Our last two articles focused on why your organization needs an aligned management team and what that team will look like. But how does an organization create an aligned management team? What actions can you as a leader take to align your management teams? The answer lies in three simple steps.
Step 1: Document the Organization
Documentation is something that most leaders would like to see done in their organizations but is rarely completed. Documentation provides team members with clarity. At Aligned Operations, we believe documentation is more than something that “would be nice” --we believe it is critical for organizational success.
Documentation starts with putting to paper the organizational design: An Org Chart. Org Charts provide a clear vision of the high-level functions of the organization and who is accountable for what. Clearly defined tasks organized by Key Result Areas (KRAs) and role descriptions provide the management team with the confidence that all aspects of their duties have been accounted for. Plainly written steps and instructions ensure execution to predetermined standards. Documentation of each department is the responsibility of the department managers.
Step 2: Develop Feedback Systems
Is work being completed to the established standards within the organization’s departments? Should changes to procedure be considered? Is the organization on the path toward its goals and vision? Feedback systems enable an organization's leadership to answer these questions.
The first step in creating feedback systems is to develop benchmarks. These benchmarks clearly identify expectations for task execution. Requisite benchmarks ensure the achievement of long and medium-term goals. Determination of the KRA benchmarks is a responsibility of the business unit director.
Once the director creates benchmarks, data reporting systems can follow. Weekly reporting is completed at the frontline, department level, then monthly and quarterly at the business unit and organizational level. Well-developed feedback systems not only provide feedback of the current status, but will also aid in projecting future performance. At the end of the day, feedback systems benefit decision making and provide a road map on how to move forward.
Step 3: Create a Strategic Plan to Evolve the Organization
Successful organizations are on a defined path; a journey of evolution and expansion. So, “Start where you stand”. Evaluate the information from the feedback systems and determine if your goals are being met. Next, affirm the organizations purpose and vision--this is the job of the Visionary. Finally, create the next plan. The General Manager is responsible for creating annual goals for the organization and its business Units. Directors are assigned the responsibility of evaluating department KRAs to determine where improvements need to be made. Department managers then fine tune tasks to meet the revised expectations. This approach includes all layers in evolving and expanding the organization, it will never be complete.
At Aligned Operations we call deployment of these three steps an Organizational Alignment. Initial completion of the Organizational Alignment represents an investment in time, but the gain is considerable. The short-term benefits are clarity, confidence and trust; the long-term benefits are fulfilled employees and sustained, steady profits. Failure to align your management team will result in ongoing confusion, doubt, and drama.