“How to understand an organisation in short time?”
Presentation by Dalibor Ćopić & Kenan Avdagić
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Preparation
02
Preparation
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Preparation
What are the “key-documents” besides the formal requirements to be checked to get a good overview of the organisation?
Strategic documents: Mission, visions and values...
Organizational structure: roles and reponsibilties, job descriptions...
Policy documents: particular regulations...
Financial documents: Reports
Customer and user documents: Target group definition, complaint procedures, satisfaction surveys
Internal and external evaluations: surveys, audits
Communication documents: Communication plan
Website of organisaton, social networks
Rulebook on internal organization and systematization, organizational chart
The Law Budget, execution of the budget
Website, hard-copy
Website of organisation or audits, hard-copy
Website of organisaton, social networks
Which further information to take into account before the on-site visit?
A lot of general information about organization. Information about SA procces and implementation of CAF Action plan.
Who are the stakeholders?
Which 2 principles were selected by organization?
If you asked for more documents, have they been sent?
Have you prepared your check-list for interviews?
Try to prepare for fact-finding and identifying potentials for optimisation!
Who to talk with to get the real picture of how the organisation performs?
General manager of the organisation
CAF Leader/team leader/project manager
Members of SA Team
Employees who were not members of the SA Team
External partners/stakeholders
If it is possible, speak with mentor/s of CAF implementation for that organization
How to obtain information in an efficient and structured way to prepare the CAF
Feedback-Report?
• CAF Feedback Report as a template
How to obtain information in an efficient and structured way to prepare the CAF
Feedback-Report?
Questionnaire 3 - Feedback on maturity according to TQM principles
1. Principles not chosen for detailed analysis – just stating facts to support reaching the maturity level "Initiation level".
How to obtain information in an efficient and structured way to prepare the CAF
Feedback-Report?
Questionnaire 3 - Feedback on maturity according to TQM principles
1. Principles chosen for detailed analysis –stating facts and additional questions
How to obtain information in an efficient and structured way to prepare the CAF
Feedback-Report?
• All questions gathered in the end:
• Clearly structured for the on-site visit
• Checking for repeated questions
• Easier recording during the on-site visit
• Questions grouping:
• Questions for manager and CAF coordinator
• Questionnaire 3 questions
• Questions for SA Group
• Questions for External Stakeholders
• “If there is additional time” questions
How to balance the workload between the 2 EFACs in order to ensure an efficient and effective evaluation?
- Always start with a (online) meeting
- Make a plan
- Set priorities
- First division of tasks
- Time management is crucial
- After a week or two, have a second meeting
- Check on plan implementation
- Adjust
- Second division of tasks
- It’s easier if you know each other well, ie. you know each other’s skills and routines