4A. Delivery routines toolkit

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A delivery routine is a regularly scheduled and structured conversation between a system leader and the people responsible for managing an organization’s goals or strategies. The conversation focuses on assessing progress so far and problem-solving on specific issues. The routine is prepared and led by the “Delivery Unit” (see Chapter 1C) or whoever plays that role in your system or organization. There are four steps in establishing and running a series of effective delivery routines:

  • Reflect on characteristics of current routines
  • Organize routines
  • Prepare for the routine
  • Run the routine

The first two steps deal with creating the architecture and structure for your routines, while the latter two steps deal with preparing for and running one specific routine. This toolkit will lead you through each of the four steps to help you design and implement effective, high-quality delivery routines for your organization. For more detail see Chapter 4A in Deliverology in Practice.

Kit Resources Include:

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4A. Delivery routines toolkit overview

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This document provides a guide through the rest of this toolkit. Read this first to understand the concepts covered in the rest of the kit.

 

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4A.A. Routines rubric

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This rubric allows you to assess your current process for monitoring progress in 4 categories: regularity, strong execution, focus on performance and action on performance. Use this at the beginning of your routines planning process in order to determine how well you are currently measuring progress and problem solving, and use it again once your system of delivery routines is up and running in order to continuously improve on the process.

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4A.B. Using the routines rubric

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This exercise will guide you through the use of the rubric to assess your routines and determine steps for improvement. It gives comprehensive instructions for both the group (which should include your system leader and goal or strategy leaders, if possible) and you in your role as a facilitator.

 

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4A.C. Creating your delivery routine calendar

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

The calendar template allows you to plan out when routines, either stocktakes or notes, will happen for each area of focus. Once you have decided on a proposed schedule, you can use this template to communicate that plan to your system leader and goal or strategy leaders to make sure there are no major conflicts. Routines should be a high priority for all involved, so it is very important to schedule them as far in advance as possible.

 

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4A.D. Roles and responsibilities in routines

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This template describes each of the key roles in delivery routines and how they contribute to the process. Review this with your system leader and goal/strategy leaders so that they are aware of what actions are required of them. Have a conversation with the team around this template and think about what these conversations will look like. What kind of norms will your team need to establish that allow delivery routines to become a conversation around assessment and problem-solving without punishment or blame?

 

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4A.E. Assessment framework guide

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This 2-page document provides a quick overview of the different types of assessment frameworks used by EDI. Keep this with you as you look through Documents F, G and H in order to decide which one works best for your situation.

 

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4A.F. Assessment framework, 3 element

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This assessment framework is the one most commonly used at EDI and with our partners. It contains areas for assessment on quality of planning, capacity and evidence of progress, as well as an overall rating of the likelihood to succeed for a particular area of focus.

 

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4A.G. Assessment framework, 5 element

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This assessment framework is very similar to the 3-element framework, but it adds 2 more elements: degree of challenge and stage of delivery. These 2 extra elements are helpful when comparing areas of focus that are very different from each other in terms of scale or start date, and can add context to the ratings in the other elements.

 

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4A.H. PMDU assessment framework

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This is the original assessment framework developed under Sir Michael Barber at the Prime Minister’s Delivery Unit in the United Kingdom. This version is much longer but can be particularly helpful when trying to troubleshoot an implementation challenge.

 

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4A.I. Routines rating tool

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

This Excel tool allows a goal team to input their ratings and rationale for each area of focus and view the ratings across the entire goal.

 

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4A.J. Developing objectives for a routine

Topics: Delivery Resources, Drive Delivery, 4A: Establish Routines to Drive and Monitor Performance

Once you have developed the structure for your routines using the preceding documents, you will need to prepare for each one. This series of exercises and templates will help you set up the agenda so that each routine allows participants to come to a shared view of progress and then collaborate on focused problem-solving work.