Step-by-Step Process: Structuring and Managing Your Mission, Vision, and Projects
1. Why We Are Here
Mission: Why does your organization exist? Define the core reason your team or company exists and what purpose it serves.
Vision: Where do you see your organization or team in the future? Define a clear, aspirational vision for the long-term future.
2. What We Do, For Whom & How
What We Do: Clearly articulate the products, services, or solutions your organization provides.
For Whom: Identify your target audience or customers—who will benefit from what you do?
How We Do It: Outline the methods, approaches, and processes your team will use to deliver value to your customers or stakeholders.
3. Mission, Vision & Values
Values: Define the guiding principles or ethical standards that govern your team’s actions and decisions.
Key Objectives: List the primary objectives you want to achieve as an organization or team. These should support your mission and vision.
4. Key Objectives & Measures
Top 5 Objectives: Identify your ‘Purpose’ or ‘Goal’—the top 5 objectives that will drive your organization toward its mission.
These objectives should be SMART (Specific, Measurable, Achievable, Relevant, Time-bound).
Measures: For each objective, establish measurable criteria to track progress and success.
5. Project Lists & Task Management
Strategic Priorities: List high-level projects or initiatives that align with your strategic goals.
Service Priorities: List initiatives related to customer service, satisfaction, or service delivery.
Operational Routine: Include ongoing tasks or processes required to maintain daily operations.
Challenge: Many of these initiatives will compete for time and resources. Prioritize based on urgency, importance, and alignment with overall goals.
6. Using Post-it Notes for Task Management
For each task or initiative, create a Post-it note or a task card. Include:
Task name, ID, assigned person, status, and due date on the front.
On the back: a detailed description, priority, relevant notes, checklists, and any blockers or dependencies.
Objective: To track and prioritize work effectively while ensuring clear accountability.
7. Task Segmentation by Board
Board 1: Capacity: Focus on the resources you need—whether staff, technology, or processes—to accomplish your goals.
Board 2: Capability: Identify the skills, knowledge, and data needed for success.
Board 3: Delivery: How will you deliver your products or services effectively and efficiently?
Note: Each task must be evaluated to understand its effect on these three categories.
8. The “Plate of Projects”
Team Goals & Collaboration: Emphasize teamwork over competition by clarifying roles and avoiding duplication or gaps in responsibility.
Clear Responsibilities: Use a RACI (Responsible, Accountable, Consulted, Informed) matrix to ensure clarity on who does what.
Tip: Break down tasks into actionable chunks to prevent overwhelm and ensure a healthy mix of work.
9. Planning Your Time
Model Week/Month: Create a weekly or monthly model to guide your time allocation and task completion.
Time Allocation: Book time into your calendar for urgent and important tasks, and use the principles of Do, Ditch, Delegate, or Delay for the rest.
Goal: Achieve more by focusing on high-priority, high-impact tasks.
10. Using Lead & Lag Indicators
Lead Indicators: These are predictive measures that forecast future outcomes or performance. Use them to guide decision-making.
Lag Indicators: These are historical measures that reflect past performance and impact. Use them to evaluate how well you’ve met your key objectives and goals.
11. Measuring Impact
Published Metrics: Share results that reflect actual impact, not just effort.
For example: How many people benefited from the service? What measurable outcomes were achieved?
In business, focus on profit, people, and the planet. Metrics should measure value, not just activities.
12. Continuous Improvement
Reflection & Adjustments: Regularly assess your progress, revisit your objectives, and adapt strategies as necessary.
Feedback Loops: Ensure continuous learning by incorporating feedback into decision-making and project adjustments.
By following this structured approach, you can ensure that your team’s objectives are clear, projects are effectively managed, and progress is measurable. It’s about aligning your mission, vision, and values with specific actions, time management, and continuous evaluation to drive meaningful results.