150528 pactify -short intro-v1

A new approach to improve impact

and speed of organisations

Today’s organisations are finding it more&more difficult to trigger

the right goal based action in response to increasing complexity

• They become more and more complicated: structures,

KPIs, dashboards, procedures, committees, ….

• Structures cannot avoid escalations, which in their turn

create bottlenecks at the top

• Structures and incentives are fixed and designed “today”,

so not adapted for problems that will hit you “tomorrow”

• Engagement is generally low

-2- © 2015 Pactify Software. All rights reserved.

Difficult to trigger the right goal

based action, when and where

you need it

Typical issues around responsiveness of organisations

We need something extra beyond structures, incentives, KPI, … as a trigger

It is autonomy and co-operation “beyond” the structures

that is needed, and “appetite for results” triggers it


To go beyond

what the

organisation,

structures,

incentives, …

prescribe

Autonomy

• Taking control, not waiting

or relying on the minimum

you’re asked to do

• Applying your own

judgement

• NOT by “motivation from the outside”: there

is no structure/ process/ carrot/ stick/ …

possible that

– … makes people apply the right judgment

at the right time

– … allows individual effectiveness and co-

operation, at any time for any problem

• The motivation has to come from the inside:

the activity/ challenge itself.

– People need to WANT to do it and achieve

the target results, enjoy the challenge and

the progress.

– This is the (only) drive that will make them

autonomous and cooperative

• Also: “Appetite for results” or “intrinsic

motivation”

How is it triggered What extra is needed ?

Cooperation

• Team goal before own goal

• Help others become better

• Make tough choices

together, sometimes against

your own goals

Shifting the “appetite for results” down will create the autonomy

and co-operation you need in the group


The appetite

for results

The appetite is (almost) always here, but

how to get it down ?

Co-operation Co-operation

Au

ton

om

y

Co-operation Co-operation

Much more goal based action, in a larger group, focused on the right problems

Much more effective organisational response to outside complexity

Our methodology to trigger more appetite for

results can be applied at 3 different levels


Project/ portfolio management (with a “PMO+”)

Process management (transversal)

Full re-organisation

A

B

C

Focus of this document

(change/ transformation mgt -

strategy execution - …)

You can create stronger “appetite for results” in a group, by

focusing on 3 key principles


Define goals so they are

meaningful to you as owner

(or contribute to definition)

Experience making

progress, together

(recognition for doing

something challenging)

Be in control of how to

achieve goals

(not “told how”, or not have an

“own” story at all)

Every participant should be enabled to:

… because that is (scientifically proven) the best way to maximise performance and engagement

• Making people “stick to their project” iso letting it go, using distractions or excuses to o so

• Making them want to succeed much more

• Becoming more autonomous and co-operative (helping the others, making tough choices together)

Convenient consideration: this can be done in a pragmatic, controlled and gradual way

(without having to let go of everything!)

Optionally: be

subject to carrot

&stick motivation

1 2 3

We create a transparent and growing network of goals and actions, where

the 3 principles are permanently at work (I/II)


Milestones

Actions

The transformation network

Org.

effectiveness

Strategy

definition

Growth Operational

excellence 1 2 3 4

Im

De

Ju

De

Ju

Im Im

De

Do

Do

Do

Ju

TODAY

PROGRESS

PLAN

“COUPLING”

From objectives/

mandates/ idea’s

… to accepted

projects

GOAL

DESCRIPTION

AND

STRUCTURING

CONCRETE

PROJECTS

(autonomy &

co-operation

at work)

… 5

Define goals so they

are meaningful to you as

owner

(or contribute to definition)

Experience that he/she

makes progress,

together with others

Be in control of how

to achieve goals

(not “told how”, or

not have any story at

all)

1 2

3

We create a transparent and growing network of goals and actions,

where the 3 principles are permanently at work (II/II)


Define goals so

they are meaningful to

you as owner

Experience making

progress, together


achieve goals

1

2

3

We put the 3

rules @ work

in the

network,

through

specific

moderation

and process

• Web platform to anchors all principles for

behavior change more effectively

• The platform takes people away from

constraints (distractions, excuses, …) in the

organisation that prevent goal based action

Define goals so they are

meaningful to you as

owner

Experience making

progress, together


achieve goals

How we put the 3 rules at work: a specific moderation approach

and web platform


Our

moderation

approach

(“PMO+”)

Run “ideation” meetings:

• Capture issues/ opport.(s)

from within organisation

• Shape target solutions

together (no desk dropping)

‒ Group involved in solving

the problem

‒ Autonomy will transfer to

the one who finds his/ her

solution meaningful

Team facilitation

• Help them to develop and

have an own story

‒ Always and relevant,

adapted to steering input

‒ In full transparency, and

aligned agreements

internally

‒ Recommendation based

1 2 3

Simple,

intuitive web

platform

(where

everyone is

on)

To allow communication

from team to sponsors

• 1 simple language focused

only on goals and actions

• Enabling to let every

participant have his/ her own

story, without “being told”

• Making specific and

transparent agreements for

action in the team

Team facilitation

• Techniques to achieve

“Flow” in execution

‒ Milestone definition and

sequencing

‒ Immediate goal based

feedback

‒ Balancing skill/ difficulty

To monitor portfolio

progress

• Measuring and making all

individual contributions to

the goal fully transparent

• Serving as workflow tool for

team work and steercos

• Optional: gamification

design to fuel focus even

more

To track how idea’s

become projects

• 3 gates: documented,

justified and decided

Implications for the leadership, PMO and consultants


Present only directions or

unfinished idea’s/

problems

Trigger curiosity in the

teams to refine idea’s into

projects

Don’t: present fully worked

out projects “only to

execute”

Give signal that you expect

them to own and

communicate the approach

at all times

Rather ask than tell how

(regarding the approach)

Help/ guide them based on

their on, first input

Define goals so they

are meaningful to you as

owner

Experience that he/she

makes progress, together

with others


achieve goals

1 2 3

Why ?

The group starts working/

thinking instead of waiting

for you to tell/ do the work

Able to help/ guide more

effectively: based on their

own input (otherwise it is

controlling instead of

helping)

Recognise, appreciate

and share milestone

results

Help to configure actions/

milestones so that

continuous, achievable

progress can be made

Recognition breeds extra

drive to continue

Allowing teams to achieve

continuous progress is a

never ending, joint effort

Autonomy cannot be

transferred when

everything is already

worked out

Role of

leadership,

PMO and

consultants

herein

How it compares to traditional methods …

The goal

setting


The

execution

Leadership

Teams

Telling how to plan, adjust

and do it

The actual doing

Ask teams how to plan and do it

(guiding if needed)

Team members communicating

how they want to achieve their

objective

Trying to solve problems/

identify opportunities together,

will get autonomy accepted

more effectively

Telling it yourself, not being

told, gives you control, keeps

you alerts& active at all times

Helped by transparency and

feedback, teams develop more

drive for action when they

clearly experience their

progress. It will get noticed

much more clearly as well,

which adds to the drive to

continue.

Common approaches Our approach

Asking is more powerful: puts

the group at work not the leader

How more appetite is

created in the group

Communicating

vessels

(unfortunately)

Cannot be only an intention, needs to get embedded in everyday work

(even every next 5 minutes), so requires a specific (learning) approach

Initial screens: navigation from program to sub-programs and

their sponsor and description


Subprogram overview: what are projects, what is last achievement,

what is next milestone and recommendation of team ?


Milestone heat map, per project


The project section: objective, summary, plan and progress,

budget& impact, attachments, gamification and flow


Workplace for the teams: the project timeline – add, modify or

change time directly in the graph (clicking, dragging)


Screenshot – My Progress, emailed weekly


Screenshot – Flow analysis of all tasks


Screenshots: “Pact Value” – immediate goal based feedback

system


150528 pactify -short intro-v1

Documents

right goal

pactify software

stronger appetite

target results

right time

right problems

right judgment

goal help