As consultants, our most solemn task is implementing solutions that help the organization succeed. Assessing gaps is just a means to this end, and if performance improvement projects fail, they tend to fail during implementation. While at the Navy’s Human Performance Center, I saw this happen repeatedly. Don’t get me wrong, we also had lots of success. However, the effort to go from recommendations to planning to implementing and evaluating was always more extended and more complex than we expected. Getting buy-in from all stakeholders, aligning resources, forming implementation teams, and monitoring the roll-out is complex.
In today’s fast-paced business landscape, addressing performance issues requires a multi-faceted approach. Performance improvement projects can often seem overwhelming. But you can simplify the complexity with the proper framework. This article breaks down effective strategies for integrating training and non-training solutions, ensuring that project managers—often acting as performance improvement consultants—achieve their goals cost-effectively and in a timely manner. We begin by looking at the five phases of project planning. Then, we dig deeper into the keys for successful design, development, and critical elements of successful implementation.
The Five Phases of Project Planning
To successfully design and implement performance improvement projects, we can segment the process into five distinct phases:
- Assemble an Intervention Steering Committee
- Form a Design Team
- Determine Necessary Resources
- Estimate Project Time and Costs
- Implement Tracking Mechanisms
Phase 1: Assemble an Intervention Steering Committee
This committee is critical in guiding the performance improvement project. It should include key stakeholders, experts on the intervention, and representatives from the target population. The committee’s objectives are to clarify the project’s scope, sequence solutions, and establish communication guidelines. Establish a written Discussion and Decision Record (DDR), which will be a crucial reference throughout the project, capturing essential discussions and decisions.
Phase 2: Form a Design Team
Once the committee is established, it’s time to assemble your Design Team. This team, a diverse group of experts, will break down solutions into manageable components, ensuring that the overall design aligns with project objectives. Open communication will reduce anxiety and preparedness while keeping stakeholders informed on progress and expectations.
Phase 3: Determine Necessary Resources
Identifying resources is essential for the Design Team. This includes materials, technology, and, most importantly, human resources. Engaging vendors may be beneficial, especially when internal expertise is lacking, facilitating the smooth execution of the project’s components.
Phase 4: Estimate Project Time and Costs
Accurate estimation is vital. It requires a comprehensive understanding of past projects, stakeholder input, and realistic projections. Remember to factor in potential contingencies like time for revisions, holidays, or illness. This approach minimizes the risk of cost overruns and ensures that necessary funds for celebration milestones are included.
Phase 5: Implement Tracking Mechanisms
Setting up tracking systems like Gantt charts can visualize timelines, resource allocation, and project milestones. Continuous monitoring encourages accountability and ensures that the project stays on track.
Navigating Design and Development for Solution Implementation
Now that we have explored the fundamental steps for establishing teams and aligning infrastructure let’s look at the underlying mindsets these teams will need to succeed, beginning with the design and development mindset. Differentiating between the design and development phases is crucial to the success of your performance improvement solutions. Design focuses on outlining the components required to achieve the project goals, whereas development involves creating and implementing those components.
Designing Your Solutions
In the design phase, the team should review all analytical data, identify objectives, and draft detailed plans. Key steps include understanding participant characteristics, defining necessary competencies, and outlining the work environment in which the intervention will occur. By establishing clear performance objectives, the design team can streamline workflow and ensure the intended outcomes align with the business’s overall goals.
Developing and Testing Prototypes
Transforming design into practice starts with developing prototypes. This phase allows the team to test concepts quickly before investing time and resources into full-scale implementation. A simple pilot can provide valuable insights, enabling you to gather feedback from stakeholders and the target population. Recommendations from this stage will highlight areas for improvement, ensuring the final deliverable is well-tailored to the organization’s needs.
Key Elements of Implementation
With a clear process in mind and the critical mindsets established, the final piece is to think through the “project management” aspects of successful implementation. Too often, the project management aspects are considered late in the process. In fact, these “nuts and bolts” details are the most visible to the performers and their managers. So, getting this right helps build the credibility of the solutions and gets people to believe in the change being implemented.
Logistics and Timing
Logistical planning is essential for effective implementation. It involves coordinating the procurement and distribution of materials, establishing maintenance schedules, and timing solutions to prevent delays and mishaps. Consideration of external factors—like team morale and concurrent organizational changes—can significantly impact the success of an intervention.
Communication Is Key
Transparent communication ensures that all stakeholders are informed and involved. Initial updates should be delivered through various channels, catering to diverse preferences within your organization. Use simple language and clear messaging to explain the essential features of the planned intervention and address potential challenges openly. Create a plan for ongoing communication that establishes feedback loops, enabling the performance improvement consultant to respond to any emerging issues swiftly.
Celebrating Milestones
Recognizing milestones throughout the project fosters positive engagement and reinforces commitment. Whether through small celebrations or more significant recognition events, acknowledging progress can invigorate teams and maintain momentum.
Parting Thoughts
In the words of Henry Ford, “Before everything else, getting ready is the key to success.” Mastering the integration of training and non-training solutions equips organizations to tackle performance improvement challenges effectively. By embracing a structured approach to planning, designing, and implementing projects, performance improvement consultants can enhance their credibility and inspire lasting change. As we move into an era where consultants are often viewed with skepticism, the best antidote is success driven by effective, integrated strategies.