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How STOP system implementation help in operations?

STOP system for planning and review

Key success of every organization depend on teamwork of their staff and employees. Project management system gives direction to activities of a firm, while the performance review system makes all the employees to focus on their work. For such activities there is a STOP system that leads these two objectives. STOP Stands for Strategic, Tactical and OPerational meetings. These are the meetings to be held in different time periods for planning and reviewing of various aspects of business. Either it’s a micro-prenours having less than 20 employees, all members will attend meeting. For small and medium enterprises (SME) having employees from 20 to 1000. Department wise meeting should be held, meetings in such firms are held with 20 members in a meeting. and another meeting with department heads and business owner. Implementing STOP system gives a direction and make staff to focus their work. 

With STOP meetings, We aim the enhancement of clarity of goals, Competence development of team members and work culture enhancement of the team. In the meeting we give equal importance to all the 3 areas. a software development team may start working on a project without a clear vision or direction, which can lead to additional mistakes and confusion, here we need a system to improve the operations and other areas. Making everyone engaged aware of the project’s aim and the actions necessary to achieve the ultimate goal is important part of project management system.

Department-Wise Performance review system

Consider a department-based performance review system to perform across various departments of a company. The dates need to be decided for the current financial year and  put them on everyone’s calendar. A department-based review allows teams to refocus and understand how their tasks and accomplishments over the last term also have a discussion on breath trough and breakdowns. It also allows you to see what’s working and what isn’t, which will be extremely useful as you plan out your next year’s objectives and forecasts.

Employees are also made to feel appreciated when they participate in group assessments. Furthermore, by examining the entire team’s performance, everyone’s actions are scrutinized, putting an end to the “he said/she said” of private assessments. 

Strategy Meeting

A strategy meeting is exactly what it sounds like: it’s a meeting solely dedicated to strategy. Whatever you call it, whether it’s a business performance review, a data-driven review, a strategic review, a stat session,  all strategy meetings have one thing in common: they’re regularly scheduled meetings that focus on using data to assess and improve progress on several organizational priorities. These sessions are held once every 45 days and lasts for 8 hours. In this meeting the review of last 45 days activity is made and next 45 day activity plan. Strategic meetings are held to develop a plan of action for the following that will assist us to achieve our aspiration goals by focusing on these four aims:

  1. Completion
  2. Competence Development
  3. Creation
  4. Celebration

These sessions are focused on achieving strategic meetings. What are the goals of your organization? Completion of last 45 days and discussion about the issues faced. Strategic meetings also have place for competence development flan for each team member for next 45 days plan. These plan is to be discussed and scheduled in strategy meeting with team members. Define learning goals for next 45 days using PRE ( People, Resource, Experience) Model. After that creation of business goals for next 45 days in all seven areas of the business. These 45 days plan will be a piece of the annual aspiration goals. Also need to subdivide the 45 days plan to 3X15 days plan so that we can review progress after every 15 days in tactical meeting. Then finally celebration and the best or outstanding performer of the team needs to be recognized.

Who Should Attend Strategy Review Meetings?

It’s critical to put together the proper team for your strategy review meetings; you’ll need individuals that know the company, can talk authoritatively and can gain approvals. Attendance consistency is also crucial.

The CEO (Managing Director, Executive Director, City Manager, etc.) and her immediate reports will almost certainly be part of this group. If you’re talking about a specific project, the project manager should be there.  The data collector should be present if you’re looking at new data. Have the director of that department attend if there is bad or exceptional performance in that area. Just make sure you’ve invited the right individuals to discuss the agenda. The optimal team size is 20 people.  

Tactical meeting

Tactical meetings have a of set agenda to guarantee that everyone gets a chance to say what’s on their mind and contribute to the team’s success. Tactical meetings go more smoothly and are less readily diverted by one subject since the meeting format is extremely clear and there is one person the responsibility of ensuring the meeting works smoothly. Because each attendee is given the chance to report their progress, the meeting structure fosters openness and responsibility.

Tactical meeting needs to be done for same team who attended strategic meeting.  The major goal of this meeting is to examine and assess the completed tasks from the previous 14 days, and a working plan for coming 14 days is made. Coaching is available to focus on the solutions to the weaknesses with the goal of competence development. To guarantee optimal workflow, an action plan for the following 14 days is prepared. To keep members motivated, key contributors are spotlighted every two weeks. This sort of gathering takes place every two weeks and lasts around 2 hours.

Operational meeting

An operations meeting is held to discuss the team’s daily processes and operations. It focuses on the organization’s present or near-term workflow. It is a regular formal meeting that includes both management and staff and is used to discuss and assess the business team’s operations and activities. Such gatherings aid in the resolution of critical operational and performance issues, the development of short-term goals, and the identification of strategies to improve the efficiency of corporate operations. They allow staff to discuss workflow concerns and devise solutions to avoid them in the future. Operational meetings are usually held every day. In the mornings or evening as it suits the organization, daily operational meetings are held to discuss daily objectives. Meetings of this nature last around 15 minutes.

For operational meetings,  All of the objectives are separated into distinct periods in this sort of meeting. There are approximately 3 minutes for the completion of last day,  with single word answer as breakdown, or breakthrough.  second part It takes 10 minutes to clarify two to three activities from today, and it is based on individual sharing. 1 minute is set aside for the request to work with all members, and seek help from other members.

Conclusion

Project management system and Performance review system ensure supervision of all the departments and all their activities. For this purpose strategic, tactical and operational meetings are done. Basically, STOP implementation help to achieve targets on time and increases productivity. All members are focused on their work as they know they all are answerable to their head. Basic purpose of implementing STOP is to keep an eye on work that either it is going smoothly not what are the hurdles to overcome and how to make discipline in work environment.

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