PNSR Case Study [Project on National Security Reform] Optimizing Collective IQ New Challenges In The New Normal presented by Joyce Reynolds-Sinclair, Ph.D . Leading In FastTime® GEO Group Strategic Services Inc. Accelerating Change Compounding Complexity More and More Ambiguity

New Normal Environment Driving Forces The New Normal ENVIRONMENT Business Model & Product Innovations Acceptance & Use of New Technologies Networking of the World Communication Bandwidth Processing Power Cost of Computing and Communications Tools Price Paid relative to the Value Delivered Economic Ripples Global Competition Social / Political Events

Dealing with Change, Complexity & Ambiguity Leading In FastTime ® Execution Challenge #1

Nonpartisan coalition of think tanks, universities, businesses, consulting and law firms, and government personnel Sponsor : nonprofit Center for the Study of the Presidency Guiding Coalition – 25 experienced leaders 13 working groups – 300+ participants 37 major case studies ; 63 mini-case studies Goal : Approval of a new system early in the next administration 15-Member House Working Group on National Security Interagency Reform; support of 30-35 Congressmen and 12-15 Senators Website: www.pnsr.org Project on National Security Reform What is PNSR?

Nonpartisan coalition of think tanks, universities, businesses, consulting and law firms, and government personnel

Sponsor : nonprofit Center for the Study of the Presidency

Guiding Coalition – 25 experienced leaders

13 working groups – 300+ participants

37 major case studies ; 63 mini-case studies

Goal : Approval of a new system early in the next administration

15-Member House Working Group on National Security Interagency Reform; support of 30-35 Congressmen and 12-15 Senators

Website: www.pnsr.org

The Case for Collective IQ 91 65 Making fast, smart decisions in a complex, high-velocity environment is a cognitive challenge . Diverse groups almost always have a greater cognitive capacity than the smartest person in them. On the TV game show Who Wants to Be a Millionaire: The AUDIENCE is right ___ % of the time The EXPERT is right ___ % of the time

Making fast, smart decisions in a complex, high-velocity environment is a cognitive challenge .

Diverse groups almost always have a greater cognitive capacity than the smartest person in them.

The AUDIENCE is right ___ % of the time

The EXPERT is right ___ % of the time

Diversity of: Thinking styles Life styles and experiences Information sources Process that allows: Independent thinking Freedom of expression Synthesis, feedback and iterations The Collective IQ INCREASES when there is a shared cognitive challenge and: Increasing the Collective IQ

Diversity of:

Thinking styles

Life styles and experiences

Information sources

Process that allows:

Independent thinking

Freedom of expression

Synthesis, feedback and iterations

Engaging a large number of participants with diverse perspectives. Political & Legal Affairs Research & Analysis Executive Secretariat Guiding Coalition Advisors / Facilitators Collective IQ Participants

The security environment has changed and the United States needs a new set of tools to deal with it. The current 60 year old tools were designed to assist the president to wage the Cold War, a long strategic competition that ended peacefully. Now, however, the United States faces a wider variety of threats and challenges that are more difficult to anticipate . Globalization has blurred the lines between the foreign and the domestic and reduced the utility of military force as the primary instrument of national power. From 9/11 and Hurricane Katrina to the wars in Afghanistan and Iraq to homeland disaster prevention and consequence management, the 21st century requires a more agile government. CONTEXT Project on National Security Reform

1. We need leadership that: Generates vision AND guidance for effective policy development & execution Builds a collaborative national security team Incentivizes and empowers partnerships between branches of government, across government agencies, between government & the private sector & with key international players Emphasizes proactive shaping and management of change 2. Effective long-range strategy formulation and strategic planning that articulates objectives and relates means and ends and integrates all of the tools of hard and soft power into a smart power framework 3. A comprehensive and flexible investment strategy that generates and appropriately applies the human and financial resources needed to meet articulated goals and objectives 4. Creation of a national security workforce bound by a national security culture that rewards cooperation and collaboration and is supported by effective recruitment and robust education and training system. 5. A flexible and agile organization and management structure that: Facilitates integrated and coordinated strategy formulation , decision-making execution, and oversight by leadership Emphasizes the vital integration, cooperation, and coordination of all tools of national power wherever they reside—in the bureaucracy or the private sector Captures creative thinking at all levels to promote innovative solutions to current and anticipated problems 6. Effective utilization of intelligence and knowledge , exploiting the full range of human and technological opportunities and ensuring mechanisms to counter bias, prejudice, selectivity, and faulty mindsets in policy development and supporting analysis 7. Oversight and Accountability of the system as a whole , rather than of its constituent parts. This oversight and accountability, a joint responsibility of Congress and the executive branch, must give attention to national missions, evaluate performance using common metrics, and be responsive to changing performance requirements. Seven Imperatives Project on National Security Reform

1. We need leadership that:

Generates vision AND guidance for effective policy development & execution

Builds a collaborative national security team

Incentivizes and empowers partnerships between branches of government, across government agencies, between government & the private sector & with key international players

Emphasizes proactive shaping and management of change

2. Effective long-range strategy formulation and strategic planning that articulates objectives and relates means and ends and integrates all of the tools of hard and soft power into a smart power framework

3. A comprehensive and flexible investment strategy that generates and appropriately applies the human and financial resources needed to meet articulated goals and objectives

4. Creation of a national security workforce bound by a national security culture that rewards cooperation and collaboration and is supported by effective recruitment and robust education and training system.

5. A flexible and agile organization and management structure that:

Facilitates integrated and coordinated strategy formulation , decision-making execution, and oversight by leadership

Emphasizes the vital integration, cooperation, and coordination of all tools of national power wherever they reside—in the bureaucracy or the private sector

Captures creative thinking at all levels to promote innovative solutions to current and anticipated problems

6. Effective utilization of intelligence and knowledge , exploiting the full range of human and technological opportunities and ensuring mechanisms to counter bias, prejudice, selectivity, and faulty mindsets in policy development and supporting analysis

7. Oversight and Accountability of the system as a whole , rather than of its constituent parts. This oversight and accountability, a joint responsibility of Congress and the executive branch, must give attention to national missions, evaluate performance using common metrics, and be responsive to changing performance requirements.

Online Collaboration Center

Documented Discussions Accelerates / enhances group discussions and organizes individual inputs by topic Voting Booth Users vote on issues / choices and see group’s voting totals in real-time Priority Ranking Prioritizes issues / topics; user ranks and sees group’s ranking in real-time Interactive Matrixes Topics easily linked to relevant documents or discussions Real-Time Surveys Integrates text answers, multiple choice, and scalar voting Interactive Presentations PowerPoint presentations with real-time feedback to the presenter’s questions Customized ‘All-In-One’ Platform Tools typically used for: Discussing ‘Hot Issues’ Tracking Action Status Tapping Collective IQ Storing Documents Making Presentations Collaboration Center ™ Online Collaboration Center

Tools typically used for:

Discussing ‘Hot Issues’

Tracking Action Status

Tapping Collective IQ

Storing Documents

Making Presentations

D I V E R G E N T V I E W P O I N T S Review / finalize the revised Deliverable Draft Confirm Consensus Rate each section of the Deliverable Draft and suggest changes Develop Consensus Discuss and answer Deliverable Questions Input Everyone’s Ideas Session 1 Session 2 Session 3 DI V E R G E N T V I E W P O I N T S A R E C O N V E R G I N G Building consensus in a series of online DELPHI SESSIONS Delphi Sessions

Maintaining alignment via online METRONOME MEETINGS ™ . The PURPOSE of online Metronome Meetings ™ is three-fold: Create a predictable rhythm for leadership meetings/communications. Maintain cross-functional transparency , alignment and momentum . Identify Hot Issues and review action status to ensure accountability . The KEY CHARACTERISTIC is the CONSISTENCY of: Timing – same frequency (e.g., weekly), same time, short duration. Location – same virtual workspace; same dial-in information. Agenda – same ‘update’ categories, but new ‘drill-down’ topics. Online Metronome Meetings ™

The PURPOSE of online Metronome Meetings ™ is three-fold:

Create a predictable rhythm for leadership meetings/communications.

Maintain cross-functional transparency , alignment and momentum .

Identify Hot Issues and review action status to ensure accountability .

The KEY CHARACTERISTIC is the CONSISTENCY of:

Timing – same frequency (e.g., weekly), same time, short duration.

Location – same virtual workspace; same dial-in information.

Agenda – same ‘update’ categories, but new ‘drill-down’ topics.

There is an interactive agenda linked to collaboration tools ; participants provide online feedback during & between meetings Participants dial-in to an audio conference number AND log-into the Collaboration Center ™ . During the meeting, each participant clicks on agenda topics to view documents and provide comments. Comments are instantly visible to all participants; leader uses online comments to drive verbal dialogue. Interactive AGENDA keeps everyone ‘on the same page’ Agenda topics are linked to appropriate collaboration tool Online feedback between meetings continues dialogue Feedback Online Metronome Meetings ™

Participants dial-in to an audio conference number AND log-into the Collaboration Center ™ .

During the meeting, each participant clicks on agenda topics to view documents and provide comments.

Comments are instantly visible to all participants; leader uses online comments to drive verbal dialogue.

Ensuring accountability & transparency via ACTION ROADMAPS. The Action Roadmap is an online interactive matrix that translates a Strategy into a comprehensive set of the Tactics, Goals, Owners and Tasks; Status is updated weekly by the Goal owners; each row has hyperlinks to topic-related discussions, documents, surveys, etc. Online Action Roadmaps

Conducting real-time SURVEYS and online FOCUS GROUPS The Collaboration Center integrates common survey functions including text answers, multiple choice and "scalar voting" such as Likert scales for scoring individual statements, e.g., yes / no; 1-3 scale up to 1-10; -3 to +3 Online Surveys

"We usually come together for 2-3 days of strategic planning and it requires an additional 2 days of travel. I'm jet-lagged the first day. Then, we make decisions with without a lot of time to reflect. What I like about this is that there's no travel and the weekly online input cycle allows time for reflection & iterations. "I like the weekly pace. Our work is laid out for us, clearly organized, and we can debate the issues and make smart decisions efficiently. The plans inexorably take shape as we move forward each week." "The mass of data is pretty impressive. This is probably the very first time that we have captured all elements that influence our business success." "We get more done in each 2 hour session using this process than we would have in a day long face-to-face meeting. It's very fast and very efficient!" "I'm impressed with the logical, seamless integration of the system and the way it allows us to create and manage information from each phase of planning, with each building on the results of the last.“ "The way we were able to engage the whole organization was impressive." "We rapidly synthesized a broad spectrum of views into an actionable strategy." Client comments about FastTime