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Designing the Self Managing Organization
Ronald E. Purser, Ph.D.
College of Business
San Francisco State Univ.
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Designing the SMO: Basic Methods
• Democratize the Strategy Creation Process by using the Search Conference method
• Democratize the redesign of Business Processes using the Participative Design method
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What is a Search Conference?
• Rapid Strategy Creation process
• Brings together 25-50 people for 3 days
• Produces a Strategic Vision for the Future of the Organization
• Builds commitment and energy for change
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The Open System Translated into theSearch Conference
Figure 1
Changes in the world around usDesirable & Probable Future
History SessionPresent System AnalysisDesirable Future System
(Strategic Goals)
ConstraintsAction PlansFollow-Up
Diffusionand
Implementation
Environment
Integration ofSystem & Environment
Planning
Learning
SYSTEM
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Classic Search Conference Funnel Classic Search Conference Funnel DesignDesign
EnvironmentDesirable and probable futures of the region
History of the system
Present system analysis
Desirable future for the system
ConstraintsDesirable and achievable
action plans
Implementation and diffusion
}}}}
}}
EnvironmentEnvironment
SystemSystem
Integration ofIntegration ofsystem and environmentsystem and environment
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Case Study: Xerox of Illinois Search Conference
• Recovering from restructuring and downsizing
• Consolidation of 3 separate sales and service districts into largest Customer Business Unit (CBU) in the U.S.
• Employee Survey: Morale was low, with little sense of shared mission or goals
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Xerox of IlinoisWelcome to the
SEARCHCONFERENCE
Millennium MoversCreating a
Bold New Vision
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Search Conference PurposeSearch Conference Purpose
The Search Conference will develop a The Search Conference will develop a shared future direction for a market shared future direction for a market
driven CBU in the next 24-36 months.driven CBU in the next 24-36 months.
The Search Conference will develop a The Search Conference will develop a shared future direction for a market shared future direction for a market
driven CBU in the next 24-36 months.driven CBU in the next 24-36 months.
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Search Conference Participants Search Conference Participants are:are:
MM MotivatedMotivated
OO Open MindedOpen Minded
VV VisionaryVisionary
EE EnthusiasticEnthusiastic
RR Risk TakersRisk Takers
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Purpose:Purpose: Introductions to know who is here
Task Directions:Task Directions:
Shake hands and talk with as many people you don’t know during allotted time. Tell them who you are and where you are from.
Time:Time:10 minutes
IntroductionsIntroductions
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Search Conference PremisesSearch Conference Premises
The expertise and experience neededto design the future of Xerox are in the room.
People of good will working together will make the best choices.
Common interests above special interests.
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Puzzle LearningPuzzle Learning
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Search Conference Roles:Search Conference Roles:
Conference ManagersConference Managers
RecorderRecorder
ReporterReporter
Data ManagersData Managers
Graphics IllustratorGraphics Illustrator
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Search Conference:Search Conference:Ground RulesGround Rules
All perceptions are valid and recorded in thespeaker’s words
Everyone participates; no one dominates
Participation is equal and open, regardlessof status, position, title or discipline
People are self-managing and responsible for tasks, outcomes and implementation
Focus on strategic conversation and dialogue.
Disagreement can be productive (butdon’t make it personal).
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Purpose:Purpose: Share Search Conference Expectations
Task Directions:Task Directions:Small group work - 25 minutesIn table groups, recorder charts each persons’ Search Conference expectations.Select a reporter to share a summary of expectations for the total group.Large group work - 3 minutes each
Time:Time:45 minutes
Why are you here?Why are you here?
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Purpose:Purpose:Identify changes outside the boundary of Xerox that are having the most immediateimpact on the future of the CBU
Task Directions:Task Directions:Large group brainstorming session to answer the question:“What changes have you seen happening in the industry in the last 5-7 years that strike you as significant or novel?”
Time:Time:30 minutes
Environmental ScanEnvironmental Scan
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Environmental Scan AreasEnvironmental Scan Areas
SocialSocialPoliticalPoliticalEconomicEconomic
DemographicDemographicEducational TrendsEducational TrendsCultural TrendsCultural Trends
LegalLegalIndustry EnvironmentIndustry EnvironmentWorld of WorkWorld of Work
Technological Trends and Changing Technological Trends and Changing Customer Expectations and RequirementsCustomer Expectations and Requirements
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Purpose:Purpose: To analyze the probable future in the year 2001
Task Directions:Task Directions:Small group work - 45 minutes
Construct a list of 5 statements on your flip charts that are descriptive of what the probable future of the industry will look like if current trends continue. In other words, if we do nothing and current trends continue, what will the probable state of the industry be in the year 2001?
Large group work - 5 minute presentation from each small groupIntegration of information.
Time:Time:2 hours
Probable Future of the Global and Probable Future of the Global and Industry EnvironmentIndustry Environment
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Purpose:Purpose: To envision a desirable future for the industry environment in the year
2001
Task Directions:Task Directions:Small group work - 45 minutes
Using your analysis of trends in the industry environment, come up with a list of 5 statements on your flip chart that describe the most desirable future for the year 2001.
Large group work - 5 minute presentation from each small groupIntegration of information
Time:Time:2 hours
Desirable Future of the Xerox Desirable Future of the Xerox Industry EnvironmentIndustry Environment
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Purpose:Purpose: Discuss implications of industry trends for the Xerox CBU
Task Directions:Task Directions:Small group work - 45 minutes
Explore the implications about the shifting environmental patterns for the Xerox CBUWhy and how does the Xerox CBU organization need to change in order to become adaptive to the future? Chart 3-5 significant reasons.
Large group work - 30 minutesIntegration of small group discussion
Time:Time:75 minutes
Implications for the Xerox CBUImplications for the Xerox CBU
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Purpose:Purpose: To learn how the history that has shaped Xerox
Task Directions:Task Directions:Large group work discussion- 90 minutes
“What are the milestones and turning points that have shaped the Xerox organization?”“What major events or historical developments over the years are significant to making the Xerox CBU what it is today?”“What is unique about the history and evolution of Xerox?”
(Graphic illustration)
Time:Time:90 minutes
History of Xerox of IllinoisHistory of Xerox of Illinois
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Purpose:Purpose: To conduct a Congruence Analysis of the current organization
Task Directions:Task Directions:Small group session - 45 minutes
“What are the strengths and weaknesses of our current organization design:
1) Critical tasks and core work processes2) People (skills, competencies, needs)3) Culture (norms, values, beliefs)4) Formal Systems (structure, rewards, linkages)
Time:Time:90 minutes
Present System AnalysisPresent System Analysis
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Purpose:Purpose: Describe the most desirable future for the CBU
Task Directions:Task Directions:Small group work: 90 minutes
In 5 - 6 key statements describe the most desirable future for the Xerox CBU in the year 2001.
Large group work: 10 minute presentation from each small group - 60 minutesIntegration of large group work to finalize Strategic Vision Elements
Time:Time:5 hours
Vision Elements: Desirable Vision Elements: Desirable Future for Xerox CBU in 2001Future for Xerox CBU in 2001
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Characteristics of an Effective Characteristics of an Effective VisionVision
ImaginableImaginable Conveys a picture of what the future will look like
DesirableDesirable Appeals to the long-term interest of all who have a stake in the organization
FeasibleFeasible Realistic and attainable, not pie in the sky
FocusedFocused Clear enough to provide guidance in decision making
FlexibleFlexible General enough to allow individual initiative in light of changing conditions
CommunicableCommunicable Easy to communicate; can be successfully explained within five minutes
ImaginableImaginable
DesirableDesirable FeasibleFeasible
FocusedFocused FlexibleFlexible CommunicableCommunicable
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Xerox CBU’s Strategic Vision (non-proprietary items)
• 1. Fully empowered employees who are accountable and have incentives to meet their customers' requirements
• 2. An organizational design based on cross-functional work teams to increase profits by 15 percent, and revenue growth by 20 percent per year.
• 3. Mastery of technology tools that fully support our business needs throughout the organization.
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Purpose:Purpose: To develop Action Plans to realize the Strategic Goals
Task Directions:Task Directions:Small group work
One sentence description of strategic goal Identify key constraintsDevelop Action Plans
Time:Time:5 hours
Action PlanningAction Planning
1.2.3.4.5.
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Xerox CBU Action PlanXerox CBU Action PlanStrategic Goal: Fill in Goal in this area
Key Competencies Needed:List the competencies you feel are needed in this area
Tasks
1.
2.
3.
4.
5.
Respon.person(s)
1.
2.
3.
4.
5.
Timelines
1.
2.
3.
4.
5.
Progress
1.
2.
3.
4.
5.
Resources to achieve
1.
2.
3.
4.
5.
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Task Directions:Task Directions:Give input to the Leadership Team on the following questions:
What are our criteria for monitoring progress?How will we continue to be self-managing?How will we communicate our vision to others?How will we bring others along with us in the process?Who else needs to be included in the Action Planning?How will we organize our roles and functions to carry out the plan?
What will we selectively abandon in order to implement our new vision?
Time:Time:1 hour
Where do we go from here?Where do we go from here?
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“It’s the INTERNET, Stupid.”
Bill Gates
Rapid Strategy Creation at Rapid Strategy Creation at MicrosoftMicrosoft
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MICROSOFT'S INTERACTIVE MEDIA DIVISIONSEARCH CONFERENCE PROCESS
Business Unit SCs Integration Action Planning Cross-Divisional SCs
30People2.5 days
30 People1 day
6 reps @businessunit
40 People2 days
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Critical Success Factors for a Search Conference: The 3 P’s
• Purpose: Getting a Clear Focus
• Participants: Who has Critical Knowledge?
• Pre-Work: Gathering relevant data
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Exercise: Designing a Search Conference--Define Your 3 P’s
• Purpose: Getting a Clear Focus
• Participants: Who has Critical Knowledge?
• Pre-Work: Gathering relevant data