| clocks for websites |
Article
Write It Down Before You Do It
August 1, 2007 By: Ben Markens Paperboard PackagingI've heard it said that "failing to plan" is "planning to fail." One of the toughest areas that we see for employees and managers is how to solve problems that require multiple steps.
 Ben Markens |
When we do business planning, we usually identify the need for initiatives. Initiatives are gap closure projects. We like to have them be SMART (specific, measurable, achievable relevant and time-limited). This month, I'd like to focus on the time-limited aspect.
Let's say a supervisor and direct report agree that a specific problem (gap) needs to be fixed (closed). They agree to reduce downtime on a specific piece of equipment by 10 problems within 180 days. Assuming this is an achievable goal, the initiative passes the SMART test. If you are the supervisor, you can just run a report now and a report in 180 days and measure success — pass or fail. And that is just fine. But what about monitoring in 150 days? Is the initiative on target? Have all the appropriate steps been taken? How do you know?
We suggest that every initiative be planned out with specific milestones. The graphic below shows an initiative. Note that it has a quantifiable, dollarized objective and supports a specific strategy — in this case, operational excellence.
Also notice that there are specific steps with specific dates. This allows an agreement about the methodology and reasonableness of the deadlines. The supervisor can coach the subordinate if key elements are missing.
 Miracle Packaging — DRAFT Plan for an Initiative |
The document has a space at the bottom for the person submitting the initiative to sign, and also for the approving party — usually a supervisor — to co-sign. This document becomes a contract with quantifiable milestones. It is now possible to measure performance along the way. Even if the goal is missed, the supervisor can determine if all the steps were taken as promised. Perhaps the goal was too ambitious or the allowed time too short.
Some people have difficulty thinking of the milestones. Here's a technique that I use: First I allow myself a few days to write them down. I use 3-by 3-inch Post-Its. I do a process overview, writing the big steps one step per Post-It. Then I arrange them on a board or wall. I come back to my list a few times over the next few days. Sometimes I rearrange the order. But often I realize that I have forgotten to include some important step. So I just add another Post-It.
It is sometimes helpful to ask for input while you are brainstorming the milestones.
Ben Markens is president of The Markens Group Inc., a boutique consulting guiding business toward excellence. He also is director of the PPC Financial Executives Institute. He can be reached at 413-562-8495 or ben@markens.com. Sign up to hear his weekly audio tips about business at www.markens.com/tipoftheweek.php.
