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TheOne Page Management System
(OPMS)
An Operating System An Operating System for the Human Mind for the Human Mind
We can justify thisWe can justify thisbold claim through abold claim through a
live demonstrationlive demonstration
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OPMS OPMS is:
The practical, effective means toaccomplish Missions
All kinds of Missions can be tackled moreeffectively through the OPMS :
Organisational Missions Individual Missions Societal Missions
A Mission is any challenging goal A Mission is any challenging goal or objective that may requireor objective that may require
considerable effort, time, resourcesconsiderable effort, time, resourcesto accomplishto accomplish
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No limitations as to Mission! No limitations as to Mission!
Just identify the Mission Ask people involved some trigger
questions about the Mission - enable them
to articulate and clarify their good ideas Structure (or organise) the ideas generated Integrate everything so that it becomes a
continuing process Regular, steady work on Mission is required!
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A picture of the OPMS
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WEAKNESSES that may HINDER/PREVENT
accomplishment of Mission
EVENTS /MILESTONES that mayoccur during progress towards
Mission
FundamentalDimensions
Dimensionsabove System Tie Line
System Tie-Line
System
Dimensions,derived from Fundamental
Dimensions
THINGS TO DO toaccomplish Mission
BARRIERS / DIFFICULTIES /THREATS that may hinder/prevent
accomplishment of Mission
OPPORTUNITIES & Preparation Required to avail Opportunities to
accomplish Mission
Finance ControlSystem
Monitoring & EvaluationSystem(s)
ProductionSystem(s)
MarketingSystem
InformationSystems
PlanningSystem
Mission
Dimensions belowSystem Tie Line
STRENGTHS (available)STRENGTHS (required)
that may help accomplishment of Mission
MISSION : To enable each member of our staff todevelop most effectively
A comprehensive system to helpaccomplish ANY Mission
Represents any or Represents any or all of theall of therelationships in therelationships in the
system system
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Comprehensive view, crystallized onto asingle page - regardless how large/complexthe Mission may be!
We can always drill down to any level of detail required!
OPMS - helps users develop a
comprehensive view of anyMission
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A uniquely powerful aid to problem solving
and decision making Create effective Action Plans, to enable
accomplishment of any Mission of current
interest
OPMS - to help accomplish
Missions effectively!
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OPMS - helps users articulate their ideasabout any Mission by asking them appropriate
Trigger Questions:
What, in your opinion, are
the THINGS TO DO toenable each member todevelop himself/herself for
the needs of the organisation(and for himself/herself)?
TheThe Mission Mission
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To challenge each member of staff to develop
himself/herself to maximum possible for his/her own andfor organisations benefit To make our organisation a truly exciting place to work in To enable each person develop himself/herself as an
individual AND as a member of the organisation To provide all needed facilities for effective work and
recreation To provide effective counseling for perceived needs of staff
(etc, etc)
Responding to Trigger Questions:
Stage I: A process for generating andclarifying available ideas
Elements articulated in natural language,
no jargon needed - as they come to mind,no need to worry about order All good ideas to accomplish the Mission All good ideas to accomplish the Mission
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On any relevant issue about whichwe are asked trigger questions -
we ALWAYS have ideas!
The secret is to make effectiveuse of all good ideas,
filter out the irrelevant or
not-so-good ideas!
The conventional approaches DO NOT adequately enable effective
utilisation of the good ideas of people
at all levels of the organisation
The greatest demotivator is thefeeling that our good ideas are not
being adequately valued by the
organisation
An effective process isneeded to handle ideas
Because of Stage 2 (to be described),we have a process thatGUARANTEES GUARANTEES that every good idea,whenever it comes to mind, could be
integrated into our Action Plans!
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Both Stage 1 (IdeaGeneration & Clarification)
and
Stage 2 (Idea Organisation)are designed to make the
best possible use of
available ideas!
(or Idea Organising)this is the process that enables
us to organize our ideas toensure that the right ones
become available for action atany point of time.
Stage 2 - Idea Structuring! Structuring!
It is done through a process of modeling to show us, for
instance, how theaccomplishment of one ideaor element may help the
accomplishment of another
Idea organising issomething we are doing
intuitively ALL the time -OPMS OPMS merely makes the
process rigorous andscientific
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Idea organising: suppose we have
just two ideas - To challenge each member of staff to
develop himself/herself to maximum
possible for his/her own and for organisations benefit (1)
To make our organisation a truly exciting
place to work in (2)
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To structure them, we just ask ourselves a coupleof questions:
Challenging each member of staff to develophimself/herself to maximum possible for his/her
own and for organisations benefit (1)
making our organisation a truly exciting place to work in (2)
?
Does the achievement of
HELP THE ACHIEVEMENT OF
Response: YES YES
Such modeling questions help us Such modeling questions help usarticulate and clarify the linkagesarticulate and clarify the linkages
we perceive between the factors inwe perceive between the factors inour systemour system
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The question is reversed:
Challenging each member of staff to develophimself/herself to maximum possible for
his/her own and for organisations benefit (1)
?
Does the achievement of
HELP THE ACHIEVEMENT OF
Response:
NO NO
making our organisation a trulyexciting place to work in (2)
Such responses represent the
relationships perceived by the modelersat a particular period in time - these
perceptions could and often do change!
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Make our organisationa truly exciting place to
work in (2)
Challenge each member of staff to develop
himself/herself to maximum possible for his/her own and for organisations benefit (1)
We dont show the noWe dont show the nocontributions contributions
should contribute
Model at this stage:
No contribution
Accomplish (1) to enhance Accomplish (1) to enhanceaccomplishment of (2)!accomplishment of (2)!
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Make our organisationa truly exciting place to
work in (2)
Challenge each member of staff to develop
himself/herself to maximum possible for his/her own and for organisations benefit (1)
should contribute
Model at this stage:
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Then, a third
element is added toour model:
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Make our organisation a trulyexciting place to work in (2)
Challenge each member of staff to develop himself/herself to
maximum possible for his/her own and for organisations
benefit (1)
should helpaccomplish
To provide all needed facilities for effective work and
recreation (3)
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To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a trulyexciting place to work in
To help each person develophimself/herself as an individual
To provide all needed facilities for effective work and recreation
To provide effective counseling for perceived needs of staff
To enable each member of our staff to develop most effectively
should help should helpaccomplishaccomplish
Read bottom-upwards, Read bottom-upwards,in direction of arrows.in direction of arrows.THINK the elementsTHINK the elements
READ the arrows as encountered! READ the arrows as encountered!
Interpretive Structural ModelStage II: An effective process for organising all available ideas
The relationship is theheart of the matter!
should help should helpaccomplishaccomplish
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where A, B, C are elements inthe system under consideration and
represents a specifictransitive relationship
The model is based on transitivity transitivity of the relationship were working with:
If A B
AND if B C
THEN A MUST C
Because of transitivity, it is quiteefficient to create these models, as wehave to ask only a small fraction of the
total number of possible questions
This property is already familiar to most of
us through the transitive relationshipprecedes,precedes, which is familiar to us throughPERT & Gantt Charts (the major modelingtools in Project Management Software)
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Because of transitivity, we cangenerally create these ISMs by
responding to just 15%-40% of all the possible questions between elements
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To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a trulyexciting place to work in
To help each person develophimself/herself as an individual
To provide all needed facilities for effective work and recreation
To provide effective counseling for perceived needs of staff
To enable each member of our staff to develop most effectively
should help should helpaccomplishaccomplish
Interpretive Structural ModelThere are many types of structures, each based on a
specific transitive relationship . Particularly useful for Action Planning' are Intent Structures -
structures comprised of intents linked by theshould help accomplish should help accomplish relationship
These models can become as large as required toThese models can become as large as required todescribe the most complex live situation! Over time,describe the most complex live situation! Over time,as we work on our Missions, our models may comeas we work on our Missions, our models may come
to comprise hundreds or even thousands of to comprise hundreds or even thousands of elements!elements!
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THIN
GS
T
O DO
The model may keep on growing untilthe Mission is successful!
Even when we have thousands of elementsintegrated into our model, we shall be ableto focus on a narrow band of elements in
the full confidence that by so doing we areareactually helping to accomplish everything actually helping to accomplish everything else that needs to be done for the project!else that needs to be done for the project!
Current focus
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To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a trulyexciting place to work in
To help each person developTo help each person develophimself/herself as an individual himself/herself as an individual
To provide all needed facilities for effective work and recreation
To provide effective counseling for perceived needs of staff
To enable each member of our staff to develop most effectively
Interpretive Structural ModelAnother important attributeof such Intent Structures Intent Structures
WHY?WHY?
HOW? HOW?
Up WHY? Down HOW?
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THIN
GS
T
O DO
WHY ?
HOW ?
UP UP the model to find out WHY? WHY?
DOWN DOWN the model to find out HOW? HOW?
To be able to discover the HOW? andthe WHY? of things is probably the
greatest motivator that exists!
To ensure effective handling of atask by people reporting to you,
just enthuse them about theWHYs?WHYs? of the task - then let them
work out the HOWs? !!! HOWs? !!!
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My personal performance
Organisations profits
My personal rewards
contributessignificantly to
Rewards include:
i) Financial rewards
ii) Other rewards:working conditions, etc...
R d b tt dRead bottom upwards
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To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a trulyexciting place to work in
To help each person develophimself/herself as an individual
To provide all needed facilities for effective work and recreation
To provide effective counseling for perceived needs of staff
To enable each member of our staff to develop most effectively
should help should helpaccomplishaccomplish
Read bottom-upwards, Read bottom-upwards,in direction of arrows.in direction of arrows.THINK the elementsTHINK the elements
READ the arrows as encountered! READ the arrows as encountered!
Interpretive Structural Model
Any such model can easily be translated into Any such model can easily be translated intostandard prose very easily indeed! And thisstandard prose very easily indeed! And this
little model would translatelittle model would translateinto nearly a full page of prose.into nearly a full page of prose.
Models of 30 to 40 elements may amount to 20 Models of 30 to 40 elements may amount to 20to 30 pages !to 30 pages !
Obviously, it is MUCH easier to read,Obviously, it is MUCH easier to read,understand and remember the model!understand and remember the model!
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THIN
GS
T
O DO
The prose translations of such
models increase exponentiallyin size with increase of number of elements in the model!
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The process helps developclear linkages betweenindividuals aims to theorganisations Mission!
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My personal performance
Organisations profits
My personal rewards
contributessignificantly to
Rewards include:
i) Financial rewards
ii) Other rewards:working conditions, etc...
Helps ensure thatindivid ual actually see& properly understand
& appreciate thelinkages betweenhim/her and the
organisation!
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A quick comparison of models using two specific relations: A quick comparison of models using two specific relations:
Should help achieve Should help achieve (ISM)(ISM) Usable at every stage of Usable at every stage of
project - project - in particular, itsin particular, its perfect for exploration! perfect for exploration!
Can handle all types of Can handle all types of elements within system,elements within system,e.g. motivation, etce.g. motivation, etc
Co-relates withCo-relates witheffectiveness effectiveness
Ideas, Creativity,Ideas, Creativity,
motivation, etc aremotivation, etc areeffectively handled througheffectively handled throughcontributes or shouldcontributes or shouldhelp achievehelp achieve
Precedes Precedes (PERT/Gantt)
Useful when intricaciesof system are somewhatknown to us
Can handle ONLY
elements connected withtime process
Cannot handle softissues like motivation
Co-relates withefficiency
Action Planning done throughconventional Project Management
software is bound to leave outmany significant elements (and
issues)
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Actually, in order to properly Actually, in order to properlyunderstand our wholeunderstand our whole
system we need to use a system we need to use anumber of relationships, eachnumber of relationships, each
appropriate to its own timeappropriate to its own timeand place!and place!
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Some important transitive relationships
in systems:
helps achieve (contributes to) - aggravates enhances; supports; leads to; includes; implies; should take
priority over; facilitates precedes - for scheduling of anticipated events/milestones in a well-understood system - however,
precedence is practically useless for working in systems of which significant parts are unknown
and many othersUsing appropriate relationships, we can
cover ALL aspects of the systems weneed to create
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Another modeling tool in the OPMS
Field Representation (FR)Method
This is the tool that actually helpsus create the OPMS!OPMS!
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Constructing a Field Representation
First, we try to cleanse our mindsFirst, we try to cleanse our minds
from all pre-conceived categories... from all pre-conceived categories... Then, OPMS asks questions like
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F ield Representation & P rofiling (contd.)
(In the context of the kind of actions needed to
overcome the barriers, etc.)
Is(B) Need to improve productivity of Indiansoftware industry
IN THE SAME CATEGORY AS IN THE SAME CATEGORY AS (A) Our educational systems are not
adequately effective
?
(Elements from documents onNational IT Mission formulated
several years ago by Govt. of India)
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Response YES would putelement B into the same
category as A - NO would put it into a
different category
as shown, next
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Field Representation - after initial response
A: Dimension 1 Our educational systems are
not adequately effective
B: Dimension 2 Need to improve productivity
of Indian software industry
Finally yielding models like the one
illustrated at next slide...
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Dimension titles provided later, AFTER AFTER insertion of elements into dimensions!
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The System Tie Line represents any or
all of the relationships inherent in thesystem under consideration.
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The elements are linked by appropriate relationshipsas perceived by the users
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The OPMS provides a facility toenable users write down prosetranslations of such visual linkages
XYZ MAY TENDTO INCREASE THE
SEVERITY OF ABC
XYZ
ABC
A comprehensive network of A comprehensive network of relationships to be built up step-by-relationships to be built up step-by-
step, over time, to enable clear step, over time, to enable clear understanding of the systemunderstanding of the system
represented in the Field represented in the Field
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It takes a while to develop the skillsneeded to use the System Tie Lineeffectively to link different dimensions
and elements together
Its well worth our while to work
towards developing these skills
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because, as earlier claimed, FieldRepresentations, over sufficient iterations,
can be shown to satisfy a fundamental
systems law, called Ashbys Law of Requisite Variety
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Ashbys Law of Requisite
Variety (Simple Simons version) The dimensions of a proposed
solution to a problem must matchthe dimensions of the problem (If too few dimensions, the solution wont work
if too many, the solution would be too expensive or toocomplicated!)
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The Field Representation processis found to be the
ideal tool for handling
complex projects - to helpus integrate the parts into a
whole !
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Integrating all the models of all the work done towardsany Mission into a single
Field Representation createsa One Page Management
System (OPMS).
The OPMS is a model of model of models models - it is comprised
of ALL the models that arecreated in various relevant
dimensions during progress towards the
Mission - any Mission!
Because the OPMS OPMS is a model of models, it
ensures the developmentin users of Chris Argyrisgrand concept of
double-loop learning!double-loop learning!
On deeper examination, wefind there are actually manymore loops than just two -and we can handle them allthrough this process. We
we could call our processcybernetic learning cybernetic learning
MISSION : To enable each member of our staff to
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GSC - OPMS Presentation 51
WEAKNESSES that may HINDER/PREVENT
accomplishment of Mission
EVENTS /MILESTONES that mayoccur during progress towards
Mission
FundamentalDimensionsDimensions
above System Tie LineSystem Tie-Line
System
Dimensions(derived fromFundamental Dimensions)
THINGS TO DO toaccomplish Mission
BARRIERS / DIFFICULTIES /THREATS that may hinder/prevent
accomplishment of Mission
OPPORTUNITIES & Preparation Required to avail Opportunities to
accomplish Mission
Finance ControlSystem
Monitoring & EvaluationSystem(s)
ProductionSystem(s)Marketing
SystemInformation
SystemsPlanningSystem
Mission
Dimensions below System Tie Line
STRENGTHS (available)STRENGTHS (required)
that may help accomplishment of Mission
MISSION : To enable each member of our staff todevelop most effectively
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The whole system on a single page!
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Linkages between various dimensions abovethe System Tie Line of the OPMS OPMS are broadly
illustrated below and in following slides :
A: THINGS TO DO
B: BARRIERS
C: STRENGTHS
HELP HELP ACCOMPLISH ACCOMPLISH
HINDER HINDER
HELP HELP OVERCOME OVERCOME
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more linkages
B: Barriers/Weaknesses
HINDER
Activities
Strengths required
HELPACCOMPLISH
HEL P OVERCOME
Opportunities
HELP AVAIL HELP AVAIL
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Activities
B: Barriers/Weaknesses
Strengths required
HELPACCOMPLISH
HINDER
HELP OVERCOME
Opportunities
HELP AVAIL
MISSION
HELP ACCOMPLISH HELP ACCOMPLISH
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These models can become as detailed asThese models can become as detailed as
required, right down to the level ofrequired, right down to the level of
WHICH BARRIERS hinder WHICH ACTIVITIES?
WHICH STRENGTHS are requiredto overcome WHICH BARRIERS?
All this and more becomes clear asthe OPMS is developed!
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Recall that we have
two types of models...
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Linkage
s between BARRIERS & THINGS TO DO
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The barrier marked in the FR
HINDERS / PREVENTS accomplishment of the objective marked in the ISM
Linkage
s between BARRIERS & THINGS TO DO
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That barrier also hindersThat barrier also hinders
accomplishment of all elementsaccomplishment of all elementsabove the THING TO DO that it above the THING TO DO that it directly hinders!directly hinders!
Linkages between BARRIERS & THINGS TO DO
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Just identify appropriate means toovercome the barrier identified - and integrate those into the Action Plan!
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It is top-down because we choose a
Mission for the whole organisation (or part of it that we need to consider)
It is bottom-up because the Action Plan to
accomplish the Mission is made effectivefrom the bottom upwards
OPMS - itsTOP-DOWN + BOTTOM-UP!
Can readily be integrated with anyany
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Can readily be integrated with anyany process that is currently being used:
Standard Project Management TQM
Balance Score Card
Theory of Constraints
e-Think (Kepner & Tregoe)
Any other...`
OPMS OPMS would help make any such practice
very significantly stronger
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References:
JN Warfields contributions: http://www.ajarmail.com
G.S. Chandy temporary URL: http://onepagems.tripod.com
Our Services:
http://www.ajarmail.com/http://www.ajarmail.com/http://onepagems.tripod.com/http://onepagems.tripod.com/http://onepagems.tripod.com/http://onepagems.tripod.com/http://onepagems.tripod.com/http://www.ajarmail.com/http://www.ajarmail.com/http://www.ajarmail.com/ -
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Our Services:
Half-day workshops for individuals, and upto two people
User workshops - 2-Day & 3-DayWorkshops (groups from 8-12 people)
Facilitator Training - 2 sessions of 5 dayseach with 3-month interval; in-house
project work during the 3 months interval
Supply of OPMS software
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G.S. Chandy
c/o Sahi Oretrans Pvt Ltd30 Western India House
Sir P.M. Road, FortMumbai - 400 001India
e-mail: chandygs@hotmail .com
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]