accelerate performance 11/20/2014 proprietary and confidential information 1 cloud effective’s...

Accelerate Performance

11/20/2014 Proprietary and Confidential Information 1

Cloud Effective’s Productivity Pro facilitates management by objectives

Safe Harbor: Some shared information and resulting discussions during this presentation are of future developments and while they may prove influential, decisions to purchase our premium product should be based on existing product features. All purchases are subject to our privacy and terms of usage statements.

Contents

• Cloud Effective Overview

• Current Status

• Team Setup

• Goals

• Tasks

• General Functionality

• Social Collaboration

• Management by Objectives and SMART Goals

Proprietary and Confidential Information 211/20/2014

enabling teams to focus on top priorities via cloud based social productivity management applications …turning ideas into results!

Cloud Effective• Cloud-based business-social network

• Cost effective productivity solutions delivering outstanding performance now and in the future.

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Cloud Effective: Covers all levels of activity

11/20/2014


Current Status• We are in Beta engaged with early

adopters• Dashboard, Goals, Tasks, Team and Simple

Project functionality are available today

• Coming Soon:• We are in the process of rolling out smart grids to east

sorting and filtering

• Enhanced Project management capability

• Improved Team Collaboration

• Additional dashboards

11/20/2014

We welcome feedback:

[email protected]

mailto:[email protected]


Security

• When Shopping at Amazon.com the http:// (protocol) is standard

• When purchasing at Amazon, notice the address begins with https://– S represents ‘secure’– Prevents ‘man in the middle

attacks’ during information transfer

• Notice: Cloud Effective initiates the secure protocol from the moment of sign-in to protect all data during all sessions.

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Create a free account

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help get started

• Select the

Create a free account lin

k

on our login page

• Choose a few colleagues

and team members to

test functionality &

collaboration tools


https://app.cloudeffective.com/Account/Login

https://app.cloudeffective.com/Account/Registerhttps:/app.cloudeffective.com/Account/Register

https://app.cloudeffective.com/Account/Registerhttps:/app.cloudeffective.com/Account/Register


Create a free account

Enter your email address and a password. We recommend creating a business and personal account.

Passwords require a minimum of:o Six characters

o One upper case letter

o One lower case letter

o One number

o One special character ~`!@#$

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Team SetupFacilitate Social Collaboration

– Internal– External

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• Upon creating an account with

your company email address, a

team will be created:

companyname.com

• Use Edit team to change from

the domain to the appropriate

name

• Add a description, mission or

charter

• Choose Team type (View slide)

• Set security level (View slide)


Teams

Continue

Team Types

• Department: a distinct part of an organization usually with one

‘supervisor’ to whom all members directly report

• Group: A team comprised of members from various

departments; often with a project or program leader (program

manager) whom has indirect authority over members.

• Committee: a team elected or appointed to oversee a service or

function such as Board of Directors, IT Steering Committee or

Employee Well-being task force


Return to Team slide

Security Levels

Level Definition

All users have owner rights

Team is visible to all users in the company [[email protected]]. All users at this security level have contribution rights in addition to the right to modify team description/mission and team security rights. (Modify page layout?)

All users can contribute Team is visible to all users in the company [[email protected]]. Users at this security level an add, edit and delete content.

All users can view content

Team is visible to all users in the company [[email protected]]. Users at this security level can only view content.

Users must request access or be invited.

Team is visible to all users in the company [[email protected]]. Users can request access, but cannot view, add or modify content unless access is granted and a specific security level is assigned by the team owner.

Team is private, users manually added or invited.

Team is not visible to any user who is not added as a member. Members can be added with view only, contribute and owner privileges.


Return to Team page

• Create teams for:o Departmental reporting

structure (hardline reports)

o Cross functional teams

(Dot line reports)

o Committees

• Add description,

mission or charter

• Enter security level (

review definitions)


Create (add) a Team

• Convenient team

dashboard to display

all your teams

• Simply click on a team

name to view team

goals and status


My Teams

Add Team Members

• Select a team you have created• Click the ‘Options’ button to activate the pull-down menu• Click the ‘Add Team Member’ Option to open the ‘Add Team Member’ window


Click Here

https://app.cloudeffective.com/

Add Team Members

• Colleagues who have created a Cloud Effective account using your company’s domain will appear as Current Members

• Choose the ‘Invite a co-worker’ tab to send an invite to a colleague who does not appear on the company list

• Add co-worker’s email address (domain is automatically entered)• There is a third option to add an external member user (ex: contractor, vendor, consultant) with

outside company domains and internet service provider domains (ISPs: @gmail.com, @yahoo.com, @comcast.net, etc.)

• All options require you to select the appropriate security levelo Owner’s can edit team properties, name, description and security level

o Contributors can add/delete/edit content

o Viewers can only view content


ABC_Company_name.com

Collaborative ‘Business-Social’ Team Site• Team Site Automatically

created for each team

• Review:o Missiono Goals o Projectso Action boards

• Create goals and objectives for each or your teams

• Focus team (blogs) on top priorities

• Use posting to reduce email traffic and limit unintentional ‘forwarding’ of threads to ‘the wrong’ party



Establish GoalsResults-driven planning statements that describe and quantify desired outcomes which individuals or teams are responsible to deliver

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Goals• Create goals

o Personal goals from your ‘My goals’ page o Team goals from team pages if the goal is specific to a department, committee or group (project team)

• The My Goals page displays:o Statuso Goal type: Individual or to which team the goal is relevanto The next deliverable


Goals

• Prompt based Goal entry/edit form

facilitates:• User documentation of goals• Consistent and sortable data fields

• Goal level: Is this an individual goal or

‘team goal’? Group level allows you to

manage (‘own’) a goal at a team level

(all team members will be able to view

the goal) or privately as an individual

• Ability to add ‘parent’ goals allows teams to

cascade high level objectives to

departments, cross functional teams

(groups) and to individuals

• Weight allows user to designate importance

(relevancy) level on a scale of 1 to 100

(Example: Top goal @ 50, next @ 20 and 3 @ 10

each)


Does your goal support a higher level objective?

Brief description or project name

Specific, attainable, measureable (schedule, cost, performance) results

How will you know you are successful? (Ex: Revenue, Margin, Key performance indicators or product features, customer satisfaction measures, defect rates, et cetera)

Goal Example

• Prompt based Goal entry/edit form

facilitates:• User documentation of goals• Consistent and sortable data fields

• Goal level: Is this an individual goal or

‘team goal’? Group level allows you to

manage (‘own’) a goal at a team level

(all team members will be able to view

the goal) or privately as an individual

• Ability to add ‘parent’ goals allows teams to

cascade high level objectives to

departments, cross functional teams

(groups) and to individuals

• Weight allows user to designate importance

(relevancy) level on a scale of 1 to 100

(Example: Top goal @ 50, next @ 20 and 3 @ 10

each)


Select Parent Goal (higher level objective) if applicable

Brief description or project name

Specific, attainable, measureable (schedule, cost, performance) results

How will you know you are successful?

Simply click on ‘plus sign’ to add another metric

Choose appropriate status • Not started

• On target

• Requires input/help

• At risk (…of missing schedule, missing cost or performance)

• Will miss (…will miss schedule, miss cost or performance…unless…)

• Missed-ongoing (missed schedule, cost and/or performance, but still

working)

• Complete

• Partial (missed on some metrics, but completed others…)

• Missed-closed (missed too many key performance metrics)

• On hold

• Cancelled


Click on the plus sign to add another metric, the trash can to delete a metric

Highlight the appropriate status

Goal Execution Page• Click on goal from My Goals or

Team Page to open the goal execution page

• Add Quarterly or monthly deliverables to your high level goals

• Visual color-coded representation of status

• Add specific tasks (action board) to support goals

• Use comments to communicate to goal owner (@username feature coming early 2015)

• Use links to keep pertinent information ‘at your fingertips’

• Link to OneDrive, GoogleDrive, DropBox for Document management and versioning



View a goal & its deliverables:

• Scroll through deliverables for a quick overview

• Hover overs facilitate quick review of details and results

• In the example below the cursor is ‘hovering’ over the Q2 Corporate KPIs displaying desired and actual results

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Parent Child Goals Easily Navigated

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•Parent Child Goal Family tree•Expand or

contract• ‘Click-on’

navigation


Tasks and DeliverablesDefined ‘portions’ of work with clearly defined desired results, ownership, due dates and measures of success.

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My Tasks Page

• Lists all your tasks and deliverables from all teams, projects and goals

• Default filters so only open (active) items are displayed

• Simply ‘click’ on the New Task button to create a new task

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My Tasks

Clear default filters to view all items

Tasks/Deliverables• Deliverables are added to goals

(Coming soon: Functionality to add goal deliverables to projects)

• Tasks and Deliverables created via identical process

• Tasks can be created for a goal, deliverable or as a stand-alone

• Enter Title, details, start and due dates, resources required, results (to date) and status.

• My tasks

o Displays all your tasks whether individual or associated with various teams and committees

o Default view shows only active tasks


Desired result: Specific, attainable, measureable

Estimate average percent of time during the task duration (40 hours =100%)

Forecast spending required for outside materials, equipment and resources

Unique identifier (Name or brief description)


SmartGrid View improved user experience

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• Drag and drop column headers to group by that column

• Hyperlink navigation to task or deliverable by clicking on title text

• Ability to edit title by clicking in title text box, but not directly on text


Tool Functionality

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Main Menu• Ease of navigation

• Dashboard: Searches all teams, projects, goals and tasks to display:

– Your top five goals (highest weights)

– Upcoming actions (your next due 10 tasks and deliverables)

– Alerts which require your attention

• Goals: Displays all your goals (personal & team)

• Projects: Displays all your projects (personal & team)

• Tasks: Displays all your tasks (personal & team)

• Teams: Displays all teams to which you are a member

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The notch indicates present location within the App


Options Menu• Details: Opens specific Goal, Task or Deliverable page

• Edit: Opens edit screen and allows access to all fields

• Add Key Contributor is available for tasks and Deliverableso Key contributor used to deliver desired results (subtasks)o Launches alignment process with team membero Allows assigner to follow progress

• Convert task to: o A personal task, goal task, deliverable task or team tasko Allows user to ‘attach’ task to one of their teams, goals or

deliverables

• Assigno Assign a task to co-worker or external colleagueo Assigner will not be able to view assigned tasks, deliverables or

goals unless the assignee is on the same team or in a direct reporting line to the assigner

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Administrative Tools: Under Construction

• Alerts: Items that require your attention

• Notifications: System messages regarding Key Contributor conflicts, assignment status, et cetera

• User Dropdown– Alternate access to notification– Profile and Billing under

construction• Manage password• Organization information• Freemium or Premium

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Social CollaborationEffective Teamwork via Exception management

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Assign a goal/task or deliverable

• To assign a goal to a colleague or team member, under options simply select ‘Change Owner’

• Note: Tasks are deliverables are converted to or new SmartGrid, simply choose the ‘Assign’ option to assign a task or

deliverable.

• Choose appropriate owner from people already using Cloud Effective’s productivity suite, or add a person by entering

their email address.


Assign a goalCo-worker who has a Cloud Effective account

• Click on the down-arrow then select the appropriate current member

• Add appropriate comments explaining assignment

• If desired co-worker is not on the list, select the ‘Invite a co-worker’ tab

Invite a an external colleague

• Enter co-worker’s email address, domain is auto-entered



Co-worker who does not have a Cloud Effective account

• Enter colleagues email address



Add Key Contributor

• Some tasks require subtasks• Key contributors is the way to collaborate, divvying larger

tasks into smaller pieces owned by various team members

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Key Contributor Acceptance Process

• Until accepted or rejected, the task is ‘Pending Response’• Key Contributor (KC) can accept or reject assignment• Assigner is notified either way• If Accepted the KC can modify the task

– Assigner is notified if task becomes out of Alignment– Assigner and KC will see ‘Conflict’ in Accept Status

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Key Contributor Alignment Process

• Conflict notification occurs if due date or resource requirements no longer match the request

• Assigner launches Resolve Alignment process from the options button• If assigner Accepts modifications they simply hit the Accept button• If assigner wishes to reject mods, cancel the alignment process; call or

meet with the KC in order to evaluate options.

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Key Contributor Indented Tasks

• Key contributor tasks are evident by the expand/contract feature in the deliverable or task grids

• Click on expand ‘carrot’ to review status of key contributor subtasks.

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Goals, Tasks, Deliverables 2 Basic Groupings:

Active

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• Active or awaiting action• Note status has background color• Green is good• Gray is waiting to start• Yellow cause for concern• Red: Alert

• No pending action• Status does not have

background color

Inactive


Team Pages: Collaboration Updates

11/20/2014

Social collaboration exception management guidelines:


SmartGrid View improved usability for team review

11/20/2014

• Enables real time editing in the grid• Changing status real time is great for

team reviews• Use hover over to view details and

results• Filter and sort on columns

• Available now for Tasks, Deliverables and Projects

• Coming soon for Goals and the Dashboard

Management By Objectives

Management

by:

Set Goals (Corporate-

strategic, Department, Individual)

Develop program plans, schedules and

actions

Review Progress(Daily, Weekly,

Monthly, Quarterly, Yearly)

Take corrective action; revise

plans

Review (Appraise) performance

(Weekly, Monthly, Quarterly, Yearly)

Management by Objectives Continuous Cycle

49Proprietary and Confidential Information11/20/2014

Management by Objectives with Cloud Effective

50Proprietary and Confidential Information




actions




plans



Business Social Collaboration

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Management by Objectives with Cloud Effective

51Proprietary and Confidential Information




actions




plans



• Goals• Tasks• Teams• Simple projects Available now

• My Team, My Goals, My Tasks, My Projects Views: Available now

• Semi Customizable Dashboards 2015

Powerful risk mitigation process 2015

Effective performance appraisals 2015

Business Social

Collaboration: Available

today

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MBO Benefits and Potential ProblemsMBO Benefits

1. Department and individual goals are

aligned to corporate objectives

2. Resources are aligned to deliver against

goals which are agreed upon to be

important

3. Focus & thus performance improvement at

all levels

4. Employee motivation & team work

• Changes the way you manage your time

• Compass over clock (Franklin-Covey)

• Contributes to relationship building.

• Provides structured opportunity to

participate in decision making

Potential Stumbling Blocks

1. Constant change prevents MBO from taking hold

2. Trying to track too much with insufficient business systems

• Tactical minutia driving out important goals

• Tracking actions as MBOs

3. Lack of self-discipline

4. Too much ‘paperwork’ required for performance & resource management

5. Performance and rewards are disconnected

6. “Just another initiative…yadda yadda yadda…”


SMART Goals

Specific

Measurable

Achievable & Agreed Upon

Relevant

Time-Based

• What results will be delivered?

• How will success be measured?

• Is this aligned to strategic goals? Should we do this? Is it reasonable? What areas will we stretch? Who owns it?

• Is this a high, medium, or low priority goal? How much of your time will you spend on this?

• By when?

Creating S.M.A.R.T. Goals

• Specific

• Measurable

• Achievable & Agreed Upon

• Relevant

• Time-Based


Questions you should ask:

A Smart Goal:

• Is a performance planning statement that describes and quantifies an outcome

(result) for which an individual or group is responsible to deliver

• Is a statement of an important and measurable outcome that when

accomplished will help ensure the success of the company’s most important

goals: WIGs (wildly important goals); BHAGs (Big Hairy Audacious Goals),

Commit, Plan, Stretch goals, etc.

• Answers what the key objective is and when it will be accomplished

– Launch 3 products in growth markets with >30% annual growth by Q1 201x

– Achieve >40% market share by Q4 201x

• Is not a wish


Elements of an Effective Goal or Objective

• States desired results

• Aligned to higher level goals (corporate, department, team) or vision

• Identifies who is accountable

• Establishes criteria to measure success

• Establishes a timeframe

• Written in concise and easy to understand language

• Is validated– Cost of implementation and return on investment are understood– Prioritized and assigned importance– Fully communicated across necessary functions

• Not a description of routine activities


Specific

• A specific goal has a much greater chance of being accomplished than a general goal. To set a specific goal you must answer the five "W" questions:

• Who: Who is the owner & who is a key contributor? • What: What do I want to accomplish? • When: Establish a time frame. • Which: Identify requirements and constraints. • Why: Specific reasons, purpose or benefits of accomplishing the goal.

• By reviewing these questions we answer the question: “What am I specifically responsible for?”

• EXAMPLE: o A general goal would be, "Get in shape."

o But a more specific goal would say, "Join a health club and workout 3 days a week on Monday, Weds and Friday.“


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Measurable• Establish concrete criteria for measuring progress toward the attainment

of each goal you set.

• When you measure your progress, you stay on track,

• Reach your target dates, and

• Experience the exhilaration of achievement that spurs you on to continued effort required to reach your goal.

• Criteria should be stated in terms of quantity, quality or timeliness.

• To determine if your goal is measurable, ask questions such as

• How much?

• How many?

• How will I know when it is accomplished?

• Through this process you will answer the question: “What standard will be used to measure my success?”

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Agreed Upon + Achievable

• When you have goals with interdependencies you must:• Ensure that they are agreed upon by all necessary parties• Ensure team members have a chance to “buy-into” the goal

– The “buy-in” phase is essential to synergistically define the goal– Agreement inspires commitment toward achieving the mutual goal

• The organization's leadership and, where appropriate, its stakeholders should agree that the goal is important and that appropriate time and resources will be focused on its successful completion.

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Agreed Upon + Achievable

• To be achievable , a goal must:o Represent an objective toward which you are both willing and able to worko Be achievable within the current organizational constraints (There must be a chance that a goal can be

accomplished)• This does not mean or imply that goals should be easy.• On the contrary, a goal should be challenging, perhaps even a stretch to ones capabilities

o A goal can be both a stretch and realistic • Be sure that every goal represents substantial progress• A difficult goal is frequently easier to reach than a easy goal because an easy goal exerts low motivational force. • Some of the hardest jobs you ever accomplished actually seem easy simply because they were a labor of love.

• One should honestly ask:o “Is it possible to accomplish the goal in the established timeframe, given the available resources?” and o “Do I have the necessary resources and skills?”

• An attainable goal should allow for flexibility in how it is achieved within the confines of law, company & personal values.

• A goal that can no longer be achieved should be altered or abandoned.


Relevant

• Goals should be appropriate and consistent with the mission, vision and values of the organization.

• Each goal adopted by the organization should be one that moves

the organization toward the achievement of its vision.

• Relevant goals will not conflict with other organizational goals. o As noted earlier, goals are set by or in concert with the person responsible for

achievemento It is important that all short-term goals be relevant (e.g., consistent) with the

longer-term and broader goals of the organization.


Relevant Prioritization of Goals (Possible score (weight) is higher for higher priority goals):

• Identifies where the greatest amount of effort should be expended

• Facilitates everyday decisions

• Your schedule/calendar is driven by priorities not urgency (Covey’s concept of compass over calendar)

• Establishes that not all goals are of equal importance and establishes order of importance

• Knowing the priority and importance of each goal enables appropriate planning of time and resources


Relevant: Prioritization of Goals

• As you assign value to the level of importance you should consider what is:

• Critical (high weight)• Very Important (medium weight)• Important (Low weight)

• Taking into consideration the level of: • Difficulty • Strategic importance • Value in relation to other objectives


BELOW THE WATERLINE:ROUTINE ACTIVITIES

DON’T DROWN IN MINUTIA

ABOVE THE WATERLINE:CRITICAL OBJECTIVES

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Time-based

• Goals must exist within the context of a schedule

• This schedule must contain more than just a simple start date and completion date.

• For a goal to be truly SMART, there must be an agreed upon timetable that incorporates

regular, structured review and assessment of progress toward the goal

• By having a timeline you will ensure momentum and focus, with benchmarks along the way

to the completion of the goal.

• Ask: “What is the timeline for the goal?” Add incremental milestones in each quarter

throughout the year so that you achieve your yearly deliverableo Use Gantts and program management for linking goals to key milestones in your

projectso Use action boards (tasks with desired results) to deliver milestones for each of your

goals and related projectso Don’t let minutia and ‘urgent’ actions become your ‘wildly important goals’


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