Wednesday, May 14, 2008

Art of Successful Organization

Via Designer Folio

We are looking at publishing articles that would help young entrepreneurs to explore endless possibilities to build a strong and successful Organization. Here is our first attempt…

1. Systems in place:

System In Place

Systems define the plan and when you have a plan in place, everyone knows what to do and gives very little scope for error. The system should be framed as a series of task and functions. For each task, define the Input, the output expected, Owner, Dependent task, Start and End date. Institute system for Sales, Project Management, Packaging and Delivering.

2. Group Formation:

Organize Your Team

An organization should be viewed as a set of groups working with each other and for each other. Define Group’s roles & responsibility and its leader. The leader is responsible to the group’s growth and productivity. Define the relationship among Groups. Group leaders should be aware of their group’s responsibility and consequences if it fails. Most of the time “What to do” is defined but they forget “what not to do” and “What if not done”. It’s equally important to define the phase in project cycle when the group arrives and exits of the cycle.

3.Organize Yourself and Your Team:

Organize Your Group

As the company grows, it’s more than likely that the crew will grow twice the speed. It’s likely that you will have to reach for more than one member of your organization to get information on a topic. Take these signs as of growth and step ahead to organize your company. Implement roles and position, define what each member is responsible for, what he/she is authorized to do and what he/she is accountable for. That way it makes a lot easier to track a task and its progress.

4. Communication:


Bottle-neck to your company’s growth could be lack of communication and use of improper tools to communicate. Communicating to the right person at the right time could make all the difference. Let the team know the information they are supposed to and never to make any assumptions. Over communicate and communicate even the obvious of things. Manage all the documents/information in one central repository which is easy to access. Leave no signs of Ambiguity.

5. Celebrate the Rockstars:

The Rockstar

Appreciate members of your organization who courage to run an extra mile, came forward to learn and who worked smart & hard to get the stuff out of the door and save the day for u. This will motivate others to replicate the star and perform better

6. Leader leading from the front:


You would have read these thousand and one times about the leader’s attitude & abilities to extract productivity from the group but I was lucky enough to have experienced it. I would explain leadership when it comes to extracting productivity as “An ability to understand what needs to be done, how it needs to be done and who is the right person to do considering TIME in hand” For me, if a leader answers these 3 questions, failure would be the least possible destination.

7. Watch Dog:


Make sure you have a Watch Dog with his thinking caps on in your organization. This team would account for the difference between a developing company and a Rapidly Developing company. Institute a team whose job is to dig what’s been happening, what has happened and what was actually suppose to have happen. Analyze each and every movement the company makes towards growth and graph the difference. This should be done for following team’s productivity and improvement - sales team, the project management team and the support team.

The team should carry out Lessons Learned Session on every project and pin point the reason for its success or failure. The analysis should co-relate the outcome of the project with attributes like - Team size, expertise with the team, the complexity of the project, company’s expertise with the domain, time frame provided and communication. The report should include the reasoning behind the outcome of the project like miscommunication, poor requirements gathering, and unsatisfactory choice of medium to complete the project and so on.

This could be done on Project basis or Monthly basis. The team should provide report to management team so that it aids them in making decisions, managing projects and acquiring business.

8. Visionary:


Last but not the least, u need a visionary for your company who is always thinking of the bigger picture and hurdles involved.Trying to figure out ways to overcome the issues. Motivating people and keeping the morale high in the organization.

This article is authored by Manish Kothari who is working as an Analyst and finds great interest in Organization Management.