Have you ever seen a team diligently rush off to tackle an urgent request, only to discover days or weeks later that their interpretation was off-target, or that critical pieces were missed entirely? This “running in circles”, where significant time and effort are expended without achieving the desired outcome, is a common frustration in many businesses.

It often happens because:

1. Initial requests lack clarity, leading to misinterpretations between the requester and the team.
2. Teams fail to thoroughly review the request, clearly define deliverables, and assign unambiguous ownership and timelines.

A colleague once likened this to a firework: a senior leader makes a high-level, urgent request, but without sufficient clarity, it ignites a spinning, directionless display rather than the intended direct rocket toward a specific goal.

The Value of Upfront Framing… For Every Initiative

Whether you’re working on a concise business case summary or a complex, multi-stage technology project, the value of spending time upfront to clearly frame the problem, define the desired outcome, and ensure everyone shares the same understanding cannot be overstated. Too often, teams start sprinting before they fully grasp where they’re going or precisely what’s needed. After a flurry of activity, they look up, only to realize they’ve been lapping an oval track without making real headway.

Oval tracks are great for spectators who want to see an entire race in one place, with no expectation that the runners are going somewhere new. In business, however, an “oval track” caused by lack of clarity just sucks productivity and morale from our teams. Business leaders are the spectators at the marathon’s finish line; they’re interested in seeing their team cross that specific line within an acceptable timeframe, not in watching them run unnecessary laps.

The Cost of Unclear Starts

If clarity is missing at the start of the “marathon” (your project or initiative):

• Your team might take those unnecessary laps, delaying arrival at the true finish line.
• Worse, they might arrive at the wrong finish line altogether, necessitating costly rework, backtracking, and frustration.

Guidance for Leaders: Setting the Course

As a leader in your SMB, it’s vital to:

• Frame your requests with precision: Clearly articulate the desired output, its purpose, the intended audience, and your expectations for delivery.
• Foster an environment of inquiry: Ensure your teams feel comfortable asking clarifying questions, both at the outset and throughout the journey, to guarantee they remain on the right path.

As your fractional CIO, a key role I play is helping leadership translate broad business objectives into clear, actionable requirements for technology initiatives, ensuring IT projects start with a well-defined “destination.”

Guidance for Teams: Ensuring You’re on the Right Track

As a team member receiving a request:

• Validate your understanding: Replay your interpretation of the request to the requester to confirm alignment.
• Deconstruct the request: Take time upfront to break down the overall objective into specific deliverables.
• Assign clear ownership and realistic timelines for each piece of the puzzle: A little time invested in understanding the route, the milestones, and who’s responsible for each leg of the race will dramatically reduce “churn and spin” and propel you to the finish line faster and more effectively.

What’s Next

Moving from frantic circles to focused, strategic execution requires a conscious commitment to upfront clarity from everyone involved. By ensuring requests are well-defined, understood, and meticulously planned before the “sprint” begins, your SMB can avoid wasted effort and ensure that every action taken moves you closer to helping your business “Succeed Sooner.”

Is your SMB sometimes caught “running in circles” on important projects or technology initiatives? If you’re looking for a strategic partner to help bring clarity, focus, and effective execution to your IT roadmap and key projects, let’s connect with Succeed Sooner Consulting.