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E lectronic Compass A ligned P erformance S ystem A simple one page strategic plan executed through an on-line performance management system www.ecaps.biz.

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Presentation on theme: "E lectronic Compass A ligned P erformance S ystem A simple one page strategic plan executed through an on-line performance management system www.ecaps.biz."— Presentation transcript:

1 E lectronic Compass A ligned P erformance S ystem A simple one page strategic plan executed through an on-line performance management system

2 Every organisation is perfectly aligned to get the results that it does! Let align your organisation to get the results that you want! E lectronic C ompass A ligned P erformance S ystem Looking for a simple, effective and affordable strategic planning, implementation and performance management process that aligns all the staff to achieving the vision? Then is the tool for you. is delivered in a two day practical interactive session that produces a one page strategic plan, together with supportive individual performance plans for the next six months and a web based execution system to ensure the process is monitored and results are achieved. Any existing Strategic Plan or Balanced Scorecard can be incorporated into the model with ease. Further to the two day session there are follow up interventions designed around the organisational requirements to keep the focus and performance measures alive. Leaders will be coached on how to keep the plan active and to make adjustments when things change. The people who have to perform create the plans and, as a result, the buy-in and ownership is enhanced. This process is easily cascaded through the organisation from top strategy; to annual team plans; to individual plans and performance criteria. This holistic approach involves all the people in the organisation. It enables them to realise the contribution they are making to the achievement of the vision. In large organisations, key people will be coached on how to facilitate the process through a methodology that is participative and motivating. This allows staff to quickly and effectively contribute to the success of the organisation. Outcomes A common vision Improves executive time management Creates a clear Strategic Focus at all levels in the organisation Focus on the important issues requiring greatest improvement Develops an organisational culture based on a collectively created set of values Gives an understanding of those issues that are critical to the achievement of the vision Each individual has a simple one page performance agreement for the next six months Establishes tactics and actions to support the business goals Establishes measurable performance indicators Easy to change and adjust as required Creates a striking easy to follow plan Allows for ownership of the process People are involved in the process Motivates and aligns the team Improved communication Gets results The 4 pillars that is built on 1.Simplicity 2.Ownership 3.Flexibility 4.Accountability

3 Background The process was developed by Clive Howe in 1999 having found that there was a need to simplify strategy and develop a process for easy implementation. He found that many organisations had very comprehensive and complex strategies but there was often a gap between the strategy and the operational implementation of this strategy. The process addressed this gap and people found that they could easily relate to the one page process. We have grown the brand and introduced it to a wide range of organisations. More than 200 organisations in Africa, UK, Europe and Australia, have adopted or used the model in one form or another and this number is growing daily. The reason for this growth is the partner network of accredited facilitators who have access to the material and have been trained to facilitate the system. In July 2002 the book Simple Solutions to Strategic Success was published which gives a clear understanding of the elements of the process and its application. Fifteen months after the book was published it went into second print and continues to sell well. A third edition should come out in In 2004 a second book was published Simple Solutions to Balancing Your Life and this shows how the process can be used to establish a life plan. A third book Simple Solutions to Effective Marketing was published in The model The model covers the main aspects of most strategic plans namely Vision, Values, Critical Success Factors, Key Performance Indicators and Strategic Objectives. It represents a 3 year plan for the organisation. It is set out in a simple way so that one can see how all these align and are measured. The Key Performance Indicators are in the pink arrows on the left of the model and are the dash board measures for the organisation.

4 The compass consists of the Vision, Values and Critical Success Factors. As the word suggests, everything should align and be filtered through the compass. It is important that time is spent creating these and wording them correctly to ensure that they cover all aspect of the organisation. The Strategic Objectives in the yellow section need to be allocated to people within the organisation to ensure that there is somebody responsible for each one. The implementation model sits below this with each member of the leadership team committing to and agreeing on their contribution in the next 6 months. Every individual in the organization can also have a single 6 month plan based on the overall strategic direction. The 6 month individual plans cover the following: Objectives for the next 6 months and the supporting actions and tactics to achieve these. Each objective is also measured and there is space to write up how well they were executed. The 6 month plan also has space to show the big goal that the organisation or department is aiming for within that period. There is a section to write up what personal development is needed during that time to make the individual more effective. The final section of the 6 month plan is there to outline the best practices needed to be a more effective person. All of these can be measured and there is space down the left side of the model to make comments etc. Thus the system is able to be used as a performance process. PERFORMANCE AGREEMENT CRITICAL SUCCESS FACTORS VALUES VISION Objective Actions & Tactics Measure Business Performance Personal Development Plan Best Practices Feedback The next two pages are examples of the three year plan and a six month performance plan

5 VISION VALUES CRITICAL SUCCESS FACTORS STRATEGIC OBJECTIVES KEY PERFORMANCE INDICATORS CUSTOMER SERVICE Develop and implement a Customer Satisfaction Index -Dave Create a Customer Loyalty Programme -Bongani Formalise a customer communication process - Dave Develop format for customer forums – Bongani PEOPLE Develop a comprehensive HR strategy -Sue Develop and implement a Staff Satisfaction Survey - Sue Implement our own Performance management process - Ayanda Develop annual training programme based on PDPs – Sue PROCESSES Implement the new financial accounting process - Jean Develop and implement CRM system – Ayanda Develop and implement SLAs with all major clients - Milton Revisit all business processes for efficiencies – Chris FINANCIAL PERFORMANCE New budget format to be implemented - Jean Cash flow and Working Capital to be well managed - Jean Reduction of costs across business units - Jean Review investment portfolio – Joe BRANDING/ IMAGE Establish Corporate ID for all branding and communicate to associates -Milton Develop relationship with branding company -consistency etc. – Chris Trade mark products in UK and Africa -Chris Establish high profile customers –Milton GROWTH Grow the Africa market - Chris Grow the South African market – Milton Develop and grow the European market - Chris Develop the interactive web site – Bongani SOCIAL RESPONSIBILITY Establish the projects we will be supporting - Dave Ensure media coverage is in place - Dave Link all activities on the web – Dave Investigate and implement ISO Bongani Customer satisfaction Ind. >85% Referral business = 25% 4 forums per year Customer complaints 99.9% up time INTEGRITY We will be open, honest & consistent in all client dealings. We will conduct business in an ethical way COMMITMENT TO SERVICE We shall assist our customers promptly, with warmth, patience, and the desire to be helpful TEAMWORK We see ourselves not as individuals, but as part of a broader group, working together for the benefit of our stakeholders PARTNERSHIPS We will develop a close relationship with strategic partners based on openness and the win/ win concept CREATIVITY We are always looking for better innovative ways of doing things We will grow the business while adding value, purpose and wealth to a selected global team 15:118 SOCIAL RESPONSIBILITY To be a sociably and environmentally responsible Staff Turnover 75% 12 training days per year Debtors days <35 PBIT R11m ROAM 15% 100% use of brand > 2 high profile customers in each country 20 mil Africa 10 mil Aus & India 15 mil UK/Europe 2 main projects 50k spend ISO Accreditation GROWTH To grow the business in our selected countries BRANDING/IMAGE To grow the brand as a trusted process FINANCIAL PERFORMANCE To achieve our financial targets PROCESSES To ensure that all our processes are effective, efficient and simple PEOPLE To recruit, develop and retain the best talent in the industry CUSTOMER SERVICE To identify, attract, satisfy and retain a sound customer base Bayede Consultants 31 May 2011

6 VISION VALUES CRITICAL SUCCESS FACTORS PERFORMANCE AGREEMENT Actions and TacticsDeadlineObjectiveMeasureme nt Aug Dec Document all changes 2. Create a monthly process enhancement meeting Revisit all business processes for efficiencies (17 Dec 2011) 10 possible clients in each country Jun Sep Organise a trip to Uganda, Tanzania and Kenya and set up visits 2. Set up initial list of prospects Grow the Africa market (17 Dec 2011) 1 new investor1. 30 Jun ABC investments are very keen to use our system Grow the European market (17 Dec 2011) May Make final choice of companyDevelop relationship with branding company to ensure consistency etc. (17 Dec 2011) Implementation of Pilot 100% Apr Jun Aug Identify new strategic interventions and the structure required to support these 2. Pilot structure to be implemented 3. Make appointments Re look at business structure to support new strategy (18 Dec 2011) Jun Aug Visit UK 2. Visit Australia and tie in with Matt Trade Mark products in UK and Australia (18 Dec 2011) Performance Target/s: 11 mil PBT Personal Development Plan: Complete EDP course Read 3 business books Complete assessor accreditation Best Practices: Daily - E mails - only go in at 9.00 & 3.00 every day - Planning at the end of the day - Talk to all staff- greet in the morning - Twitter update Weekly - Staff meeting - Planning for the following week every Thursday - Review all progress - Log onto to see staff progress Monthly - Board meeting - update meeting with staff (update system progress) - Birthday list for the month Quarterly - Get Board pack out to delegates 7 days in advance - News letter 6 Monthly - Revisit INTEGRITY We will be open, honest & consistent in all client dealings. We will conduct business in an ethical way COMMITMENT TO SERVICE We shall assist our customers promptly, with warmth, patience, and the desire to be helpful. TEAMWORK We see ourselves not as individuals, but as part of a broader group, working together for the benefit of our stakeholders. PARTNERSHIPS We will develop a close relationship with strategic partners based on openness and the win/ win concept CREATIVITY We are always looking for better innovative ways of doing things We will be recognised for our total performance offering while adding value, purpose and wealth to a selected global client 11.5 SOCIAL RESPONSIBILITY To be a sociably and environmentally responsible GROWTH To grow the business in our selected countries BRANDING/IMAGE To grow the brand as a trusted process FINANCIAL PERFORMANCE To achieve our financial targets PROCESSES To ensure that all our processes are effective, efficient and simple PEOPLE To recruit, develop and retain the best talent in the industry CUSTOMER SERVICE To identify, attract, satisfy and retain a sound customer base John Smith 31 May 2011

7 The online tool that is an Execution, Monitoring and Total Performance Management system. The ability to execute strategy is more important than the strategy itself- Norton & Kaplan We have been using successfully for over 4 years and now with the implementation of we have taken our business to a new level -Prince Kofi Amoabeng, CEO UT Bank, Ghana (you can read more about P.K. Amoabeng in the book Africas Greatest Entrepreneurs by Moky Makura. Forward by Sir Richard Branson) What are the benefits of Affordable – No software needed as it is web based Simple to set up and use – No complex training required Password protected per user – Individual ownership of system Will create one page strategic plans – Easy to understand and work with Will create one page individual plans – Objectives linked to strategic intent All agreed Objectives, Actions and Tactics are date driven and linked to alerts – Individual reminders of work needed to be completed The ability for a manager to see at a click the current progress – Can monitor each person in their team The ability for the administrator to see the full organisation – View of overall performance at any given time Monthly tracking of progress on strategic objectives - Focus on strategic Execution The ability to send s to all team members – Instant communication The ability to set review dates with reminders for one on one performance reviews – Both parties reminded to complete the review Each user can rate themselves on their Best Practices and Personal Development Plans – Track individual performance The history of Objectives Achieved, Not Achieved and Not Required – Comprehensive record of work completed An Account Manager will assist with the best use of the system – Coaching to help your organisation No capital outlay for the system – Easy budgeting as payment per user is done monthly A Score Card Performance appraisal system included – Personalised performance management A Values and behavior element – Individuals behaviors can be matched to organisational values A 360º Performance Review Process – Comprehensive feedback from many people Total flexibility of weightings and measures – Ability to suit all organisations and individuals Creation of organograms showing names and titles – Easy to see and understand organisational structure Simple surveys – Measures customer satisfaction per individual Climate survey – Measure staff satisfaction Individual project objective reports – Monitoring of projects and team performance Dashboard can be set up on the home page – Quick view of current divisional progress Monthly capturing of individual targets set against a score definition- Clear tracking of performance XRM data base in place – Tracking interventions and progress with clients and suppliers Is the most cost effective and comprehensive performance process available – Value for money

8 The 2 day programme This programme deals with the creation of a strategic plan and how to implement the strategies and inculcate the values that have been established. Two days will be spent in a workshop environment creating an overall strategic plan and focusing on the individual plans needed to sustain and achieve the overall vision. Who should attend : All management staff who are involved in planning. The Programme Outline : The objectives and outcomes of the programme. Short presentation around Exercises to develop creative thinking in preparation for opening the mind. Internal analysis of all aspects of the organisation done using the three Cs model – Concept, Competencies, Commitment – group feedback. External view of the organisation and the environment (Stop, Start and Continue exercise) Developing a 3 year vision for the organisation. A practical exercise that relates to the setting and achieving of a vision. The development of Critical Success Factors from which the strategies and tactics emanate. Creating Key Performance Indicators – measurables and benchmarks. The building of strategic objectives that support the Vision, Values and C.S.Fs. All this work will be documented and captured in the format. The development of a set of values and acceptable behaviours, which will create the culture of the organisation. Much of this should be completed during the first day so that delegates will see the model at the start of the second day. Time will be spent adjusting the content and making changes. Allocation of responsibilities for each Strategic Objective. Creation of individual 6 month plans to support the overall strategic plan. Sharing of these individual plans to gain agreement. The execution process and how this should work. An exercise on planning and strategising will be done. Each delegate will have a hard copy with the overall plan on and the blank for creating their plans. How to communicate and involve other staff with buying in of the Vision. The way forward. Duration: 2 days initially to set up the process and then follow up sessions to ensure that the process is working and results are being measured. Training on the system will also be undertaken.

9 Clients comments: I love it! gets to the very heart of what Performance Management is all about - Execution Rex Tomlinson: Deputy CEO Liberty Holdings Limited. We have been using successfully for over three years and now with the implimentation of we have taken our business to a new level. Prince Kofi Amoabeng – CEO UT Bank, Ghana I thoroughly enjoyed and tremendously benefited from your presentation and the hard work you took us through. The process is the most concise, coherent and effective goal-setting procedure I have come across. I will be applying it in many more scenarios than just my business. Scott Marques- Managing Director, Imtec Sales (Pvt) Ltd. Its unusual to find a process that broadly covers all the elements of a business. I would never have believed so much could be achieved in such a short space of time. I can highly recommend the process. Simon Thomas - Managing Director, GEA Process Technology...this is the most comprehensive strategy integration plan I have been exposed to Russel Swarts – CFO, Worldwide African Investment Holdings Of all the strategic processes I have been exposed to, is the most practical I have seen. Simon Cleasby - Managing Director, Tongaat Hulett Triangle I thought I would share some of our achievements with you for October. We broke all records and I firmly believe that this success has been due to the process. So to you many thanks. Doug Stubbs – Director, Omnia I wanted to give you some follow-up on DRG Outsourcings progression. This year our sales are up 82% over sales for the first six months last year. We have seen growth in the right areas, and much of our success can be traced to our discussions and plans. PRO67 is well on track. Thank you and Regards, Dave. David White – DRG Outsourcing The plans have given our area managers a great deal of focus and is aligned with our strategic intent. Rob Clark - Managing Director, Omnia Speciatities I couldnt believe that we could achieve so much in such a short time frame. I really has helped us focus on the critical issues. Patience Makjadi – Manager, Transnet Housing We have been using now for 2 years and it has transformed the way we do business Mark Fitzgerald – Director, Publicis Blueprint -UK

10 The strategy canvas of (What differentiates from other strategic processes) A survey conducted by 13 independent consultants High Low Price Time (duration) Complexity Time to produce final documentation Accountability Ownership Execution process Performance Flexibility Sustainability Drill down Other processes


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