From Chaos to Clarity:
How to Organize
Business Well
By approaching the daunting task of organizing as an engaging board game, this comprehensive guide is all you need to kickstart your journey toward a well-organized business.
In the world of business, organization isn’t just a buzzword—it’s the backbone of successful operations. A well-organized business operates like a powerhouse, with every aspect functioning efficiently and effectively toward achieving its objectives.
Organizing is more than just task and project management delegation; it’s much more than that. It should be approached comprehensively; otherwise, it will not yield the desired results. As such, the process of organization often appears as an enigma. It’s not an innate skill, nor is it explicitly taught in schools or universities. Instead, we’re left to figure it out on our own, often through a process of trial and error that can feel like navigating a complex maze.
Small and medium-sized businesses face a unique set of challenges. They may lack the resources to hire expensive consulting firms, and the promises of project, task, and collaborative software often fall short. As a result, many end up managing things themselves or hiring managers, only to find that they don’t meet expectations or fulfill their own promises. This can lead to a host of issues.
Let’s be clear: organizing your business isn’t a task that can be completed with a few clicks of a mouse. It requires engagement, time, and commitment.
This is where Workanizers comes in. It’s your secret weapon in the battle for organization and smooth operations. This toolkit, packed with 15 unique tools, is designed to help you build all aspects of a robust and flexible organizational infrastructure. With Workanizers, the process becomes significantly easier and faster.
Think of it like a board game.
In this game, Workanizers provides a ready-made layout board. It has 15 organizational fields and associated tools representing different aspects of the organizational infrastructure on the game board, along with 4 types of managerial roles to play within this structure.
Initially, the board assembly involves 15 empty fields, each with instructions on how to populate them.
- Organizing a business is like assembling your game board – establishing a strong yet adaptable organizational infrastructure.
- Managing daily operations is playing the game – functioning efficiently within this infrastructure.
Assembling the game board is a metaphor for building the organizational infrastructure of the business. When we set up the board, we start the game with 4 types of managerial figures, a metaphor for managing daily operations. This makes operational management smooth and business results more easily achievable.
From this perspective, much like a board game, Workanizers stands out as a definitive all-in-one framework, outlining what needs to be done and how for a comprehensive business organization. It offers everything entrepreneurs and managers require — nothing more and nothing less.
In the following sections, we’ll walk you through 15 steps, showing you how to use the Workanizers tools to their full potential. So, let’s get started on this game of business organization.
STRATEGERS
These three fields encapsulate the strategic facet of a business organization.
The organizational infrastructure must be well-planned, ensuring that it matches your specific business model and achieves your business goals, not someone else’s.
For this purpose, use the Strategers tools to develop an Organizational Model that outlines the primary process structure in the company.
1. Biz Modeler
Articulate your business idea and create your Business Model.
Why:
- Is your existing business organization perhaps not 100% suitable for achieving results on the market?
- How can you establish an organization that should perform well in the market if the idea of customers, products and services, and competition is unclear and changeable?
- How can the partners in the company be effectively involved in building the organizational infrastructure and management if they do not know which of these variables are valid?
Starting with a brief description of the business and financial ideas, followed by an explanation of our product and service positioning in relation to the chosen customer segments and competition, we highlight our key activities and resources that will ensure competitive advantage. Finally, we assess our company’s strengths and weaknesses.
The advantage of the Biz Modeler is that it streamlines several value propositions and customer segments into a single business model using the separation and synergy module.
2. Goal Maker
Define your business goals and track operational goals and indicators.
Why:
- Are your business objectives aligned with your business idea?
- How can you ensure that everyone works towards the same end goal?
- How do you measure success and track progress in a way that is both efficient and effective?
- Without clear goals and indicators, how can you determine if your strategies are truly effective?
Break down the main goals into operational objectives and assign KPIs to monitor the progress toward achieving them.
3. Org Modeler
Develop the Organization Model, the foundation of your organizational infrastructure.
Why:
- Does your organizational infrastructure truly support your business goals?
- What are your goals for if there is no correct model for creating an organizational infrastructure in which it is only possible to achieve those goals?
The Organizational Model represents the foundation of the business organization and ensures that the structure and management follow our business model and objectives.
This is achieved by grouping processes into three groups:
1. Production processes,
2. Hub processes,
3. Customer processes,
thus forming the Organizational Model of the company, which is the ultimate purpose of the STRATEGERS tool.”
CONSTRUCTORS
This group of fields and their tools are designed to help you build an agile organizational infrastructure, including processes, procedures, workforce alignment, management roles, and planning and reporting systems.
4. Processor & Tasker
Document and store valuable knowledge and experience about your company’s best practices. Properly create processes and break them down into sequences and individual tasks.
Why:
- Does your team constantly reinventing the wheel?
- How often do you find that valuable company knowledge is lost when an employee leaves?
- Without structured processes and tasks, how can you ensure consistency, efficiency, and quality in your operations?
The Processor and Tasker tools are used to extend the Organizational Model, resulting in three process groups, as per the above description (assuming the Hub concept is also introduced).
The processes are further subdivided into TaskPacks. It is a distinct type of task grouping that facilitates and accelerates day-to-day work by forming so-called sequences. Connecting TaskPacks to sequences and processes is simple, and the Dependencies module provides a powerful graphical representation of these connections.
5. Teamer
This field and its tools include managerial roles in the organizational infrastructure. Assign 4 predefined managerial roles, each with specific instructions on duties and responsibilities in daily operational activities.
Why:
- Have you ever felt that your management team is overwhelmed or unclear about their roles?
- How can you ensure that your managers are empowered and aligned to drive the company forward?
- How can you expect to achieve your business objectives without clear managerial roles and responsibilities?
One of the primary advantages of using Workanizers is the ability to define small (but efficient) management teams. For example, in smaller businesses, there are only two people; in medium businesses, there are about 5-6; and in larger businesses, there are about 10.
Teamer is a straightforward tool that enables us to assign four managerial roles, each with its own set of duties and responsibilities.
This is accomplished by assigning each member several managerial roles for which they are trained.
The management team includes the following managerial positions:
Profit Leader
Dictates the company’s course of action to achieve the desired profit. Oversees the “STRATEGERS” fields.
Top Manager
This is the most important organizational and management managerial position. In charge of building and maintaining the organizational infrastructure, this role is in charge of the company’s overall management. It employs the fields and tools “CONSTRUCTORS”, “OPERATORS”, and “NEURO CALENDARS”.
Process Manager
They assist in developing processes and procedures entrusted to them, as well as coordinating and managing corresponding daily operational tasks. They make use of the “CONSTRUCTORS” and “OPERATORS” tools.
Supervisor
They are accountable for ensuring that employees deliver quality results. They make use of the “DOERS” and “OPERATORS” tools.
6. Doers
Include employees in the organizational infrastructure. Select suitable employees for tasks, profile them, and direct them to quick self-training for new duties.
Why:
- Ever faced challenges in finding the right person for the right task?
- How much time and resources are wasted when employees are mismatched to their roles?
- Without a clear understanding of your employees’ strengths and capabilities, how can you maximize their potential and drive productivity?
Doers are employees who have been selected and trained to carry out the tasks that were previously defined using the “Processor & Tasker” tool.
The Doers tool consists of three sub-tools:
- Profiler
- Matcher
- Incentivizer
These tools provide insight into how well an individual’s knowledge, experience, skills, and personal characteristics align with the requirements for executing specific tasks.
Furthermore, the “Incentivizer” tool helps develop structured employee incentive programs.
7. Plans & Reports
Why:
- Ever been caught off guard by a missed deadline or an overlooked detail in a report?
- How can you make informed decisions without accurate and timely data?
- Without a systematic approach to planning and reporting, how can you ensure that your business stays on track and ahead of the competition?
This tool helps systematize your plans and keep track of their progress, as well as organize reports to include crucial details, ensuring timely delivery.
OPERATORS
This group of fields and their tools are primarily used to manage and control day-to-day business operations, ensuring the company delivers the desired results.
8. Arena
The Arena tool allows you to plan, coordinate, and control all tasks within your company in real-time, minute by minute.
Why:
- Ever felt overwhelmed by the sheer volume of tasks and the chaos of managing them?
- How can you ensure that every task is executed efficiently and on time?
- Without real-time coordination and control, how can you maintain a pulse on your organization’s daily operations?
At the end of the day, it all comes down to properly executing individual tasks, producing results, and realizing plans, goals, strategies and business ideas.
Arena is a tool for Process Managers that allows them to plan, launch, and control the execution of employee tasks in real-time. It is determined here:
1. Who performs the task,
2. What needs to be done,
3. When will it be completed, and
4. Whether the task was completed.
This is known as coordination. The Arena tool provides information on who is working on which task, for how long, whether there are any issues, and whether an intervention is required.
9. Problem Box
Collect, address, and solve problems using a pre-prepared algorithm.
Why:
- How often do recurring issues disrupt your operations?
- Without a systematic approach to problem-solving, how can you ensure that issues are truly resolved and not just temporarily patched?
Problem-solving through the Problem Box is extremely efficient and fast. Problems at Workanizers are solved according to a pre-prepared algorithm based on the structure of our organizational platform. The goal is to permanently solve the problems and their underlying causes so that the same problems do not recur. This is the purpose of the Problem Box tool.
10. HeadWay Box
Collect improvement ideas proposed by any organization member to implement them, enhance performance, and seize market opportunities.
Why:
- Are you tapping into the collective intelligence of your organization?
- Without a platform to gather and implement improvement ideas, how can you better and better and stay ahead of the competition?
Improvements are changes or modifications that organizations make to adapt to new circumstances, avoid threats, or capitalize on market opportunities. They can also help to enhance the performance, productivity, and profitability of the existing organizational infrastructure.
11. Incentive Box
Evaluate and reward employees according to the incentive program.
Why:
- How motivated are your employees to give their best?
- Without rewarding at the right time, how can you drive performance and ensure that top performers are recognized?
Using Constructor’s tools, we have created our incentive program for Doers. In the Incentive Box, we will regularly evaluate the work of Doers and then reward them according to our incentive program. Therefore, the Incentive Box deals with the following activities:
- Evaluation of the Doer’s performance
- Delivery of incentives to the Doer
12. Report Box
Generate and distribute reports to team members on time.
Why:
- Ever missed crucial insights due to delayed or missing reports?
- How can you make informed decisions and keep managers updated without a systematic reporting approach?
The purpose of this module is to help ensure the timely creation and distribution of reports to team members. To achieve this, report creation should be entered into the appropriate process as a separate TaskPack, and a specific Doer should be designated as the report submitter. The Reporting TaskPack is then executed normally, coordinated, monitored, and controlled to ensure timely reporting.
NEURO CALENDARS
- In order to be usable, the organizational infrastructure needs to be regularly maintained and aligned with current business goals.
- All operational activities should work as a cohesive unit and be synchronized across different processes.
Neglecting this can result in chaotic situations, leading to inconsistencies, delays, and other problems in the future.
These fields and tools ensure integrated management hrough planned maintenance of organizational infrastructure and synchronizing operational activities across different processes.
13. Re-Strategizer
Regularly evaluate and adjust the business model, goals, and organizational model based on current circumstances.
Why:
- Ever been blindsided by market shifts or changing customer preferences?
- How often have you found your business strategies outdated or misaligned with the current landscape?
- Without regular evaluation and adjustment, how can you ensure that your organization remains agile and responsive to evolving business conditions?
You remember the Covid-19 pandemic as a significant shift. However, many subtle changes in customer behavior, competitor offers, and shifts in market perceptions of our products and services, along with other business circumstances, usually occur slowly and subtly. They become apparent only when it’s too late.
As a result, the business is forced to react quickly, which is often incompatible with the existing organizational infrastructure.
This can be avoided thanks to the Re-Strategizer tool, which regularly checks whether the business model, goals, and organizational model correspond to the current business circumstances. The Re-Strategizer tool will harmonize them as needed, providing clear guidelines for future corrections to the organizational infrastructure based on the newly created situation.
14. Re-Constructor
Keep the organizational infrastructure in top shape. Regularly align the organizational infrastructure with changes in the Business Model, Goals, and Organizational Model by making the necessary adjustments to processes and their structure.
Why:
- Noticed inefficiencies or misalignments in your organizational infrastructure?
- As your business evolves, how can you ensure that your organizational infrastructure remains optimized and aligned?
- Without regular realignment, how can you maintain peak performance and adaptability?
Once the company is organized, it quickly becomes clear that this is insufficient. It is only a starting point.
When business circumstances change, the strategy must adapt, which leads to a slew of corresponding changes in the organizational model. This implies the necessity to regularly check the consistency and adequacy of our organizational infrastructure and correct it accordingly.
This is where the Re-Constructor tool comes in. It keeps our organization current and in top shape.
15. Start-Ops
Streamline and efficiently perform daily operational tasks. To ensure coordinated starting and the execution of tasks across different processes, synchronize Process Managers.
Why:
- Ever faced bottlenecks or conflicts in daily operations due to unsynchronized tasks?
- How can you ensure seamless coordination across various processes and teams?
- Without efficient synchronization, how can you maximize productivity and ensure smooth operations?
The efficiency of daily operations is of crucial importance for the success of the company. It is achieved by planning and starting every task and every employee on time. Furthermore, they must be synchronized with one another throughout the organization to avoid downtime and conflicts.
The Start-Ops tool enables comprehensive connectivity and synchronization of daily business activities across the entire company.
As you reach the end of this guide, reflect on the board game metaphor we began with. Just as in any strategic board game where every move is calculated and each piece has a specific role, organizing a business demands the same meticulous planning and execution.
However, this game goes beyond simple wins or losses. It’s about continuous improvement, adaptation, and growth.
Embrace the transformative power of organization. The journey from chaos to clarity is more than just a shift—it’s a metamorphosis. It’s about evolving from a state of confusion and inefficiency to one of precision, effectiveness, and success.
With the Workanizers toolkit in your arsenal, you’re not just playing a game; you’re crafting a master plan for real-world victories. Every business thrives on structure and clarity regardless of its size or industry. Now, with a clear roadmap in hand, you’re ready to lead your business to unparalleled heights. Remember, success isn’t just about having the right tools; it’s about using them effectively.
Dive into the world of Workanizers, and transform your business from a mere participant to a champion in the arena of success. Let’s turn chaos into organized success.
The future awaits, and it looks organized!