In this workshop we discuss a wide range of topics about productivity, efficiency, and effectiveness, We also talk about old way of using KPIs. finally we practice using OKR in our team.

1. Team Productivity
Mohammad Kermani, Winter 2016
CEO at Blue-White Tech Center
Isfahan University of Technology, Entrepreneurship Center
1

2. The Story
2

3. Reality
3
AS IS
TO BE

4. Planning
4
A
S
I
S
T
O
B
E
AS IS
TO BE
Plan

5. • 𝑃𝑟𝑜𝑑𝑢𝑐𝑡𝑖𝑣𝑖𝑡𝑦 =
𝑇𝑜𝑡𝑎𝑙 𝑂𝑢𝑡𝑐𝑜𝑚𝑒
𝑇𝑜𝑡𝑎𝑙 𝐸𝑓𝑓𝑜𝑟𝑡
5

6. Adaptive
6
A
S
I
S
T
O
B
E
AS IS
TO BE
…
T
O
B
E
T
O
B
E

7. Entrepreneurial
7
A
S
I
S
T
O
B
E
AS IS
TO BE
TO BE
T
O
B
E
T
O
B
E

8. What we are going to discuss
8
A
S
I
S
T
O
B
E
AS IS
TO BE
TO BE
T
O
B
E
T
O
B
E
Goal
Setting
Goal
Setting
Goal
Setting
Goal
Setting
Process
Process
Process
Process

9. The cost and outcome
9
A
S
I
S
T
O
B
E
AS IS
TO BE
TO BE
T
O
B
E
T
O
B
E
c=100, o=5
c=300, o=10 c=100, o=7

10. • 𝑃𝑟𝑜𝑑𝑢𝑐𝑡𝑖𝑣𝑖𝑡𝑦 =
𝑇𝑜𝑡𝑎𝑙 𝑂𝑢𝑡𝑐𝑜𝑚𝑒
𝑇𝑜𝑡𝑎𝑙 𝐸𝑓𝑓𝑜𝑟𝑡
• 𝐸𝑓𝑓𝑖𝑐𝑖𝑒𝑛𝑐𝑦 =
𝑂𝑢𝑡𝑐𝑜𝑚𝑒
𝑅𝑒𝑠𝑢𝑟𝑐𝑒/𝐼𝑛𝑝𝑢𝑡
10

11. Let’s do it efficient!
11
A
S
I
S
T
O
B
E
AS IS
TO BE
TO BE
c=100, o=5
T
O
B
E
c=90, o=50

12. Effectiveness matters!
12
A
S
I
S
T
O
B
E
AS IS
TO BE
TO BE
c=100, o=5
T
O
B
E
c=90, o=50

13. • 𝑃𝑟𝑜𝑑𝑢𝑐𝑡𝑖𝑣𝑖𝑡𝑦 =
𝑇𝑜𝑡𝑎𝑙 𝑂𝑢𝑡𝑐𝑜𝑚𝑒
𝑇𝑜𝑡𝑎𝑙 𝐸𝑓𝑓𝑜𝑟𝑡
• 𝐸𝑓𝑓𝑖𝑐𝑖𝑒𝑛𝑐𝑦 =
𝑂𝑢𝑡𝑐𝑜𝑚𝑒
𝑅𝑒𝑠𝑜𝑢𝑟𝑐𝑒𝑠
• 𝐸𝑓𝑓𝑒𝑐𝑡𝑖𝑣𝑒𝑛𝑒𝑠𝑠 =
𝑎𝑐𝑡𝑢𝑎𝑙 𝑜𝑢𝑡𝑐𝑜𝑚𝑒
𝑡ℎ𝑒𝑜𝑟𝑒𝑡𝑖𝑐𝑎𝑙 𝑜𝑢𝑡𝑐𝑜𝑚𝑒
13

14. Productivity
• Efficiency: Doing things right.
• Effectiveness: Doing right things.
• Productivity: Doing the right things in the right way.
14

15. What are these?
• Monitoring
• Evaluation
• Assessment
15

16. Assessment
Is the process of objectively understanding the state or condition of a
thing.
16

17. Monitoring
Monitoring: routine or continuous measurement of progress while the
project is ongoing
1. Checking and measuring progress
2. Analyzing the situation
3. Reacting to new events, opportunities, and issues
17

18. Monitoring
1. Define Objectives
2. Develop Indicators
3. Collect Data
4. Analyze Performance (Efficiency)
18

19. Monitoring Tools
• Program Implementation Plan
• GANTT Chart (Activity vs. Time)
• Other pre-designed tools
19

20. Evaluation
Measurement of progress, results, and impact when project is
completed
20

21. Comparison
Monitoring
• Continuous
• Tracking Progress
• Improve efficiency
• By Project manager, program
manager, supervisor, team lead
Evaluation
• Episodic
• Critique
• Improve effectiveness
• By Program managers, external
parties, policy-makers,
beneficiaries
21

22. 22
ProcessRESOURCES OUTPUT
TARGET
EFIECIENCY
EFFECTIVENESS
Monitoring
Evaluation

23. Break
Make Teams set ASIS, TOBE
23

24. Key Performance Indicators
• Time
• Cost
• Quality
• Quantity
• Ratio
• Financial
• Customer
• Process
• People
24

25. KPI
• Cycle time from request to delivery
• Average cycle time from request to delivery
• Call length
• Volume of tasks per staff
• Number of staff involved
• Number of reminders
• Number of alerts
• Customer ratings of service
• Number of customer complaints
• Number of process errors
• Number of human errors
• Time allocated for administration,
management, training
• Percentage of processes where completion
falls within +/- 5% of the estimated
completion
• Average process overdue time
• Percentage of overdue processes
• Average process age
• Percentage of processes where the actual
number assigned resources is less than
planned number of assigned resources
• Sum of costs of “killed” / stopped active
processes
• Average time to complete task
• Sum of deviation of time (e.g. in days) against
planned schedule of all active projects
25

26. Is that All KPIs?
26

27. 27

28. OKR
John Doerr originally presented OKR to Google’s
leadership team in 1999.
It has been used by the company ever since.
28

29. Sample OKR
Objective: Become the #1 rated iOS Photo Editing App
Key Result 1: Conduct survey to identify 10 most-requested features
Key Result 2: Launch 5 of the most requested features by Dec 30
Key Result 3: Conduct 10 user tests to identify UX issues
Key Result 4: Show 50% improvement in UX satisfaction via customer
survey
29

30. OKR = Objectives, Key Results
Mission /
Vision
Annual
Objective 1
Objective 1
Key Result
1
TODO 1
TODO 2
TODO 3
Key Result
2
Key Result
3
Objective 2 Objective 3
Annual
Objective 2
Annual
Objective 3
30

31. 31

32. 32

33. 33

34. 34

35. OKRs are
• Measurable
• Graded
• Shared
• Ambitious
35

36. Goal Setting
36

37. SMART Goal Setting
• Specific
• Measurable
• Achievable/Attainable/Agreeable
• Realistic/Relevant
• Time Famed
37

38. EXACT Goal Setting
• Exciting (Positive)
• Assessable (Measurable)
• Challenging (Stretching)
• Time-Framed
38

39. Goal Setting
SMART
• Specific
• Measurable
• Achievable
• Realistic
• Time Famed
EXACT
• Explicit
• Exciting (Positive)
• Assessable (Measurable)
• Challenging (Stretching)
• Time-Framed
39

40. Goal Setting
SMART
• Organization
• Maybe Negative
• Organization Objectives
EXACT
• Person
• Always Positive
• Personal OKRs
40

41. Thanks
mohammad@blue-white.co
CEO, Blue-White Tech Center
telegram.me/mohkermani
Instagram.com/Mohkermani
Twitter: @mohkermani
41