How to build a hierarchy of performance measures.

How to build a hierarchy of performance measures.

Apr 1, 2019 | Governance, Management

 

Corporate KPI’s should be evolved as a hierarchy, that measures the cause and effect relationships through an organisation, and be largely agnostic to the individual. After they are in place, you can develop the KPI’s for a role to be filled, for which an individual allocated to that position has responsibility.

There are 4 levels in most organisations that I see.

Measures of  sustainability.

These measures are connected to the purpose of the enterprise, they answer the question, how do you know if you are successful?. Sustainability is used in it broadest sense, commercial, cultural, and ecological.  In effect they are the harbingers of future success as well as current levels. Most organisational KPI’s that I see are all about financial success, which is critical, but is an outcome of success in other areas, not in itself a driver of success.

Measures of  strategic success.

These measures are directly related to the strategic priorities set. As strategy is about choices, so the performance measures should reflect the quality of  the choices made, and progress towards the agreed objective. Some will be financial, ROI, shareholder value, but the most effective ones will be about customer churn, geographic footprint, innovation, customer satisfaction, reflecting the strategic resource allocation decisions made to prioritise activities.

Process measures.

Process measures are those tactical measures that reflect the performance of the processes in the business that deliver value to customers, and feed the measures of strategic success. These will vary widely dependent on the type of business, but logically they include things like customer satisfaction, delivery performance, lead conversion, revenue, customer profitability, and so on. They tend to be the measures most appropriately reviewed on a shorter time scale than those above.

Operational KPI’s.

Operational measures should deliver a picture of  how the individual cogs in the wheel are operating. They should be directed at the items that are at the root of process productivity and efficiency. Measures such as machine availability, lost time injuries, rework, inventory turn, daily output to plan, and so on.

Together these measures should offer a complete picture of the way the separate parts of the organisation mesh together to deliver the enterprise purpose, the ‘Why’ you are here.

Ensuring measures are transparent across and through the organisation gives them ‘life’ beyond the dry review process.

Financial measures play a role at each level. However, because it is generally easier to gather financial information, and they are more commonly understood, they have become the default and only measures many use, which is to their detriment. They also fail the test of telling you why an outcome occurred, they just tell you it did.

Mapping the cause and effect chains summarised as KPI’s is always a useful exercise. Many people learn and understand visually, particularly when they have a role in the process mapping, and such an exercise enables a connection of KPI’s throughout an enterprise to be made. Experience shows it is a great way of generating the strategic alignment and buy-in so hard to find in most businesses.

 

Get stronger, then get bigger

Get stronger, then get bigger

Mar 6, 2019 | Change, Customers, Management, Strategy

Most businesses find themselves on the ‘get bigger or get out’ merry go round. Unfortunately, one of the characteristics of merry go rounds is that unless you hold on, centrifugal force  will throw you off.

Also, the faster you go, the more likely you are to be thrown off, and as you slip towards the edge, the momentum grows making it that much harder to reverse the trend.

The alternative choice is to get stronger, rather than just bigger.

This usually means you say ‘No’ to a lot of tempting, but short term ‘opportunities’ that will arise, as most will dilute the focussed and differentiated value you can deliver to your ideal customers.

The dual question therefore is: How do you get ‘stronger,’ and what does stronger actually mean?

To me, strong means a number of things.

  • You are commercially resilient,
  • Customers, employees, and suppliers are all aligned to your values and strategy,
  • You have a strong brand amongst your customer base who want what you have because you are the only one who has it, and
  • Your competitors employees wish they worked for you

In short, you have a ‘moat’ around your business that repels all boarders and pretenders, and resists the siren song that suggests the grass is always greener somewhere else .

When you have all that, you can get bigger, it will happen almost without you driving size, as the strength will attract suppliers, customers, and those great employees with energy and ideas. 

 

What is the difference between an Elevator Pitch and a Value Proposition, and when to use them?

What is the difference between an Elevator Pitch and a Value Proposition, and when to use them?

Mar 4, 2019 | Communication, Management

Good question, but the challenge seems to be overwhelming for some of those who most need to be clear on the differences, and when and how to use them.

I spent most of Thursday and Friday last week at the ‘Emergence‘ conference in Sydney, an event designed to boost the start-up scene in Sydney by bringing together investors, start-ups and industry experts. A similar event was held in Brisbane on Monday and Tuesday.

A terrific couple of days, with one significant blemish.

Most of the founders who had the opportunity to present to an audience of several hundred investors, and service providers of many types, blew it! Completely blew it.

Has nobody told these talented engineers and designers that you only get one chance to make a first impression?

The elevator pitch.

This is a very simple, compelling to your ideal customer, one sentence distillation of why  they should buy from you, or more often, just keep talking to you. It is not easy to craft, largely because in one sentence, you have to leave out a lot. Every stakeholder should be able to recite this in their sleep, and should do so at every opportunity when meeting people.  The purpose is to pique interest, and to extract the follow up questions, that can be answered by the delivery of the value proposition, which may lead to a further and deeper conversation.

I did not hear one compelling elevator pitch in the two days. Not one!

Use the elevator pitch when you have 30 seconds, any extra time you may be given is just a huge bonus not to be wasted.

The Value Proposition.

Your Value proposition is a more detailed articulation of why someone would engage in business with you. Still concise, focused, but designed to get to the core of who the product is designed to help,  how that will happen, and what results can be expected. You know the delivery has been successful when there are follow up questions that enable you to go into a bit more detail about the problem you are solving, and the beneficial outcomes of use.

Again, last week, there was an almost complete absence of a Value Proposition. In its place, we were given lists of names of notable people who were involved, how many degrees they had, what the technology entailed,  and some detailed project plans and milestones. In most cases, little that would encourage further engagement, although for a few, there was considerable value hidden amongst the verbiage, poor delivery, and technical jargon.

Use it when you have 15 minutes, along with a pitch deck that leaves the listener with no option but to be engaged. The best outcome to be achieved from such a line-up of consecutive pitches is that the audience remembers nothing but yours, and the individuals feel compelled to follow up!

If I was the organiser, it would be mandatory for those pitching to spend a bit of time with someone who could help them assemble their deck, and then get their message across. Either that, or hide the ego, and get someone with presentation expertise to do the preparation and delivery.

For all of that, the exercise was a great success, and warrants support from those with an interest in nurturing a successful start-up ecosystem, and that should be everybody.

The 5 types of cost in your business.

The 5 types of cost in your business.

Feb 25, 2019 | Management, Operations

Cost is a part of every business, you have to incur them in order to deliver a product.

For most, the extent of cost management is via the Profit and Loss account in the monthly reports, and by the comparison of expenditure to budget.

Both are  by themselves inadequate, and miss three of the generators of cost from which great benefit can be derived by intelligent management. In addition, just cutting costs with no regard to the role the cost incurred plays in the generation of revenue and margin, often results in greater costs in the long term, almost always only indirectly connected to the cost cutting. A former corporate employer engaged in a ‘re-engineering’ exercise which was code for reducing headcount. Short term there was a benefit, but the hidden costs incurred as tasks were not done, and the survivors left as soon as they had another job, incurring recruiting and training costs for the replacement employees,  were considerable.

The nature of the costs vary, but there are 5 classes that occur in every business. To one extent or another, they are a part of the profit equation.

Profit = Revenue – Cost

Direct or marginal cost.

Direct costs, as the name implies, are driven directly by the production process. In most manufacturing environments these are recorded as the Cost of Goods Sold.

Indirect costs, or overhead.

These are the costs incurred to keep the doors open, disconnected directly from revenue generation. Rent, insurance, management wages and salaries, for instance are necessary, but not connected directly  to the generation of revenue.  

Opportunity costs.

Nobody has enough resources to do everything they would like, no matter how big and profitable you may be. Therefore choices must be made, option A instead of option B. Opportunity costs are those benefits forgone as a result of those choices. They are rarely definitive costs, although calculations done that lead to making those choices such as Internal Rate of Return, and discounted cash flow forecasts, make some attempt to do so. 

Transaction costs.

Transaction costs are similarly challenging to identify, as they are generally invisible amongst the general overheads. However, focusing attention on transaction costs can yield considerable savings. For example, a client of mine had 5 suppliers of the key raw material for his operations, each supplying across a wide range of specification variations, and each having about a 20% share of my clients purchases. Each of the 5 relationships consumed time of the purchasing, operations and accounting personnel, as they managed the paperwork, reconciled mistakes, and maintained the human contact. Over a short period we engaged in a process to reduce the number of suppliers, one that would supply most of the required product, and a second as backup. Not only did we get a much better deal on price, but it quickly became evident that the time consumed by staff engaged in the day to day was reduced by a huge amount, leaving them free to undertake more productive and personally satisfying activities.    

Short cut costs

As with transaction costs, short cut costs are hidden, perhaps even more so. Taking short cuts almost always results in longer term higher costs in remediation. You might make the short term budget, or target, but at the expense of the long term. It is a bit like losing weight, take the quick way out by ‘starving’ yourself, and you might get a short term result, but unless you change your eating habits, once the short  term pressure is off, your weight will start to go back on, slowly. In a factory, short cuts usually lead to waste generated elsewhere, which are often just as hidden. Doing a patch up job on a machine to keep it running today, can lead to a major breakdown tomorrow that closes the factory for a week. These costs are rarely attributed to their real cause, and as a result, keep happening. The best cost  is the unproductive one you just eliminated!

There is a 6th cost, only sometimes seen with then benefit of hindsight: Opportunity cost. While your resources were tied up, particularly your strategic attention, an opportunity emerged that was not seen, or for which you did not have the resources.

To focus, ask the ‘Framing Question”

To focus, ask the ‘Framing Question”

Jan 16, 2019 | Management, Operations, Small business

 

One of my acquaintances is in a real muddle, and stressing out beyond the point of sensible.

His business is circling the drain hole, and he is drowning in things that he thinks he needs to do, and things that his various service providers, suppliers and customers have told him he must do, now, or sink.

Problem is, they are all different, and all come from the perspective of the person offering the advice.

Over a beer, during the Christmas break he observed I had been the only person he knew who played in this space, and had not offered a ‘perfect solution’ to his problems, so he asked my opinion.

I do not have all the details of his situation, so have no solid base from which to offer a view, but suggested he ask himself what I call ‘The Framing Question’

‘What is the one thing I can do, such that by doing it, everything else will be easier or unnecessary’

Answering this question will lead logically to several others, such as ‘How’,  which leads onto a set of steps, which begins to sound like a plan!

You can have a plan that is really long term, which often resembles a dream until you put specific milestones and performance measures in place, and work towards it progressively. Exactly the same thing can be said about the tasks that confront you on a daily basis.

Making sure that the daily tasks build towards the longer term one is simply a cascade of the daily answers building over time. The daily answers will vary, the longer term answer should not.

In my acquaintances case, the answer was ‘Cash’

He is now working on executing a plan we developed on the back of a coaster that manages his cash better, and will generate more of it.

The plan was for 90 days, which was all he had left if nothing changed, with targets and tasks, and he now has a cascade of monthly, weekly  and daily priorities that he and his staff will work on before anything else. 

What is the one thing I can do…..?

A simple question, but clear and with no room for wriggling.

 

 

How can a bureaucracy be intelligent?

How can a bureaucracy be intelligent?

Jan 11, 2019 | Governance, Management

 

Bureaucracies evolved as a means to assemble and deploy the resources necessary to do a job.

As organizations grew, so did the bureaucracies that supported them grow in sympathy. Somewhere along the way, size gets in the way of efficiency.

An organisation of 20 people requires an organising template, a bureaucracy of a sort. However, the people all know each other, so the ‘rules’ do not inhibit communication, everyone knows what they need to know and do via the personal networks.

Go to an organisation of 100 people, particularly when they are not co-located, and the social system starts breaking  down, being substituted by communication within the walls of every persons place in the functional hierarchy. We tend to see up and down the silo, rather than between people who need a piece of information.

Once you get to a large organisation, the bureaucratic silos have become impenetrable barriers.

Technology has given us the answer, as used well, it empowers the  personal networks in a highly leveraged manner. However, to be cross functionally successful, the culture within the organisation has to change, as the personal networks cannot break down the silos by themselves. To do that, leadership is required, making it explicit that functional responsibility is no longer the only relevant factor, in fact it is the lesser of  two responsibilities.

The first is to the success of the organisation, measured by the delivery of outcomes, followed  by the functional responsibility.

It is every persons individual responsibility to ensure that those who need the information others  have are in a positon to get it and use it without the bureaucratic silos getting in the way.

Achieve this, and you will have combined the scale that is enabled by functional silos, with the agility of small groups.

An Intelligent bureaucracy!

Wouldn’t that be nice to see?