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System 1: Management & Leadership Systems

Role: The brain and compass of the organization.

1. System Purpose​

To establish the strategic direction, ensure alignment across all operational pillars, drive performance through clear objectives and key results, and foster effective decision-making and communication rhythms essential for business growth and stability.

2. Key Components​

  1. Strategic Planning Cadence: Regular cycles for setting long-term vision, annual goals, and quarterly objectives.
  2. OKRs / KPIs: A framework for defining and tracking measurable objectives and key results or key performance indicators at organizational and team levels.
  3. Decision-Making Frameworks: Structured approaches to evaluate options, make informed choices, and communicate decisions effectively.
  4. Weekly / Monthly Operating Rhythms: Standardized meetings, reporting, and communication channels to maintain operational momentum and track progress.
  5. Reporting Structure: Clear definitions of roles, responsibilities, and hierarchical relationships within the organization.
  6. Performance Review & Feedback: Processes for evaluating individual and team performance and providing constructive feedback.

3. Tools Used (Within Current Stack)​

  • Strategic Planning: Microsoft Loop (for collaborative vision documents, strategic roadmaps), Microsoft Teams (for discussions and workshops).
  • OKRs / KPIs: Microsoft Planner (tracking tasks and milestones linked to OKRs), Microsoft Loop (defining OKRs, tracking progress), HubSpot (KPIs related to sales, marketing, and support metrics).
  • Decision-Making: Microsoft Loop (documenting decision rationale, pros/cons), Microsoft Teams (facilitating discussions, polls).
  • Operating Rhythms: Microsoft Teams (scheduled meetings, communication channels, shared files), Microsoft Loop (meeting agendas, notes, action items).
  • Reporting Structure: Microsoft Loop (organizational charts, role definitions), Microsoft Teams (communication channels structured by reporting lines).
  • Performance Review: Microsoft Loop (template for reviews, feedback forms), Microsoft Teams (private channels for discussions).

4. High-Level Workflow (Step-by-Step)​

  1. Annual Strategic Planning (Loop/Teams):
    • Leadership conducts an annual offsite/virtual workshop using Teams for collaboration.
    • Vision, mission, and long-term goals are reviewed and refined in a dedicated Loop page.
    • Annual objectives and key results (OKRs) are defined for the organization.
  2. Quarterly OKR Definition & Breakdown (Loop/Planner):
    • At the start of each quarter, department/team leads break down organizational OKRs into team-specific OKRs.
    • OKRs are documented in Loop, with measurable Key Results.
    • Associated tasks and initiatives are created in Planner, linked back to the relevant OKRs.
  3. Weekly Operating Cadence (Teams/Loop):
    • Leadership Stand-up (15 min): Daily/weekly via Teams. Quick updates, blockers, priorities.
    • Team Meetings (30-60 min): Weekly via Teams. Review progress on Planner tasks, discuss team OKRs, address issues. Agendas and notes managed in Loop.
    • 1:1 Meetings: Regular check-ins between managers and direct reports. Discussion points and action items logged in Loop (private components).
  4. Monthly Business Review (Teams/Loop/HubSpot):
    • Cross-functional leadership meeting via Teams.
    • Review overall business performance against KPIs (from HubSpot dashboards) and OKRs (from Loop).
    • Identify trends, celebrate successes, address systemic issues.
    • Decisions documented in Loop, action items assigned in Planner.
  5. Decision-Making Process:
    • For significant decisions, a dedicated Loop page is created outlining the problem, options, pros/cons, stakeholders, and recommended path.
    • Discussions occur in Teams channels.
    • Final decision, rationale, and next steps are clearly documented in Loop.
  6. Performance Management (Loop/Teams):
    • Regular (e.g., quarterly, semi-annual) performance check-ins using Loop templates.
    • Feedback exchanged between managers and direct reports.
    • Annual performance reviews linked to OKR attainment and behavioral competencies.

5. Detailed SOPs​

SOP: Weekly Team Meeting (via Microsoft Teams & Loop)​

  • Goal: To align the team on priorities, review progress, identify and unblock issues, and ensure accountability for weekly commitments.
  • Roles: Team Lead (Facilitator), Team Members.
  • Steps:
    1. Pre-Meeting (24 hours prior):
      • Team Lead creates/updates the shared "Weekly Team Meeting" Loop page with the agenda.
      • Team Members review the agenda and add any discussion points or updates to their relevant sections on the Loop page.
      • Team Members update their progress on assigned Planner tasks.
    2. Meeting Start:
      • Facilitator (Team Lead) starts the Teams meeting.
      • Share screen to display the shared Weekly Team Meeting Loop page.
    3. Round Robin Updates (10-15 min):
      • Each team member briefly shares:
        • What they accomplished last week (related to OKRs/Planner tasks).
        • What their top priorities are for the current week.
        • Any blockers or challenges they are facing.
      • Facilitator takes brief notes directly in the Loop page.
    4. Discussion Items (20-30 min):
      • Address identified blockers, brainstorm solutions.
      • Discuss agenda items added by team members or the facilitator.
      • Use Loop to capture key discussion points, pros/cons, and decisions.
    5. Action Items & Commitments (5-10 min):
      • Review any new action items that emerged from the discussion.
      • Assign ownership and due dates.
      • Create or update Planner tasks for these action items, linking to the meeting notes in Loop.
      • Confirm weekly commitments for each team member.
    6. Meeting End:
      • Facilitator summarizes key decisions and action items.
      • Thank team members for their contributions.
      • End the Teams meeting.
    7. Post-Meeting (within 1 hour):
      • Facilitator reviews and finalizes the meeting notes in Loop, ensuring clarity and completeness.
      • Ensures all action items are correctly reflected in Planner.

6. Documents to be Created​

  • Strategic Plan Document
  • Annual & Quarterly OKR Definitions
  • Decision Log Template
  • Meeting Cadence Guide
  • Org Chart & Role Definitions
  • Performance Review Templates

7. Required Flowcharts​

  • OKR Lifecycle Flowchart
  • Key Decision-Making Process Flowchart
  • Communication Flowchart

8. Dependencies on Other Systems​

  • All Other Systems: Provides the strategic context, goals, and performance measurement for every other pillar.
  • System 8: People Management: Relies on clear role definitions and provides inputs for performance reviews.
  • System 6: Administration: Leverages the core Microsoft 365 infrastructure for collaboration and documentation.

9. MVP Version vs. Scaled Version​

  • MVP (Phase 1):
    • Focus on defining core annual goals and 1-2 critical quarterly OKRs.
    • Basic weekly stand-ups and monthly business reviews using Teams meetings and simple Loop notes.
    • Ad-hoc decision-making, documented after the fact.
    • Informal performance feedback.
  • Scaled Version (Phase 2+):
    • Comprehensive OKR framework across all teams, integrated with Planner.
    • Automated reporting dashboards pulling KPIs from HubSpot and other tools.
    • Formal decision-making processes, including pre-reads and structured discussions.
    • Robust performance management system with regular reviews, goal setting, and development plans.
    • Dedicated training on leadership and management principles.