Is it time to take that bit of folklore out of circulation?

Institutional memory is a wonderful thing.  It’s helpful to have someone in an organization that can describe history and find back-up to clarify reasons for decisions or policies.  This same memory can help avoid repeat mistakes warning an organization not to return to failed policies or products or identifying ways to insure success the second time around. 

When institutional memory becomes “because that’s the way we do it” without thought or clarity it can waste time and cause frustration.  A non-profit I’ve been working with described a location where a group of employees begin their workday with 30 minutes of chatting, snacking and smoking before the individuals they assist arrive for the day.  First line supervisors who manage with very tight staffing expressed frustration about the waste of time.  A senior manager with years of service remembered when the schedule was implemented to provide training time before programs began each day.  The training goal had been clearly forgotten in favor of a schedule that created a work day that started with down time.  The group came up with a list of valuable suggestions for making better use of this work time and the steps needed to change the habit.   

The agency’s new executive director calls these situations folklore. I like using the term folklore to describe these myths and tales that become part of the institutional fabric so no one questions the wisdom of the elders.  It must be right we’ve been doing it this way for so long.  So long that no one remembers why!

Folklore in the workplace extends from scheduling to work practices to reports and procedures.  How many reports are created because they have been done for years?  What forms are used because “we have always needed them?” How much money is spent on specific items or brands because “that’s the one the boss likes?”

In the example I described someone actually remembered a reason for the original practice.  More often asking the question why elicits a blank response or the standard “because.”  My other favorites are practices that are continued “because the boss said so.”  “We do this because that’s the way the big cheese wants it done.”  Ask the big cheese; frequently they will say they no longer care, or they don’t even remember stating the particular requirement.  How many off hand remarks by the boss become company requirements?  She says, “I really like these new pads we’re using.”  The paper becomes the standard even when the price doubles. No one dares to ask if it’s still important.  Oh and it wasn’t even important in the first place!

Ask around and find out what’s being done because that’s the way you do it.  When you shelve some of this folklore you are likely to save time, money and frustration.