Systems2win Leadership Roles
What needs to be done to successfully implement your Systems2win tools for multiple users
Table of Contents
Bookmark = primary
Systems2win Primary Contact
Your Primary Contact serves as...
the primary contact for all things Systems2win
The Ideal Profile is an enthusiastic senior or middle level manager with both:
- Competence and experience using a wide variety of tools and methods for process improvement
- Excellent coaching skills
(This is not an IT position)
In smaller organizations
a single person might fill every one of the roles described on this page.
In larger organizations
the Primary Contact might personally fill some of these roles,
and might coordinate the efforts of different individuals and teams
to perform each of the roles described on this page.
Responsibilities of your Systems2win Primary Contact
If the sub-roles are delegated, then there isn't a lot of time required of the Primary Contact, but it comes in spurts:
- Initial installation
- Initial leadership
- Ad hoc questions
and ongoing leadership
1) Ensure installation success
Use the Multi-User Setup Checklist
to ensure that everything gets off to a great start.
2) Be the primary contact
Yes, all Systems2win users are free to
contact Systems2win support directly,
and yet your users will be so much more successful if they have a motivated internal Systems2win Primary Contact, as an additional resource for support and mentoring.
This one person will also be the primary contact for correspondence to and from Systems2win.
Use your Training Matrix template
and mentoring sessions (both periodically scheduled and ad hoc)
to ensure that each Team Leader completes their leadership responsibilities
to ensure that every one of their team members gets installed, trained, and supported
(as described in the next section)
And again... in a small organization, the Primary Contact might be the only Team Leader
Every Team Leader
The Systems2win Primary Contact should personally coach
every team leader to maintain their own Training Matrix
to ensure that every member of their team completes:
- Registration for the Customer Correspondence System
so that each of your users receives helpful tips for getting started,
and notices of upcoming free trainings and newly released videos.
Option1) the Primary Contact emails a single list of every Systems2win user
Minimum: name and email. Ideal: title, phone, and location.
Option 2) in a very large organization, the Primary Contact might send a list of top-level Continuous Improvement Leaders, and then coach each to provide their own list of users
- New User Training
As soon as everyone on each team has completed their initial training...
then there should be very little further time requirement for the Team Leaders.
The tools should actually save time and improve consistency to help each team leader perform their most important and urgent assignments
that have the greatest impact on their bottom-line performance evaluation.
Use the Training Matrix
to ensure that each user completes the New User Training
to learn the fundamental features common to every one of your 150+ Systems2win templates,
so that your users get the most from their new power tools.
New User Training is available as either:
- self-paced on-line learning, or
- a monthly (free) instructor-led training class
- Tool-specific Training
Each Team Leader should use their Training Matrix to identify which tools are relevant to the responsibilities of each team member.
And then track who has completed the training for each tool.
The tool-specific training completed by each team member might be any combination of:
- Self-paced online training and videos
- Instructor-led private training
(facilitated by Systems2win)
- Instructor-led internal training
(facilitated by an internal trainer)
- Leadership Coaching
Road map for a typical
In a lean cultural environment,
every leader should be (at all times) grooming next-level leaders.
The Executive Change Agent and Systems2win Primary Contact
should establish internal systems for initial training and on-going coaching
for how to use (and how to teach and coach each next-level leader to use) many of the tools and methods
for standardized work, strategic alignment, problem solving,
decision making, and lean management
for every step of a typical lean transformation.
If you have only a few users,
all with administrative permissions to install their own software...
only a few hours of IT resources are needed
If you have lots of users with restricted permissions...
maybe a day
If you choose to write a custom installer script...
Systems2win IT Contact
Assuming that you have more than 1 user...
the Systems2win IT Contact is responsible to
work closely with your Systems2win Primary Contact to:
- Work closely with your Systems2win Primary Contact to complete every line item in the Multi-User Setup Checklist
- Make the best Portal Setup Decision
- Correctly set up your portal on your server
- Ensure that every user gets the Systems2win Excel add-in successfully installed on their computer
And each time that you upgrade...
- Do it all again,
only this time following the upgrade setup instructions
Systems2win Personalization Leader
If you (optionally) personalize any of your Systems2win master templates...
then your Systems2win Personalization Leader will:
About half of Systems2win customers never personalize anything.
Training to personalize your first template takes a day or 2.
Faster for additional ones.
- Learn how to personalize your Systems2win master templates
(in ways that will allow your personalizations to be automatically found and transferred every time you upgrade)
- Do it. Personalize them —
using everything you know about familiar Microsoft Excel.
- Serve as the 'gatekeeper' for your master templates
perhaps coaching some of your other leaders to easily provide their suggested improvements that the Personalization Leader then incorporates into your master templates.
- Ensure that all personalizations get successfully transferred each time that you upgrade.
To summarize again...
Your Systems2win Primary Contact might perform some or all of the above responsibilities alone
and your Systems2win Primary Contact always has ultimate final responsibility
for the successful completion of all of the above responsibilities — even if others are involved.
Your Systems2win Primary Contact is also usually very much involved with
but is NOT ultimately responsible for...
the following responsibilities of the Executive Change Agent.
Bookmark = executive
Executive Change Agent
Your Executive Change Agent has ultimate responsibility
for the success of your overall Continuous Improvement program
(of which, your Systems2win tools are an important, but incomplete part)
The role of the Change Agent is described in detail in our Change Agent web page.
The success of your implementation of your Systems2win tools
will be HIGHLY dependent upon the success your Change Agent's management of the following roles.
Head of Continuous Improvement
Not sure that you're ready to be the best Executive Change Agent that you can be?
to open a confidential dialog
If your Executive Change Agent is not also directly responsible for leading continuous process improvement...
then your Change Agent will need to work very closely with that leader
to ensure that every member of your Continuous Improvement Team
is fully aware of the tools that your company owns and knows how to use them to greatly enhance your visual management systems.
Head of Training
If your Executive Change Agent is not also directly responsible for leading the systems design and training for the dozens of diverse tools and methods used for continuous improvement and lean coaching...
then your Change Agent will need to
work VERY closely with those leaders.
The training and systems that come with your Systems2win templates will prove very helpful, but will be insufficient if your Systems2win tools and training are not seamlessly integrated into your larger programs for continuous improvement training, perhaps including (and not limited to):
- Training for Mental Models —
- Systems for document control, standardized work,
and Job Instruction training
to prevent backsliding into old habits
- Lean Management Systems
of Systems2win Leadership
Serving in any of the above leadership roles can be
Good for your career
- Greatly increased mastery of tools and methods for continuous process improvement
- Valuable coaching and mentoring, directly from Systems2win
- Visibility to (and working relationship with) senior managers and top-level executives
- Development of leadership and motivational skills (that can't rely on "because I'm your boss")
- Development of a skill set that is highly valuable to any employer