task. However, as humans, we are what we practice, and our practices define us. Therefore you need to develop a practice of creativity, and a practice of managing your strategy.
So, having read all the above; It’s time to get moving!

This article was contributed by Thomas Frasher, co-founder of
Active Garage. You can follow Thomas on Twitter at
tfrasher.
Tagged as: Business Management,
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www.activegarage.com