Introduction
In this article, IT initiatives refer to efforts by companies and organizations to use information technology (IT) to improve operations and promote business strategies.
In order to demonstrate to management the importance of IT initiatives, it is necessary to understand the different values and approaches and devise ways to build common understanding. This is because management and IT teams often have different expectations regarding the importance of digitization and the adoption of new technologies, so it is essential to deepen understanding and communicate effectively with both sides. Management teams tend to focus on performance and risk management, while IT teams try to drive innovation. If these differences are not understood and the project proceeds unilaterally, the project may stall and hinder the growth of the entire organization. For example, in one company, when proposing a new IT project, the management team wanted to focus on the traditional approach and the IT team wanted to implement new technology. However, because the two parties did not fully interact and there was a lack of understanding, approval was sometimes delayed or the project proceeded with unclear direction. In this situation, it is important to understand management’s concerns, explain the value of the technology in a way that responds to them, and tell a story that makes sense to both parties. Therefore, demonstrating to management the importance of IT initiatives, respecting different perspectives, and working together toward a common goal are key to successful projects and accelerated growth for the organization as a whole. In this article, we will discuss communication between Generation X and Generation Y in particular, with a focus on the gap.
Speak their language
This study will examine the generation gap in the workplace and the challenges associated with it. Specifically, the study will focus on the differences in communication and expectations that arise between millennial employees and their Generation Y supervisors, who value more traditional methods. For example, Generation X (pseudonym: Josh) suggests marketing strategies that take advantage of new technologies and media, while Generation Y managers (pseudonym: Sarah) prioritize detailed planning and attention to practical constraints. This discrepancy is causing frustration for Josh, who demands quick approval and implementation, and a lack of exchange of ideas between the two sides. With these references, the next section explores ways to overcome generational differences in perspectives and values to create a more effective work environment.
Tell a compelling story
To demonstrate to management the importance of IT initiatives, it is effective to understand the gaps between different generations and tell a story that overcomes them. This is because management and IT teams have different approaches to technology and different ideas about risk management, and it is important to understand and communicate both sides’ expectations in a compelling way. In particular, bridging this gap and presenting common goals will make it easier for people to understand the importance of IT initiatives. For example, in subcategory 1, if you understand the gap between the way Josh prioritizes detailed planning and consideration of practical constraints, and if you can move the conversation forward in a way that demonstrates the value and viability of your proposal while respecting Sarah’s perspective, both sides are more likely to agree in a way that is acceptable to both parties and the project will move forward The following are some of the ways in which we have worked with Sarah and her team to develop a proposal. To this end, we believe the following five elements are critical.
1. Understand Sarah’s perspective and emphasize risk management
Josh’s first step should be to understand Sarah’s emphasis on the importance of risk management and careful planning, and not to downplay her concerns. Sarah tends to be cautious about new technologies due to past experience and emphasizes planning details and realistic constraints. When Josh understands this and first respects the framework of “managing risk” and “realistic constraints” that Sarah is seeking, she feels that her views are accepted and trust is generated. It is very important that at this stage, Josh seeks to alleviate Sarah’s concerns about viability by suggesting ways to minimize risk.
2. Finding the fusion point between new technologies and traditional methods
Rather than simply pushing the new technologies and marketing strategies that Josh offers as new, it is useful to show how they can be integrated with traditional methods. For example, when proposing a marketing strategy using SNS, it would be good to make a proposal that combines it with traditional marketing methods in a way that more reliably reaches the target audience. For example, presenting a specific scenario, such as “While utilizing SNS, we can reach a wider range of customers while minimizing risk by proceeding in parallel with conventional advertising strategies,” would be a convincing approach for Sara.
3. Use numbers and data to make it more persuasive
The reason Sarah emphasizes risk is that a cautious approach based on past experience has worked in the past. Therefore, it is important for Josh to use data and actual results to support the viability of his proposals in order to be persuasive about the introduction of new technologies and media. For example, by showing a proven track record, such as “a similar approach by another company in the past using a social networking marketing strategy resulted in XX% of the growth,” it is possible to make Sarah feel that the risk is within her acceptable range.
4. Reaffirm common goals and build a collaborative relationship
To overcome the communication gap that Josh and Sarah are facing, it is critical that they reaffirm their common goals and work together to achieve them. While Josh’s goal is to quickly implement a marketing strategy and increase the company’s competitiveness, Sarah’s goal is likewise to facilitate the company’s growth. Reaffirming that these goals are aligned and emphasizing the value of both approaches will help move the project forward.For example, “Implementing new technology is an important step in accelerating a company’s growth, and careful planning, like Sara’s, is critical to success during the implementation phase. It is effective to emphasize cooperation in the form of statements such as, “By working together, we can achieve more robust and effective results.
5. Consensus building and a phased implementation plan
Finally, it is important for Josh to agree with Sarah on a plan to proceed with the proposal in a phased approach, rather than proceeding rapidly. For example, he can proceed in a manner that is acceptable to both parties by initially conducting the test implementation on a small scale and then allowing Sarah to see the results before moving on to the next step. In this way, Josh must be flexible while ensuring that the initiative is implemented. Thus, the key to getting management to understand an IT initiative is to tell a compelling story and work together toward a common goal, while respecting their point of view, given the generation gap.
Involve them in the process
Understanding and overcoming generational differences in values and working styles is essential to taking an effective approach to management in order to ensure the success of an IT initiative. In this process, respecting and reconciling the values of different generations is key to smooth communication and effective cooperation. The following points will examine ways to bridge these gaps and strengthen cooperation.
1. Bridge the gap in values between generations
In order to close the gap in values between generations, it is important to provide opportunities for understanding the differences between different generations through the use of training and workshops. Since different generations often have very different values and approaches to work, it is essential to provide a forum for mutual understanding. Understanding the differences between the millennial generation’s desire for rapid execution and the more careful planning that traditional generations value will facilitate cooperation between the two. For example, through training, each generation can share their working styles and values, and learn how different generations can work together to address challenges. In addition, organizing cross-generational projects can provide opportunities to deepen mutual understanding and to cooperate with each other through actual work. Such efforts can create an environment where different generations can work based on a common understanding and cooperate more effectively.
2. Address the differences in expectations
To address differences in expectations, it is important to clarify goal setting and processes. Millennials tend to seek quick results, while traditional generations focus more on process and planning. Recognizing these differences and clarifying goal setting and process will make it easier to align expectations on both sides. For example, setting short-term and long-term goals for the entire team and sharing the deliverables and evaluation criteria required for each task can help align expectations between Josh and Sarah. It is also effective to separate tasks that require quick execution from those that require careful planning and to establish appropriate processes for each. Through goal setting and clarification of processes, expectations on both sides can be reconciled and cooperation strengthened.
3. Improve communication methods
To facilitate communication, it is essential to hold regular 1-on-1 meetings and establish a feedback culture. Holding regular 1-on-1 meetings will increase opportunities for subordinates to communicate their ideas and for supervisors to provide feedback on those ideas. This will reduce the number of situations where people feel that their ideas are not valued. For example, by reinforcing the feedback culture and providing open and specific feedback, the reasons for adopting or rejecting ideas can be clarified and proceed in a way that is acceptable to both parties. It can also be used as a forum for Sarah to understand the viability of Josh’s proposed new technology and its value. Through regular communication and feedback, the lack of exchange of ideas can be addressed, and smooth cooperation can be facilitated.
4. Reform organizational cultures
It is important to reform the organizational culture and ensure psychological safety to create an environment in which subordinates can freely propose ideas. If the organizational culture is healthy, people will be able to take on challenges without fear of failure, and innovation will be generated. An environment will also be created where Josh can feel comfortable expressing his opinions when proposing new technologies and approaches. For example, psychological safety will make it easier for Sarah to accept Josh’s proposals, and both parties will be able to freely exchange opinions. In addition, transparency in the decision-making process will clarify what criteria were used to make the decision and increase the sense of conviction. Reforming the organizational culture will create an environment in which people are free to make suggestions, creating a more innovative and cooperative work environment.
Through these measures, differences in values and expectations between generations can be understood, and a more collaborative and effective work environment can be created. Organization-wide cooperation and understanding are essential to the success of any IT initiative.
Showcase your IT team’s skills and achievements
Lastly, it is essential for the success of any IT initiative that management properly understands and trusts the capabilities and track record of the IT team. This requires an effort to clearly demonstrate the IT team’s skills and past accomplishments and communicate their value to management. This section discusses specific ways to effectively demonstrate the IT team’s skills and accomplishments.
1. Visualize the expertise of the IT team
In order for management to understand the expertise of the IT team, it is important to visualize the specific skills and achievements of the IT team. For example, the following measures can be considered.
・Conduct internal presentations: Communicate the IT team’s technical skills and knowledge of the latest trends to management through regular presentations.
・Share qualifications and certifications: List professional qualifications and certifications held by IT team members and incorporate them into official internal materials to showcase their expertise.
・Share success stories: Compile reports and case studies of past project successes to concretely demonstrate the IT team’s contributions.
2. Emphasize the results from a management perspective
In order for management to understand the value of the IT team, it is important to emphasize not only the technical results but also how they contribute to the business.
・Present ROI (return on investment): Use numerical data to explain how the IT project contributed to cost reduction and revenue improvement.
・Present examples of improved operational efficiency: Clarify the role of IT by providing specific examples of how automation tools have reduced operational time.
・Increase competitive advantage: provide specific examples of how the introduction of the latest technology has differentiated the company from its competitors.
3. Strengthen collaboration with management
For management to understand the importance of the IT team, it is necessary to strengthen daily communication and ongoing collaboration.
・Hold regular debriefing sessions: Provide a forum for the IT team to share progress and issues with management to ensure transparency.
・Conduct management workshops: Provide opportunities for management to learn and deepen their understanding of basic IT knowledge and the latest technology trends.
・Promote joint projects: Set up joint projects between the IT team and management so that they can experience the value of IT through actual collaboration.
4. Strengthen the branding of the IT team
To increase the visibility of the IT team within the company, it is also effective to develop a proactive branding strategy.
・Publish an internal newsletter: Send out a newsletter highlighting the latest initiatives and accomplishments of the IT team.
・Internal awards for best practices: Create an award system for outstanding projects to visualize the contributions of the IT team.
・Use of internal SNS: Share IT team activities on internal SNS to reach the entire organization, including management.
5. Share the vision of the IT initiative
In addition to promoting the skills and achievements of the IT team, it is also important to share the objectives and vision of the IT initiative with management.
・Develop and communicate a mid-to-long-term plan: Develop a mid-to long-term plan for the IT strategy and clearly present its direction to the management team.
・Ensure alignment with management strategy: Explain how the IT initiative is linked to the company’s management strategy and encourage management involvement.
・Reflect management feedback: Actively incorporate management’s input into IT initiatives to strengthen the cooperative relationship.
Conclution
In order for management to understand the value of IT initiatives, it is important to respect generational differences in perspectives and values while working together toward a common goal. By demonstrating the value of IT in a way that makes sense to management and by working together to achieve success, we can accelerate the growth of the entire organization.
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