Tag Archives: Monitor

How Do You Improve Performance Reviews? Three Approaches

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Situation: A CEO’s company sets objectives for employees; however these objectives frequently aren’t met. There are lots of excuses for not meeting objectives. Most frustrating, employees are eager to share good news, but hide bad news and performance issues. What have other CEOs done to prevent these problems? How do you improve performance reviews?
Advice from the CEOs:
• A service company instituted frequent measurement of performance against objectives. Top staff monitors key metrics in weekly meetings that last at most one hour. They use a problem solving approach to address obstacles and to correct performance. The CEO oversees the direction with staff making and instituting changes to correct low performance. The key is in the metrics. Metrics must measure meaningful performance and must be tied directly to company objectives.
• A light manufacturing company had a history of holding on to non-performing individuals for too long. The CEO addressed this by instituting objectives and eliminating non-performers. The result was reduced complacency and improved morale. Performing employees had been tired of taking up the slack for non-performers. Document non-performance and establish a solid case for eliminating the non-performing employee. Documentation is critical to avoiding wrongful termination suits.
• A general observation: if a company has objectives, but lacks either meaningful metrics to measure performance against objectives or a regular review process to assess performance against objectives, then the objectives are meaningless. The CEOs’ experience is that establishing meaningful SMART (Specific, Measurable, Appropriate, Realistic, Time-Bound) objectives and regularly assessing performance in a collaborative team atmosphere are the most important ingredients to an effective performance management system.

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How Do You Accelerate the Progress of a New Sales Person? Four Pieces of Advice

Situation: A CEO recently hired a new sales person. To date, this individual has signed some good customers, but is struggling to generated sales. How patient should the CEO be with this person? How much time should be allowed to demonstrate performance? What metrics do others use to assess and incentivize sales performance?
Advice from the CEOs:
• Set 90 day targets that you expect for the individual to reach: X new accounts, Y in sales revenue, other measures as appropriate to your business. Set these targets WITH the individual, not FOR them so that the individual has ownership of the targets. Monitor the individual’s progress frequently. If the trend is below the target, ask what the individual plans to do to meet or exceed the target. Targets are best set at the time of hiring. If the individual cannot approach these numbers then it’s better to cut sooner rather than later.
• How do you differentiate the sales person from the sales talker? Set firm targets and expect to see results quickly.
• The traits that correlate with success are not traits that that salespeople develop after they are hired. They have to demonstrate these from the beginning. The hiring process must select for these traits.
• There are a number of companies that offering tool that will help identify whether candidates for a sales position possess the traits that your company deems most important. Among these is TTI – Target Training International – www.ttisi.com and Sandler Sales – www.sandler.com.

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How Do You Interview for New Hires and Promotions? Part 2, Eight Points

Situation: A CEO seeks advice on interviewing both for new hires and promotions. What advice and guidelines do others suggest to improve interviews? How do you interview for new hires and promotions?

Advice from the CEOs:

  • Use an interview process that is consistent with the company’s plan and culture.
    • Start with the company’s mission statement.
    • Next develop the value system.
    • Draft a hiring plan that is consistent with the company’s mission and values and develop a process to support this.
  • Monitor the process over time and improve it through experience.
  • Assure that position descriptions reflect the individual(s) that the company wants to hire.
  • Before starting the hiring process, ask “What problem am I solving?” The answer will help to define the talents and attitudes desired in candidates.
  • Utilize “listening with a plan”.
    • Be clear on how the person being interviewed is delivering their message. Is their language positive, proactive, energized, or lethargic? Do they take responsibility for their own actions? Do they look at positive aspects of the company they work for and the people they work with? The objective is to make sure that the individuals sought for the job display these characteristics.
  • Hire for growth potential, not just to fill the current slot.
  • Hire consistent with the values and culture that the company wants to create and foster.
  • Hire to skills needed rather than value to yourself and the firm.
    • Don’t just hire on cultural aspects. Evaluate and check the skill set against what this person is supposed to accomplish. Getting the skills set right is just as important as getting the culture right.

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How Do You Improve Infrastructure to Manage Cash Flow? Seven Points

Situation: A CEO wants to improve management of his company’s cash flow. While this is particularly important during times of tight cash and rapidly changing market conditions, the CEO wants to know what others focus on when monitoring cash flow in their companies. How do you improve infrastructure to manage cash flow?

Advice from the CEOs:

  • Track project mix and margin contribution both in part and in total. To accomplish this estimate relative contribution margins of different project types.
  • Adjust sales targets and commissions to emphasize projects with higher contribution.
  • Segment the company’s business model by margins, overhead, and cash flow. Set targets and drive focus on profit per “X” (selecting the proper indicators).
  • Analyze contribution per direct cost factor, for example per engineer on payroll.
  • Develop detailed cash budgets on a monthly or even weekly basis when times are uncertain. For example, inflows and outflows by major category tracking actual cash receipt or disbursement.
  • Start with broad projections, and refine the analysis over time as the company better understands the factors that drive cash flow and profitability.
  • As understanding improves, formulate value propositions for salespeople which reflect the most advantageous cash flow contributors of the business.

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How Do You Best Use Cash Flow Statements? Five Points

Situation: A CEO is familiar with and regularly uses income statements and balance sheets in financial discussions and planning. However, cash flow statements present more challenges, particularly when comparing cash flow over time. A second question is whether cash flow statements are more important to C versus S corporations. How do you best use cash flow statements?

Advice from the CEOs:

  • Most companies use the P&L and Balance Sheet to “stay on top” of the business on a short-term basis. However, these statements do not provide detailed insight into where cash is coming from and where it goes.
  • The cash flow statement represents a tracking tool to highlight trends and make projections about important changes in financial flows. All three financial statements are used to plan and monitor performance against the company’s financial targets. However, the cash flow statement is the most meaningful of the three, regardless of business size.
  • If 1/3 of a company’s expenditures is fixed cost how does this impact planning?
    • Carefully watch changes in volume over time and the impact on cash flow before deciding to expand.
    • When deciding whether to commit new resources it may be wiser to allow finances to be stretched for a while or even to turn down some marginal business opportunities before committing to a new layer of expenses.
  • The cash flow statement is not really affected by the corporate structure, since its three areas of focus – operations, investment, and financing – are common to all three.
  • Business is getting more complex. It really pays to understand the key elements that drive the business, and their impact on cash.

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How Do You Target CIOs of Large Companies? Six Suggestions

Situation: A company’s target customers are Fortune 1000 companies, some of whom are simultaneously clients and competitors. The key target is the VP/CIO. A prime concern of that individual is assuring that their IT systems never go down. What could the company do better to approach these target customers and reach the right decision-maker? How do you target CIOs of large companies?

Advice from the CEOs:

  • The approach must be tailored to reach corporate level decision-makers:
    • Conduct a direct marketing campaign strategically as opposed to using a high-volume mailing with a low cost-per-piece.
    • Mail relatively expensive dimensional mailers to a small number of highly qualified prospects. Look for high impact to the best targets.
  • Research and identify the key targets within prospect companies.
    • The best success will come from prospects who have tried other options from the large competitors but are unsatisfied with the results.
  • Consider and research prospects within the large consulting firms. They may have tried IBM or similar options, but weren’t happy with what was provided, either because of cost, time or quality.
  • Also look at next-tier players. Success with these customers can become valuable references to the larger firms.
  • Position the offering as the “safe choice.”
  • Closely monitor customers and their experience with the offering – both pre-installation, during installation and post-installation. The key variables will be quality and ease of installation and adoption of the company’s offering.

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How Do You Maintain a Culture Focused on Quality? Five Points

Situation: Quality is a CEO’s #1 objective for his company. As the company has grown and processes have become more complex with more people involved, consistent quality is becoming an issue. The CEO wants to refocus and reestablish a quality culture to support future growth. What have others done to increase the quality of their product or service? How do you maintain a culture focused on quality?

Advice from the CEOs:

  • Trust is a company’s most important commodity. This trumps financial exposure. In case described, the client trusts the company to produce and deliver a quality service upon which they can rely.
  • Go all of the way back into system design – or how any particular product system is set up.
    • Assemble a diverse group to review both the company’s deliverables and the system inputs.
    • Brainstorm everything that can break.
    • Prioritize the list based on potential exposure to the company.
    • Do a deep-dive analysis of the top 5 or 10 exposure areas.
    • Reprioritize after the deep dive has been completed.
    • Fix all issues identified in order of exposure.
    • Repeat the exercise periodically to assure that quality is maintained.
  • Empower and reward anyone who develops improvements in quality control.
  • Shield the company from any exposure over which it has no control. This can be accomplished through language in the company’s service agreements, and through language covering service deliverables.
  • Once the company has shielded itself from an exposure, set up flags in the monitoring systems that will alert the company of events or situations that will impact clients. This allows the company to inform clients of situations that may impact them without making recommendations as to how the client should handle the situation.

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How Do You Build a New Channel? Four Cases

Situation: A company wants to increase business by building a new channel. The new business is different from the company’s base business, but won’t change the company’s focus on its base business. What lessons have been learned by other CEOs who have accomplished this? How do you build a new channel?

Advice from the CEOs:

  • One company created a new channel without changing the base business.
    • They responded slowly to the opportunity before deciding to change.
    • They needed to change infrastructure by adding more people.
    • They also needed to redefine the offering to meet the needs of new clients.
    • This involved adding additional data which had been accessible previously but hadn’t been presented.
    • At first the hand off wasn’t smooth. Hiccups that could have been foreseen with more planning were extra data fields and rough hand-offs. Future new releases will focus on improved process review and more challenging of assumptions, and more patience in the scoping stage.
  • The second company created a new branch with different products and operations, but maintained one financial and inventory management system.
    • The initial produce was sold and installed, utilizing union labor. The new product is sold wholesale business to businesses and is non-union.
    • After struggling with attempts to house both operations under one roof the new operation was moved to a separate location.
    • This enabled company to set up separate operations and to fully understand the financials of both operations. It also makes it easier to assess the viability of each business and to implement changes in one without disrupting the other.
  • The third company created a new offering to sell to the same customer base, with no change in the back-end systems.
    • The new business created an insurance model for the company’s services as an alternative to the original break-fix model.
    • The two systems use a common sales team, network engineers, and back-end system. Customers choose either insurance or break-fix.
    • The challenge was that the two models need completely different monitoring and incentive systems for the engineers. This took time for development and training.
  • The fourth company created two production operations: turnkey and component.
    • This called for different sales and contracting processes and separate production areas on the plant floor, with clear delineation but using the same back end, financial, and engineering support systems.
    • The component process is short-run, high value, high margin; the turnkey is high volume runs, lower value, low margin.
    • The challenge has been in setting up a new set of contract agreements and monitoring systems to monitor the financial success of the turnkey operation.
  • What is the common thread?
    • Put sufficient time into planning and evaluating options and challenges so that there is a solid understanding of the new channel before starting.

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How Do You Shift from an Operational to a Strategic Focus? Three Points

Situation: A CEO is concerned that her company is too focused on day-to-day operations with much less focus on strategic objectives and initiatives. She estimates that the company is 75% day to day vs. 25% strategic. What is the best way to shift the focus, and over what timeframe? How do you shift from an operational to a strategic focus?

Advice from the CEOs:

  • Look at the current mix between day-to-day and strategic activity, set a timeframe for the shift and set interim objectives.
    • For example, if the current mix is perceived as 75% DTD / 25% Strategic, set monthly objectives to move first to 50% / 50% and eventually 25 DTD / 75% Strategic.
  • While the objective is to move the CEO’s and company’s activity more in the strategic direction, it is necessary to assure that the day-to-day bases are being covered.
    • Select a key member of the team to take on this responsibility and train that individual to assure that the day-to-day operations are covered as the company makes this transition. This will be a bonus for the individual selected and will help to deepen the organizations talent pool.
  • During weekly meetings push the discussion more toward the strategic direction.
    • How can the metrics and operational reports be automated and readily available to team members so that less time is spent on this during weekly meetings? Consider an executive dashboard – developed by the CEO and key staff but maintained and updated by staff.
    • This will help to build confidence that the team is able to monitor the business and should reduce the time spent understanding operations. This will allow the team to focus more on strategic vision and plans.
    • This is also important to the company’s ability to monitor operations in its remote locations as these are set up.

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Is Burning the Candle at Both Ends Doing Harm or Creating the Legend? Four Points

Situation: A CEO fills nearly every minute of the day with activity. All are meaningful, and he enjoys the contribution that is made to each. Many activities involve his children and activities important to members of his family. However, because he asks the question there is something that is nagging at him. Is burning the candle at both ends doing harm or creating the legend?

Advice from the CEOs:

  • The priority is a positive, healthy lifestyle. Two answers to the group’s questions are in conflict with this.
    • Four to five hours of sleep at night is not enough to sustain the current level of activity.
    • Medical studies indicate that while some people can get along on 6 hours of sleep per night, most need 7-8. Those who get less than 6 hours on a regular basis are taxing their bodies as well as their psyches
  • What does your family think? Are there messages or hints indicating that too much is being taken on or that there isn’t enough time for them. If so, there may be too much on your plate.
    • The one person who does not seem to fit into the lifestyle described is your spouse. This individual needs attention – on a regular basis, not on a once-per-week evening out. Comments about too much activity are more likely a request for more quality time.
    • Given the importance of this relationship, not just currently but looking out 10-20 years, this indicates a need to reallocate proprieties.
  • Do what makes you happy. Each of us is the only person who can really monitor our activities, so each of us must set the metrics.
  • Create some monitors to assure that you are not over committing and that you are giving sufficient time to rest and your wife. After all, this is a marathon. It makes no sense to burn out in the first mile!

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