Organisations are always on the lookout for ways to streamline processes, enhance collaboration, and optimise resources. One solution that has appeared and gained popularity recently is the concept of dotted line reporting. But what exactly is it, and how to apply this model? Let’s dive in and break it down, look at the specifics of the reporting model, and figure out whether it’s worth using in your company.
Dotted line reporting defined
So, when you think about traditional company structures, they’re kind of like trees – everything’s vertical and straight up. But then, there’s this idea of “dotted line reporting,” which spices things up a bit.
You know those org charts with straight lines connecting everyone? In a reporting model, that straight line means you directly report to someone. Think of a marketing executive who directly answers to the Chief Marketing Officer. They meet regularly, have set roles and responsibilities, and even routine performance reviews.
Now, here comes the fun part. Picture a dotted line in that chart. It’s kind of like an “on the side” connection. Let’s take our marketing executive again. Let’s say they’re collaborating with the IT team for a special project. While they’re mainly part of marketing, they also have this dotted line link to the IT project manager. So, basically, they’re accountable to their main boss in marketing and, to some extent, the IT project manager; this is a so-called secondary reporting line. This dotted line approach is often temporary, project-based, or more flexible than the usual chain of command.
The whole point of this is to recognise that in today’s world, employees are often juggling various roles. They’re lending their skills in different parts of a company. And this dotted line model is like a cheat sheet to help everyone see who’s collaborating with whom and where. It’s super useful, especially as companies are all about teamwork and mixing departments nowadays. So, in a way, this model is a game-changer for mapping out the evolving web of relationships in modern businesses.
Benefits of dotted reporting
With the rise of multi-departmental projects and cross-functional teams, businesses needed a way to ensure that talents and skills were effectively harnessed. Over time, as companies sought out ways to flatten out their hierarchies and speed up decision-making processes by inserting CRMs, ordering Salesforce services and consultations, and other actions, the dotted line reporting model started to gain traction. Let’s see how exactly it can be beneficial for your business:
Flexibility
One of the most significant highlights of this reporting structure is its inherent flexibility. Traditional hierarchies can sometimes stifle rapid movement. Dotted reporting allows organisations to temporarily shift resources and team alignments based on immediate needs without overhauling the entire structure.
Consider a multinational company launching a product in multiple regions simultaneously. While the product manager may traditionally report to the head of product development, a dotted line to regional heads allows for adjustments based on regional feedback without upending the entire hierarchy.
Encouraging collaboration
In the age of interdisciplinary projects and diverse team compositions, breaking down silos is more important than ever. Dotted reporting acts as a bridge, connecting various departments and teams. Employees get exposure to different company areas, fostering an environment of mutual learning and innovation. This can increase job satisfaction as individuals see the direct impact of their contributions across the organisation.
Imagine a tech company working on integrating AI into their services. Instead of isolating the AI specialists, dotted reporting encourages these experts to liaise with teams like customer service, ensuring the new tech meets real-world needs.
Efficient skill utilisation
Think of dotted reporting as a talent matchmaking process. Instead of confining a skill set to one department, it allows an individual’s expertise to be sought after and applied in multiple business areas.
Imagine a marketer with a bright idea that the product team could use or an IT whiz who’s got some tricks up their sleeve for the sales team. Dotted reporting makes sure those skills don’t just sit on the shelf collecting dust. Plus, often, thanks to this setup, workers get the chance to learn new things and level up their game. It’s like giving employees a passport to explore and unlock even more career doors.
Career mobility and development
Referring to the previous point, dotted reporting isn’t just about managing multiple roles; it’s a golden ticket to professional growth. Exposure to different departments means broader skill acquisition, varied challenges, and an expanded professional network. Over time, this can lead to more diversified career opportunities and can even fast-track promotions as employees demonstrate versatility and a broader understanding of the business.
For instance, an employee in the marketing department of a healthcare company, thanks to a dotted line connection with the research team, might gain insights into product development. This can pave the way for a potential future role in product management or strategy.
Improved resource allocation
In traditional models, resources are often tied to specific departments, potentially leading to redundancies or unused assets. Dotted reporting allows for a more dynamic distribution of resources based on real-time needs, ensuring optimal utilisation. An example would be an eCommerce brand during its biggest sale experiencing website traffic spikes. Dotted line reporting can allow IT resources to be temporarily reallocated from other projects, ensuring smooth site performance during peak times.
Dotted reporting concerns
Although the benefits seem very bright and convincing, don’t rush into decisions. Here are some concerns you should be aware of:
Role confusion
When employees find themselves caught between two managers with differing expectations, it can become a maze of responsibilities. For instance, a content strategist working on both the marketing and product teams might receive conflicting feedback: while marketing wants catchy content, the product team demands more technical accuracy. This duality can create uncertainty about which direction to prioritise, particularly if the communication process isn’t properly established.
Communication gaps
As mentioned in the previous point, communication strategies are extremely important for the dotted reporting model’s success. The employee may become confused if the two managers aren’t communicating well at times. It runs the danger of misunderstandings, especially when things move quickly.
Imagine an engineer linked to both the development and customer support teams. They might miss out on critical updates from one side if communication isn’t consistent and develop features based on outdated customer feedback or, conversely, fail to address the most pressing user concerns.
Complexity of performance assessment
Consider a sales representative who has responsibilities in both domestic and international markets. When appraisal time comes around, there might be discrepancies in feedback. The domestic team might praise the rep’s deep understanding of local clients, while the international team could feel they’re not culturally sensitive enough. This dual feedback makes it challenging to give a comprehensive assessment.
Decreased productivity
It might be challenging for employees to balance many work streams from various managers. That uncertainty and irritation might reduce productivity if the proper support mechanisms aren’t in place. In the end, it could lead to missed objectives or deliverables.
An analyst working for both research and operations might find themselves pulled into multiple meetings, many of which may not be directly relevant to their tasks. The time spent bouncing between teams and trying to juggle different hats might cut into the actual time for data analysis, affecting the overall output.
Risk of frustration and burnout
Setting limits and controlling expectations can be challenging for employees. It may get complicated if the employee is handling two distinct areas of work and two different manager relationships. The employee is placed in an awkward situation if the managers are not in agreement.
For a project manager overseeing construction sites, having a direct line to construction logistics but a dotted line to client communications can be burdensome. If the client frequently changes specifications but the logistics team isn’t as adaptive, the manager could find himself constantly firefighting issues, leading to undue stress and potential burnout.
Dotted reporting best practices
So, as you can see, dotted line reporting can work well, but only if well-organised. By adopting certain best practices, companies can ensure that they harness the full potential of this approach while minimising challenges. We’ve gathered some of these best practices for you to follow and succeed.
Set clear expectations
This seems like the most obvious tip, yet with so many people involved, the work may turn into a mess quite soon if you don’t set clear objectives. Ensure that every employee knows their primary and dotted line roles.
Consider creating a system that helps employees gauge task priority, especially when directives from multiple managers overlap or contradict. This system should be approved by both sides and other executives, discussed with the employees and enshrined in the documentation.
Communicate regularly and clearly
Regularly set meetings with both primary and secondary reporting lines to stay updated. For instance, a project manager might have weekly meetings with the operations team and bi-weekly catch-ups with the sales team. Turn to communication tools like Slack or Microsoft Teams to ensure ongoing dialogue. Encourage team members to raise concerns or seek clarifications proactively.
Establish mechanisms for employees to receive feedback from all teams they’re connected with. This ensures that they continuously align with shifting priorities and can adapt their strategies accordingly.
Come up with a conflict resolution scheme
In cases of disagreement between managers or teams, introduce a neutral party to mediate and provide an unbiased perspective. Have a standard operating procedure (SOP) for resolving conflicts. This ensures consistency and can help de-escalate tensions, provide clarity, and ensure that all parties are treated fairly and consistently. The documentation might include stages like initial reporting, mediation, follow-up, and resolution implementation.
In the long run, it can be beneficial to equip employees and managers with conflict resolution skills by organising training sessions. This can range from workshops on effective communication empathy building to negotiation techniques. By empowering staff with these tools, many conflicts can be solved without escalating.
After eliminating an issue, solicit feedback from the involved parties to understand what went well and where improvements can be made. This continuous improvement mindset ensures the conflict resolution process remains effective and relevant.
Mark the boundaries
Every individual should have a clear, written description of their responsibilities for each reporting line. This documentation acts as a reference point, providing clarity during moments of ambiguity.
A good technique here would be the setting of certain days or time periods for each role. By encouraging employees to set aside designated blocks of time for different roles, organisations can ensure focus and prevent burnout. Using tools like time-tracking software or even simple calendar blocks can assist in this. For example, teams could allocate Mondays and Tuesdays for one type of tasks and the rest of the week for another.
If possible, allocating separate workspaces or zones for different roles can be immensely beneficial. This physical demarcation can help employees mentally switch between roles. In larger organisations, for instance, an IT specialist serving both the finance and HR departments might have desk spaces in both areas, facilitating smoother task transitions.
Foster a collaborative culture
Regularly organise cross-team activities to enhance friendly yet professional relationships within the company. This can range from professional workshops to casual team lunches. The idea is to break down silos and foster understanding between different teams.
In addition, it will be good to encourage senior management to maintain an open-door policy, where employees can freely discuss challenges they’re facing in the dotted reporting setup, seeking guidance when needed.
In Summary
To sum it up, dotted line reporting may be a breakthrough for businesses. By fostering knowledge and experience sharing, efficient multitasking, and increased resource sharing, it brings the capacities of the company to the maximum.
Yet, the approach has multiple pitfalls, like communication issues, time management, prioritisation confusion, etc., that should be taken care of from the outset. Otherwise, the model can have an adverse effect and slow down the progress.
About the Author
Art Malkovich is a co-founding partner and CEO at Onilab. The company develops eCommerce websites and progressive web apps and offers migration and UX/UI design services. Art has a profound expertise in web development, project management, and data analysis.
