How to understand an organisation in short time

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“How to understand an organisation in short time?”

Presentation by Dalibor Ćopić & Kenan Avdagić

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Preparation

02

Preparation

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Preparation

What are the “key-documents” besides the formal requirements to be checked to get a good overview of the organisation?

Strategic documents: Mission, visions and values...

Organizational structure: roles and reponsibilties, job descriptions...

Policy documents: particular regulations...

Financial documents: Reports

Customer and user documents: Target group definition, complaint procedures, satisfaction surveys

Internal and external evaluations: surveys, audits

Communication documents: Communication plan

Website of organisaton, social networks

Rulebook on internal organization and systematization, organizational chart

The Law Budget, execution of the budget

Website, hard-copy

Website of organisation or audits, hard-copy

Website of organisaton, social networks

Which further information to take into account before the on-site visit?

A lot of general information about organization. Information about SA procces and implementation of CAF Action plan.

Who are the stakeholders?

Which 2 principles were selected by organization?

If you asked for more documents, have they been sent?

Have you prepared your check-list for interviews?

Try to prepare for fact-finding and identifying potentials for optimisation!

Who to talk with to get the real picture of how the organisation performs?

General manager of the organisation

CAF Leader/team leader/project manager

Members of SA Team

Employees who were not members of the SA Team

External partners/stakeholders

If it is possible, speak with mentor/s of CAF implementation for that organization

How to obtain information in an efficient and structured way to prepare the CAF

Feedback-Report?

• CAF Feedback Report as a template

How to obtain information in an efficient and structured way to prepare the CAF

Feedback-Report?

Questionnaire 3 - Feedback on maturity according to TQM principles

1. Principles not chosen for detailed analysis – just stating facts to support reaching the maturity level "Initiation level".

How to obtain information in an efficient and structured way to prepare the CAF

Feedback-Report?

Questionnaire 3 - Feedback on maturity according to TQM principles

1. Principles chosen for detailed analysis –stating facts and additional questions

How to obtain information in an efficient and structured way to prepare the CAF

Feedback-Report?

• All questions gathered in the end:

• Clearly structured for the on-site visit

• Checking for repeated questions

• Easier recording during the on-site visit

• Questions grouping:

• Questions for manager and CAF coordinator

• Questionnaire 3 questions

• Questions for SA Group

• Questions for External Stakeholders

• “If there is additional time” questions

How to balance the workload between the 2 EFACs in order to ensure an efficient and effective evaluation?

- Always start with a (online) meeting

- Make a plan

- Set priorities

- First division of tasks

- Time management is crucial

- After a week or two, have a second meeting

- Check on plan implementation

- Adjust

- Second division of tasks

- It’s easier if you know each other well, ie. you know each other’s skills and routines

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