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The‘One Page Management System’
(OPMS)
An ‘Operating System An ‘Operating System for the Human Mind’for the Human Mind’
We can justify this We can justify this bold claim through a bold claim through a
live demonstrationlive demonstration
GSC - OPMS Presentation 2
OPMSOPMS is: The practical, effective means to
accomplish Missions
All kinds of Missions can be tackled more effectively 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 require or objective that may require
considerable effort, time, resources considerable effort, time, resources to accomplishto accomplish
GSC - OPMS Presentation 3
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!
GSC - OPMS Presentation 4
A picture of the OPMS
GSC - OPMS Presentation 5
WEAKNESSES that may HINDER/PREVENT
accomplishment of Mission
EVENTS /MILESTONES that may occur during progress towards
Mission
FundamentalDimensions
‘Dimensionsabove System Tie Line
System Tie-Line
‘System’Dimensions,
derived from ‘Fundamental Dimensions’
THINGS TO DO to accomplish 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 to develop most effectively”A comprehensive system to help
accomplish ANY Mission
Represents any or Represents any or all of the all of the relationships in the relationships in the systemsystem
GSC - OPMS Presentation 6
• Comprehensive view, crystallized onto a single page - regardless how large/complex the Mission may be!
• We can always ‘drill down’ to any level of detail required!
OPMS - helps users develop a comprehensive view of any
‘Mission’
GSC - OPMS Presentation 7
• 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!
GSC - OPMS Presentation 8
Some example Missions:
“To make the right investment decisions for our current needs”“To enable each member of our staff to develop
most effectively”
“To ensure effective Knowledge Management in
the organisation”
“To reduce inventory held by 20% within six
months”
“To increase turnover to Rs 2000 crores, with PAT of
Rs 500 crores”
To become an expert at the ‘C’ computer languageTo become a top-level
consultant within 3 years
To make the best decisions continuingly in complex
situations
OPMS - helps users articulate their ideas about any ‘Mission’ by asking them appropriate
‘Trigger Questions’:
“What, in your opinion, are the THINGS TO DO to enable each member to
develop himself/herself for the needs of the organisation (and for himself/herself)?”
The The MissionMission
GSC - OPMS Presentation 10
• To challenge each member of staff to develop himself/herself to maximum possible for his/her own and for organisation’s 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 and clarifying 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 MissionAll good ideas to accomplish the Mission
On any relevant issue about which we are asked trigger questions -
we ALWAYS have ideas!
The ‘secret’ is to make effective use 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 the feeling that our good ideas are not
being adequately valued by the organisation
An effective process is needed to ‘handle ideas’
Because of ‘Stage 2’ (to be described), we have a process that
GUARANTEESGUARANTEES that every good idea, whenever it comes to mind, could be
integrated into our Action Plans!
GSC - OPMS Presentation 12
Both Stage 1 (Idea Generation & 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 to ensure that the right ones
become available for action at any point of time.
Stage 2 - Idea Structuring!Structuring!
It is done through a process of modeling to show us, for
instance, how the accomplishment of one idea or ‘element’ may help the
accomplishment of another
Idea organising is something we are doing
intuitively ALL the time - OPMSOPMS merely makes the
process rigorous and scientific
GSC - OPMS Presentation 13
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 organisation’s benefit (1)
• To make our organisation a truly exciting place to work in (2)
To ‘structure’ them, we just ask ourselves a couple of questions:
‘Challenging each member of staff to develop himself/herself to maximum possible for his/her
own and for organisation’s 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 us articulate and clarify the linkages articulate and clarify the linkages we perceive between the factors in we perceive between the factors in
our systemour system
The question is reversed:
‘Challenging each member of staff to develop himself/herself to maximum possible for
his/her own and for organisation’s benefit’ (1)
?”
“Does the achievement of
HELP THE ACHIEVEMENT OF
Response: “NO”NO”
making our organisation a truly exciting place to work in (2)
Such responses represent the relationships perceived by the modelers
at a particular period in time - these perceptions could and often do change!
GSC - OPMS Presentation 16
Make our organisation a 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 organisation’s benefit (1)
We don’t show the ‘no We don’t show the ‘no contributions’contributions’
“should contribute”
Model at this stage:
No contribution
Accomplish (1) to enhance Accomplish (1) to enhance accomplishment of (2)!accomplishment of (2)!
GSC - OPMS Presentation 17
Make our organisation a 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 organisation’s benefit (1)
“should contribute”
Model at this stage:
Then, a third element is added to
our model:
GSC - OPMS Presentation 19
Make our organisation a 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 organisation’s benefit (1)
“should help accomplish”
To provide all needed facilities for effective work and
recreation (3)
GSC - OPMS Presentation 20
To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a truly exciting place to work in
To help each person develop 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
should help should help accomplishaccomplish
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 the heart of the matter!
should help should help accomplishaccomplish
GSC - OPMS Presentation 21
where ‘A’, ‘B’, ‘C’ are ‘elements’ in the system under consideration and
‘ ’ represents a specific transitive relationship
The model is based on ‘transitivity’‘transitivity’ of the relationship we’re working with:
If ‘A’ ‘B’
AND if ‘B’ ‘C’
THEN ‘A’ MUST ‘C’
Because of transitivity, it is quite efficient to create these models, as we have 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 relationship
“precedes”,“precedes”, which is familiar to us through PERT & Gantt Charts (the major modeling tools in ‘Project Management Software’)
Because of transitivity, we can generally create these ISMs by
responding to just 15%-40% of all the possible questions between elements
GSC - OPMS Presentation 23
To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a truly exciting place to work in
To help each person develop 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
should help should help accomplishaccomplish
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 the “should help accomplish”“should help accomplish” relationship
These models can become as large as required to These models can become as large as required to describe the most complex live situation! Over time, describe the most complex live situation! Over time, as we work on our Missions, our models may come as 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!
GSC - OPMS Presentation 24
THINGS
TO DO
The model may keep on growing until the Mission is successful!
Even when we have thousands of elements integrated into our model, we shall be able to focus on a narrow band of elements in the full confidence that by so doing we are are actually 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
GSC - OPMS Presentation 25
To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a truly exciting place to work in
To help each person develop To help each person develop himself/herself as an individualhimself/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 attribute of such ‘Intent StructuresIntent Structures’
WHY?WHY?
HOW?HOW?
Up WHY?
Down HOW?
GSC - OPMS Presentation 26
THINGS
TO DO
WHY?
HOW?
UPUP the model to find out “WHY?”“WHY?”
DOWNDOWN the model to find out “HOW?”“HOW?”
To be able to discover the “HOW?” and the “WHY?” of things is probably the
greatest motivator that exists!
To ensure effective handling of a task by people reporting to you,
just enthuse them about the WHYs?WHYs? of the task - then let them
work out the HOWs? !!!HOWs? !!!
GSC - OPMS Presentation 27
My personal performance
Organisation’s profits
My personal rewards
“contributessignificantly to”
Rewards include:i) Financial rewards…ii) Other rewards: working conditions, etc...
GSC - OPMS Presentation 28
To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a truly exciting place to work in
To help each person develop 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
should help should help accomplishaccomplish
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 into ‘standard prose’ very easily indeed! And this ‘standard 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 20 to 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!
GSC - OPMS Presentation 29
THINGS
TO DO
The prose translations of such models increase exponentially in size with increase of number
of elements in the model!
GSC - OPMS Presentation 30
The process helps develop clear linkages between individual’s aims to the organisation’s Mission!
GSC - OPMS Presentation 31
My personal performance
Organisation’s profits
My personal rewards
“contributessignificantly to”
Rewards include:i) Financial rewards…ii) Other rewards: working conditions, etc...
Helps ensure that individual actually see
& properly understand & appreciate the linkages between him/her and the
organisation!
GSC - OPMS Presentation 32
To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a truly exciting place to work in
To help each person develop 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
should help should help accomplishaccomplish
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
Make clear to all the excitement of working at a exciting job,
in an exciting company!
GSC - OPMS Presentation 33
Whatever the issue (or Mission), this initial part of the OPMS process enables users to create an effective Action Plan,
along with all needed systems, to accomplish the Mission.
The processes underlying OPMS are quite unique in their power and universal
applicability!.
GSC - OPMS Presentation 34
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, it’sin particular, it’s 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 with Co-relates with ‘effectiveness’‘effectiveness’
• Ideas, Creativity, Ideas, Creativity, motivation, etc are motivation, etc are effectively handled through effectively handled through “contributes” or “should “contributes” or “should help achieve”help achieve”
““Precedes”Precedes” (PERT/Gantt)• Useful when intricacies
of system are somewhat known to us
• Can handle ONLY elements connected with time process
• Cannot handle ‘soft’ issues like “motivation”
• Co-relates with ‘efficiency’
‘Action Planning’ done through conventional Project Management
software is bound to leave out many significant elements (and
issues)
Actually, in order to properly Actually, in order to properly understand our ‘whole understand our ‘whole
system’ we need to use a system’ we need to use a number of relationships, each number of relationships, each
appropriate to its own time appropriate to its own time and place!and place!
GSC - OPMS Presentation 36
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 others
Using appropriate relationships, we can cover ALL aspects of the systems we
need to create
Another modeling tool in the OPMS
‘Field Representation’ (FR) Method
This is the tool that actually helps us create the OPMS!OPMS!
GSC - OPMS Presentation 38
Constructing a Field Representation
• First, we try to cleanse our minds First, we try to cleanse our minds from all pre-conceived categories...from all pre-conceived categories...
• Then, OPMS asks questions like…
GSC - OPMS Presentation 39
Field Representation & Profiling (contd.)
(In the context of the kind of actions needed to overcome the barriers, etc.)
““Is(B) Need to improve productivity of Indian
software industryIN THE SAME CATEGORY ASIN THE SAME CATEGORY AS
(A) Our educational systems are not adequately effective
?””
(Elements from documents on “National IT Mission” formulated
several years ago by Govt. of India)
GSC - OPMS Presentation 40
Response “YES” would put element ‘B’ into the same
category as ‘A’ -“NO” would put it into a
different category…
… as shown, next
GSC - OPMS Presentation 41
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...
GSC - OPMS Presentation 42
Dimension titles provided later, AFTERAFTER insertion of elements into dimensions!
GSC - OPMS Presentation 43
The ‘System Tie Line’ represents any or all of the relationships inherent in the
system under consideration.
GSC - OPMS Presentation 44
The elements are ‘linked’ by appropriate relationships as perceived by the users
GSC - OPMS Presentation 45
The OPMS provides a facility to enable users write down prose translations of such visual linkages
“XYZ” MAY TEND TO 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 system understanding of the system
represented in the Fieldrepresented in the Field
GSC - OPMS Presentation 46
It takes a while to develop the skills needed to use the System Tie Line
effectively to link different dimensions and elements together…
It’s well worth our while to work towards developing these skills…
GSC - OPMS Presentation 47
…because, as earlier claimed, Field Representations, over sufficient iterations,
can be shown to satisfy a fundamental systems law, called
Ashby’s Law of Requisite Variety
GSC - OPMS Presentation 48
Ashby’s Law of Requisite Variety (Simple Simon’s version)…
“The dimensions of a proposed solution to a problem must match the dimensions of the problem”
(If too few dimensions, the solution won’t work – if too many, the solution would be too expensive or too complicated!)
GSC - OPMS Presentation 49
The Field Representation processis found to be the
ideal tool for handling complex projects - to help us integrate the parts into a
whole !
GSC - OPMS Presentation 50
Integrating all the models of all the work done towards any Mission into a single
Field Representation creates a ‘One Page Management
System’ (OPMS).
The OPMS is a ‘model of ‘model of models’models’ - it is comprised
of ALL the models that are created in various relevant
dimensions during progress towards the
Mission - any Mission!
Because the OPMSOPMS is a model of models, it
ensures the development in users of Chris Argyris’
grand concept of ‘double-loop learning’!‘double-loop learning’!
On deeper examination, we find there are actually many more loops than just two - and we can handle them all through this process. We we could call our process
‘cybernetic learning’‘cybernetic learning’
GSC - OPMS Presentation 51
WEAKNESSES that may HINDER/PREVENT
accomplishment of Mission
EVENTS /MILESTONES that may occur during progress towards
Mission
FundamentalDimensions‘Dimensions
above System Tie LineSystem Tie-Line
‘System’Dimensions
(derived from Fundamental Dimensions)
THINGS TO DO to accomplish 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
‘Dimensionsbelow System Tie Line
STRENGTHS (available)STRENGTHS (required)
that may help accomplishment of Mission
MISSION: “To enable each member of our staff to develop most effectively”
GSC - OPMS Presentation 52
The whole system on a single page!
Linkages between various dimensions ‘above the 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 ACCOMPLISHACCOMPLISH
HINDERHINDER
HELP HELP OVERCOMEOVERCOME
…more linkages…
B: Barriers/Weaknesses
HINDER
Activities
Strengths required
HELP ACCOMPLISH
HELP OVERCOME
Opportunities
HELP AVAILHELP AVAIL
Activities
B: Barriers/Weaknesses
Strengths required
HELP ACCOMPLISH
HINDER
HELP OVERCOME
Opportunities
HELP AVAIL
MISSIONHELP ACCOMPLISHHELP ACCOMPLISH
These models can become as detailed as These models can become as detailed as required, right down to the level of…required, right down to the level of…
WHICH BARRIERS hinder WHICH ACTIVITIES?
WHICH STRENGTHS are required to overcome WHICH BARRIERS?All this and more becomes clear as
the OPMS is developed!
GSC - OPMS Presentation 57
Recall that we have two types of models...
GSC - OPMS Presentation 58
To challenge each member of staff develop
himself/herself to maximum possible
To make our organisation a truly exciting place to work in
To help each person develop 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
should help should help accomplishaccomplish
Interpretive Structural Model
GSC - OPMS Presentation 59
GSC - OPMS Presentation 60
Linkages between ‘BARRIERS’ & ‘THINGS TO DO’
The barrier marked in the FR HINDERS / PREVENTS accomplishment of the objective marked in the ISM
GSC - OPMS Presentation 61
Linkages between ‘BARRIERS’ & ‘THINGS TO DO’
That barrier also hinders That barrier also hinders accomplishment of all elements accomplishment of all elements above the THING TO DO that it above the THING TO DO that it
directly hinders! directly hinders!
GSC - OPMS Presentation 62
Linkages between ‘BARRIERS’ & ‘THINGS TO DO’
Just identify appropriate means to ‘overcome’ the barrier identified - and integrate those into the Action Plan!
GSC - OPMS Presentation 63
• Ensures rapid evaluation of project feasibility - helps ensure ensure that time is not wasted on infeasible projects
• Provides a comprehensive view of the project, crystallised on a single page
• Enables each individual/group to ‘drill down’ to the level of detail required for his/her functions
• Links up individual performance to the performance of the whole organisation
• Links up individual goals to Organisational Missions• Enforces high level of ‘self-discipline’ in the organisation• Enables people to create practical, clearly-understood
means to overcome Barriers, Threats, Weaknesses, etc - at EACH level in the organisation
Some features of the OPMS:
It’s THE most powerful and systematic tool available to enableenable the good ideas of people involved in problems and issues
It’s ‘Cybernetic Learning!
GSC - OPMS Presentation 64
• 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 effective from the bottom upwards
OPMS - it’s ‘TOP-DOWN’ + ‘BOTTOM-UP’!
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...`
OPMSOPMS would help make any such practice very significantly stronger
GSC - OPMS Presentation 66
References:
• JN Warfield’s contributions: http://www.ajarmail.com
• G.S. Chandy temporary URL: http://onepagems.tripod.com
GSC - OPMS Presentation 67
Our Services:
• Half-day workshops for individuals, and up to two people
• ‘User’ workshops - 2-Day & 3-Day Workshops (groups from 8-12 people)
• ‘Facilitator Training’ - 2 sessions of 5 days each with 3-month interval; in-house project work during the 3 months interval
• Supply of OPMS software
GSC - OPMS Presentation 68
G.S. Chandy
c/o Sahi Oretrans Pvt Ltd30 Western India HouseSir P.M. Road, FortMumbai - 400 001India
e-mail: [email protected]