How to Create Mission/Project Scope Statements That Work Really!

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How to Create

Mission/Project Scope Statements

j

p

That Work – Really!

Quality Basics – Best Practices

Ray Hanson MBA CMQ/OE Ray Hanson, MBA, CMQ/OE

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Situation

¾

There’s a problem – “get it fixed”

¾

You’re part of a task force

¾

Decent Root Cause Analysis – Done

y

¾

CAP not obvious; Strong opinions

¾

No consensus; No Direction; No energy

;

gy

¾

Wasting time, spinning wheels

(Just another form of MUDA)

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Dilemma

¾ How to clarify & achieve genuine alignment?

Dilemma

¾ How to clarify & achieve genuine alignment? ¾ Focus everyone on common goal quickly? ¾ Low-risk way to add value?y

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Solution?

¾ Lead group in creating

Solution?

Mission Statement aka Project Scope

You’ve gotta be kidding…

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Perceptions of Mission

p

Statements

¾ Reflexive reactions?

¾ How often read whole thing? Why? ¾ Where do you see them?

¾ Why are they there?

H l t t ?

¾ How long to create?

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Real (But Poor) Example

¾

Hanging proudly on wall

¾

In customer waiting area

Real (But Poor) Example

¾

In customer waiting area

¾

Labored many hours

Mi i

St t

t f

I

Mission Statement for

Inc.

To have an organized, productive atmosphere where management and employees plan and g p y p carry out programs which are financially

profitable. In doing this, we will deliver

exceptional service and superior products at p p p competitive prices to our customers, timely payments to our vendors, and worthwhile service to our community.

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TEST: Meet Mission /

Project Scope Criteria?

¾ Brief?

¾ Energizing?

¾ Clearly describe what would stop happening? ¾ Clearly describe what would stop happening? ¾ Communicate inside/outside what we do?

¾ Communicate what “goodness” is? ¾ Communicate what goodness is? ¾ Arrived at by genuine consensus?

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Why might consensus be so important?

y

g

p

¾ Are any of your team members “analytics?”y y y ¾ A consensus-building group process is the

ONLY way to get analytics to buy in! ?

¾ Why?

¾ Analytics demand to do their own thinking.

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History

¾

Two elements of streamlined process

History

¾

Two elements of streamlined process

¾

Cherry-picked Fortune 500 techniques

¾

Fortune 50 computer company; late 80’s

p

p y;

¾

2,500-person department/23 teams

¾

20 went well; 2 fizzled; 1 blew upp

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History

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Real Life Results

First Year Sales Gains:

Real Life Results

¾

36%

¾

43%

¾

43%

¾

59%

¾

118%

¾

118%

¾

194%

All in business 5+ years

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Real Life Results

First Year Net Profit Increases

Real Life Results

¾31% ¾36% ¾82% ¾82% ¾221% ¾959% ¾959%

¾8.7% Net Loss 8.1% Net Profit

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Learning Objectives

1) Understand the power of solid Mission

St t t

Learning Objectives

Statements

aka Project Scope aka “Plan” of PDCA aka Plan of PDCA aka “Define” of DMAIC

2)) How to pre-focus with “Purpose” (verb+noun)p p ( )

3) Learn how to use “Mission” statement template

4) Apply to familiar organization

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Ground Rules

¾

Not a lecture

Ground Rules

¾

Highly interactive – need your input

¾

One at a time

¾

Be kind

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Today’s Project –

y

j

ASQ Quality Management Division

¾

What everyone here has in common

¾

Best demo

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Purpose Statement

¾

Verb + Noun – Two words ONLY

Purpose Statement

¾

Sound difficult?

¾

Challenge: If you can’t…

then you don’t understand your business/assignment

¾

Power in brevity

¾

Clarity through the “knot-hole”

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Real-Life Examples

p

Disney Corp – Entertain People Other examples:

¾ Serve Members – Credit Union

H l Kid Child ’ Mi l N t k

¾ Help Kids – Children’s Miracle Network ¾ Satisfy Appetites – Small Bagel Chain ¾ Optimize Smiles – Dental Practice

¾ Optimize Smiles Dental Practice

¾ Create Customers – ValPak Franchise ¾ Procure Value – Purchasing Departmentg p

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Quality Management Division

y

g

Kinds of problems we solve for our

p

primary stakeholders? (verb, noun)

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Quality Management Division

What do we do to help them compete

p

successfully? (verb, noun)

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Our distinct reason for being?

(verb, noun)

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Q

y

g

Brainstorm Purpose:

Verb

¾

Noun

¾ ¾ ¾ ¾ ¾ ¾ ¾ ¾ ¾ ¾ ¾

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TESTS: Purpose Statements

¾

Capture the essence of our reason for being?

TESTS: Purpose Statements

¾

Capture the essence of our reason for being?

¾

Timeless?

¾

Meaningful?

¾

Meaningful?

¾

To the point?

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Real Life Examples

Company Mission: (basic format)

Real Life Examples

We consistently provide personal,

accommodating and thorough dental

accommodating, and thorough dental

services so mothers can value their

investment in their family’s well-being

investment in their family s well-being

and enjoy complete peace of mind.

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Real Life Examples

Company Mission: (evolved format)

Real Life Examples

We pull together to effectively manage

and quickly produce printing that exceeds

customer expectations so we can all

enjoy profitably expanding our customer bases

enjoy profitably expanding our customer bases.

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Real Life Examples

Departmental Mission: (Printer – Marketing)

Real Life Examples

p

(

g)

Deliver education and tools that are

comprehensive prequalifying and easy

comprehensive, prequalifying, and easy

to understand, and that differentiate us

from our competitors so we can efficiently

from our competitors, so we can efficiently

initiate profitable relationships.

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Real Life Examples

Project Scope:

Real Life Examples

Project Scope:

Deliver recommendations that are

understandable executable and cost

understandable, executable, and

cost-effective so that the leaders gain

expertise and each employee will fully

embrace, support, and sustain lean

principles and practices.

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Mission/Project Scope Template

2. Primary Deliverable: ________ noun 1. Key Beneficiar(ies) noun 3. Verb: ____________________ 4 CHARACTERISTICS: (adjectives) _____________________ _____________________

5 BENEFITS: (major outcomes) 4. CHARACTERISTICS: (adjectives)

It must be…

o

5. BENEFITS: (major outcomes)

So they can… o o o o o o o o o

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Development Steps

1. Identify primary beneficiar(ies)

p

2. Identify deliverable, 3. then verb

4. Brainstorm necessary characteristics (adjectives)

5. Add corresponding benefits (right side)

5 dd co espo d g be e ts ( g t s de)

But benefits can also generate characteristics (↔)

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Development Steps

6. Isolate 3 most important adjectives (max 3!)

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Development Steps

8.

Take first pass at draft by combining:

_________ _______________________,

verb characteristic 1

and

___________________, and

characteristic 2,

___________________ ______________,

characteristic 3 deliverable

so that _____________ can ___________

beneficiary benefit 1

(and) _____________________.

(benefit 2)

OR

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-OR-Development Steps

Development Steps

_________ __________________ that are

verb deliverable

______________, _______________, and

characteristic 1 characteristic 2

_______________ so that

characteristic 3

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STOP!

___________ can _________ (and) ________.

beneficiary benefit 1 (benefit 2)

STOP!

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Test Questions: Mission/Project Scope

j

p

¾ Brief?

¾ Energizing?

¾ Clearly describe what would stop happening? ¾ Communicate inside/outside what we do?

¾ Communicate what “goodness” is?

A i d t b i ?

¾ Arrived at by genuine consensus?

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Comparison

Official Quality Management Division Mission Statement: “Convey lifelong quality-related knowledge through

information, methods, and tools that add value to organizations, society, and individuals.”g y

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Evaluate

Beneficiary? Deliverable? Characteristics? Clear what would stop happening?

y

Brief? Energizing?

Communicate what we do? Communicate “goodness”?

? Arrived at by genuine consensus? Did we improve on it?

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Comparison

How does this approach compare to other development methods?

St th / Ad t ?

Strengths / Advantages? Weaknesses?

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Learning Objectives Review

1) Benefits to group with solid

Mission/Project Scope Statement?

Interchangeable with: _________________?

2) Why pre-focus with verb+noun “Purpose”?

3) Why use the five-part template?

4) How does our draft compare?

4) How does our draft compare? Improvements?

5)) Why not “do it for them?” How then?y

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Take-Home Value:

¾ How many feel they could facilitate creation

of a solid Project-Scope Statement back at work next week?

¾ On a scale of 1-7, with 7 representing

total confidence (4 = mid), how many of you are at least at a 5? 6?

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The “Acid-test” Question:

The Acid test Question:

Was this worth your time?

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Conclusion / Possible Follow-on

WesTech Lean Steering Committee

Purpose: “Provide Recommendations”

Scope: “Deliver recommendations that are Scope: Deliver recommendations that are

understandable, executable, and cost-effective so that leaders gain expertise and each employee will fully embrace, support, and sustain lean

i i l d ti ” principles and practices.”

Vision: “Each employee’s thorough dedication to eliminating waste and improving processes eliminating waste and improving processes

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Intro: Vision Statements

¾ Vivid Description of ideal future state ¾ Power of “Visualization”?

¾ Pulls you toward ideal outcome

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Vision Statement Tests

¾ Can you see it? ¾ Smell it?

¾ Taste it?

F l it?

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Foundation – Any Organization

Values

y

g

Vision Mission Mission Purpose Page 42

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References

Business Architecture Methodology, John Slack,

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Questions?