MONITORING PROGRESS OF ORGANISATIONAL PERFORMANCE WITH EAGLE EYES ( COPYRIGHT RESERVED )

        MONITORING  PROGRESS OF ORGANISATIONAL PERFORMANCE  WITH  EAGLE  EYES
[ COPYRIGHT  RESERVED ]

BY  S. K. SENGUPTA 

Every member of an organization must have definite targets . Every member must clearly know what his targets are . Every member must fulfill his targets . Only then the organization can achieve its goals .

It therefore is essential that at the beginning of every production or financial year targets are set for every employee of an organization . Every employee should be made to set the targets in consultation with his reporting authority . Targets will be finalized only after the reporting authority gives his signed approval .                                                                     

After the yearly target has been settled , it has to be broken down into mutually agreed upon monthly targets . The reporting authority then can subsequently check the actual achievements of the employee against the planned monthly targets .

What this write-up proposes to suggest here is the format in which the monthly planned targets of an employee can be usefully presented .This format is easy to prepare , simple to understand , and a very effective tool to keep progress on track for the organization as a whole from top to bottom .

To understand how the format has to be prepared for a particular employee , let us take the manager of Personal Banking Division ( PBD ) of a private Bank . There are four areas , let us suppose , in which he is expected to perform :

             i.            Business Development ( Deposits & Advances )

           ii.            Customer Satisfaction ( Holding Monthly Customer Meeting & Minimizing Customer grievances )

         iii.            Bringing new Prestigious accounts to Bank’s Books .

        iv.            Major Image Building Measures .

The yearly measurable/quantifiable targets in these four areas will be fixed for the manager . This will be done by the manager himself in consultation with his reporting authority , in this case the Branch Manager . These goals fixed for the manager ( PBD ) has to be in harmony with the overall goals of the Bank . These goals will be settled only after the Branch Manager okays it after every due consideration . Once this is done , the yearly targets will be divided into monthly targets by the manager subject to approval by the Branch Manager . Once this too is done , then the 12 monthly targets will be presented in a format as shown below :

MONTHLY  GOAL  SHEET

( Month Ending April , 2015 )

Goal – Business Development

HEAD	CURRENT POSITION	MONTHLY TARGET	ACTUAL PERFORMANCE	VARIANCE	COMMENTS
Deposits
Advances

Goal – Customer Satisfaction

HEAD	CURRENT POSITION	MONTHLY TARGET	ACTUAL PERFORMANCE	VARIANCE	COMMENTS
Number of Meetings Held
Number of Grievances Received

Goal – New Prestigious Accounts

HEAD	CURRENT POSITION	MONTHLY TARGET	ACTUAL PERFORMANCE	VARIANCE	COMMENTS
New Accounts Brought

Goal – Major Image Building

HEAD	CURRENT POSITION	MONTHLY TARGET	ACTUAL PERFORMANCE	VARIANCE	COMMENTS
New Image Building Measures

On 1^st of April this sheet will be opened . Current Position will show the position as on the start of the day on 1^st of April . Next column will show the monthly Target . At the end of the day on 30^th April , the actual position will be mentioned under Actual Performance . If Actual Performance is greater than the Monthly Target , then the excess will be shown as a positive (+) variance under the Variance column . If Actual Performance = Target , then Variance will be Nil . If Actual Performance is less than Monthly Target , then the shortfall will be mentioned as a negative (-) variance . Suitable Comments must be given to explain any substantial Negative or Positive Variance . This report must be prepared at the end of each month and submitted to the Reporting Authority . On the first of next month , the sheet for the next month will come into operation .

The Reporting ( and Controlling ) Authority , the Branch Manager in this case , will watch over the performance of the PBD Manager . If the PBD Manager is over-performing or under-performing , his ( PBD Manager’s ) comments and the circumstances will have to be observed analytically . The Branch Manager then will have to report the matter to Higher Authorities with his observations . In case of under-performance suitable corrective actions will be taken . In case of over-performance the PBD Manager will be duly rewarded .

Suppose the Hierarchy in an Organization is as shown below :

Here , the Reporting ( and Controlling ) Authority

for E1 is D1

for E2 is D2

for E3 is D3

for E4 is D4

for E5 is D5

for E6 is D6  .

The Reporting ( and Controlling ) Authority

for D1 is C1

for D2 is C2

for D3 is C3

for D4 is C4

for D5 is C5

for D6 is C6  .

The Reporting ( and Controlling ) Authority

for C1 is B1

for C2 is B1

for C3 is B2

for C4 is B2

for C5 is B3

for C6 is B3  .

The Reporting ( and Controlling ) Authority

for B1 is A

for B2 is A

for B3 is A

A is the ultimate Head of the Organization . Therefore , he has no Controlling or Reporting Authority . Nevertheless he is responsible for the overall Targets and Goals of the Organization which he has to achieve with all the employees working under him .

As shown in the chart above , the monthly targets for each employee will be prepared in consultation with his Reporting Authority . The Reporting Authority gives final consent to the targets . Subsequently the monthly monitoring of performance of each employee is also done by the Reporting ( and Controlling ) Authority .

As can be seen in the Chart , all employees ( except the ones at the very bottom and the very top ) have to report to a higher authority , and at the same time there are other employees below them who have to report to them . A has to report to no one as he is at the top of the structure . No one reports to E1 , E2 , E3 , E4 , E5 & E6 as they are at the bottom of the structure .

If Overall Goals are suitably broken down and handed over to all the employees , and if all the employees achieve the targets allotted to them , the Goals of the Organization will be achieved . For this it is essential that the performance of every single employee is closely monitored on a regular basis as explained above .

Many many organizations and institutions do not take the trouble of fixing quantifiable targets for each and every employee . Often they say that quantifying targets is not possible . Nothing can be farther from truth . With a little application of mind , targets can be quantified . If necessary an organization can take the help of experts to learn how to do it in the initial stages .

Quantified planning is a must . Every employee thereafter must produce results to match these plans . Without these measures an organization cannot survive .

Performance has no substitute .

QUICK ACTION AND STRAIGHT VICTORY ( COPYRIGHT RESERVED )

QUICK ACTION AND STRAIGHT VICTORY

§        What is STRATEGY ?

      Strategy is a blueprint , a complete overall scheme of action , to achieve a crystallized cherished goal .

      For example , if we need to attack an enemy post from three sides simultaneously for victory , then the strategy will cover the general overall details of the invasion from all the three sides .

§        What is PLANNING ?

Each part of the overall Strategy requires separate detailed planning for the attainment of the goal .

So for the scheme of invading the enemy post in the example mentioned above , we will have three separate plans to attack the enemy post from three different sides .

§        What is TACTICS ?

Tactics are the step-by-step methods which are used to accomplish a plan .

In the example on hand , we have three plans . For ensuring the definite and easy accomplishment of each plan , we will need to apply our mind . We have to work out the Who , When , Where and How of how to proceed . These well thought-out steps of the move-by-move action process are called the Tactics .

§        What is the First Thing To Do when we want to achieve a goal ?

Obviously , the first thing to do is to be crystal-clear about what precisely is our target , what exactly are we out to achieve . We must have a crystallized goal .

§        How should we prepare ourselves before we Prepare A Strategy ?

Before working out a Strategy , take stock of :

                                i.            How much time is available to you .

                              ii.            How much manpower is available . Can you get reinforcement within the time on hand ?

                            iii.            Sum total of resources available with you . Can you get more supply of resources within the time that you have ?

§        What is the next step in devising a Strategy ?

Focus your mind on :

                                i.            What are the obstacles and difficulties that you might encounter in carrying out the action-plan . What risks are involved ?

                              ii.            Considering every danger and every pitfall , how much manpower is required to accomplish the task victoriously ?

                            iii.            What resources in what quantity will be required to execute the task successfully ?

                           iv.            What skills will be required to overcome all the obstacles .

§        What is at the heart of a Genius Strategy ?

The following Master Steps are at the core of a Genius Strategy :

                                i.            Strategize to win the War , not the Battles . Don’t waste energy and vital resources on pulling down plenty of pillars . Think of a penetrating action to pull down The Central Pillar which will bring down the entire enemy structure .

                              ii.            Think hard for a strategy so that this Central Pillar can be vanquished with minimum resistance , minimum action and minimum efforts .

                            iii.            For victory , we need a Brilliant Army , not some individual heroic soldiers . Flawless coordination between teams ( in charge of different plans which are part of the overall Strategy ) , and perfect co-ordination between members within a team is vital for victory .

§        What is done after the overall Master Strategy is ready ?

The following steps are taken :

                                i.            Each field of Action is identified under the Master Strategy , and accordingly the overall game-strategy is broken down into effective and easily manageable Plans . Each Plan is put under the charge of a different team . Perfect coordination between the different teams is worked out meticulously .

                              ii.            A ‘Vision Board’ is prepared for the overall Master Strategy , so that everyone can See the Big Picture . Everyone then realizes the role of each plan ( which is a part of the master Strategy ) , and can also visualize how the role of every member is absolutely vital for the success of the Big Picture .

§        What do we do after the plans are ready ?

The next steps are mentioned below :

                                i.            The more we apply our minds before Action , the more easily and better we perform . Therefore , each plan is now broken down into very very small and easy action-steps , often known as ‘baby steps’ . This makes the entire game-plan very easy to perform .

                              ii.            These action-steps which are taken to accomplish a plan are known as Tactics . At times these tactics proceed as foreseen . At times these tactics have to be spontaneous , at the spur of the moment , and different from what was foreseen . This is so because Reality often is different from what was pre-conceived and planned .

                            iii.            The ‘Vision Board’ is now further elaborated and completed . Each Plan is shown in it . The connection and interdependence between the plans is displayed to make the Big Picture more thorough and complete . All the Tactics as foreseen are then placed in complete details under each Plan . The ‘Vision Board’ thus now shows :

a.      The overall Master Strategy .

b.     The break-up Plans under the Strategy , and their interdependence .

c.     The anticipated ‘baby steps’ or the Tactics to accomplish each Plan .

d.     Every member thus knows what is his vital role in the overall Strategy .

e.      Every member knows the importance of every Tactics or ‘baby steps’ .

f.       Every member knows what are the different plans which are essential parts of the overall scheme .

g.     Every member understands the interdependence and connection between the Plans .

h.     Every member knows the Big Picture .

i.        Every member realizes their interdependence for Victory . Suddenly they know : “ Together we stand , Divided we fall ! ”

§        All preparation is over . NOW WHAT ?

There is a time to Think , and there is a time to Act . Preparation over , now is the time to Act .

Time is always in short supply , and coordinated Action has no substitute .

So go out all guns , rapid fire , but with a sober , responsible and calculating mind overseeing the entire operations .

“ The greatest weapon on Earth is the human soul on fire ! ”

    

AIM , SHOOT , HIT THE BULL’S EYE , FAST ! [ COPYRIGHT RESERVED ]

AIM , SHOOT , HIT THE BULL’S EYE , FAST !

 [ COPYRIGHT  RESERVED ]

BY  :  S. K. SENGUPTA .

1. WHY SHOULD I HAVE A GOAL ?    

 

    Without a goal , your life is going helter-skelter . It is like a ship with its engine put off in the midst of an ocean . Decide your destination , set the direction , and then put the engine on .

2. WHAT GOAL SHOULD I HAVE ?

    Call a travel agent . Tell him that you are in Delhi . Then ask , “ Where in the world should I go ? ”

     There you are . A journey begins from where you are to where you want to reach . The travel agent can help you a great deal after he knows your destination .

      The entire world is open to you . You have to choose the place that you want to reach . Research a little bit as necessary , and then make up your mind .

      Do you want a particular job with a lucrative salary ? Do you want to set up your own business ? Do you want to have a particular amount as your bank balance ? Do you want to have a particular educational qualification ? Do you want to settle abroad ?

     The ship can begin its journey only after the destination has been finalized . So make up your mind .

3. SHOULD I DREAM BIG ?

    Aim high for what you will cherish to have . If you desire to own a Honda Accord car , you cannot set up a Nano car as your goal and struggle for that . At the end of your endeavours when you achieve your goal , it should satisfy your soul . Besides , if a goal is not very attractive , you will not put up a passionate full-blooded fight to get it  .

Goals have to be ambitious so that you can achieve your full potential . But they also have to be realistic . If you jump six feet high , you can set your goal at seven feet in a high jump competition . But setting the goal at 20 feet will be impractical , unachievable and self-defeating .

4. WHAT DO THEY MEAN WHEN THEY SAY THAT GOALS HAVE TO BE  SMART ?

    S = Specific . I want to have a good educational qualification is not a goal . I want to be MBA from IIM , Bangalore is a goal because it is specific .

    M = Measurable . I want to have a fat bank balance is not a goal . I want to have Rupees 50 lakhs as my bank balance is a goal because it is measurable .

    A = Achievable . I will jump 20 feet high is not a goal because it is impossible . I will jump 7 feet high is a goal because it is achievable .

    R = Realistic . I can’t sketch , but I will become a world-class cartoonist within a week is not a goal because it is unrealistic . It may be an achievable goal with ample time in hand . But it is unrealistic within a week .

   T = Time-bound . I want to have a job with a salary of at least Rupees 30,000/- p.m. is not a goal because no time-limit has been mentioned . I want to have a job with a salary of at least Rupees 30,000/- p.m. latest by ………… ( a particular date is to be mentioned ) : that is a goal .

5. IS IT NECESSARY TO VISUALIZE MY GOAL AND THINK IN TERMS OF PICTURES ?

    Our mind is designed to think well in terms of pictures , not in terms of text . So , how we word our goals becomes important . If we can visualize our goals , we can achieve it better , because our subconscious mind understands it better .

6. WHAT DO I NEED TO DO TO CRYSTALLIZE MY GOAL ?

     Do the following :

§        Pen down your goal in words .

§        Ensure that it is challenging but not impractical .

§        Ensure that your goal is SMART .

§        Make the words in which you draft the goal as picturesque and as full of feelings , passion and emotions as possible . It is emotions which fill your goal with life , soul and action .

§        Also remember that there are no free lunches . So , you have to mention what are you going to give to the world , and what are you going to do , in order to achieve your goal .

7. GIVE ME A GOOD EXAMPLE OF A CRYSTALLIZED GOAL .

    When Bruce Lee was still struggling , he had borrowed funds from friends to purchase a wedding ring with which he married his sweetheart Linda . It was then that he had written down , in clear terms , his definite Chief Aim in life . It is reproduced below ( as it is ) to serve as an excellent example of a crystallized goal :

“ MY  DEFINITE  CHIEF  AIM :  I , Bruce Lee , will be the first highest paid Oriental superstar in the United States . In return I will give the most exciting performances and render the best of quality in the capacity of an actor . Starting 1970  I will achieve world fame and from then onward till the end of 1980 I will have in my possession 10,000,000 US Dollars . I will live the way I please and achieve inner harmony and happiness .”

8. O.K. MY GOAL IS CRYSTALLIZED : WHAT DO I DO NOW ?

    Keep repeating your crystallized goal in mind umpteen times a day . Whenever possible , close your eyes , and with joy and passion visualize that you have already achieved your goal . Believe that it is already in your possession .

9. HOW DOES REPEATING , VISUALIZING , FEELING AND BELIEVING HELP ?

    These factors deeply influence our subconscious mind . Once influenced effectively our subconscious mind is activated , and then in mysterious ways , that we still do not fully understand , it brings into play the unseen powerful cosmic forces in a bid to fulfill our desires . Opportunities keep showing up asking for our all out , relentless , full-blooded efforts . Right people and suitable circumstances appear in our lives , and after we have put in deserving efforts , the Cosmos finally gives us whatever we had been fighting for .    

10. SO WHAT’S MY ROAD-MAP FOR SUCCESS IN A NUTSHELL ?

      Work out a crystallized , SMART and challenging goal : a cherished dream . Now ink it out .

      Keep repeating and visualizing it with feelings and passion . Believe that you have already achieved it .

      Whatever opportunities show up , go all out in frenzied action to make your goal happen .

      Be willing to learn from mistakes . Be prepared to take reasonable risks . Be committed to continue in face of breakdowns and go on and on and on till you win . There will be snakes and lions on your path . Beyond all those hurdles , you will find Life waiting for you with your reward !

      The recipe for success is here . You only have to act it out !

    

PERSONAL COUNSELING : STEP-BY-STEP

PERSONAL COUNSELING : STEP-BY-STEP

by  S.K.SENGUPTA    

 STEP  ONE

COMFORT AND THEN BRIEF THE CLIENT

                          As the client has the first contact with you , make him like you .

Give him a warm smile . Make him comfortable . Serve him tea and a glass of water . Provide him with paper and pencil . Ask him if he needs anything else . Love people and they will readily connect with you .

Let the client know that he has to tell you in detail everything about the area of his life in which he is seeking your help . Promise that you will guard all his secrets and he can trust you as a professional .

Assure the client that he can relate his troubles in any order he likes . There is no right or wrong way . At the end , however , he should feel that he is through and complete .

You also need to tell the client that you will stop him after every little while to sum up what he has related . The client should then confirm that you have

understood him completely . If there is any mistake in understanding , the client should correct you . Correct and complete understanding is the basic requirement for effective counseling .

The client has to be advised that you are like a coach . After you tell him how to live his life powerfully , he must take over the responsibility , implement the guidance , and live his life accordingly for success and happiness .

                                                                

                                                                 

STEP  TWO

CATHARSIS  (  EMOTIONAL  RELEASE  )

                   In step 2 , you stop talking and the client begins to pour out his soul .

Listen from your soul . Listen deep . Pay attention to the body language of your client , the looks in his eyes , the tone of his voice . Deeply understand what your client is going through . Look at his world , and look at it through his eyes .

Keep on asking the client that how he felt in those circumstances . It is not the events , it is the emotional reaction of the client in that situation which defines him and which gives a clue as to what needs to be done to put him back on the right track .

By the time the second step of counseling is over , the patient undergoes an enormous release of pent up emotions and starts feeling much better .

Sum up this phase by summarizing his key problem . Say : “ To sum up , as I understand , you are feeling _______ because ________ , and you don’t know what to do about it . ”

Then move on to Step 3 .

                                                                

STEP  THREE

REALIZATION

 In this phase , you make the client realize where he is going wrong and is refusing to see it eye-in-eye . Here you confront him because you care for him . You make him understand that he alone is responsible for whatever happened in his life , whatever is happening in his life , and whatever will ever happen in his life . Blame game does not help .

Ask him : “ What are you doing , and what are you not doing , which is adding to you problems ? ”

Coach your client in how to deal powerfully with past , present , and future . Coach him also in positive outlook and happy living . Then brief him on how to live with people and circumstances .

Now ask the client : “ What do you want ? ” That will help him to decide his goal .

Now move on to Step 4 .

                                                                 

STEP  FOUR

ACT

                                                                        The goal of the client is his Point B .

His present standing is his Point A . Ask him to study and analyze his Point A . Let him understand the full hard and cold facts of his situation .

Now to get what he wants , he has to plan and act to shift from Point A to Point B .

Now the client needs to understand how to prepare an overall strategic plan to achieve his goal . This has to be a SMART  ( Specific , Measurable , Achievable , Realistic , Time-bound ) plan .

The overall plan then needs to be broken into smaller tactical plans . The tactical plans again have to be divided into easy step-by-step action steps .

The client must now focus on the first action step . Ask him to rehearse the first step mentally and plunge into action .

Action has no substitute .

                             WHERE  TO  GO  FROM  HERE  ? 

To advance your coaching skills to help your clients better , the following could be your next steps to grow :

§        Get some more advanced training on  ‘decision taking’  and  ‘planning action-steps’ .

§        Learn  ‘Creative Visualization’  for working on inner world . It will enrich your own life , deepen the effects of personal counseling , and will add a spiritual dimension to all your work .

§        Attend and observe a live Counselling Session .

HE IS NO MORE

HE  IS  NO  MORE

 by  S. K. SENGUPTA  

“ Sir , there is a bad news . ” The call from Ruchireeka woke me up at 6.30 a.m. “ Sir , Vidur is no more . ”

“ What ?!! ”

“ There was a road accident ….. ”

Two hours later , I was at his home . People were dropping in one-by-one : neighbours , friends , classmates , teachers , relatives  ---  all in disbelief and shock . I sat in a corner . There was little to say for anyone . The body was still in hospital .A photograph of Vidur with a charming smile was silently watching over us .I got lost in his memories .

“ Are you upset ? ” I had asked Vidur once after I had been firm with him in the class for some minor indiscipline . I cannot forget his words , nor the look in his eyes , as he said : “ Sir , I can never be upset with you ! ”

“ Sir , how many marks have I got ? ” Vidur asked me as I had completed my checking , though results were not formally declared . “ You did well Vidur . You are fifth in rank in my paper , though you’ve topped amongst the boys . ” Little incidents like that were flashing across my mind .

Two days ago he came running to me from behind as he saw me in the morning : “ Good morning , sir . ” Two days later the morning brought me his death news . I remembered his heart-warming smile , his wit and his sunny nature which were part of his trade-mark . What I had before me now was only his photograph with a pleasant smile !

“ Vidur . ” “ Yes sir ” , and thus he used to mark his presence in the class during roll-call . His “ Yes sir ” still rings in my ears . I can still call out “ Vidur ” , but …..

HANDLING QUESTION-ANSWER SESSION

HANDLING  QUESTION-ANSWER SESSION
by  S.K.SENGUPTA  

Following are the one-by-one effective steps involved in handling Question-Answer Session after a formal presentation :

STEP 1 : Hold the power in your hand . This you do by declaring the Question-Answer session open . You can also declare the time-limit , or else limit the number of questions that you would answer .

STEP 2 : When people raise hands to ask a question , decide who will ask the question . Lift your hand , palms up , to indicate and invite a person to ask the question . ( Never indicate a person with your finger . That’s bad manners . )

STEP 3 : When the person asks the question , listen deeply to understand the crucial main issues in his question .

STEP 4 : Rephrase the question , if necessary , to make it sound positive . Like , the question could be : “ What has your organization done for us anyway?” Rephrase the question and say : “ You have asked to know what has our organization done to benefIt you . So , here it is …”

STEP 5 : Now give an honest , straight and detailed reply . Don’t try to dodge the question .

STEP 6 : Ask the audience to co-operate with you for mutual benefit , and appeal to them to take some suitable positive action ( as you desire ) .

This over , now you may go for the next question .

AFFIRMATION OF BASIC RIGHTS

AFFIRMATION  OF  BASIC  RIGHTS

o     Nobody has the right to tell me what to think , what to feel or what to do .

o     I have a right to have my own thoughts , to have my own feelings , to have my own values , and to have my own beliefs .

o     Nobody can force me to tell them about my personal life .

o     I have a right to decide what I want to tell others about my personal life .

o     If people are rude to me , I have the right to ask them to stop being rude . I also have the right to avoid them .

o     I have a need and right to love myself , to respect myself , to be fully self-expressed , and to have a straight talk with people .

o     I don’t tell others what’s right for them .

o     I have the right to do whatever I want as long as I am not violating the right of anyone else .

o     I have a right to be who I am and to live my own life in my own way whether others like it or not .

o     I accept that I have a right to commit mistakes --- otherwise I can’t learn and grow .

o     I don’t feel guilty for not being perfect .

o     I don’t want to ‘ look good ’ . I want to ‘ be good ’ to people .

o     I take my own decisions .

o     I understand that nobody is responsible for me . I am responsible for my own life .

o     I am a divine child of God .

o     I am responsible to be true to myself and to be true to others .

o     I am safe in the hands of God !