Simplifying complexity

 

Leaders deal daily with complex issues. Because they have the context as well as the ability to think conceptually, this is often second nature to them. Unfortunately, those they try to communicate their ideas to often find the complexity confusing. And what is confusing cannot be grasped by those who need to understand it.

Ministry or business is complex. Complexity is confusing. The job of a leader is to simplify complexity.

Simplifying complexity so that people can grasp a concept or paradigm is one of the hardest tasks a leader often faces. Especially for those leaders who love complexity and whose minds naturally move toward complexity. But if the average individual cannot grasp your concept or paradigm, it is difficult to move in the direction that is desired. It results in confusion rather than in clarity.

There is also the desire by many leaders to share everything they know or have thougth through with those they are selling an idea to. The reality, however, is that much of that complexity is not important. What is important is the underlying principle to the complexity that people do need to understand. 

A good example of this principle can be found in the negotiations between the United States and Russia during the Reagan administration over nuclear weapons. This was a very complex and complicated issue that almost did not come to a settlement. But it did and President Reagan's statement explained the concept to the public exceedingly well: "Trust but verify."

Those three words took immense complexity and work and explained the concept brilliantly. So succinct was that expression that it has found a way into our vocabulary. In three words a much larger story was told. But in a way that the average individual could understand. It became the guiding principle for the agreement that took place. 

In the church I serve, we have a deep commitment to becoming a church that is friendly and accessible to everyone. That means no matter what their age, their background, their race, their socio economic status or anything else that might define them, they are welcome here. This is not an easy task and there is a great deal of complexity that goes into making this a reality. However we can articulate that complexity with simplicity: "A church for everyone and anyone."

Simplicity also builds culture. When staff talk about a church for everyone and anyone, the simple statement reminds them of a commitment that is fully understandable: it means something. And the simple statement is becoming a part of the culture of the church. Complexity does not build culture. Simplicity can!

One of my rules is that if something cannot be explained on one sheet of paper it is too complex and will not be remembered. It is one thing to do the hard work to arrive at a paradigm that you want to embrace. It is another to simplify that paradigm so that everyone can grasp it easily. It is the difficult construction of an idea and the necessary deconstruction in order to make it understandable.

If something in your organization cannot be easily explained, is not remembered or is not lived out, ask yourself if it has been simplified in a way that is memorable and easy to explain. If not, do the work of simplifiying complexity.

In my book, Leading From the Sandbox I show how an entire organization's purpose, values, culture and central focus can be articulated with one picture. 

Simplicity and clarity are a leader's best friend

Leaders who communicate with simplicity and clarity achieve more because their staff don't need to guess at the direction. Simplicity and clarity win over complicated and convoluted every day. If you cannot tweet your truth it is too complicated.

There are many smart people but fewer who can communicate with such clarity that they can mobilize others. Good leaders have the gift of taking complexity and communicating it with simplicity. This was one of the great gifts of Winston Churchill who could galvanize Briton around simple messages that resonated with those he led.  FDR had the same ability.

Gifted leaders have great knowledge that can be their undoing if they don't take the time to simplify their message until it is short and memorable. Staff and others don't need to know the intricacies of a concept or situation. They need to know the bottom line and direction. This often means that leaders must take the time to reflect on what they are communicating, simplifying and clarifying until they are at the essence of what needs to be communicated. It is not necessarily an easy process but the alternative of complexity  confuses rather than clarifies.

For instance, in the organization I formerly led we were committed to open dialogue on any subject. There are many facets to that but we settled on this way to communicate our commitment: We practice robust dialogue where any issue can be put on the table with the exception of personal attacks or hidden agendas. There is a great deal in that one sentence and it communicates a commitment in a simple and concise way.

Even values and guiding principles that form the culture of an organization must be communicated in a clear and simple way. Not just a word, but with a memorable phrase that captures the essence of what you mean by the value.

It is the job of a leader to understand what needs to be communicated and to take the time to refine that communication for the clearest and simplest way to communicate it. Many leaders do well on the former but default on the latter.

The power of simplicity

Too many ministries suffer from the confusion of complexity. That complexity keeps leaders and staff from focusing on what is most important by the distractions of all the possible things we could be doing. And there are many!

The most productive organizations and staff are those who have taken the time to simplify the complexity of their work, understand what is most critical and focus on those key areas. They also have taken the time to message that simplicity so that everyone in the organization (or part of the organization they lead) gets it. 

Remember:

Ministry is complex

Complexity is confusing

The job of leaders is to simplify complexity

It is that simple! But it is hard work to get there.

Can you clarify in one sentence what your organization is about and in a second sentence how you accomplish that mission? Can you clarify on one sheet of paper what is truly critical for your ministry? If not it is too complex. Or we are not yet clear!

The second question is whether one can clearly articulate what they do personally. While there are many ancillary things I do, I can spell out my four areas of focus with four big rocks and can therefore organize my life around those four rocks. 

Simplicity is all about clarity. Until our complexity is made simple we are not clear on what is most important. 

Uncluttering our lives

I often reflect on the prodigious output of individuals like Calvin and Luther who wrote in a day when there were no typewriters, computers, electricity or study aids. How did they do what they did?

The truth is that their lives were much more uncluttered than ours. Uncluttered by ubiquitous email, by cell phones, by television and the Internet, easy travel or the unending options we have for how we spend out time at work or at play.

Often, our conveniences become our challenge. Clutter is how I think of all the emails, communication, media, travel obligations, paperwork and meetings. Not that some of these are not important but because they are not all equally important, but we often treat them that way, to our detriment and frustration.

A personal goal of mine is to unclutter my life so that I don't live in the frustration of too much to do or the lack of time to do what I really should be doing well.

Consider:

Email screams at us to respond. I set aside a specific time to go through the bulk of my email so that it does not distract me through the day. The delete button is wonderful. So are short replies. I respond personally to every email from my staff, but at a time that works for me. Just because others can talk to us any time does not mean that we need to respond at any time.

Paperwork is ubiquitous. I have a wonderful pile in my office that I call the six month pile. When I receive paperwork that is of questionable importance, it goes in that pile. Every six months or so I go through it and realize that 95% of it can just go in the trash. The rest I deal with. I love that pile.

Meetings waste tons of time. Lencioni's book, Death By Meeting, is a classic. I cannot control what others do but I have resolved not to waste other people's time with meetings that are unplanned, poorly run or waste precious time. Meetings are not social occasions but missional.

The cell phone is a blessing and a curse. My strategy is to answer those calls that are important (caller ID), to return other calls when it is not a distraction and to schedule phone appointments rather than to take calls at any time. I am available to those who I need to be available to but in a way that does not clutter my day.

Obligations clutter our lives. Many of those obligations are not obligations we feel but obligations others impose on us. Saying no to those things that are not necessary unclutters life and gives us breathing room for those things that are truly necessary.

Travel is time consuming. I have increasingly been turning to video meetings, even for consultations with church leaders or other organizations to save the wear and tear of travel and simplify my schedule. Sometimes being there in person is necessary. Often it is not. Video meetings can save major travel time.

Reading: Too many books, too little time. The key is to read more selectively - we will never keep up with the information out there but we need to keep up with the critical information out there.

Relationships: They are important. Uncluttering our lives gives us time for what counts more - people.

I suffer from the disease of not being able to work in a cluttered office or study. If things are not in order I feel that my life is not in order. But life itself can be cluttered as well. I am on a mission to unclutter my life. Order and the ability to concentrate on what is most important lightens the load, clears the brain and focuses my energy.

Back to Calvin and Luther: One of the greatest downsides of clutter is that it keeps us from deep thinking. And deep thinking is the key to successful living and ministry. When our clutter crowds out time to think deeply it has compromised our lives. Our business provides the illusion of importance and significance but it is only an illusion. Those who accomplish the most are those who think the most about what they do and how they do it.

How cluttered is your life and do you have a strategy to keep it simple?