Build Better Teams

22
kore Labs Limited ttps://www.getskore.com Build Better Teams A 5 step approach to aligning people, process and strategy in organization design

Transcript of Build Better Teams

Skore Labs Limitedhttps://www.getskore.com

Build Better Teams

A 5 step approach to aligning people, process and strategy in organization design

Businesses need to be agile to survive the pace of change in which we operate today.

Make change a capability by ensuring alignment between strategy, the people you hire to deliver it

and your ways of working.

Key Problems

Lack of clarity on key goals and

direction

A change is required to improve performance

The work is not aligned with

objectives

Roles are not based on actual work required

Job descriptions are not accurate

New hires’ expectation does

not match role

No improvement in performance

Leads to

Therefore

So

Results inChange needs to be strategically aligned to ensure success. Alignment means everyone knows what to do and why they do it.

5 Step Solution

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

An iterative design process that ensures a clear line of sight between the organization’s objectives, the work required to meet them and the team needed to deliver it. Provides clarity of roles and responsibilities.

A clear and simple strategy

document ensures

everyone is aligned to the

direction

Focus purely on the work required

to meet the objectives and

avoid re-introducing any

existing limitations into

the design

Clarify the key responsibilities

and workload for each role

Identify key skills and experience required for the

new team

Define the grouping and

reporting structures to

ensure correct compensation

and reward

Iteration 1 Iteration 2 Iteration 3 Iteration 4

OutcomesAt the end of this 5 step approach the design team will have created:

Work MapDescribing the key areas of work required to meet the strategic objectives of the

organization

Job Descriptionsfor each member of the new

team including key responsibilities, tasks, skills

and experience

Org ChartThe structure of the new

organization including the teams and reporting lines

With these deliverables you can:

Build a Business CaseCreate a compelling and thorough business case for change. Demonstrate the rigor of the designs and the line of sight between strategic objectives and organization structure.

Prepare the Budget

Accurate and strategically aligned job descriptions provide details for identifying industry standard compensation packages.

Create an Implementation PlanPlan the implementation of the new organization comparing the future state to the current state. Phase the implementation of the work based on development and hiring dependencies.

Develop the Team

Use job descriptions to understand the skills gaps in your existing team. Create a development plan to train the team and/or hire new talent.

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Understand where you are today…

• What do your customers think about you?• How are you positioned against your competitors?• How does the team feel?• What is your financial position?

Run surveys, interviews and perform competitive analysis to get a realistic view of your current performance.

And agree where you want to be tomorrow

• Your vision and objectives• Financial targets• Identify the key initiatives that will get you there• Define the key measures• Agree design principles

Run workshops to review the current position and agree direction and strategy.

Set out your goals and objectives in a way that is clear and concise. You want everyone to pull in the same direction.

• Has it been communicated to everyone?• Does it fit on one page?• Is it prominently placed in the

organization?• Is it easy to find?• Do people ‘get it’?• Can the team see the progress?• Is it being updated and approved?

When you start the next phase of the process your team must be completely aligned on the direction and how progress will be measured.

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

1. Set the strategic objectives and

goals

2. Define the work

required

Start with a whiteboard and sticky notes• Create a list of all the activities required to meet objectives

• include anything the team can think of regardless of how high or low level it is• don’t spend too long on the words and descriptions

• Group the work into logical groups• Activities that share similar outcomes• Provides context and helps understanding• Focuses the next phase of the work

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Create an integrated model, or work map, to capture and describe all the activities. Using Skore app makes it easy to create and analyze the model later on. Skore app uses simple building blocks to help the team build the model.

Each box describes a unit of work (what happens)

Each unit of work will have roles assigned in order to

identify who owns and/or does the work

Every unit of work exists to produce an outcome, defining

this ensures the work is adding to the overall objective

and sets the context

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Add the activities identified in the first workshop to create the work map. Create sequential flows where relevant.

High level inputs describe what drives the work

The main groups of work are placed in a logical sequence

where relevant

Each group has at least one outcome or deliverable

defined. This provides context and helps with future

understanding

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Deconstruct each unit of work into more detail in order to understand the main areas.

The main areas of work are described at a high level

Work units are deconstructed into more and more detail

Three levels are typical to describe the key roles and

responsibilities

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Tips and Tricks• Don’t spend too long getting the ‘right words’, there will be several iterations to get

this right• Don’t worry about duplication, this will be highlighted later• Don’t worry about process ‘flows’, it’s more important to capture the work than the

order it may happen in. The flows will emerge with each iteration• Things will be missed out, they can be added later in future iterations• Don’t consider roles yet, this will only constrain the design based on current

understanding of roles• Don’t go into too much detail, the team your are designing will decide the detail once

it has been assembled. For now you only need to identify the key areas of work to deliver the strategy

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Create an initial list of roles on a whiteboard or flip chart. Start assigning these directly to the work map using Skore app. Update and improve the work in the work map as you go.

We recommend using a responsibility model, such as RACI, to ensure you capture the involvement of each role at this level. (see appendix for enabling RACI/RATSI in Skore app)

Add each role to the work and mark it according to RACI

Create initial job descriptions by creating reports in Skore app. Review the reports for each role as a group to determine the feasibility based on the work assigned. Identify relevant skills and experience. Produce simple graphs based on the RACI assignments to help prioritize which roles to review first.

Even

ts Man

ager

Exter

nal Rela

tions Dire

ctor

Marketi

ng Dire

ctor

Marketi

ng Man

ager

Product

Marketi

ng Man

ager

Socia

l Med

ia Sp

eciali

st

Spea

ker M

anag

er

Training M

anag

er

Web

Design

er0

20

40

60

Copywrit

er

Creative

Design

er

Even

ts Man

ager

Exter

nal Rela

tions Dire

ctor

Finan

ce

Learn

ing Desi

gner

Legal

Marketi

ng Dire

ctor

Marketi

ng Man

ager

Product

Marketi

ng Man

ager

Socia

l Med

ia Sp

eciali

st

Spea

ker M

anag

er

Trainer

Training M

anag

er

Transla

tor

Web

Design

er0

20

40

60

Focus on the outliers:• Eliminate/merge those with few counts• Redistribute those with high counts• Create new roles where required

Accountable Responsible

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

1. Set the strategic objectives and

goals

2. Define the work

required

3. Assign roles and

responsibility

4. Create job descriptions

5. Create organization

structure

Organize the roles into a structure that makes sense based on the roles/jobs you have designed so far.

Update and finalize the job descriptions according to this structure.

[email protected]@skoreapphttps://www.getskore.com

Contact Us

Learn more about organization design with Skore app

Appendix• Simple modeling with Skore app• Responsibility Models (RACI/RATSI)• How to enable RACI / RATSI in Skore app• How to export roles data in Skore app

Simple modeling with Skore appSkore app uses a simple modeling technique developed from IDEF0, a systems based functional modeling approach used by the US Airforce. It uses a simpler notation than typical process approaches and natively supports hierarchical mapping, making process decomposition very easy.

The benefits of this approach are:• Quick and easy to learn - making it easy to apply and easy to explain to all members

of a change program• Engaging – as it’s easy to learn and understand the team are able to spend more

time on design and less on the methodology• Value driven - meaning that the focus of the approach is on the outcomes of the

work over the work itself• Focused – The hierarchical approach allows teams to focus on details in the context

of the wider process or system

This technique is used by companies all over the world for organization design, process improvement, change management and quality management among many others.

Responsibility Models (RACI/RATSI)RACI is perhaps the best known of the responsibility models. RACI stands for Responsible, Accountable, Consult and Inform. These describe the level of responsibility that an individual, or role, may have in a given piece of work. In terms of this process it enables us to understand the level of skill and experience that each role may require and therefore help in the selection and/or development of talent.

One criticism often leveled at RACI is the ambiguity between the R (Responsible) and A (Accountable). Especially in international organizations where the English definitions of these terms do not always translate clearly into other languages. For this reason it is recommended that when using RACI a clear definition of each level should be agreed among the team beforehand.

Skore app also supports an alternative approach called RATSI, Responsible, Authority, Task, Support and Inform. In this model Task explicitly calls out that the role must perform work. Responsible means the role responsible for the outcome of that piece of work (which is defined using the Skore app modeling technique). Authority means the authority to make Go/No Go decisions. This approach goes some way to resolving the ambiguity in RACI although still benefits from a clear agreement on the definitions of each level before the project starts.

Enable RACI/RATSI in Skore app1. Open Settings from the Extras menu.

2. Enable multi resources & tags then select either RACI or RATSI.

Export Roles data from Skore app1. Select Report data… from the Export menu.

2. Click on ‘Advanced selection of data’ and choose the ‘focus on who’ option.

3. Ensure ‘Include Parent’ and all items under Scope are also selected.

4. Then click Export the report

[email protected]@skoreapphttps://www.getskore.com

Contact Us

Learn more about organization design with Skore app