Project Management’s Fatal Flaw

Today’s headlines; Paula Dean drops two pants sizes, Joe Theismann’s prostate is prostate, Joan Lunden’s mother has found a senior living center and, based on six years of research in the Pacific Northwest, graduate researchers at Chicago’s School of Anthropology have confirmed that in fact, consultants do eat their young.

Observation may be one of our best teachers, but we often ignore what can be learned from it.  Here is a real-life example that occurred to me from having watched a human interest story on the local news about neighbors banding together to try and rescue someone’s pet cat which they surmised was stuck in a tree.

Here is the observation; how many cat skeletons have you seen in trees?  What can be learned?  Maybe cats do not need rescuing.

Project management and business in general have many similarities with cats stuck in trees.  Somebody thinks there is a problem, and like good little workers, we throw resources at the problem trying to rescue it.  We establish committees, have meetings, and create reports.  We discuss the problem, we recall what happened the last time we had this type of problem, we bring in experts whose skills are particularly attuned to solving this problem, and then we attack it.

The one thing we fail to do is to validate whether the perceived problem is really a problem.  Chances are that the cat in the tree is doing just fine and does not require any help. If it does, there is always gravity.

 

Patient Satisfaction–The Mathematics of Change

There are three people in the ER. One of them is a physician, one of them is an executive, and one of them is a consultant. They see a machine unplugged that is standing against a wall in the waiting room.

And the executive says, ‘Look, the technology in this hospital is not used.’ And the physician says, ‘No. There are machines in the hospital of which at least one is not used.’

And the consultant stood there in silence guessing neither of them really cared what he thought about the machine.

At least one. A mathematical term meaning one or more.

Some. A non mathematical term.

The term is commonly used in situations where existence can be established but it is not known how to determine the total number of solutions.  In our example, ‘E’ represents the unused machine and ‘C’ represents the unused consultant—the exceptionally bright among us will notice there is no ‘C’.  That is a problem on my end, but I digress.

 Image

How many things can be changed regarding the patient experience that would have a positive impact? At least one.

What would you change if you were not afraid of failing?

 

Is Patient Experience Management abi-normal?

I remember the first time I entered their home I was taken aback by the clutter.  Wet leaves and small branches were strewn across the floors and furniture. Black, Hefty trash bags stood against the walls filled with last year’s leaves. Dozens of bright orange buckets from Home Depot sat beneath the windows. The house always felt cold, very cold. After a while I learned to act normally around the clutter.

There came a time however when I simply had to ask, “Why all the buckets? What’s the deal with the leaves?”

“We try hard to keep the place neat,” she replied.

“Where does it all come from?” I asked.

“The open windows, the stuff blows right in.”

I looked at her somewhat askance. “I’m not sure I follow,” I replied as I began to feel uneasy.

“It’s not like we like living this way; the water, the cold, the mess. It costs a fortune to heat this place.  And, the constant bother of emptying the buckets, and the sweeping of the leaves.”

Trying to assume the role of thought leader I asked, “Why don’t you shut your windows? It seems like that would solve a lot of your problems.”

She looked at me like I had just tossed her cat in a blender.

When you see something abnormal often enough it becomes normal. Sort of like in the movie The Stepford Wives.  Sort of like Patient Experience Management (PEM). The normal has been subsumed by the abnormal, and in doing so is slowing devouring the resources of the hospital.

Are you kidding me? I wish. It’s much easier to see this as a consultant than it is if you are drinking the Kool Aid daily. When I talk to people about a statistic that indicates that 500 people called yesterday about their bill, and everyone looks calm and collected, it makes me feel like I must be the only one in the room who doesn’t get it—again with The Stepford Wives.

If I ask about the high call volume they always have an answer, the same answer.  “Billing calls are usually around 500 a day.”  They say that with a straight face as though they are waiting to see if I will drink the Kool Aid. It’s gotten to the point where no matter how bad things get, as long as they are consistently bad, they are not bad at all.

This is the mindset that enables the patient experience executive (I know you probably don’t have one—I am being facetious) to be fooled by his or her own metrics. When is someone going to understand that repeatedly having thousands of people calling to tell your organization you have a problem, means you have a problem?

It would probably take less than a week to pop something on your web site, and post a YouTube video explaining how to read the bill.  Next week, do the same thing and help patients understand how to file claims and disputes—granted, you may need more than a week for this one.

 

Without Control–the Patient Dialog

Remember when there were 200 firms in the Fortune 100?

How long ago was that? I think it was around the same time when people still thought you shouldn’t wear white after Labor Day. Time to drop-kick those white pumps to the back of the closet. What made me think of that bit of nonsense was a meeting I had recently with one of the sharpest people I’ve had the pleasure to meet professionally, and a classmate of mine from grad school. She happens to be the founder and president of one of the country’s go-to firms for dealing with business ethics. Having served as a board member for several publicly-traded firms, as well as chairing their audit committees, when the Andersen and Enron scandals hit she went looking for professionals who could help her help her firms. When she couldn’t find the help, she created it.

That conversation got me thinking and made me wonder why there were no longer 200 firms in the Fortune 100. Was it; is it, a matter of business ethics? How often do unethical practices come up when firms interact with their customers? A couple of takeaways from the meeting—for board members to be able to meet their obligation, they ought to do more than reply on the meeting book pulled together by the firm they serve. Simply relying on the book presumes ethical behavior, a presumption not always supported by fact—how much should one believe if the information is being provided by someone who purchased a $900 shower curtain?

What can they do? Due diligence is being reinvented, and the Social Network is leading the charge. One example is to go to Yahoo Chat to see what’s really being said about your organization. Other things I’ve done to obtain facts and opinions, things which particularly gauge how customers and employees feel about the firm include Google Reader, Facebook, Twitter, and YouTube, to name just a few. You don’t need patient focus groups to learn what’s being said, or to learn how good a job your hospital is doing. The patients already have a laser focus. In many instances the group lacking the focus is the healthcare provider.

Firms should focus on maintaining a strong Reputation Bank, one strong enough to be able to handle withdrawals, because you never know when there might be a run on the bank. Might be a good time to look at your own bank deposit slips.  Deposits can be made easily through the social media network.  You can’t stop patients from talking about you but you can shape what they say.

Who Killed Patient Experience Management?

I once said to my client in Madrid “Well, she’s no rocket scientist,” commenting on the performance of one of his team members.  Turns out I was wrong—she had a PhD in astrophysics.

Anyway.  Have you noticed that too many people view fixing business problems as rocket surgery?  These are the same people who confuse motion with movement.  These are the same people who come to work each day and work on what was happening yesterday.  Do you ever wonder who is working on what needs to be happening tomorrow?

If your own employees view going to work and company functions with less enthusiasm than they would have going to an all day Celine Dion concert in the dead of winter, is it any wonder that your customers are running away in droves?

Businesses begin to die the day they open their front door—ask GM.  What then is the secret sauce to remaining viable?

As different as businesses are from one another, the common factor among all businesses is one thing—customers.  Hospitals, banks, manufacturers, software companies all have the same mission statement, one they do not publish—We do stuff for money.  Guess who has the money—customers.  Businesses only remain in business by being able to one thing; getting those with the money to give their money to them.

Without OPM—Other People’s Money—there is no business.  We do stuff for money.  If that is true, should not every activity, every plan, every process, and every investment somehow contribute, somehow add value to the transaction of transferring OPM from them to you?  Are activities that do not add value to that transaction wasteful, redundant, or unnecessary?

Every business decision, every strategy, every acquisition, every hire should be evaluated in terms of whether or not they increase the firm’s ability to increase the amount OPM captured.

If this idea sounds too simple, that is because it is.  There is nothing complex about focusing on the customer.  But you would never know that from scanning the internet job boards.  Companies are looking to hire for a cornucopia of customer related positions; CRM, CEM, customer for life, customer first.

What do these companies need?  Business intelligence, a data warehouse, a chief marketing officer?  Hardly.  Marketing keeps trying to figure out ‘how do we get customers to pay attention to us?’  What they should be asking is “what do we have to do to pay attention to them?’

Most company executives would not know a customer if they sat next to one on the bus.  They may know aboutthe customer; income, age, social stratification, number of children, but they do not know why they are a customer or why they were a customer.

Customers leave all of the time.  They leave to find a company that either treats them better, or one with which they do not have to interact.  Welcome to the land of customer initiated virtual RFPs.  Instead of companies deciding to whom they sell the stuff or their services, customers decide from whom they are going to buy.

Patient experience management is dead and companies killed it.  Customers know when someone is trying to manage them and they do not like it.  Now customers are managing the sellers and they do not need multimillion dollar systems to do it.

If you are interested, this link goes to a presentation I have given on Patient Experience Management:Dead or Dying?  Feel free to use it or to leave a copy on the desk of your CEO.

Why Patient Satisfaction is like Spilt Tea

At one time the single word Lubyanka was enough to bring normal Russians to their knees in terror.  Lubyanka is known best for being the headquarters of the Soviet secret police.  The basement of Lubyanka housed a prison which contained one hundred and eleven cells, cells used to hold and interrogate political prisoners during Russia’s purge.

Tea was provided to the prisoners twice each day.  A prisoner within each prison cell would place a teapot outside the cell. A prisoner, carrying a pail filled with tea, would pour tea from the pail into the teapot.

Tea spilled on to the floor.  The prisoner would clean the spilt tea with a rag.

Lubyanka’s prison operated for twenty-seven years.  Tea was served to the one hundred and eleven cells and spilled in front of each cell twice a day, seven hundred and thirty times a year.

Two million, one hundred eighty eight thousand spills.  The same number of cleanups.

Someone somewhere made the decision that it was easier or cheaper to spill and sop the water 2,188,000 times than it was to make pails with spouts on them.

What are the pails in your company?  What dumb, wasteful, redundant activities and processes have been left unchanged?

The most obvious one for most companies is call centers.

It is easier to take 2,188,000 calls each year about your bills than it is to fix the bills.  It is easier to take 2,188,000 calls each year about the bills than it is to get rid of the bills.  The same argument applies to a number of other processes.

And do you know where the fallacy in the argument is?  The fallacy comes from the erroneous belief that by having a call center, by answering calls you are actually providing your customers a service.

You are not.  Most times all you are doing is wiping up spilt tea.

Why HCAP Scores Do Not Work

The worst part of being a consultant is when your client makes you walk three steps in front of them and requires you to shout ‘Unclean’.

Sharks cannot turn their heads.  Sometimes it seems business leaders have the same problem.  What transformation or innovation would you undertake if you were not afraid to turn your head, to look for solutions if you were not of failing?

Hospitals either have satisfied patients or they do not.  Measuring satisfaction will not yield satisfied patients any more than Comcast’s ‘Customer First’ program got them satisfied cable customers.

This may come as news, but hospital executives do not need satisfied patients.  The term ‘patients’ is a plural, and no patients satisfaction program will satisfy the plural.  The very notion of having a satisfaction program should signify that the organization, in fact has, a patients satisfaction problem.

Permit me a moment of sacrilege.  Forget the patients.  The doctors and nurses have your patients covered better than any other country on the planet.  Patients do not complain about the MRI.  Patients do not complain that the hospital replaced the wrong hip.

If a hospital is not to worry about the satisfaction of its patients, how then will it improve satisfaction?  Take out your highlighter and underline the next sentence on your monitor.

Worry about your customer.  Focus on the business processes that affect a single customer.  At least half of patient satisfaction is comprised of things that have nothing to do with why the individual is at your facility.  Patients know the clinical experience will not be fun.  They know before they get to the hospital, even if they have never been in a hospital, that the clinical experience will likely be painful, intimidating, scary, and somewhat dehumanizing.

Where hospitals seem to miss the point is that hospitals assume that the satisfaction of a patient’s entire stay is tied to whatever clinical procedure they underwent.  That kind of perspective is somewhat akin to the Ritz Carlton assuming that the satisfaction of a hotel guest’s entire stay has to do with the success of the presentation they delivered at the Xena Warrior Princess Lookalike Convention.  It does not.  Their satisfaction depends on the cumulative of all of the other experiences they had at the hotel.

Something to file away.  Every Ritz Carlton employee, down to the lowest on the org chart, is authorized up to two thousand dollars to do whatever is required to satisfy a customer, even a customer whose bill will only be five hundred dollars.

Patients view their medical procedure and their medical tests as the clinical part of their stay, a part that in their mind occupies far less than half of the hours they spend at the hospital.  That is the patient part.  It is during those processes that people see themselves as patients.

During their other waking hours, and for most of their non-waking hours, people see themselves as customers.  People paying a lot of money for a service.  Hospital employees do not see these people as customers.  And why should they?  Nothing in their DNA, nothing in their training told them that the warm body in room 207 is a customer of a two hundred dollar corporation.  And these same people base a large portion of their customer satisfaction on their experiences during those nonclinical hours. 

I realize this notion of the customer-patient/patient-customer flies in the face of everything hospital employees have been taught.  It certainly flies in the face of the business processes that have been designed to support a patient-only model.

Here is one way to view the distinction.  Patients get better or they do not.  Getting better, fixing their problem is what the patient expects; anything else is failure.  How that happens is the concern of the hospital.  Getting better is a black hole in the mind of the patient.  For the most part patients expect it will not be pleasant.  Patient satisfaction in not all wrapped up with whether the procedures the patient underwent were was painful. It can be argued that a patient’s satisfaction of their clinical treatment is somewhat binary.  Came in sick.  Walked out better.

On the other hand, patient/customers are evaluating their customer experience.  Patients measure their customer experience from before they check in until after they are discharged.

Total patient satisfaction is the sum of a patient’s patient experience and their customer experience.  HCAP is only measuring a portion of it.

Social CRM conveys patient experience

The web never ceases to amaze me. I’ve gotten to the point if I can’t find something I’m looking for, no matter how obscure, I figure that I did something wrong in how I framed the search.

For example, I was trying to reconnect with a high school classmate, someone I hadn’t spoken with since before Al Gore invented the internet. This guy received a pair of boxing gloves for his 14th birthday. We each wore one, and we jousted only long enough for us each to land a blow on the other’s nose. It hurt—a lot. We gave up boxing.

In tenth grade biology, we bet this same individual five dollars that he wouldn’t jump out of the second floor window. The teacher, who knew of the bet, turned her back to write on the blackboard. He jumped. Go straight to the office, do not pass GO, do not collect $200. We used to see how fast his red and white Mach II Mustang would go railing down Route 40. He was the guy voted best person to keep away from bright shiny objects. The last I heard he went to a teaching college.

Anyway, I Googled him—from the imperative verb Google—I Google, you Google, he, she or it Googles. I can’t tell you his name for reasons that will soon become apparent. Google responds to my query by spitting back links to things like military intelligence, think tank, counterinsurgency, small wars, and army major.  I think I’ve made a spelling mistake—this cannot be the same guy who jumped out of classroom window—and I add his middle initial to the search criteria. Up pops a link to CNN’s Larry King—the air date—just days after 9/11. The topic of the show; ‘The hunt for Osama Bin Laden’. To quote Lewis Carroll, “things keep getting curiouser and curiouser.”

The Internet. Google.  Social networking. A great tool if you’re one the outside searching, deadly in the hands of your customers.  If they wrote something about your hospital it is out there…forever.

If your hospital is targeted using social media by dissatisfied patients, your hospital is pretty much defenseless. Each patient is capable of creating their own digital memoir of your hospital. True or false, makes no difference. Patients are like little thunderstorms popping up everywhere. Healthcare providers scurry around like frightened mice passing out umbrellas and pretending it’s not raining. They’re late, their patients are wet, and the patients are telling everyone about their experience.  Very few hospitals can put the rain back into the clouds.

Sort of reminds me of the line in the movie Young Frankenstein, “Could be worse, could be raining.” It’s raining, and even the best among us have run out of umbrellas. What is your hospital doing about it?

Patients: Patient Expectations versus Patient Experience

The best thing about being able to write a sentence about your oncologist and your cardiologist in the same sentence is being able to write those words thirty years and ten years after the fact.  American healthcare is alive and kicking and so am I.

One area where I think we may have missed the boat with regard to patient experience management is that patients do not wish to be managed.  If anything, they are over managed.  Patients are told what will happen, when it will happen, and what they can do.

For the most part patients visit hospitals infrequently, at least when compared to other services they consume.  That means their expectations are going to be vaguer, and are likely to be formed on the fly.

When I was being treated for cancer, my expectations were set on the fly, and my expectations and concerns for what I would experience increased day by day and with each visit.

Nobody ever asked me about my expectations and whether they were being met.  I took that to mean that they did not care, and that it was my responsibility to communicate what I expected.  Mind you, I was not asking for or expecting the moon.  As far as beating cancer was concerned there was never a doubt in my mind that everyone with whom I interfaced at the hospital would do everything they could to make that happen.   Discussion over.

From the perspective of the hospital, one’s responsibilities and activities as a cancer patient are very limited.  Arrive, insert the IV, leave after five days—BTW, do not forget your wig.

I had four inpatient treatments each lasting five days.  I drove myself to the hospital and unceremoniously handed over control of my life.  By the end of the first round of chemo, even knowing everyone there was doing their utmost to save my life, I felt it necessary to take back any semblance of control I could muster.

There is a reason every flight from an airport is scheduled to depart and arrive at the same time.  There is also a reason that hospitals require that your vital signs be taken at a time while most roosters are dreaming about the henhouse.  With no disrespect meant to myself, I am convinced a consultant was involved in both decisions.

Where were we?  Expectations.  My expectations.  Patient expectations.  Since nobody asked, I took it upon myself to make my expectations more visible.  Rule number one about chemo; wake me when it is over.  Do not wake me at five AM to check my vital signs. Do not wake me at 6 AM to ask me to make my menu selections for the day—we both know nothing you are offering for a chemo patient comes with hot sauce, and I will not be able to retain anything I eat longer than it took you to awaken me.

My expectations.  When I checked myself in for week two my first activity was to hang a sign on the outside of the door to my room informing everyone who could read; since I just spent the last eight hours trying to sleep through the effects of chemo, do not wake me to ask how I am feeling.  If I am able to sleep through the next five days let me sleep.  Do not wake me to ask me what food I wish to order that I will not be able to retain.

This actually worked.  I had no idea I could have a say in my care, no idea that I could pretend to be in control of my life even at some minuscule, visceral level.  My world had imploded, my hair-my hairpiece—was resting on a Styrofoam bust by the sink, but if I want to regurgitate Peking duck instead of fat-free, salt-free, taste-free Jell-O I could make it so.

By now, like you, I am wondering “What’s his point?”

The point is this.  Most patients have spent much less time in a hospital than they have spent spelunking in Antarctica.  Patients do not know what to expect.  The fact that patients do not know what to expect does not mean that they do not have expectations.

Patients expect their expectations, right or wrong, expressed or implied, to be met, to be important, or at a minimum to be considered and listened to—sorry for the preposition.  Everyone at the hospital hopes the patient has a good experience.  I am certain that everyone at the hospital works diligently to help ensure that the experience is positive.  But…nobody knows the expectations of that single patient.  And without asking, how can anyone hope to meet the expectations of a single patient; of every patient.

Hotels seem to have waddled through the conundrum.  Granted, hotels are not in the business of saving lives.  What hospitals do is far more important and does not deserve the scrutiny of which newspaper you want delivered to your hospital room’s door every morning at five AM…or does it?

Needless to say, the one thing nobody wants is frequent flier miles for staying at the hospital.  That said, are there other things that can be learned?  How can any organization expect to meet their customers’ expectations without knowing what those expectations are?

Cliff Notes for Improving Patient Satisfaction

Dickens wrote, “There are books of which the backs and covers are by far the best parts.”   Hopefully, this post will not be among them.

I have spent a lot of time—yours and mine—musing and opining about the would’a, should’a, could’as around patient experience management. 

You see, I have had this notion that improving patient experience management was a much more achievable exercise than had been presented.  On Friday I spoke with a hospital president who had also been an executive vice president of customer experience with one of the world’s top hotel chains.  He corroborated my belief that the most fixable parts of patient experience management have to do with fixing the nonclinical processes.  And the great news is that those are the processes that impact all of the patients rather than a select few.

Hospitals and hotels.  Patient Experience Management and Customer Experience Management.

One is being managed well and the other is not.

Nobody is suggesting that hospitals should not strive to continuously improve the clinical processes.  Part of the problem is that the HCAP scores are somewhat anathema to nonclinical processes, yet the nonclinical processes are the ones about which patients often complain.

Permit me to group the clinical and nonclinical processes respectively as barely repeatable processes (BRPs) and as easily repeatable processes (ERPs).

BRPs are characterized by collaborative events, exception handling, ad-hoc activities, extensive loss of information, little knowledge acquired and reused, and untrustworthy processes. They involve unplanned events, knowledge work, and creative work.

ERPs are the easy ones to map, model, structure, and improve. They are perfect for nonclinical processes like scheduling, admissions, billing, and room service.  Another perfect example of ERPs is all of the processes within a hospital’s call center.

How can you tell what type of process you are trying to improve? Here’s one way. If the person standing next to you at Starbucks could watch you work and accurately describe the process, it’s probably an ERP.

So, why discuss ERP and BRP in the same sentence with improving patient satisfaction? The reason is simple. The taxonomy of most, if not all patient experience improvement projects, is that they are designed to support clinical processes. Healthcare providers are faced with the quintessential square peg in a round hole conundrum; improving enough BRPs enough to cause the overall satisfaction scores to improve. Much of the ROI in improving satisfaction comes from being able to redesign the workflows of ERPs. Doing just the BRPs will either sacrifice the “R”, or the “I” will be much higher than planned.

The other notion to bear in mind is patient expectation management, a topic that receives almost no attention.  What good is it to measure a level of experience if you have nothing against which to compare it?  A good experience; as compared to what?  What did the patient expect to experience?  There is no point measuring one if you do not know the other.