7 beacons of management

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Information about 7 beacons of management

Published on March 1, 2016

Author: guruttam

Source: slideshare.net

1. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 1 7 Beacons of Management A non-exhaustive essentials Management Program

2. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 2 7 Beacons 7 Beacons of Management Executive Presence Project planning & Tracking Building and mentoring Productivity management Management Status reporting Troubleshooting & Root cause Analysis Performance management

3. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 3 Objectives • Understand leadership qualities of a manager • Ensure plans and objectives are fulfilled • Importance of interpersonal skills • Know right thing to do & do it the right way

4. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 4 Problems and Help • People problems are generally subjective in nature • Subjective terms are difficult to understand and measure • Human problems are best solved ideally by Humans • Subjective terms are decoded through “Magnifiers” - objective statements , measures , approaches etc • “Magnifiers” may supplement or complement in the form of Technology, Data, Research (QQ ) analysis • “Magnifiers” may also reduce human errors, bias or conflicts

5. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 5 Thought Process • Data, tools, techniques, knowledge are good things to have • Innovation and standards are continuous improvements to do things better • Context and Content aware application bring out the best of a manager • Call it common sense or emotional intelligence • Lead and Develop by practice

6. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 6 Session Pointers • Leadership styles, attributes • Multiple PM knowledge areas* • Goals and traceability (SMART Objectives, GQM, RTM) • Data, quality metrics, collection methods • Team development, discipline and support • Priorities, decision, collaborate, motivation^ • Stakeholder communications, Lean and essential meetings • Problem solving, CoQ, fault tree analysis, 7QCs • Performance excellence, measurement^, appraisals * Integrated approach, ^ Conflict possibility

7. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 7 Executive Presence Why it is so important ? What manager should look for ? What are some examples? What are some essentials? What happens if it is ignored ?

8. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 8 Executive Presence • Why it is so important ? – Leadership qualities vital to success – To manage uncertainties – To manage resources effectively and efficiently – To be resourceful – To guide, empower, trust and take the team along – Gravitas (68%, How one acts), Communicate (28%, How one speaks), appearance(5%)

9. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 9 Executive Presence • What manager should look for ?

10. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 10 Executive Presence • What are some examples ? – Dignity: "We are here in the temple of democracy. We will work with all purity... not for the designation, but for the people of the country. Work and responsibility are the biggest things"

11. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 11 Executive Presence • What are some examples ? • Transactional • Transformational • Authoritative / Autocratic • Participative/ Democratic • Delegation • Situational Leadership Style

12. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 12 Executive Presence • What are few examples ? -5 -4 -3 -2 -1 0 1 M1 M2 M3 M4 Willing - - Tech - - Willing++ Tech - - Willing - - Tech ++ Telling Continuous Instruction Selling Push to Buy-in Participating Team raise Less direction Delegate Less involved Decision offloaded PS: M = maturity level of member Willing++ Tech++

13. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 13 Executive Presence • What are some essentials? – Human element - e.g. Behavioral science – Emotional Intelligence e.g. Self-aware – Attributes – Styles – Values

14. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 14 Executive Presence • What happens if it is ignored ? – Conflicts, Directionless, Low morale, – Gossips, Negativity, Team failure – Attrition – Project failure – Goals missed, Vision blurred

15. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 15 Project planning & Tracking Why it is so important ? What manager should look for ? What are some examples? What are some essentials? What happens if it is ignored ?

16. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 16 Project planning & Tracking • Why it is so important ? – Translating vision and goals to project objectives – Define subjective things to objectives terms – Set strategies to achieve defined objectives – Validate progress is in right direction – Validate deliverables are built rightly – Help decision makers initiate relevant actions

17. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 17 Project planning & Tracking • What manager should look for ? – Project plans, life cycle governance – Identify need for “controls” (if any) – Configuration management system – Records management system – Requirement Traceability – Meeting, Daily Scrum, Board, W.i.P – Data Collection (Product, Process) Management Supervisor Workforce Automated

18. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 18 Project planning & Tracking • What are some examples ?

19. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 19 Project planning & Tracking • What are some examples ? Scope Time Cost Quality Procurement Resource Communications Compliance Knowledge Safety Security Others..

20. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 20 Project planning & Tracking • What are some examples ? – Traceability Matrix Project Name: Description: Cost Center: RTM ID User Stories (Req. Title , Business - Need, Goals, Objectives, Opportunity) Project Objectives WBS Deliverables Product Design Product Work Product Test cases 1008 2293

21. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 21 Project planning & Tracking • What are some examples ? – Agile Boards – Product Backlogs – Sprint Backlogs – Sprint Velocity (Throughput)

22. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 22 Project planning & Tracking • What are some examples ?

23. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 23 Project planning & Tracking • What are some examples ? • Variables – Independent – Dependent Causes or Effect Trigger – Dependent – Observable Effect – Control – Constants • Hypothesis – If ---This--- Done , Then ---This--- Happens In an experiment or system under study changes to one variable cause something else to vary in a predictable way. (e.g. DOE, Sensitive analysis, Cause Effect Analysis). Make sure to record the hypothesis.

24. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 24 Project planning & Tracking • What are some examples ? Continuous e.g. Histogram Variables Qualitative Categorical / Nominal Ordinal / Interval Quantitative Discrete (Counts/ Integer) Continuous (Measurements) Discrete e.g. Frequency Distribution, Bar chart, Pareto chart (Tom, Dick, Harry) (V.I.B.G.Y.O.R) (True or False) (Yes, No, Cant say) (V.Bad, Bad, Good, V.Good) (No. of parts / staff) (Length of wire used / day, location distance from shop, height of staff )

25. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 25 Project planning & Tracking • What are some examples ? Hypothesis Type 1 is the error of rejecting a true null hypothesis (H0) Type 2 is the error of accepting a true null hypothesis (H0) Example, Ho, with a null hypothesis of a product being well-made) • A false positive (alpha – Type 1 error) discards a product, which is actually well- made, while • A false negative (beta – Type 2 error) stamps a broken product as operational. An alternative hypothesis is the negation of null hypothesis Consequences of type I (Over controlling)and type II (Under controlling) errors A false positive – Tendency To Panic that that things are wrong A false negative – Tendency To Assume that things are right Refer: EVM , Variance Analysis, Assumption Analysis in PMPGURU

26. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 26 Project planning & Tracking • What are some examples ? – Data Collection methods (no single or best way) Types Sub types Caution Surveys Census Time consuming Sampling Bias Experiments Controls groups & treatments Bias Observational study Abuse Research Methods Qualitative •Doc Review •In-depth review •Observation methods •Open Ended Interview Qs Quantitative •Survey with Closed-ended Qs •Closed-ended Interview Qs •Clinical exp. •Information systems, •Observing, Counting, recording E.g. Interviews Face, Telephone, Electronic E.g. Questionnaires Paper(Truthful but low response rate), Internet (large but limited time & access)

27. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 27 Project planning & Tracking • What are some examples ? Independent Variable Dependent Variable Control/Constants New and Old Staff Finding defects – per hour Same Product Types and Test Methods Valve Openings - quarter open, half open, fully open Liquid Flow – Litre / Minutes Liquid Pressure to remain constant For every hour Gas consumed for fabrication Same mm pipe used Same pipe type Supervisor Presence Assembling Productivity Same time Same staff Same line Place your independent variable on the x-axis of your graph and the dependent variable on the y- axis. (Related Scatter Diagram )

28. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 28 Project planning & Tracking • What are some essentials? – Linking to goals – PMO or organizational guideline – Management maturity – Knowledge management – Work and soft skills – Variables, data , collection methods – Metrics, measurement and controls

29. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 29 Project planning & Tracking • What happens if it is ignored ? – Chaos – Product or delivery failure – Unable to achieve goals – Project management failure – Stakeholder expectation mismanaged

30. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 30 Team building and mentoring Why it is so important ? What manager should look for ? What are some examples? What are some essentials? What happens if it is ignored ?

31. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 31 Team building and mentoring • Why it is so important ? – A team is only as strong as its weakest player (cautioning stance) – Every member has some problem but only a team can outwit them(motivational stance) – It is an opportunity to shape or learn with great minds – It is about lasting relationship, open culture and work ethics

32. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 32 Team building and mentoring • What manager should look for ? – Build motivated team • Answer challenges, lend opportunities • Build culture of trust, transparency, talents(3Ts) • Lead and inspire to raise – Training (plan/ad hoc), Mentoring or Coaching – Offer strong support and gentle reminders – Demonstrate and nurture discipline – Encourage interaction and positivity

33. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 33 Team building and mentoring • Interpersonal skills/Behavioral competency – Communication – EI/EQ (self and social aware, self and relationship manage) – Conflict or problem resolution (using above 2 as well) – Group facilitation – Negotiations, – Influencing, Collaborate and Cooperation – Team building activities (e.g. Tuchman ladder-FSNPA), • Ground rules, Team-privacy/War room, • Recognition and rewards • Assessment tools to help build better team

34. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 34 Team building and mentoring • What are some examples? – A welcome card from team to a new member – A paid leave as a recognition of great contribution – A positive feedback during appraisal – A private discussion for mending wrong – A due notice for erring staff – A role play or job rotation

35. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 35 Team building and mentoring • What are some examples ? – Training, Mentoring, Coaching help team building – Training (mostly technical skills) is shorter duration. Also ad hoc(behavioral correction) – Mentoring (informal or formal, organization culture ) • HR - Identify interest, Design program to cultural fit, Match- making, Outline expectations and benefits, Periodical evaluation • Self – Assess relationship ::functional inventory, set goals for identified gaps, focus on cultivating relationships(render help then seek), seek opportunities to maintain contact, build mentoring networking (varied functionaries)* - Audrey J Murell

36. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 36 Team building and mentoring • What are some examples ? – Performance Appraisals and team building Success path Failure mode •Simple •Explained •Custom-fit •Valid(metric-fit) •Reliable(consistent) •Timed •Constructive •Effective outcome •Democratic •Unclear •Rigid or lenient •Biases (central tendency or Avg. rating , personal (difference influences), Halo effect, Recency, length of service) •Competitive appraiser

37. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 37 Team building and mentoring • What are some essentials ? – Mentee may need multiple relationships – Mentor provides opportunity setting • Facilitate career growth • As a coach* to effectively upgrade skills, performances • Protects from influential negatives • Promote about you allowing to gain visibility • Act as a role model to lean upon needful information • Vouches for others’ acceptance • As a counselor across work-life Socratic Hands-On Intervention Guiding Ask lot of Qs Shows a way, leaving rest with the doer Intervenes at right time to perform Constantly reminds to follow the guide

38. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 38 Team building and mentoring • What happens if it is ignored ? – Manager – Team member disconnect – No focused career development – Unpredictable & uncontrollable behaviors – Confidence drop and trust deficit widen – High Attrition

39. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 39 Productivity management Why it is so important ? What manager should look for ? What are some examples ? What are some essentials? What happens if it is ignored ?

40. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 40 Productivity management • Why it is so important ? – Help understand tangible and intangible gains – Help understand effectiveness and efficiency – Help understand siblings Throughput, Cycle time – Help improve productivity • Help adjust ‘go no-go’ inputs • Help fine tuning system or process • Help set reality or target output expectation – Help decision makers initiate relevant actions

41. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 41 Productivity management • What manager should look for ? – PMO or organizational guidelines – Organizational and project goals – Process approach(tangible gains -TG, quantifiable factors) of productivity – People approach (Intangible gains-IG, subjective factors) of productivity – Use Process and People approach complementing – Multi-tasking likely reduce to productivity* – Subject to environment factors guided by process in place or process definition. *O-aggregation of product / services, I-in terms of availability

42. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 42 Productivity management • What manager should look for ? – Tangible Gain (Process) approach Time, Set of Inputs, Set of outputs, Environment > Productivity(P)=O/I = Effectiveness / Efficiency > Productivity change = p(2)-p(1))/p(1) for between recordings > Productivity change % = Productivity Change x 100 > Throughput(T)=O/Given Time = Rate of production or velocity > Cycle Time(C) = (Consumed Time)/T - Intangible Gain (People) approach People oriented – General management and Interpersonal skills

43. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 43 Productivity management • What manager should look for ? Performance (Way a work is done) e.g. a quick, clean, pleasant, zero-waste painting of a Drawing room Throughput (Rate at which work is done) e.g. 2 hour per wall painting Productivity (Efficacy of doing the work) e.g. a Drawing room painting / (2 people, 20 liters, Rs.200 )

44. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 44 Productivity management • What are some examples ? – Effectiveness is how well an output able to serve – Efficiency is how well one or more input is used – CoQ, Process analysis and innovations can help – 6S, Lean, Kanban, TOC, Kaizen, Baldrige, EFQM can help – E.g. Suggestion Step(SS) is Kaizen way of continuous improvement in little way PS: Some of them support higher level of operation and business needs such as excellence

45. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 45 Productivity management • What are some examples ?

46. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 46 Productivity management • What are some examples ? – Avoid Procrastination • Identify and Lists reasons for procrastination • Reasons could be fear, assumptions, prejudice, etc • Notice its frequency and find biases • Identify as Threat or Weakness • Chart a action plan to resolve or get a buddy to help • Choose one or more to resolve and set timeframes

47. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 47 Productivity management • What are some examples ? McGregor’s Theory of X and Y Expectation Theory Z X – No Trust on subordinates, Micro management Y – Trust subordinates, Macro management People will work in relation to the expected reward of the work. If the award attracts as expected then they will work E.g. Perks, Fringe benefits, bonus, dividends Herzberg’s theory of motivation Ouchy's Theory Z Hygiene agents e.g. safe working conditions, a sense of belonging, civil working relationships Motivating agents - responsibility, appreciation of work, recognition, the chance to excel, education Participative management style - workers are motivated by a sense of commitment, opportunity, and advancement Self Actualization Esteem Social Safety Physiological Maslow’s Theory

48. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 48 Productivity management • What are some examples ?

49. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 49 Productivity management • What are some examples ? 1 2 3 4 5 P = CP-O/CP-I 0.77 1.54 1.54 1.62 0.69 Change 0 2 1 1.05 0.43 0.00 0.50 1.00 1.50 2.00 2.50 PandP-Change Productivity - P Static & Dynamic graph Tip: P typically progressive Tip: Constant negative trend productivity change (performance) indicate issues unattended

50. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 50 Productivity management • What are some examples ? 1 2 3 4 5 O-Produce 10 14 12 6 6 L-Labor 5 5 5 5 3 Partial ( O/L) 2 2.8 2.4 1.2 2 0 2 4 6 8 10 12 14 16 P=O/I Partial (Single I) P graph Tip: P typically progressive Tip: Productivity fall despite initial good pay, likely motivation issues

51. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 51 Productivity management • What are some examples ? 1 2 3 4 5 O-Produce 40 45 40 35 42 Multi-I (W+R+EB) 12.5 18.5 14.5 17.1 16.5 P=0/Multi I 3.2 2.4 2.8 2.0 2.5 0 5 10 15 20 25 30 35 40 45 50 P=O/Multi Multi Input(I) P graph Tip: P typically progressive Tip: Raise in I(spending) does not guarantee O (Produce)

52. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 52 Productivity management • What are some examples ? Tip: P typically progressive Tip: Raise in I(spending) does not guarantee O (Produce) 1 2 3 4 5 O-Produce 40 45 40 35 42 Total (W+R+EB+M) 14.5 21.5 16 18.3 18 P=O/Total I 2.76 2.09 2.50 1.91 2.33 0 5 10 15 20 25 30 35 40 45 50 P=O/TotalI Total Input(tradeoff I) P graph

53. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 53 Productivity management • What are some essentials? – PMO or organizational guideline – Working methods, Data collection, Data measures – Outputs and Inputs – Stall procrastinations – Consider People Approach importantly – Take inputs from Process Approach but do check on data accuracy – Reviews and actionable plan

54. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 54 Productivity management • What happens if it is ignored ? – Product or delivery failure – Gossips, Negativity, Team failure – Attrition – Project failure – Stakeholder expectation mismanaged

55. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 55 Management Status Reporting Why it is so important ? What manager should look for ? What are some examples ? What are some essentials? What happens if it is ignored ?

56. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 56 Management Status Reporting • Why it is so important ? – Project and organization wide update and transparency – Helps track alignment and insight (goals, objectives, progress, productivity, performance, etc) – Helps sponsors, customers and decision makers

57. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 57 Management Status reporting • What manager should look for ? – PMO or organizational guidelines – Organizational and project goals – Data quality and timely reporting – Communications and expectations management – Compliance requirements – legal, regulatory etc.

58. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 58 Management Status reporting • What are some examples ? – Conventional, Proprietary, Standard reporting – EVM, Heat map, Burn-down and Burn-up charts

59. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 59 Management Status reporting • What are some examples ? 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Poor Varying Consistent Growing Excels Organizational Performance Report Financials Customers Business Process (e.g. Sales) Learn & Grow • Budget • P & L • Ratios • Others • Relations • Prospects • Feedback • Referrals • Misc. • Lead / Closure errors • Refine Sales Process • Refine Pricing • Misc. • Samples

60. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 60 Management Status reporting • What are some essentials? – Data collection, compilation and reporting – Reporting system – Reviews and actionable plan

61. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 61 Management Status reporting • What happens if it is ignored ? – Project failure – Treated unethical of a manager – Stakeholder expectation mismanaged

62. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 62 Troubleshooting & Root cause Analysis Why it is so important ? What manager should look for ? What are some examples ? What are some essentials? What happens if it is ignored ?

63. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 63 Troubleshooting & Root cause Analysis • Why it is so important ? – To resolve issues – To contain issues that may otherwise derail project goodies – To correct issues to help achieve desired quality – Problem is a reality and so equally is the solution

64. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 64 Troubleshooting & Root cause Analysis • What manager should look for ?

65. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 65 Troubleshooting & Root cause Analysis • What manager should look for ?

66. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 66 Troubleshooting & Root cause Analysis • What are some examples ?

67. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 67 Troubleshooting & Root cause Analysis • What are some examples ?

68. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 68 Troubleshooting & Root cause Analysis • What are some examples ?

69. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 69 Troubleshooting & Root cause Analysis • What are some examples ? Project Failures

70. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 70 Troubleshooting & Root cause Analysis • What are some examples ? Problem Statement Machine Measurement Material Environment Method Personnel EFFECT CAUSE (6 causes) Methods Approach for identifying cause Random Take all 6 causes for analysis at same time Systematic Focus one category at a time in descending order of importance Process analysis Analysis of each process items in flow 1. 2. Team 3. State ItBrainstorming, Pareto, CC, Histogram etc inputs 4. Specify Categories 5. Identify cause

71. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 71 Troubleshooting & Root cause Analysis • What are some examples ?

72. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 72 Troubleshooting & Root cause Analysis • What are some examples ?

73. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 73 Troubleshooting & Root cause Analysis • What are some examples ?

74. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 74 Troubleshooting & Root cause Analysis • What are some examples ?

75. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 75 Troubleshooting & Root cause Analysis • What are some examples ?

76. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 76 Troubleshooting & Root cause Analysis • What are some essentials? – PMO or organizational guideline – Job and interpersonal skills – Explorer mindset – Quality conscious

77. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 77 Troubleshooting & Root cause Analysis • What happens if it is ignored ? – Poor quality – Project failure – Treated unethical of a manager – Stakeholder expectation mismanaged

78. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 78 Performance Management Why it is so important ? What manager should look for ? What are some examples ? What are some essentials? What happens if it is ignored ?

79. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 79 Performance management • Why it is so important ? – To attain business maturity and excellence – To attain process maturity and excellence – To attain management maturity and excellence – Improve profitability and productivity – To guide and seek continuous improvement

80. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 80 Performance management • What manager should look for ? – Performances : Leadership, Process, Product, People … – Cost, quality, speed, delivery and flexibility etc – How things are efficiently made – How things are effectively produced – What data should be considered? – Data collection methods

81. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 81 Performance management • What manager should look for ? Identify • Goals • Areas of Performance • Org, Ops, People, Partner, Customer • Standards Plan • Areas • Knowledge • Levels & Key Indicators • Measure and Methods Implement • Collect • Collate • Relate • Compile Improve • Evaluate • Lessons • Feedback

82. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 82 Performance management • What are some examples ? – The Performance Pyramid – Goal Question Metric – Balanced Scorecard (BSC) – EFQM Excellence Model – Baldrige Performance Excellence – SPRING Business Excellence – TOC Links strategy and operations by translating strategic objectives from top down to practical metrics Fin-Cust-Proc-L&Growth, Chain of cause-and-effect relationships among objectives, activities and results Assess whether they are on “the path of excellence.”

83. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 83 Performance management • What are some examples ? – The Performance Pyramid

84. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 84 Goals MetricsQuestions Performance management • What are some examples ? – Goal Question Metric E.g. Evaluate effectiveness of Estimation methods Who is using PERT estimate? Managers - Product - Test Experience of Estimators - Year as Managers - No of similar projects What is the basis of estimates ? Project - Scope - Cost - Schedule What is the basis of accuracy? Variances - Cost - Schedule

85. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 85 Performance management • What are some examples ? – Observations and Perceptions may introduce biases (Type1 or Type 2 errors) Stereotyping Social Projection Halo

86. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 86 Performance management • What are some examples ? Measurement Methods Comments Checklist (Behavioural , Weighted) , Essay, Cost- Accounting, Critical Incident, Field review, Forced (Choice, Distribution), Group Rating Scale, Comparison(Paired , Ranking), etc Past-current trend 360 Degree Review Assessment Centres Management by Objectives, Psychological Appraisals Recent-Future trend Watch out for subjective input biases Time consumption, generalization etc.

87. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 87 Performance management • What are some examples ? PS: May try to emulate such BE/PE model for Management Status reportReferences : EFQM.org

88. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 88 Performance management • What are some examples ? – Manages and retains talent – Involves mgr. in recruitment – Provide L & D opportunity – Conducive work environ. – Reinforce desired behavior – Rewards and recognition – Expectations communicated References : spring.gov.sg

89. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 89 Performance management • What are some examples ? Baldrige - Category 5 (Workforce Focus) addresses key workforce practices—those directed toward creating and maintaining a high‐performance work environment and toward engaging your workforce to enable it and your organization to adapt to change and to succeed. 5.1, Workforce Environment, asks about your workforce capability and capacity needs, how you meet those needs to accomplish your organization’s work, and how you ensure a supportive work climate. The aim is to build an effective environment for accomplishing your work and supporting your workforce. 5.2, Workforce Engagement, asks about your organization’s systems for managing workforce performance and developing your workforce members to enable and encourage all workforce members to contribute effectively and to the best of their ability. These systems are intended to foster high performance, to address your core competencies, and to help accomplish your action plans and ensure organizational sustainability. References : baldrigepe.org

90. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 90 Performance management • What are some examples ? What is a KPI? KPI’s are performance measures that indicate progress toward a desirable outcome. Strategic KPIs monitor the implementation and effectiveness of an organization's strategies, determine the gap between actual and targeted performance and determine organization effectiveness and operational efficiency. Good KPIs: •Provide an objective way to see if our strategy is working •Offer a comparison that gauges the degree of performance change over time •Focus employees' attention on what matters most to success •Allow measurement of accomplishments, not just of the work that is performed •Provide a common language for communication •Help reduce intangible uncertainty •Are valid, to ensure measurement of the right things •Are verifiable, to ensure data collection accuracy References : Balancedscrorecard.org

91. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 91 Performance management • What are some examples ? Customer satisfaction • Competitive pricing • Fast delivery • Detail info. • Friendly • Low-cost shipping • Product selection • … Employee satisfaction • Good salary • WL balance • Job security • Right tools to do the job • Growth opportunities • Decision making • … Vendor satisfaction • Timely payment • Easy to do business • Courteous • … Shareholder satisfaction • Grow the business • Net income • Legal compliance • …

92. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 92 Performance management • What are some examples ? Performance Management Sales Performance Goals Planned 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16* 16* - Closure ManagedMeasured Goals Achieved My Functional Processes: e.g. Sales Attribute Examples: Contacts (Identify Prospect), Industry (Identify Prospect), New Offers (Make a Pitch), Negotiation Handling (Discuss Proposals), Target Achieved (Orders)

93. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 93 Performance management • What are some examples ? Poor Varying Consistent Growing Excels 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

94. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 94 Performance management • What are some examples ? Poor Varying Consistent Growing Excels 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Consistently excels beyond target and brings new orders Consistent in performance and shows occasional new orders Consistently performs in achieving the target set Consistency is occasional in achieving target set Consistently achieves below or does not achieve target set 1 x -1 x 1.5 x -1.5 x Scale Difference Metric: E.g. Target Achieved

95. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 95 Performance management • What are some examples ? 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Poor Varying Consistent Growing Excels Organizational Performance Report Financials Customers Business Process (e.g. Sales) Learn & Grow • Budget • P & L • Ratios • Others • Relations • Prospects • Feedback • Referrals • Misc. • Lead / Closure errors • Refine Sales Process • Refine Pricing • Misc. • Samples

96. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 96 Performance management • What are some examples ? Starting Progressing Advanced Excel Little thought has been given to how our work systems and jobs are designed to encourage individual initiative, innovation, rapid response, co-operation and communication. We do not formally assess our training and education needs Some of our work systems and jobs are designed to encourage individual initiative, innovation, rapid response, co-operation and effective communication. of our employees training and education needs are assessed and acted upon but the system is not strongly aligned to our strategy and the future needs of our organisation. Most of our work systems and jobs are designed to encourage individual initiative, innovation, rapid response, co-operation and effective communication. Most of our employees training and education needs are assessed and acted upon in order to develop their knowledge, skills and capabilities to meet the current and future needs of our organisation. Our work systems and jobs throughout our organisation are designed to encourage individual initiative, innovation, rapid response, co-operation and effective communication. All of our employees training and education needs are regularly assessed and acted upon in order to develop their knowledge, and capabilities to meet the current and future needs of our organisation. Our workforce focus approach is regularly reviewed for effectiveness. Reference: baldrigepe.org

97. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 97 Performance management • What are some essentials? – Goals, Objectives, Focus – Linkage Metrics, Measurement, Indicators – Performance system – Continuous improvement

98. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 98 Performance management • What happens if it is ignored ? – Excellence model items* suffer setback – Negative project performance – Failed project and organization excellence – Improvement setbacks *Leadership, strategy, people, customer, partners, process, knowledge, results,

99. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 99 Q & A Feel free to email on any clarifications or concerns to guruttam@gmail.com +91-984-091-0400

100. Guruttam.com +91-984-091-0400 © K Srikanth, PMP 100 Note • Please note contents are prescriptive in nature • Any third-party references are for illustration purpose only • The training content provided are © K Srikanth, PMP not transferable

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