Method: Do, Learn and Adjust
In our method we distinguish three types of sessions:
- DO: monthly session with focus on the progress of the actions.
- LEARNING and ADJUSTING: The session takes place every quarter and focuses on the progress of the strategies.
- CREATE: annual session to determine the plan for next year.
This article focuses on the LEARNING and ADJUSTMENT session. By preparing the session well, you immediately ensure a clear quarterly report for other stakeholders.
Quarterly session: LEARNING and ADJUSTING
Each quarter the team looks back on the past quarter and forward to the coming quarter. The purpose of the session is to learn from the results of the actions and to update the OGSM on the basis of new insights and developments. The quarterly session is the time to adjust the plan if necessary.
Preparation of the quarterly session by the owners of strategies
Each month, promotion owners update the status of their promotions. We assume in the steps below that the actions have already been updated.
The preparation is done by the owners of the strategies.
The status of the strategies is shared with the team prior to the session so that everyone is informed.
Where possible, update the indicators with current readings
With the indicators you monitor the effort made and the results of the strategy. The indicators help you to make a good judgment about the progress of the strategy.
Determine your judgment on the progress of the strategy
- Green: the strategy is progressing according to plan. The agreed results are (expected) to be achieved within the set time.
- Orange: The strategy is not going according to plan. There are concerns about the substantive quality and / or the feasibility of the deadlines. With the right interventions (new priorities, new or modified actions) it is still possible to get the strategy back to green.
- Red: The strategy is not going according to plan. Choices have to be made: are we shifting deadlines or are we satisfied with less results or with lower quality?
Provide a brief update on the progress of the strategy
- What are the main results of the past quarter?
- How do you arrive at the judgment of the strategy (green, orange, red)?
- What does this mean for the coming quarter? Do priorities need to be changed, are actions no longer relevant or are new actions being added?
Add reports in the OGSM platform
The owner of a strategy reports in the OGSM platform on the progress of the strategy. In a progress report, he or she gives an opinion on the progress and types a brief explanation.
- Instruction manual: Add measurements to indicators
- Instruction manual: Report progress of strategy
Calendar of the quarterly session
In the quarterly session you look back on the past quarter, learn from the results and adjust the OGSM if necessary. In the evaluation you discuss both the content of the plan (the results) and the process (the cooperation, facilities, etc.).
Evaluate the past quarter
- CONTENT: Evaluate the results per strategy:
- What are the results of the past quarter? Celebrate the successes!
- What can we learn from the progress of the strategy? What is going well and what needs to be improved?
- What does the progress mean for the actions within the strategy? Will there be new promotions? Should we change priorities or deadlines? Are any actions no longer relevant?
- PROCESS: How does the collaboration work within and outside the team? Is the team sufficiently equipped to perform the actions properly? What are obstacles that stand in our way?
After the evaluation, determine the priorities for the coming quarter
- What actions will the team work on? Give the actions for the coming quarter the status 'In progress'.
- Also consider which actions you are dependent on other teams for. State what you need from other teams so that you can explicitly indicate this to them.
OGSM reporting dashboard
The reporting dashboard gives you an overview of the progress of the OGSM at a glance. You will see the components of the OGSM and the most current reports. You can also print the dashboard or save it as a PDF for easy sharing.
Share the report on the screen during the quarterly session and ask the owners of the strategies to briefly explain their report.
- Instruction manual: View and download reports from OGSMs
Quarterly sessions with departments / units and management / MT
OGSM is the organization's strategic plan on one page. This plan can be translated to different OGSMs for departments or units. In that case, the departments / units first hold their quarterly sessions at the end of the quarter. The results are used to prepare the quarterly session of management / MT.
Quarterly reporting
Many organizations prepare a quarterly report every quarter. Two important components are a report on the policy pursued and a financial report. By reporting quarterly on the progress of the strategies, you not only have the right preparation for the quarterly session, but also the quarterly report of the policy.