✎ Lead.
Management is not a simple matter, it requires rigorous logic, scientific methods and flexible art.
Have you ever wondered why the efficiency and results of a team can vary so much under different management with the same resources and manpower?
The answer lies in the "management system".
An excellent manager must establish a scientific, systematic and perfect management system to ensure the efficient operation of the team.
This paper will discuss how to build this management system from five aspects: thinking system, target system, execution system, assessment system and management system.
01
Thinking system
At the beginning of building a management system, we need to start by thinking about the system.
Thinking is the precursor to action, and without clear thinking, there is no clear direction of action.
Moreover, thinking should not only have depth, but also be systematic and disciplined.
1. Systems Thinking: Mind Mapping
In the information age, fragmented knowledge and information emerge in an endless stream, how to integrate and internalize it into the wisdom of the team? The answer is systems thinking.
By drawing a mind map, managers can clearly see the connections between various knowledge points and information, so as to make more comprehensive and accurate decisions.
Therefore, managers need to have a clear mind map in their minds. This map should not only cover all aspects of the team's goals, plans, resources, risks, etc., but also be able to flexibly adjust and optimize.
As Peter Senji said, "Systems thinking is the practice of looking at the whole, which allows us to see interrelated rather than singular events, to see changing forms rather than fleeting moments." ”
Practical Suggestions:
Regularly organize a team to conduct a "mind map conference", so that each member can participate in the construction of the mind map, in this way, you can pool the wisdom of the team and jointly draw a more complete and comprehensive mind map.
Consider using specialized mind mapping software, such as XMind or MindManager, to draw and share mind maps.
2. Deep thinking: five WHY methods
In the face of problems, many managers only see the surface and fail to delve into the root causes. The five WHY method is to ask five "whys" in a row to deeply analyze the essence of the problem.
This approach, which is derived from Toyota's production management, aims to find the real cause of the problem, not just scratch the surface. As Albert Einstein said, "Asking a question is often more important than solving a problem." ”
Practical Suggestions:
When the team faces a problem, the five WHY method is used for in-depth analysis. Ask only one "why" at a time and record the answers one by one until you get to the root of the problem.
Specifically, you can create a question analysis table that lists each "why" and its corresponding answers, so that the team can better think deeply.
3. Innovative thinking: breaking the routine
In times of rapid change, innovation is the key to the continuous development of the team. Managers need to dare to break the mold, lead the team out of their comfort zone, and explore new possibilities.
Steve Jobs once said, "Innovation is the only criterion that distinguishes a leader from a follower." "Only by constantly innovating can we stand out from the competition.
Practical Suggestions:
First, team members are encouraged to engage in cross-border learning, such as attending seminars or workshops in different industries, to stimulate new perspectives.
At the same time, a "bank of innovative ideas" is set up to encourage team members to submit their own innovative ideas, which are regularly evaluated and screened.
02
Target system
Clear goals are what motivate the team to move forward. Managers must set clear, measurable goals for their teams.
1. Determine the goal: SMART principle
目标设定要符合SMART原则，即具体（Specific）、可衡量（Measurable）、可达成（Achievable）、相关性（Relevant）和时间限制（Time-bound）。
Such goals are both clear and challenging, and can stimulate motivation and creativity in the team.
Practical Suggestions:
First, when setting goals, make sure that each goal is in line with SMART principles. Goal setting tools or templates can be used to ensure the completeness and rationality of the goals.
At the same time, set a specific completion time and milestone for each goal so you can track progress.
2. Discussion plan: OGSM law
When setting goals and plans, follow the OGSM rules
即目标（Objectives）、目标之下的具体目标（Goals）、策略（Strategies）和衡量标准或里程碑（Measures/Milestones）。
This rule helps team members agree on goals and implementation paths, which leads to better execution.
Practical Suggestions:
First, invite team members to participate in the development of the plan to ensure that everyone has a deep understanding and buy-in to the plan.
At the same time, use a project management tool, such as Trello or Asana, for plan development and tracking.
3. Dismantling task: WBS law
Once the goal is set, it is necessary to break it down into executable tasks.
The WBS (Work Breakdown Structure) rule is an effective method of task breakdown, which breaks down complex projects or goals into smaller, more specific tasks that can be easily divided among team members.
Practical Suggestions:
First, break down the big goal into a number of smaller tasks, and assign a specific person and time to complete each task.
At the same time, the WBS law is used to disassemble the task, and the task management tool is used to track and manage.
03
Execution system
Execution is the key to a team's success. Managers need to build an efficient execution system to ensure that all tasks can be effectively implemented.
1. Define the result: standard first and then achievement
Before the mandate can be implemented, the criteria and expected results of the mandate must be clarified. This allows team members to work in a targeted manner to ensure that the end result meets expectations.
Practical Suggestions:
First, before you start a task, make sure everyone has a clear idea of the outcome by clarifying the criteria and expected outcomes of the task with your team members to ensure that everyone has a clear understanding of the outcome.
At the same time, develop a detailed mission statement, including the mission's objectives, standards, processes, and timelines.
2. Clear responsibility: villain first and then gentleman
When assigning tasks, be clear about each person's responsibilities and authority. As the Legalist thought says: "Clarify the law, determine the division and stop the dispute." ”
Although this may seem like a bit of a "villain's heart", it actually helps to avoid prevarication and improve the team's execution efficiency.
Practical Suggestions:
First, when assigning tasks, clarify everyone's responsibilities and authority to avoid overlapping or missing tasks.
The second is to use the RACI matrix (Account, Approve, Consult, Inform) to clarify the roles and responsibilities of team members.
3. Act fast: shoot first and then aim
In a rapidly changing environment, execution is more important than a perfect plan. Managers should encourage team members to move quickly and make adjustments as they go, rather than waiting for the perfect plan.
It's like being on the battlefield, shooting first and then aiming, in order to seize the opportunity in the fierce competition.
Practical Suggestions:
On the one hand, encourage team members to act quickly after a clear direction and not get too caught up in the perfection of the plan.
On the other hand, adopt agile development methodologies such as Scrum or Kanban, with rapid iteration and continuous improvement at its core.
4. Double-check: Doubt first and then trust
During the execution process, the manager should regularly check and give feedback on the work of the team members. It's not about distrusting team members, it's about ensuring that tasks run smoothly and that problems are identified in a timely manner.
Therefore, be vigilant and anticipate any problems that may arise. Only through repeated checks and verifications can the successful completion of the task be ensured.
Practical Suggestions:
First, regularly check and give feedback on the work of team members to ensure the smooth progress of the task.
The second is to set up regular checkpoints and feedback mechanisms, such as weekly team meetings or monthly reviews.
04
Evaluation system
A fair appraisal system can motivate team members to better engage in their work and achieve mutual growth of individuals and teams.
1. Evaluation index: clear and clear
Metrics should be specific, measurable, and aligned with the team's overall goals. In this way, the fairness and effectiveness of the assessment can be ensured.
Practical Suggestions:
First, develop specific, measurable metrics, such as sales, customer satisfaction, project completion rate, etc.
Then, use the KPI (Key Performance Indicator) tool to set and track the metrics.
2. Reward and punishment standards: reward the good and punish the bad
Timely rewards and recognition should be given to team members with excellent performance; For members who do not perform well, appropriate punishments and adjustments are made. In this way, a positive incentive mechanism can be formed.
Practical Suggestions:
First, set clear standards for rewards and punishments, and give timely rewards and recognition to team members with excellent performance.
The second is to formulate a detailed system of rewards and punishments and ensure that it is implemented fairly and transparently.
3. Feedback method: black and white
Feedback should be direct and clear, avoiding ambiguity or ambiguity. This gives team members a clear picture of their performance so they can make targeted improvements.
Practical Suggestions:
On the one hand, it provides direct, clear feedback to help team members understand their performance and improve.
On the other hand, the 360-degree feedback method is used to obtain evaluations and suggestions for team members from multiple perspectives.
05
Control system
An effective management and control system can help managers better grasp the direction and pace of the team's development.
1. Strategic process: do the right thing
Managers need to make sure that the team is strategically heading in the right direction and that they don't go further down the wrong path.
This requires an in-depth understanding and analysis of the market, competitors and its own strengths.
Practical Suggestions:
First, conduct regular strategic planning and evaluations to ensure that the team is always moving in the right direction.
Also, use SWOT analysis (Strengths, Weaknesses, Opportunities, Threats) to aid strategic decision-making.
2. Operational process: do things right
Once the strategic direction is clear, managers develop a detailed operational plan to ensure that team members are able to work according to the established goals and steps.
Practical Suggestions:
First, develop detailed operational plans and processes to ensure that team members can perform tasks efficiently.
Second, use tools such as flowcharts and checklists to clarify operational processes and steps.
3. Personnel process: use the right people
Managers should be good at identifying and employing people, and put the right people in the right positions. In this way, the potential of the team members can be fully realized and the overall goals of the team can be achieved.
Practical Suggestions:
First, establish a sound talent selection and training mechanism to ensure that there are suitable candidates for each position.
The second is to conduct regular talent reviews and performance evaluations to provide necessary training and development opportunities for team members.
✎ Write at the end
Management is not a simple matter, it requires rigorous logic, scientific methods and flexible art. Building a sound management system is the only way for every successful manager.
In this system, thinking is the guide, the goal is the direction, the implementation is the key, the assessment is the incentive, and the control is the guarantee.
Only when these elements are closely integrated and mutually supportive, can organizations stand out from the fierce business competition and achieve sustainable and steady development.
However, management systems are not set in stone. As the market environment, the size of the organization and the team members change, the management system also needs to be constantly adjusted and optimized.