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AIM-IRS Annual Business Meeting & Training Seminar
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Transcript of AIM-IRS Annual Business Meeting & Training Seminar
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AIM-IRS Annual Business Meeting
& Training SeminarDecision Making
and Problem Solving
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Decision Making & Problem Solving
Perspective:
Should you "take the initiative”? When to bring a decision to your boss, and when to handle it yourself. A good decision now is better than a great decision later! Find out how to attack "decision fear" in yourself and others.
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Decision Making & Problem Solving
Introduction
Basics
– Decision making
– Completed staff work
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Decision Making & Problem Solving
Decision making – Outcome – Course of action
• Produces a final choice
• Output – Action or – Opinion
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Decision Making & Problem Solving
Decision Making Techniques
• Listing• Random or coincidence • Accepting the first option • Forms of divination• Acquiesce • Highest probability
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Decision Making & Problem Solving
Tool for Decision Making
• Risk Management
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Decision Making & Problem Solving
Risk Management • What could go wrong? = Risk• How likely is it? = Probability• How bad is it? = Impact• What can be done to prevent it from
happening? = Mitigation Plan
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Decision Making & Problem Solving
Risk Statement“If” – A condition that describes the
situation or circumstances“Then” – Consequence of the condition or
circumstance
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Decision Making & Problem Solving
Risk Probability – general guidelines “Low” – Probability of the risk occurring is less than
25% “Medium” – Probability of the risk occurring is
greater than 25% and less than 75% “High” – Probability of the risk occurring is greater
than 100%
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Decision Making & Problem Solving
Risk Impact – Assessment of the overall impact of the condition, considers multiple factors such as cost, schedule, performance, etc.“Low” – Low or no impact to all factors“Medium” – Medium impact to some or all
factors“High” – High impact to some or all factors
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Decision Making & Problem Solving
Risk Mitigation – What is done with the risk?TransferAssumeControlAvoid
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Decision Making & Problem Solving
Risk Assessment – Review all the risks for probability, impact and mitigation
Risk Probability Impact Mitigation OverallRisk 1 Medium Low Assume Low
Risk 2 Medium High Avoid High
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Decision Making & Problem Solving
Risk Management Summary • Risk Based Decision – What course of action is
selected based on the risk assessment?Do we choose to accept the probable impact of the
risk with the appropriate mitigations?Are there alternatives that provide a similar outcome
with lower probable impacts? Is this a rational decision? Is this the best decision?
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Decision Making & Problem Solving
Executive Expectation:
Completed staff work
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Decision Making & Problem Solving
The Doctrine of Completed Staff Work
• Completed staff work:
– Study of a problem, and – Presentation of a solution
Note: Completed action so that the boss may indicate approval or disapproval.
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Decision Making & Problem Solving
Your duty is to work out the details.
• Do consult other staff members.
• Worked out product in a finished form.
• Resist the impulse to ask the boss.
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Decision Making & Problem Solving
Boss
• Needs answers• Does not need
questions• Approves or
disapproves
Your job
• Study• Write• Re-study• Re-write • Deliver a proposed
product
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Decision Making & Problem Solving
Tips• Avoid long explanations. • A memo to your boss is not completed
staff work. • Writing a memo for your boss to send to
someone else is. • Your finished document should simply
require the boss’s signature.
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Decision Making & Problem Solving
Rough Drafts
• Are okay to have
• Must be fully developed ideas
• Are not be an excuse for shifting responsibility to the boss
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Decision Making & Problem Solving
Final Test
• If you were the boss, would you be willing to sign the paper you have prepared, and stake your professional reputation on it being right?
• If the answer is no, take it back and work it over, because it is not yet completed staff work.
• Remember, the boss isn’t the editor, make sure the memo is 100% “good to go”, no typos, proper English, etc.
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Decision Making & Problem Solving
Completed Staff Work Summary
Make the decision to solve the problem and present your recommendations to your boss in the form of completed staff work.
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Decision Making & Problem Solving
IRS Strategic Plan
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Decision Making & Problem Solving
• IRS Strategic PlanGoal 1: Improve service to make voluntary
compliance easierGoal 2: Enforce the law to ensure everyone
meets their obligation to pay taxesStrategic Foundations: Invest for high
performance
• Are the decisions we’re making supporting the Strategic Plan?
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Decision Making & Problem Solving
• IRS ValuesHonesty and IntegrityRespectContinuous Improvement InclusionOpenness and CollaborationPersonal Accountability
• Are the decisions we’re making in line with the IRS Values?
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Decision Making & Problem Solving
• SummaryTake the initiative to make a decisionKnow the factsClearly articulate the issues Finally – Recommend a course of
action!