utilizing enterprise thinking presented by alison blank nyu school of continuing and professional...
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Utilizing Enterprise Thinking
Presented by Alison Blank
NYU School of Continuing and Professional StudiesDecember 18, 2004
Putting Enterprise Thinking into Action
As an Assistant Account Executive, I can apply Enterprise Thinking in several different ways: Redefining Critical Path Method Nightly Time Management
What is Redefining?
A management leadership tool to always find a better way to discover new competitive, mega advantages by redefining challenges, problems, and opportunities How do we apply this to our
problem/challenge?
S1 – Statement of Challenge
“Our invoices are past due” Our statement should answer these
questions below:
Test Questions Answers1. Is the CS one issue? Yes
2. Is the CS in the present or future tense? Yes
3. Is the CS a problem or a solution? Problem
4. Are the CS facts viable? Yes
5. Are the CS assumptions valid? Yes
6. Is the CS essential to your overall goal? Yes
Clear Statement of Challenge
Our problem is not our problem! The Clear Statement of Challenge:
“We have lost 25% of vendors because our invoices are past due”
S2 – Reframe the SOC
“Should” Statement The Agency should not be losing 25% of
our vendors due to late invoices “What Would It Take?” Statement
What would it take for the Agency to pay its invoices on time and retain our vendors?
S3 – Scan for Solutions
Define the ultimate end We need to pay our invoices on time and
increase vendor retention by 35%
What do we need to know? What are possible solutions?
Current process for payment? Streamline process – go electronic
Current technology? Updating system
How late are the bills? Determine what needs to be paid first and what vendors are most valuable to the Agency
Are there enough employees in finance?
Re-evaluate workload per employee
Is billing slowed down by other departments?
Set stricter guidelines for invoice approval by Account and Production
S3 – Scan for Solutions
Scanning Tools Survey our employees Hold interviews with our vendors to
determine what they need most from us
Hire an outside consultant to analyze and provide solutions
S4 – Redefine Solutions
AHAs! We have exceeded our storage space
for paperwork and files Our mailroom is short on staff, delaying
the delivery of interoffice mail (from 2 days to now 5 days)
S4 – Redefine Solutions
The Narrowed Down Solution Keep in mind…
The best solution may not be your best solution
There is more than one right answer There is always a better way Less is always more Use the simplest form
S4 – Redefine Solutions
Our Solution: Create electronic invoice processing
system within our Office applications to monitor, approve and pay invoices
S5 and S6 – Test Solution
Small Scale Implement system throughout finance
only for a 30-day trial basis Revisit and revise as needed
Large Scale After tweaking the system, have
finance guide and train employees on usage
S7 - Implementation
Officially rollout system firm wide
S8 – Post Review
What works? What doesn’t? Is vendor retention up? If so, by
how much? Have we acquired any new vendors
as result of our efficiency?
Critical Path Method
The Situation
Many of the pieces we produce at the Agency are enhanced through the inclusion of stock photography
Each piece usually contains between 2-8 images on average This aspect of a project often goes off course,
and can lead to serious consequences, including:
Failure to license the chosen image(s) on time Releasing an unfinished printer file Incurring additional costs
The Current Art Buying Process
1. Present art recommendations to Client, price images and receive approval to license art (3 days per image)
2. Studio downloads art (1-2 days)3. Production sends art package out for
retouching (2-3 rounds per image, up to 7 business days)
4. Images are placed in mechanical files for print
What’s Our Critical Path?
Retouching! Art cannot be used without retouching Depending on the extent of work
needed, we can wait almost 7 business days for the images to be ready!
Result – Failing to place art in the printer files on time, and releasing files with art marked FPO (for position only)
The print vendor will have to place the art, leaving room for error and incurring additional costs
How Do We Improve This Plan?
By creating a CPM Chart, we can: Better plan for a project’s completion Prepare the team in advance for what
our deliverable is Avoid excessive meetings/e-mails
regarding process
CPM Chart
Present art recommendations to
Client with pricing based on quantity
and drop date
3 DAYS
License and download art
in the Studio
3 DAYS
Retouch images as necessary
7 DAYS or LESS
Retouch images as necessary
7 DAYS or LESS
Retouch images as necessary
7 DAYS or LESS
Place art and release
1-2 DAYS
Place art and release
1-2 DAYS
Place art and release
1-2 DAYS
Using a CPM Chart
We can plan ahead for extended rounds of retouching and still place art that is ready for print
Lessen chance of error at printing vendor
Nightly Project Management
How Do We Manage Projects?
Currently, we regroup each day at 10:00am to discuss our game plan, i.e., what’s supposed to happen today and what didn’t happen yesterday We use a “Hot Sheet” (distributed via
e-mail) to list our project status, as well as any other “tasks” that may need to be completed
What’s Wrong with This Method?
The problem These discussions often lack structure,
leaving the team with little focus for the day ahead
Lack of communication is also an issue, as Hot Sheets are not always updated
In order to take a more strategic approach, we can implement Nightly Project Management
Solution – Nightly Project Management
“Plan Your Day the Day Before” We’ve learned that by planning the day
before, Nightly Project Management can help us to :
Streamline workload Decide where to put the most time in Maximize productivity and efficiency
Implementing Nightly Project Management
By regrouping the night before, we can create individualized custom “Hot Sheets,” as opposed to one master list Each member of the team can have
their own custom list of projects and tasks, placed in priority order throughout the course of the work day
Benefit of Nightly Project Management
Each team member knows their individual role and responsibilities We can try to proactively prevent “I thought
you were doing that!” and “That was due when?” from happening
Regrouping the night before with our boss will: Keep him informed of our progress Allow opportunity for him to implement
management strategy, should he have concerns about our choice of projects or prioritization
Thank You!
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