4 steps to formulating strategies from the boardroom through to every employee

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Optimise-GB provides you with a presentation on how to formulate strategic plans from the board room right through the employees on the shop floor. The presentation has been devised to provide its readers with a structured guide, including templates, in formulating the next change imitative. The presentation brings together the salient points of Lean, Six Sigma, the balanced score card, MSP programme management and Prince 2 project management. If you have any questions on simon@optimise-gb.com and visit www.optimise-gb.com for more details. Many thanks Simon Misiewicz

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4 steps to formulating strategies from the boardroom through to every employee

  1. 1. 4 steps to formulating strategies from the boardroom through to every employee Optimise- GB
  2. 2. Knowledge Base Strategy , a word of military origin, refers to a plan of action designed to achieve a particular goal. In military usage strategy is distinct from tactics, which are concerned with the conduct of an engagement, while strategy is concerned with how different engagements are linked thus a Strategy will thus rarely be successful if it shows no adaptability. Optimise -GB
  3. 3. Knowledge Base Programme management is the process of managing several related projects with an intention of improving the performance of an organisation. Programmes deliver outcomes through benefit realisation and projects deliver outputs that contribute towards an outcome Optimise -GB
  4. 4. The Balanced scorecard is a set of measures that gives managers a comprehensive view of the business. The balanced scorecard has advantages of pure financial measures such as ROI, EPS, PE etc as they are often misleading as they do not give a full picture of a given situation nor do they link one measure to another Knowledge Base Optimise -GB
  5. 5. Step 1: Measure your performance Optimise- GB
  6. 6. Have you measured your performance yet? If you haven’t here is a question for you. If you do not know where you are, how do you know what the journey should be to your destination? Step 1: Measure your performance Optimise- GB
  7. 7. <ul><li>How do your customers see you? How do you know? </li></ul><ul><li>Time factors : What is the lead time of receiving an order to delivering the goods to your customers? </li></ul><ul><li>Quality factors: What is the % of errors, returns policy, what are the quality requirements from a customer perspective </li></ul><ul><li>Cost Factors: What is the cost of serving your customers and how much profit is made on each one? What are the opportunity costs of missing a customer order? </li></ul><ul><li>Market factors : What is the market share, customer </li></ul><ul><li>make up and profitability, repeat purchases, number </li></ul><ul><li>of new customers? </li></ul>Step 1: Measure your performance Optimise- GB Customer Perspective
  8. 8. <ul><li>How do your appear to your shareholders? How do you know? </li></ul><ul><li>Liquidity : Debtor days, Stock Turn, Creditor Days, Gearing ratios, Debt to equity, Interest cover </li></ul><ul><li>Profitability : Gross Margin %, Operating Profit %, Net Profit %, Return on Trading Assets (ROTA) </li></ul><ul><li>Investment : Return on investment (ROI), Earnings per share (EPS) </li></ul><ul><li>Sales : Market share, Sales increase %, revenue per customer </li></ul>Step 1: Measure your performance Optimise- GB Financial perspective
  9. 9. <ul><li>How good are your business processes? How do you know? </li></ul><ul><li>How are the business processes documented, measured and improved? </li></ul><ul><li>What is the volume of scrap, waste, defects, rework? </li></ul><ul><li>What are the competency / capability levels of your staff, technology, procurement strategies, Risk mitigation and quality assurance? </li></ul><ul><li>What is the quality of your products and services? </li></ul>Step 1: Measure your performance Optimise- GB Internal business perspective
  10. 10. <ul><li>How is your business improving through innovation? How do you know? </li></ul><ul><li>Do employees understand the vision of the company? </li></ul><ul><li>What is the morale of staff? </li></ul><ul><li>How many ideas have been generated and acted upon as a group? </li></ul><ul><li>Have business risks been mitigated? </li></ul><ul><li>Is information to make decisions shared freely? </li></ul>Step 1: Measure your performance Optimise- GB Innovation and learning
  11. 11. Financial Customer Internal Business Processes Learning and growth Step 1: Measure your performance Optimise- GB Employee Morale Employee suggestions Quality of work Customer satisfaction Accounts receivable Costs
  12. 12. Step 2: Planning your approach using programme management Optimise- GB
  13. 13. What key measures from the balanced scorecard are you going to improve? What are your measure now and where do you want them to be? Examples sales Now: £2m Future £2.5m What areas of your business is going to be the prime focus? What are your objectives? Step 2: Planning your approach using programme management Optimise- GB
  14. 14. Who is going to be involved in the programme? Who are the stakeholders? How are you going to focus on your key risks and issues? What are the quality factors to consider? What is the impact on the organisation’s culture? Step 2: Planning your approach using programme management Optimise- GB
  15. 15. Step 2: Planning your approach using programme management Optimise- GB
  16. 16. Formulate your goals and write it down so everyone commits to it (be sure to involve your key players in the development of this to ensure buy in) You can use the free “Programme start up “ template for you to develop your answers http://www.slideshare.net/accountsdirect/programme-start-up-document-optimised-programme-methodology Step 2: Planning your approach using programme management Optimise- GB
  17. 17. Step 3: Focus your attention on the key areas to improve Optimise- GB
  18. 18. Review in turn and identify improvements to be made Step 3: Focus your attention on the key areas to improve Optimise- GB
  19. 19. 1 – Process map the activities that relate to those measurements which are to be improved. Be sure that you include the people involved in the process to improve morale and sense of ownership 2 – Document the flow of work with process times, waiting times and costs. Again based on the measurements already taken Step 3: Focus your attention on the key areas to improve
  20. 20. 3 – Identify the issues using the principles of Lean, Six Sigma and ToC Obtain statistical evidence that the issues exist Step 3: Focus your attention on the key areas to improve
  21. 21. 4 – Put a value against each issue whether that be time, cost or quality and rank them. Use the pareto rule and focus on those issues that accumulate to 80% 5 – Identify the solutions Step 3: Focus your attention on the key areas to improve
  22. 22. 6 - Evaluate the solution against the desired goals identified in step 1. Select 3 ideas from The Implement Now category Step 3: Focus your attention on the key areas to improve Optimise- GB
  23. 23. Formulate your improvement strategies and document the process, organisation, technology and information issues and what solutions have been identified You can use the free “Programme Improvement Plan “ template for you to develop your thoughts http://www.slideshare.net/accountsdirect/programme-improvement-plan-optimised-programme-methodology Step 3: Focus your attention on the key areas to improve Optimise- GB
  24. 24. Step 4: Execute each solution using project management methodologies Optimise- GB
  25. 25. Step 4: Execute each solution using project management methodologies Optimise- GB
  26. 26. Before a project is started you need to understand what you are doing, why you are doing it, what are the benefits, who is going to do it, how are they going to do it and when Business Case Project Plan Communication Plan Resource Plan Risk Analysis Step 4: Execute each solution using project management methodologies Optimise -GB
  27. 27. Risk Analysis - Risk identification - Likelihood of risk - Impact of risk - Mitigation plan Communication Plan - Who is involved - What they need - When they need it - Who approves Project Plan - Activities - Deadlines - Accountability - Status of activity Input Organisation - Sponsor - Project Manager - Project team Business Case - Problem statement - Objective / Targets - Project Approach - Milestones - Cost / Benefits - Constraints Resource Plan - Who does what - Internal / External - Training needs - Associated costs - Quality criteria Step 4: Execute each solution using project management methodologies Optimise -GB
  28. 28. Once you are up and running remember Review Review Review Business Case Project Plan Risk Analysis Change Control Issues log Lessons learned Step 4: Execute each solution using project management methodologies Optimise -GB
  29. 29. Issues Log - Identify new issues - Review old issues Project Plan - Will it be on time - Do you have any resource issues - Everyone still committed Change Control - Identify scope / project plan changes - Review impact - Approve - Amend project plan - Amend business case Lessons learned - Learning for the future Business Case - Are costs correct - Are benefits correct - Will targets be met Risk Analysis - Are there new risks - Are mitigation plans working - Is the levels of impact right Step 4: Execute each solution using project management methodologies Optimise -GB
  30. 30. Once a project is complete Review project plans Learn for next time Hand back to operations Business Case Issues Log Risk Analysis Risk Log Lessons learned Business as usual Step 4: Execute each solution using project management methodologies Optimise -GB
  31. 31. “ As is” Current state Old KPI’s “ To be” Future state New KPI’s Step 4: Execute each solution using project management methodologies Optimise- GB
  32. 32. Written References
  33. 33. Video References Balanced scorecard http://www.youtube.com/watch?v=AdXt8BfiGJg http://www.youtube.com/watch?v=5ysYExAArEE&feature=related Programme V Project Management http://www.youtube.com/watch?v=cNE2AVUwero http://www.youtube.com/watch?v=YoQlNbD2s2I&feature=related
  34. 34. <ul><ul><li>For other solutions </li></ul></ul><ul><ul><li>Contact </li></ul></ul><ul><ul><li>Simon Misiewicz through </li></ul></ul><ul><ul><li>Web: www.optimise-gb.com </li></ul></ul><ul><ul><li>Email: [email_address] or </li></ul></ul>Optimise- GB

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