C parag 4 suggests six items that should be included

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Unformatted text preview: Parag. 4 suggests six items that should be included in the implementation plans. Suggest examples of what you might include for each of these in your company. d. Consider the following questions: i. Which departments in your company would policies be sent to first of all? ii. How would they be sent? – In writing or at meetings? How specific would they be? Give concrete examples. iii. What guidelines would they contain for the managers who would then have to prepare implementation plans? How detailed should the implementation plans be? iv. What obstacles might have to be dealt with? e. Parag. 5 mentions five points to keep in mind. How true are each of these in your company? How would you apply the 5Ws and 1H method? How useful would it be? Action plan Include your ideas for deploying and implementing annual management policies in the action plan you have already prepared. Unit 1 - Chief Executive Officer: Managing Policy 14 A Roadmap to Quality UNIDO unit 1.qxd 3/10/05 12:42 PM Page 15 1.5 Control the implementation of policies Introduction 1. Once the implementation of policies begins, you need to check regularly that they are being implemented as planned: that departments, sections, and individuals are carrying out the tasks assigned to them. If policies have not been implemented properly, you will have to decide whether the implementation plans were impossible to carry out, or the plans were carried out to schedule but failed to achieve the target. 2. There are two ways of appraising implementation: a. Appraisal of the results: what results has implementation brought? b. Appraisal of factors: appraisal of the status of the specific activities and processes (implementation items) that are being implemented. 3. Use the PDCA cycle to carry out the appraisal. The PDCA cycle has four stages. As applied to implementing policies these can be described thus: P - Plan: Set up a concrete implementation plan, as described in Text 1.4, with evaluation items and evaluation criteria; decide how to put it into practice and who will be in charge of each item; prepare a schedule and check that everyone who needs to know about it is informed. D - Do: Implement the plan exactly as it has been drawn up. Don’t implement it partially or casually. C - Check: Use the evaluation items that were chosen at the planning stage to review and evaluate the results of implementation. A - Act: Analyse the results that have been evaluated and take concrete countermeasures. If necessary, incorporate the results in a new PDCA cycle. Finally standardize the new procedures. (See the Introduction to TQM for more about the PDCA cycle.) Figure 1.5a The PDCA cycle A Roadmap to Quality 15 Unit 1 - Chief Executive Officer: Managing Policy UNIDO unit 1.qxd 3/10/05 12:42 PM Page 16 The monthly appraisal 4. Normally you should carry out an appraisal each month. The basic monthly appraisal measures control items and uses control graphs to judge whether the targets have been achieved. This corresponds to the C and A (check and act) parts of the PDCA cycle. Use the procedure described in “Deal with abnormalities “ (see parags. 13 to 15) to detect problems, identify the causes and take measures to deal with them. 5. The sources of policy implementation problems will normally be found in: a. Changes in the external environment. b. Failure to implement specific items. c. Failure to carry out the implementation plans properly. d. Delays in carrying out the implementation plans. 6. Approaches to the problems: a. When failed implementation poses problems, investigate the causes, and analyse the root causes and eliminate them. b. When problems lie in specific implementation items, investigate why these were included in the plans and how the plans were prepared, and identify and remove the root causes. c. When problems lie in the implementation plans, then revise the plans. 7. Record immediately whatever actions you take. For reference purposes, write up analyses of the policies that were not successfully implemented, and the actions taken to deal with them. Use monthly follow-up sheets with implementation plan management tables and PDCA sheets. Assessment should not be vague. Results like “more than 95% achievement of targets” are not acceptable. Figure 1.5b Written plans for and reports on operational implementation Control items 8. Control items are measurable items used to judge whether tasks assigned to departments or sections or individuals have been carried out; if not, appropriate action should be taken. Three of the most important control items in appraising policy implementation are: a. Are policies and target values valid? Policy management helps to put the policies of higher managers into effect. The policies and target values themselves are therefore control items. They too must be checked. b. Are any problems identified during the policy deployment stage? It is essential to identify and solve any problems that arise at this stage. The question of whether problems are identified and resolved or not is therefore in itself an important control item. c....
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