Welcome back to our exclusive six-part series on Mastering the Management Operating System (MOS). In our previous edition, we focused on implementing time tracking and efficiency analysis to ensure that tasks and deliverables are executed efficiently. We discussed how accurate time tracking helps understand how time is spent, and identifies priorities and inefficiencies. This step is key for maintaining alignment with organizational goals and achieving sustainable improvements.
A Brief Recap of Time Tracking & Efficiency Analysis
A Brief Recap of Time Tracking & Efficiency Analysis
To recap, we covered in our last newsletter:
- The importance of time tracking is to monitor how time is spent on core work buckets and associated tasks.
- Tools and methods for tracking time and conducting audits.
- How to identify inefficiencies.
- The significance of setting realistic goals based on insights gained from time tracking.
- The use of statistical analysis to compare work patterns when multiple individuals hold the same position.
Identifying with Real Pain Points
Imagine this scenario: I recently worked with a project executive on the construction of a $300 million dollar campus modernization project realized his team seemed to be working hard, attending countless meetings, and constantly troubleshooting problems. Despite their efforts, the project kept dragging on, and critical milestones were consistently being missed. The constant hustle and firefighting took a toll on the team’s morale, and there was a growing sense of frustration.
One day, the COO, noticing the prolonged delays and mounting issues, decided to intervene. New team members were brought in to try and salvage the project. This sudden shake-up not only disrupted the project but also cast a shadow on the project executive’s capability to lead the project. The setback had a significant adverse effect on his career, leaving him questioning what went wrong.
This story is not unique. Many managers and executives face similar challenges. They see their teams working hard but not necessarily smart, leading to inefficiencies and unmet expectations. This newsletter aims to address these common frustrations and missed opportunities for advancement by providing actionable steps to optimize processes and ensure that hard work translates into tangible results.
How to Optimize Processes
Optimizing processes is about refining and streamlining workflows to maximize productivity and minimize waste. We evaluate four primary areas to achieve this:
1. Defining Leading Indicators
Once the core work buckets are defined, each manager should work with their direct reports to outline leading indicators that can be used as metrics. This involves breaking down KPIs and translating them into a simple set of leading indicators that help each role focus on the most important work. You would be amazed how many times we see teams working on the wrong priorities.
Action Steps:
- Review the core work buckets with your team: Gather your team and discuss the key responsibilities within each core work bucket.
- Identify key performance indicators (KPIs) for each bucket: Determine what success looks like for each work bucket and identify relevant KPIs.
- Develop a set of leading indicators: Translate these KPIs into actionable and trackable leading indicators that align with daily tasks.
- Ensure alignment with business objectives: Make sure these indicators support the overall strategic goals of the organization.
Insights: In a fabrication shop, the Engineering Manager might define a leading indicator for the Design Management bucket as "number of design packages completed on schedule and without error."
2. Logging Time in Core Work Buckets
Everyone should log their time in each core work bucket to determine if there is a strong planning process in place and if there is alignment on business objectives between the manager and each role. This is an opportunity for the manager to communicate priorities on a weekly basis to ensure that everyone is operating on the most important aspects of their positions. It is not designed to be a prescriptive process. It is an opportunity for each individual to voice their approach to their work for the benefit of their teammates and to serve as an affirmation of the project’s objectives. It is important for the manager to not stifle creativity but at the same time, the manager, and ideally the team, must intervene if there is a more straightforward and efficient approach.Action Steps:
- Implement a time logging system: Use a digital tool or manual logs to track time spent on different tasks.
- Regularly review time logs: Managers should review these logs periodically to ensure alignment with planned activities. It is advisable to employ a statistical analysis on how time is used to identify statistical differences and zero in on optimizing work execution methods.
- Conduct regular check-ins: Schedule meetings to discuss time management and address any discrepancies between planned and actual time usage.
- Identify improvement areas: Use time logs to pinpoint where planning and work execution can be improved.
Insights: Have you ever noticed how some people get their work done so much quicker than others? Those are the people that plan and prioritize their work. They know how to complete their work while others are searching for answers to problems they can’t seem to figure out. They get caught up in a never-ending loop of activities and seem to be working hard but not moving the project forward very effectively.
3. Identifying & Reducing Waste
Look for waste as a function of the amount of time spent in meetings, answering emails, interruptions, and responding to problems. This unproductive time can usually be reduced by at least 50%.Action Steps:
- Analyze time logs: Review the time logs to identify unproductive activities.
- Evaluate meetings and communications: Assess the necessity, frequency, and duration of meetings and email communications.
- Implement strategies to reduce interruptions: Develop methods to minimize disruptions, such as setting specific times for checking emails or holding meetings.
- Reallocate recovered time: Use the time saved from reducing waste to focus on continuous improvement initiatives.
Insights: It is a regular occurrence that our new clients spend an average of twenty hours a week on emails and meetings. We can save no less than half this time, providing an additional workday for more important strategic work. Think about freeing up an additional workday to work on the fun stuff, or leaving early on Friday afternoon knowing your in good shape and not fretting about Monday morning!
4. Evaluating Work Conducted in Each Work Bucket
Evaluate how the work is conducted in each work bucket by looking at any gaps between the leading indicators and actual accomplishments.Action Steps:
- Compare leading indicators with performance data: Regularly review how actual performance stacks up against the defined leading indicators.
- Identify gaps and root causes: Analyze any discrepancies to determine underlying issues.
- Implement process improvements: Develop and apply solutions to address identified gaps and improve processes.
- Review and adjust indicators: Continually refine the leading indicators to ensure they remain relevant and effective.
Insights: When leading indicators are being met, you’re spending time on the important things that will bring success. When you are not spending enough time on the right stuff, we never meet our goals, or at least, not without working 60+ hours per week to brut force results.
Benefits & Outcomes of Process Optimization
Benefits & Outcomes of Process Optimization
Success StoriesResults:A specialty process piping construction company that struggled with project delays and budget overruns saw remarkable improvements by implementing the MOS process optimization steps. The Engineering Manager defined clear leading indicators, logged time effectively, reduced unproductive meetings, and regularly evaluated work conducted.
Increased Efficiency: Project timelines were reduced by 25%.
Reduced Waste: Unproductive time was cut by 50%, freeing up resources for critical tasks.
Quality Work: 18% lower error rate that translates to better work all the way down to the work site where the real work is happening.
Improved Alignment: Enhanced alignment between interdependent teams.“Implementing the MOS process optimization steps transformed our approach to project management. We now have clearer goals, better communication, and more efficient workflows. The results speak for themselves – we’re completing projects faster and with fewer headaches.”
Expected Outcomes
By following the steps outlined in this newsletter, you can expect the following benefits and outcomes:
1.) Increased Efficiency:
- Streamlined processes and better time management lead to faster project completion.
- Improved workflows reduce bottlenecks and delays.
2.) Reduced Waste:
- Identifying and minimizing unproductive activities saves valuable time and resources.
- Efficient communication and meeting practices enhance productivity.
3.) Improved Alignment:
- Clear leading indicators ensure that daily tasks align with strategic objectives.
- Regular evaluation and adjustments keep the team focused on critical goals.
4.) Enhanced Accountability and Performance:
- Defined metrics and regular reviews promote accountability.
- Continuous improvement initiatives drive sustained performance enhancements.
5.) Higher Employee Engagement
- Clear roles and responsibilities lead to more motivated and engaged employees.
- Better planning and alignment reduce stress and increase job satisfaction.
Incorporating Feedback Loops into Continuous Improvement
Continuous improvement is key to sustaining process optimization. Regularly reviewing processes and making necessary adjustments helps maintain alignment with organizational goals and adapts to changing conditions.Action Steps:
- Schedule regular reviews: Set up periodic reviews of processes and performance against leading indicators.
- Gather feedback: Collect feedback from team members and stakeholders on process effectiveness and areas for improvement.
- Implement changes: Use the feedback to make informed adjustments to processes.
- Monitor results: Track the impact of changes and ensure they lead to desired improvements.
Insights: How can you better use the time gained through process improvement in a more strategic way? Are there improvements you can make? Can you keep your team making progress on improvement initiatives if they get their core work done more quickly?
Metrics & Evaluation
Measuring the success of process optimization efforts is crucial for understanding their impact and identifying further improvement opportunities.Action Steps:
- Define success metrics: Establish clear metrics to measure the success of process optimization efforts.
- Regularly track metrics: Continuously monitor these metrics to evaluate performance.
- Analyze data: Use data analysis to identify trends, successes, and areas needing attention.
- Adjust strategies: Refine optimization strategies based on the evaluation results to achieve better outcomes.
Insights: Metrics such as project completion times, percentage of milestones met, and reduction in unproductive time can be tracked and analyzed to measure success.
Building Your MOS Foundation
By focusing on these four main areas, incorporating feedback loops, and regularly evaluating metrics, you can optimize processes within your organization, ensuring that time is used effectively, and that work is aligned with strategic objectives. This step is key for continuous improvement and achieving long-term success.
In the next edition, we’ll explore how to implement continuous improvement initiatives within your MOS framework to foster ongoing development and performance enhancement.Stay tuned for more expert insights on optimizing your management systems and achieving transformational performance in your organization.