A Practical Method

By Dr. Neil Miller - Director, TASKey Pty Ltd

Abstract:
The application of the TASKey distributed team management method is discussed. An example of how the method can be used to turn corporate plans into reality is provided. The method facilitates integrated planning throughout an organisation, then implementation by showing each individual what they need to do, and automatically reports progress and key decision making information in real-time.

The Need
Most organisations appreciate the need for corporate/organisation direction, so they develop organisation plans at the highest level (usually called Corporate Plans). The planning process usually brings together senior management and establishes a clear vision and strategies of how that vision will be realised.

The next step of turning strategies into reality is to develop operational (project/large team plans) to implement each strategy. These operational plans need to be broken down into tactical (workgroup/small team plans). Workgroup plans need to include a list of actions (To Do's) that each individual needs to do to contribute to the workgroup. The next step is for each individual to do what they need to do. The final step is to close the loop by providing feed back (preferably in real-time) on progress and key information through all levels back to the top. The final step is essential for effective decision making, eliminating delays and maintaining coordinated momentum throughout the organisation.

The Current Situation
We have found that managers are looking for a way to put their corporate plans into action in a structured coordinated way. They want to provide the direction and let the many teams get on with the job (within their guidelines). Then they want real-time feedback on progress and information that highlights potential problems before they become real problems.

Our experience as managers, consultants and trainers is that it was very difficult to create teams that can coordinate effectively in a multi-task environment. Team leaders and members are usually keen to do the right thing, but the discipline to master and consistently apply team and individual coordination (simple business rules) rarely exists.

A Practical Solution
A distributed team management method and software tool (called TASKey TEAM) has been developed to satisfy the above need. The business rules required are simple to understand and apply to any task. However the complexity generated by even a small number of tasks makes computers essential to keep track of and coordinate everything that needs to be done. In particular, coordinating many people doing many tasks and projects is only realistic with an appropriate software application.

For example, think of a workgroup of say three people. They may be involved in a project (with say 20 sub-tasks with 10 actions (To Do's) to do each sub-task), and each team member may have another 20 or so routine actions (To Do's) that take their time (such as meetings, calls, back-ups, filing, etc.). So this small workgroup of three people has 260 actions to manage (200 project actions to manage and 60 routine actions). Given this level of complexity in a small workgroup, imagine the number of actions that need to be coordinated in a larger organisation to achieve corporate goals.

Many managers have tried using project management software to meet the above need, but project management is only a subset of general management. In particular, project management stays at a task/activity level and doesn’t address the actions (To Do level) of people doing the project. The project management method is designed for project managers to manage single construction type projects where everything is reasonably defined. Unfortunately few workplaces have the luxury of working on one project and in a relatively stable environment. To be successful, a method needs to be able to manage many individuals and teams doing many tasks and projects in changing environments.

The TASKey method facilitates a distributed team based approach that enables anyone to manage many individuals and teams doing many tasks and projects in changing environments. The bottom line is significantly greater productivity and less stress, through enhanced coordination and key decision making information being available when it is required.

Application in the Workplace
In order to provide a picture of how the method and software can be applied, the outline of a one day planning workshop with follow-up reviews is provided. The workshop requires participants to see a common computer screen (usually by projecting a computer image onto a wall or projection screen).

One Day Workshop
A one day workshop to plan the implementation of a corporate plan has become a breeze. The method is equally applicable and effective for lower level plans that contribute to the corporate plan.

Simply work through the following steps:

Step 1- Brainstorm a list of likely tasks
Brainstorm a list of likely tasks to achieve corporate goals. Use TEAM's outlining capability to record all tasks (order is not important at this stage).

Step 2 – Group like tasks and create sub-tasks
Next we reorder the tasks into groups of related tasks, then create sub-tasks (and projects if enough people are involved). Good ownership is facilitated, because everyone participates in accepting or rejecting tasks plus hears the rationale for the relationship between tasks.

Step 3 – Make one person responsible for each task
Now the group agrees on who is responsible for each task.

Step 4 – Fill in Key Information Templates to develop plans
The next step is to fill in the Key Information view (to create a plan, including activity based costing if applicable) for the projects and higher level tasks. Usually a top-level plan is completed for all projects and significant tasks. Selected lower level plans can be completed, but this depends on the amount of time available and the number of higher level plans.

Plans include: goals (outcomes), assumptions, objectives (performance indicators), actions (To Do's) including start and end actions, person responsible, team members, key resources, costs and any notes. This may seem like a lot of information, but teams typically take about 15 minutes to generate a plan. This planning process works well because everyone is involved and ownership and understanding are achieved.

Step 5 – Print a schedule of projects and tasks
At the end of the session, printing a bar (Gantt) chart showing the task/project breakdown with related time bars reminds participants of key relationships and when tasks are scheduled to occur. (Note: Bar charts are built from action start and action end dates entered into the Key Information template). A special report that shows a breakdown of interrelated Goals is usually produced at this time.

Step 6 - Print a copy of Key Information (plans) for selected tasks
At the end of the session, all the plans created can be printed (if desired). This enhances ownership and provides a hard copy record of what has been agreed.

Step 7 – Print a To Do List for each participant
At the end of the workshop each participant usually wants a consolidated list of everything they need to do for all the tasks and projects they are involved in. TEAM makes providing each participant with a To Do List very simple, by automatically searching through every task to create a consolidated To Do List for each participant. Individuals can then apply basic time management techniques to ensure that they use their time effectively.

Step 8 – Post workshop implementation
After the workshop, participants return to their workplace and are presented (on their PCs) with all relevant information from the workshop (i.e., bar charts, key information (plans) and personal To Do lists). As tasks and projects are implemented, team members update key information so everyone knows what is going on. Task progress bars are moved automatically when To Do's are completed. In this way progress reporting is linked directly to what each individual is doing.

Step 9 – Conduct formal reviews
Review sessions are simple and orderly (in fact most managers don't need facilitation support). Everyone already knows the progress of all tasks and what they have or haven’t done. Consequently reviews can focus on evaluating what has been done (particularly lessons learnt) and confirming the way ahead. It is also a good opportunity to acknowledge the efforts of individuals and the team.

Step 10 – Ongoing management to ensure goals are achieved
At all times during implementation all team members have access to real-time feedback on progress and information that highlights potential problems before they become real problems. Teams have the direction they need and TEAM provides critical reports to management, so teams can get on with the job.

The Result
The outcome is that corporate goals are achieved efficiently, accountability is facilitated, uncertainty and stress are reduced, and everyone can appreciate the importance of their contribution.

The bottom line is significantly greater productivity and less stress, through enhanced coordination and key decision making information being available when it is required.