From Chaos to Clarity: Begin Mastering Your Management Operating System (MOS) – Part 2

Defining Core Work Buckets, Necessary Tasks, and Deliverables for Key Positions

Welcome back to our exclusive six-part series on Mastering the Management Operating System (MOS). In our previous edition, we discussed the importance of an MOS and its role in driving organizational success . Today, let’s dive into how defining core work buckets, necessary tasks, and deliverables for key positions can serve as the foundation for developing and implementing your MOS.

Why Focus on Core Work Buckets, Tasks, and Deliverables?

Defining core work buckets, necessary tasks, and deliverables for key positions is important for several reasons:

1. Enhanced Clarity and Focus: Clearly defined responsibilities help everyone understand their role and how they contribute to the organization’s goals, reducing confusion and overlap.
2. Increased Productivity: When tasks are well-defined and aligned with business objectives, teams can work more efficiently and productively.
3. Improved Accountability: Clear deliverables and metrics allow for better tracking of performance and accountability.
4. Strategic Alignment: Ensuring that work buckets and tasks align with the overall business strategy helps achieve long-term objectives.

The Benefits of a Structured MOS Approach

Adopting a structured approach to defining work buckets, tasks, and deliverables offers numerous benefits:

• Streamlined Operations: Eliminate redundancies and optimize workflows.
• Higher Employee Engagement: Clear roles and responsibilities lead to more motivated and engaged employees.
• Better Decision-Making: With well-defined metrics and deliverables, management can make more informed decisions.
• Sustainable Growth: A well-structured MOS supports scalability and long-term growth.

How to Define Core Work Buckets

Our approach to defining core work buckets, tasks, and deliverables is collaborative and precise. Here’s how we do it:

1. Deconstruct the Job Description: Start by breaking down the current job description into core work buckets, tasks, and deliverables. This serves as the initial framework.
2. Collaborative Discussion: Have the supervisor or manager sit down with their direct report to develop their own list of core work buckets, tasks, and deliverables.
3. Compare and Contrast: Compare the two lists to identify gaps, overlaps, and areas of differing opinions. The goal of this conversation is to end up with an agreed-upon, accurate representation of the position.
4. Prioritize and Define Metrics: Use this exercise to rank the priorities of the position and define metrics. We prefer metrics that are leading-edge indicators of the desired KPIs, ensuring proactive management of performance.

This process not only documents the basis for the MOS but also fosters communication and alignment between supervisors and their teams.

Establishing Deliverables

1. Specify Outputs: For each task, specify what constitutes a successful outcome. This could be a report, a completed project, or whatever verifiable work product the position is responsible for.
2. Set Metrics: Establish metrics to evaluate the quality and timeliness of each deliverable. Metrics should be specific and measurable, ideally leading edge indicators.?
3. Communicate Expectations: Ensure that all team members understand what is expected of them. Clear communication around deliverables fosters accountability and drives better performance.

Example: General Manager Role

Let’s take a closer look at the General Manager role in a construction organization as an example:

Core Work Buckets:

1. Strategic Oversight and Planning
2. Operational Management and Execution
3. Human Resources and Team Leadership
4. Governance and Compliance
5. Business Development and Effectiveness
6. Reporting and Communication

Necessary Tasks:

• Strategic Oversight and Planning: Develop the strategic plan for the organization and oversee its implementation, develop and maintain budgetary plans.
• Operational Management and Execution: Plan and oversee everyday operations, oversee project timelines and progress, ensure a safe and efficient workplace.
• Human Resources and Team Leadership: Recruit and onboard staff, appraise staff performance and provide feedback, ensure compliance with HR policies, foster a positive work environment.
• Governance and Compliance: Assess and manage risks associated with business operations, ensure adherence to legal and regulatory requirements.
• Business Development and Effectiveness: Seek out and develop new business opportunities, enhance the efficiency and effectiveness of business operations.
• Reporting and Communication: Prepare performance reports, ensure effective communication within the team and with stakeholders.

Deliverables:

• Strategic Oversight and Planning: A comprehensive strategic plan aligned with business goals, an annually updated budget reflecting strategic priorities, resource allocation plans that optimize the use of resources.
• Operational Management and Execution: Efficient and effective operational management, compliance with health and safety regulations.
• Human Resources and Team Leadership: Comprehensive staff onboarding documentation, regular performance appraisals, compliance with HR policies.
• Governance and Compliance: Risk assessment reports, compliance reports.
• Business Development and Effectiveness: Business development plans, operational efficiency reports.
• Reporting and Communication: Performance reports, communication logs.

Delegable and Non-Delegable Tasks

It’s crucial to distinguish between tasks that can be delegated and those that must be handled directly by the General Manager. This ensures that high-level strategic activities receive the necessary focus while operational tasks are efficiently managed by other team members.

Delegable Tasks:

• Operational Management and Execution: Oversee project timelines and progress, ensure a safe and efficient workplace.
• Human Resources and Team Leadership: Recruit and onboard staff, appraise staff performance and provide feedback.
• Governance and Compliance: Implement risk management processes, ensure compliance with day-to-day regulatory requirements.
• Business Development and Effectiveness: Assist in the development of new business opportunities, enhance operational efficiency.
• Reporting and Communication: Assist in the preparation of performance reports, manage routine communications within the team.

Non-Delegable Tasks:

• Strategic Oversight and Planning: Develop the strategic plan for the organization, oversee its implementation, and ensure alignment with business goals.
• Human Resources and Team Leadership: Establish and maintain the overall HR strategy, foster a positive work environment, and lead major HR initiatives.
• Governance and Compliance: Assess and manage high-level risks associated with business operations, ensure adherence to critical legal and regulatory requirements.

By distinguishing between delegable and non-delegable tasks, the General Manager can maintain focus on strategic oversight while ensuring that operational responsibilities are managed effectively by the team.

Application Across Different Roles

This approach isn’t limited to the General Manager role. We applied it across various positions in the organization to ensure comprehensive management and operational effectiveness. Examples of other roles where this approach was implemented in this organization included:

• Facilities Coordinator: Responsible for building regulation maintenance, safety compliance, and documentation management.
• Engineering Manager: Oversees client liaison, design management, and project execution.
• Commercial Manager: Manages proposal preparation, client negotiations, and commercial strategy.
• Project Managers: Handle client liaison, project planning, execution, and reporting.

Each role was given specific core work buckets, tasks, and deliverables, ensuring that every function within the organization aligned with the overall business strategy and operational goals.

Building Your MOS Foundation

By clearly defining core work buckets, necessary tasks, and deliverables for key positions, along with identifying delegable and non-delegable tasks, you lay the groundwork for a robust Management Operating System. This clarity ensures that every team member understands their role, responsibilities, and how their work contributes to the organization’s success.

In the next edition, we’ll explore how to implement continuous improvement initiatives within your MOS framework to foster ongoing development and performance enhancement.

Stay tuned for more expert insights on optimizing your management systems and achieving transformational performance in your organization.