Strategy Making in Georgian Association Agreement and Institutional Reform Cluster

579 views

Published on

Strategy Workshop for Institutional Reform Plan (IRP) of the Association Agreement Issues Cluster in Georgia

Published in: Business
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
579
On SlideShare
0
From Embeds
0
Number of Embeds
4
Actions
Shares
0
Downloads
9
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Strategy Making in Georgian Association Agreement and Institutional Reform Cluster

  1. 1. markorillo.com 1 Strategy Workshop for Institutional Reform Plan (IRP) of the Association Agreement Issues Cluster in Georgia 20-22 November 2012 Tbilisi, Georgia Marko Rillo Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  2. 2. markorillo.com 2 Topics • Strategy making – Theoretical view of strategy making – Key components of creating a strategy • Groupwork on IRP of the Association Agreement Coordination, Visa and Migration Issues Cluster – Review of the current document – Redesigning the strategy of the reform • Why do we do this? • What do we want to achieve in the long term? • What principles do we follow in the reform? • What exactly do we aim to achieve in the short term? • What are the key priorities that we should focus on? • Who will be responsible for individual issues? • How do we keep track of the activities? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  3. 3. Start Redefining the IRPmarkorillo.com 3 Are You Familiar with the Text? Remember: strategy does not have to be a plan! Remember: strategy (re)doing can be a learning process! Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  4. 4. Brainstorm - How do you Understandmarkorillo.com 4 "Strategy"?  Responses of participants: "Plan" includes: • Plan to achieve some goal • Goal and plan to achieve this • Who • Vision of the future • Action for development • When • Goals + plans + methods • Outcomes • Identify priorities • Implementation tools • Context • Complex document • Risks • Comprehesive logframe • Takes into account potential • Assumptions variables out there • Variable indicators • Policy document Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  5. 5. markorillo.com 5 Purpose Modus operandi Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  6. 6. PCM and LFA - Where doesmarkorillo.com 6 Strategizing Fit? PCM Sector decision Strategy? making and implementation process LFA Project management method and tools Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by 6 Implemented by: The European Union ENPI/2011/281700
  7. 7. markorillo.com 7 "Sometimes I have a good idea and then we simply do it" Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  8. 8. Main Metaphorsmarkorillo.com 8 Strategy as a Plan Advantages Disadvantages • Helps to standardize how we • Machine approach - separates see the future "thinking" from "doing" • Helps to agree the results by a • Tends to be forgotten to the certain date shelf • Is ok in "slow" organizations • Like "10 commandments": where procedures and systems – If written, must do! are important – If not written, wont do! • Lawyers, officials and system – Cast in stone - kills creativity and thinkers like it flexibility Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  9. 9. markorillo.com 9 Other Metaphors - Why Not … • Position - how to compare us with the others • Perspective - understanding, vision • Ploy - to trick the "competitors" • Pattern - way of doing things • Practice - everyday activities related to long-term view Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  10. 10. markorillo.com 10 One Definition of Strategy • Strategy consists of the most important principles that have been agreed upon • The agreement may be either official or unwritten • As a result - the different parties have similar understanding of important issues that would shape their everyday behaviour and decisions Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  11. 11. 11 Still - Understanding May be Different …markorillo.com Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  12. 12. I Help People Shape Their Strategiesmarkorillo.com 12 through Play Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  13. 13. markorillo.com 13 Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  14. 14. markorillo.com 14 Traditional View Top as Planners Employees as Mid as Motivators Implementors Slide: Saku Mantere Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  15. 15. Strategy Makingmarkorillo.com 15 In some areas you must plan, in others you improvise NB! But improvising should not be random cacophony! Stable Environment - Analytic Unstable Environment - Learning and Planning Improvising Crossan, Lane, White, Klus (1996), Birkinshaw, Hamel, Mol (2008) Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  16. 16. Every Strategy Making is Learningmarkorillo.com 16 Process As Well! • Even if strategy seems to be "too broad" then discussions leading to the strategy taught the participants how to act in the future Strategy as analysis Strategy as explanation Strategy as action plan Goal Sub- goals Today Slide: Arukaevu & Rillo Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  17. 17. markorillo.com 17 Good Strategy Includes the Following: • Mission • Vision • Values • Analysis • Strategic Objectives • Critical Success Factors • Key Performance Indicators (Measures) • Target Values • Actions Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  18. 18. Hence - Questions to Answer for IRPmarkorillo.com 18 Cluster in Georgia! • Mission: What is the reason of existence of the cluster? Why do we need the cluster? • Vision: What do we want to achieve in the long term? • Values: What principles do we follow in the reform? • Obj: What exactly do we aim to achieve in the short term? • CSF: What are the key priorities that we should focus on? • KPI: – How do we measure our success? – Who will be responsible for individual issues (activities)? • How do we keep track of the activities and make sure that everything will be done in due time? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  19. 19. Remember - These are the Reformmarkorillo.com 19 Areas of the IRP Cluster • Administration / Human Resources – Coordination abilities – High motivation of employees – Knowledge on acquis • Negotiation – Skills of negotiations – Knowledge of international relations • Communications – Upgrading IT systems: software, systems, IT skills – Information gathering and systemizing – Reporting – PR • Translation – Translation capacity Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  20. 20. markorillo.com 20 Mission Statement • Our purpose  why do we / why does this sector exist? • Stakeholders  who needs us and which kind of useful things do we provide for them? • Added value  what kinds of added value do we give to our stakeholders and clients? • Activities / results  what kinds of activities do we carry out or what types of results do we deliver? • Competences  what kind of specific knowledge, skills and attitude should our employees have? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  21. 21. Mission - You May Also Use Metaphorsmarkorillo.com 21 while Brainstorming about Your Mission • E.g. some departments "fight the dragon", other departments "conquer the heart of a princess" Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  22. 22. Draft Mission Statement of the IRPmarkorillo.com 22 Cluster in Georgia • IRP coordination cluster (which includes …) (is an instrument to) help to achieve high level of competencies and skills-necessary to fulfil its roles and responsibilities under the EU-Georgia AA facilitation process and beyond … for Georgian people – Stakeholders? Georgian state? Georgian People? – Results? Signing of the AA / DCFTA / … Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  23. 23. markorillo.com 23 Vision Statement • What will be the future state? • The future statement should be realistic, but at the same time also require everybody contribute sufficiently. • Preferably the vision should be linked with the time perspective. • It would be best if the vision could be motivational, something that would inspire people towards achievement of this vision. Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  24. 24. Draft Vision Statement of IRP Cluster inmarkorillo.com 24 Georgia • Signature of Association Agreement (AA) and Deep and Comprehensive Free Trade Agreement (DCFTA) to get closer to EU integration Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  25. 25. markorillo.com 25 BHAG • Big • Hairy • Audacious • Goals Jim Collins: Turning Goals into Results, HBR Jul-Aug 1999. WOW! (Tom Peters) Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  26. 26. markorillo.com 26 Core Values - Principles of Work? • Code of conduct that is being followed on daily basis • Give overview of the qualities that describe the people • While mission describes where we are and vision - where do we want to go then values put down the principles that we have to follow on our way Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  27. 27. Values, Principles and Code ofmarkorillo.com 27 Conduct of the IRP Cluster in Georgia • Active participation of all IRP members • Well motivated, devoted • Well coordinated • Open to the outside stakeholders • Flexible for changes • Timely in following deadlines • Influential among the community Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  28. 28. markorillo.com 30 Annual Objective(s) • Articulated aims to address some major changes and/or improvements • The number of the annual objectives should be kept to minimum - usually 3 is enough • The annual objectives should respond to the following questions: – In what areas and how should we develop ourselves? – In what areas and how are we not allowed to fail? • It would be good to have them SMART Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  29. 29. markorillo.com What is the Most Important that Must be Achieved by 31 the End of 2013 (3 SMART Objectives) by the IRP Cluster in Georgia? • Approximation to • Ensuring • Initiate project to EU regulations technology support reforms readiness for and legislation in legislation by the end of the fields of translation by 2013. trade, visa and Dec 2013. • Supply needed migration 80 • Ensuring that equipment by the percent (…). Cluster members have necessary end of 2013. • Signing of the AA PM, negotiations • Set up translation by May 2013. skills by April centre. by the 2013. end of 2013. Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  30. 30. markorillo.com 32 Critical Success Factors • Limited number of aspects of work in which satisfactory results will ensure successful performance: – positive (what are the things that we absolutely must have in place in order to achieve our annual objectives) and – negative (where we cannot definitely fail if we want to achieve our annual objectives • The CSFs should help us select highest priority measurements - otherwise we might come up with too long list of (irrelevant) indicators • Sports example! Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  31. 31. Exercise: People in this Room Want tomarkorillo.com 33 Participate in Ironman Triathlon in 2016 • Resources - equipment: swimming suit, bicycle, swimming pool. Funding (sponsoring) • Physical readiness • Time • Mental readiness: self-confidence • Exercising • Motivation • Goal: prize, money • Trainer • Organizer • Security • Insurance • Fans Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  32. 32. markorillo.com 34 Specific Language of Strategic Management and Measurement - Who, What, by When, How? Actor Verb Object Time Measurable result David ... leads developing of new ... strategy latest by the end of 1st which is accepted by ... quarter of 2013 ... department improves knowledge of its employees in by 31.12.2013 so that 50% of employees would be project management PRINCE2 certified Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  33. 33. Action Tasks for the IRP Cluster inmarkorillo.com 35 Georgia • Diplomatic Training Centre of the MFA promotes capacity development in international development within 2012-14 by implementing training courses for 50 diplomats, 10 ToTs, development of XYZ manuals, elaboration of training curricula on ABC modules and language courses resulting for 100 MFA staff. • DCT trains MFA office and MoEcon staff in negotiation skills in 2013-14 to have the whole staff trained in DCFTA negotiations. • Improve communication activities by elaboration of communication strategy  OSMEI PR department improves communication activities by elaborates communication plan approved by minister by 2013. • MoJustice legal entity of public law (Matsne) develops training system on EU relevant terminology to have required level of 5 translators in the institutions by providing professional software (Trados) in 2012-14. Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  34. 34. markorillo.com 36 Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  35. 35. SMART - Assess Your Objectives andmarkorillo.com 37 Indicators!  Linkage with Strategic Objectives Is it linked to your overall goals?  Measurable: Can you quantify it?  Accessible: Can you improve the outcome somehow when doing something? Otoh: if it is highly difficult then it may increase motivation and ownership (Pygmalion effect)!  Trustworthy: Can it be manipulated?  Can we impact it during the time of the project?  Simple: Can you explain and understand it easily?  Cost-benefit: Is the benefit of measurement higher than cost of measurement?  Is it formulated in a positive manner (recommendation)? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  36. 36. Use of Passive Voice inmarkorillo.com 38 Strategy Documents  • This is a little story about four people named Everybody, Somebody, Anybody, and Nobody. • There was an important job to be done and Everybody was sure that Somebody would do it. • Anybody could have done it, but Nobody did it. • Somebody got angry about that because it was Everybodys job. • Everybody thought that Anybody could do it, but Nobody realized that Everybody wouldnt do it. • It ended up that Everybody blamed Somebody when Nobody did what Anybody could have done Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  37. 37. markorillo.com 39 Model of Measurement Measurement Input Process Impact Precondition Output Feedback Precision increases, but the managers ability to affect the result reduces  good measurement system tries to take into account both extremes Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  38. 38. markorillo.com 43 KPI Target Values • Each KPI should be added a target value that is realistic, but requires commitment • It is necessary to review the target values periodically • It is sometimes recommended to link the target values with the bonuses and salary system • Example: – KPI: Improve employee work satisfaction index during 2013 – Target values: less than 5% - not satisfactory 5-9% - satisfactory more than 10% - good Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700
  39. 39. markorillo.com 45 Thank you! Questions? Support to the PAO in Application and Coordination of Institution Building Facilities This project is funded by Implemented by: The European Union ENPI/2011/281700

×