Work Trouble

8/3/2019 Work Trouble

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Template: Workgroup Workflow Troubleshooter

Purpose

This form is designed to assist a project manager with troubleshooting the performanceof a workgroup through a complete analysis of the components of workgroupperformance success. The workflow components are used here are generally controlled

within a project.

The assumption is that workflow can be completely and accurately described by thefollowing components: Inputs (training, tools, data), Outputs (deliverables, products), theWork Process itself, Feedback (during process and post-project), Organizational Impact(measures, metrics, initiatives) and Requirements & Stipulations (standards, customerrequirements, regulatory compliance, expectations).

Instructions

1. Assemble the workgroup to complete the form (with or without facilitation). Use thelisted potential problems to stimulate identification of other potential problems in theworkgroups workflow.

2. Proceed through the workflow components in order. Complete one workflowcomponent before proceeding to the next.

3. Check each box in the left-hand column that applies, adding new items asappropriate. Then add a detailed description in the right-hand column.

4. After the Table 1 has been completed, complete Table 2 by discussing action itemsnecessary to eliminate the workgroup workflow problems identified.

Example

Workflow Component and

Potential Problems

Detailed Description

Workgroup Process

The process to be used has not

been defined adequately

Problems associated with

individual interactions within

workgroup (conflict, unresolved

disagreements, etc.)

Inadequate staffing (recruiting &

selection) Links with other

workgroups/individuals

inadequately defined

The step where analysts interact with

new outside vendors has not been

defined and this leads to missed

deadlines or inadequate analyst reports.


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gantthead.com Workgroup Workflow Troubleshooter

Table 1. Workgroup Workflow Troubleshooter

Workflow Component and

Potential Problems

Detailed Description

1. Organizational Impact

Connection of workgroup

activities to existing strategic

plans or business initiatives

unclear or not communicated

Business case for

project/workgroup activities

does not exist or is obsolete

Inadequate metrics to show

organizational results of

workgroup outputs

Strategic plans or business

initiatives have changed,putting usefulness of

deliverables and products of

workgroup in doubt

2. Outputs

Incomplete list of required

workgroup outputs

Inaccurate list of required

outputs

Output(s) are not clearly related

to or supporting desired

Organizational Impact (above)

One or more expected outputs

are not appropriate to

workgroup (perhaps should be

the responsibility of another

workgroup)

Business case does not justify

one or more workgroupactivities or deliverables

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3. Inputs

All inputs needed for each

output have not been identified

Inadequate information

Required data has not been

provided

Data arrived later then planned

Required data was of

inadequate quality

Inadequate training of

workgroup

Inadequate tools/equipment

provided

Inadequate orientation of

workgroup to project

Lack of work rules for

workgroup (beyond workgroupProcess, which is analyzed

below)

Insufficient quantity of workers

in workgroup

All stakeholders (suppliers)

have not provided inputs in a

timely way



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4. Requirements & Constraints

Lack of requirements and

stipulations (customer

requirements, quality

requirements, legal/compliance

requirements, organizational

expectations and standards,

etc.)

Budget not clearly defined or

communicated

Deadlines, including

intermediate deadlines, not

clearly identified or

communicated

Quality requirements not

adequately identified or

communicated Project-specific process

additions (extra reporting,

communications, etc.) not

defined or communicated

Scope of workgroup activities

not clearly identified or

communicated

Expectations (perhaps

undocumented and related to

work environment or

organizational culture) conflict

with documented requirements

and standards



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5. Workgroup Process

Inadequately defined process

Problems associated with

individual interactions within

workgroup (conflict,

unconstructive interactions,

unresolved disagreements, etc.)

Inadequate staffing (recruiting

& selection)

Links with other

workgroups/individuals

inadequately defined

6. Feedback

Adequate information on statusor progress during project work

not received by workgroup

Adequate feedback on status,

progress or success not

received after project activities

are completed

Inadequate coaching (feedback

was not timely, accurate, etc.)

Effectiveness of workgroup

process used is not assessed

after each iteration

There is not enough feedback

showing what has been

completed correctly, the current

emphasis being on responding

to deliverable

errors/inadequacies.

Stakeholders are not sharing

feedback in a timely fashion

Table 2. Workgroup Workflow Improvement Action Items

Performance Improvement Action Items

Action Responsible Deadline



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Notes: Ensure that actions are completed in time for success in current projectwhenever possible. This may mean an adjustment in other deadlines, which will in turnrequire agreement by affected parties.

One action item should be to formally modify the workgroup process to eliminate orminimize the same problems in the future.


Work Trouble

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