Silo Mentality

This article was co-authored with Megan Rozo of Internet Marketing Inc.

The Silo Mentality as defined by the Business Dictionary is a mindset present when certain departments or sectors do not wish to share information with others in the same company. This type of mentality will reduce efficiency in the overall operation, reduce morale, and may contribute to the demise of a productive company culture.

Silo is a business term that has been passed around and discussed at many board room tables over the last 30 years. Unlike many other trendy management terms this is one issue that has not disappeared over the years. Departmental silos are seen as a growing pain for most organizations of all sizes. It is the duty of the executive leaders and management to prepare and equip their teams with the proper mind-set to break down this destructive organizational barrier.

It Trickles Down from the Top

The silo mindset does not appear accidentally nor is it a coincidence that most organizations struggle with interdepartmental turf wars. When we take a deeper a look at the root cause of these issues, we find that more often than not silos are the result of a conflicted leadership team.

Many executives may look at their organization and dismiss department inefficiencies and lack of cross-functional solutions with immature employees, lack of basic training, or simply the inability for some employees to play nicely with one another. Unfortunately, while these behaviors may be a result of the silo mentality; it is not the root cause. These assumptions will actually lead to long term harm to the organization as a whole by creating resentment and cynicism within the teams. Most employees become frustrated with their department and the organization as a whole when they have identified the problems, but can’t do anything about it. It is the responsibility of the leadership team to recognize this and rise above to create effective, long-term solutions that are scalable, executable, and realistic.

Here are 5 ways to encourage a unified front.

1.  Create a Unified Vision.

As written by Patrick Lencioni in his book Silos, Politics and Turf Wars; “Silos – and the turf wars they enable – devastate organizations. They waste resources, kill productivity, and jeopardize the achievement of goals.” He goes on to advise leaders to tear down silos by moving past behavioral issues and address the contextual issues that are present at the heart of the organization. For many organizations, this means that not only do all employees of the company need to row in the same direction, but the executive teams must be engaged and at the forefront steering the boat. It is imperative that the leadership team agrees to a common and unified vision for the organization. There must be a large level of executive buy in and core understanding of the company’s long term goals, department objectives, and key initiatives within the leadership team prior to passing it down to the teams. A unified leadership team will encourage trust, create empowerment, and break managers out of the “my department” mentality and into the “our organization” mentality.

2.  Work Towards Achieving a Common Goal.

Once the leadership team has agreed to the over-arching unified vision of the organization, it is important that this team determines underlying root problems that may be causing the ripple effect of silos. Many times there are multiple tactical goals and objectives identified, but it is up to the Leadership team to remain on task and define the single, qualitative focus that is shared among them as the top priority. Once the “elephant in the room” has been identified it is important that all executives and all members of management work together towards achieving that common goal. It is also important that all employees are aware of this objective and understand how they can make an impact individually.

In Virginia Anderson and Lauren Johnson’s book, Systems Thinking Basics, they define systems thinking as a holistic and big-picture view of the whole. It is recognizing the interconnections between parts of a system and synthesizing them into a unified view. This thinking, along with a unified focus, should be applied across teams to encourage collaboration, team work and ultimately accomplishment of the common goal.

3.  Motivate and Incentivize.

Kudos to execs and management teams who are able to successfully establish a unified, common goal and understand how the various parts of a whole intertwine. Half of the battle is won. The final steps in eliminating silos cover execution and implementation. Motivation can vary across teams, and most importantly across individuals. What really defines a successful manager is one who is able to identify what key components motivate each of their employees and how to communicate this effectively to a wide-range of audiences. Once the common goal has been identified, each member of the management team must incentivize their employees accordingly.

If your common goal is to revamp the reputation of your company, then one of your objectives might be to improve the quality of your product. If the objective is to improve the quality of the product then your employee incentives should be built to maximize this desired result. For example, someone in product development might receive an incentive for reducing bugs within deadline; while the customer service representative might receive an incentive on increasing customer satisfaction. Incentives will go a long way with motivating employees; however, it is not all that is needed. Managers need to remember that motivation encompasses a wide variety of tactics including common interests, individual investment in growth, shared voice, and positive words of encouragement. All of the tactics described within Motivation are designed to avoid the “it’s not my job” attitude and encourage input, team work, and most importantly – productivity.

4.  Execute and Measure.

Just like any established goal, it is important that once this goal is defined, it is also measured accurately. The leadership team must establish a time frame to complete the common goal, benchmarks for success and delegate specific tasks and objectives to other members of the management team. Regularly scheduled meetings with the intention to hold each employee accountable against their assigned task should be held. It is not uncommon that a large amount of inertia is needed to keep the momentum going. Let’s not forget that teams thrive off routine and constant reinforcement. Team work and constant cooperation must be present for the above 3 steps to work properly.

5.  Collaborate and Create.

The famous quote by Francis Bacon “knowledge is power” has a very pivotal role in modern organizations. There are a few key factors in creating a thriving and productive team; knowledge, collaboration, creativity, and confidence. Without these four basic factors any team is destined to fail. To encourage your teams to exhibit all 4 of these traits it is recommended that management allows and fosters cross-departmental interaction.  The exchange of knowledge and the collaboration that will inevitably take place between teams is absolutely priceless. To maximize collaboration, knowledge, creativity and confidence it is suggested that management works to reduce unnecessary long and frequent meetings, builds out accessible and small meeting rooms, implements a cross-departmental training/education system, and encourages constructive feedback from outside departments.

Breaking down the silos is not an easy task for any organization; however, the avoidance of these issues will be more detrimental to the employees and ultimately the overall health of the organization. The five steps laid out within this article are designed to help facilitate a unified vision and establish realistic steps to providing team members with a clear purpose and means to accomplishing the ultimate common goal. There is nothing more powerful in any organization than having all employees rowing fiercely in the same direction.

4 steps tp break down the walls

In order to correct silo problems, there is no need to re-organize the entire company. Here are 4 steps that can help break down walls and allow “cross-pollination” –

1. Encourage cross-functional teams to work on company-wide problems. Employees get to know each other, gain exposure to other areas of the company and perhaps even accept assignments in other functional areas.
2. Eliminate formality in the company and the need to go through an endless chain of command before engaging leaders.
3. Establish common platforms and systems across the company and give people access to the same data and information. This discourages information hoarding.
4. Design comfortable space in each building or on each floor where cross-functional teams can come together in a relaxed setting to brainstorm products/services, processes, and work cross-functionally to create solutions.