Tango for Organisations 40 Tools for Institutional Development and Organisational Strengthening MDF Training & Consultancy “Tango for Organisations; 40 Tools for Institutional Development and Organisational Strengthening” ISBN 90-808685-1-5 MDF Training & Consultancy BV Bosrand 28 Postbus 430 6710 BK Ede The Netherlands www.mdf.nl All rights reserved. No part of this toolkit may be reproduced or utilized in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without permission in writing from MDF Training & Consultancy BV. Copyright © 2004 MDF Training & Consultancy BV Tango for Organisations 40 Tools for Institutional Development and Organisational Strengthening MDF Training & Consultancy Ede, April 2004 Content of the CD Rom Table of Contents of the CD Rom Acknowledgements 6. Internal organisational analysis Abbreviations 6.1 Strategy 1. Introduction 6.1.1 Strategy assessment 6.2 Structure 2. Approach 6.2.1 Organogram 2.1 Question 6.2.2 Mintzberg matrix 2.1.1 Basic Question (BQ) 6.3 Systems 2.1.2 Criteria 6.3.1 Process flow chart 2.2 Client and mindset 6.4 Management style 2.2.1 Client system 6.4.1 Assessment model 2.2.2 Organisational Learning Cycle 6.4.2 Quinn roles 2.2.3 Stakeholder analysis 6.4.3 MacCoby styles 2.3 Process 6.5 Staff 2.3.1 ID/OS process design 6.5.1 Staff conditions algorithm 2.4 Adviser 6.5.2 Competency profiling 2.4.1 Approach International Adviser 6.5.3 Core quadrants 2.4.2 Drama triangle 6.5.4 Functional team roles 3. Models 6.6 Culture 3.1 Organisation 6.6.1 Archetypes 3.1.1 Integrated Organisation Model 6.6.2 Checklist culture 3.1.2 IOM checklist 6.6.3 Self-assessment 3.1.3 IOM gender checklist 7. Strategy setting 3.2 Sector 7.1 Strategic Orientation (SOR) 3.2.1 Institutional Sector Analysis 7.1.1 SOR with SOP 3.2.2 ISA checklist 7.1.2 SOR with OT 4. External organisational analysis 8. Planning and change 4.1 Initial Impression 8.1 Operational planning 4.1.1 Quick scan 8.1.1 SOR to Logical Framework 4.2 Output 8.1.2 Participation matrix 4.2.1 Quality definition chart 8.1.3 Interest chart 4.3 Mission 8.1.4 Training Needs Assessment 4.3.1 Envisioning 8.2 Change management 4.4 Input 8.2.1 Organisational Change Cycle 4.4.1 Evaluation grid 9. Generic methods 5. Institutional context analysis 9.1 Participatory Strategy Development 5.1 Factors 9.1.1 Participatory Organisation 5.1.1 Environmental scan Diagnosis 5.1.2 Problem area matrix 9.2 Participatory Program Planning 5.2 Actors 9.2.1 Problem analysis (OOPP) MDF copyright 2004 copyright MDF 5.2.1 Institutiogramme © 5.2.2 Interlinked organograms 10. Overview and sources 5.2.3 Coverage matrix 10.1 Tools overview 5.2.4 Collaboration matrix 10.2 Glossary 5.3 Identifying Options 10.3 Literature and links 5.3.1 Strategic Options (SOP) 10.4 About MDF www.mdf.nl 11. The Quick Step ref:ID-OS Tango toolkit MDF 2004.doc MDF 1. Content of the CD Rom - page 12 Acknowledgements Acknowledgements This toolkit is the result of a collective effort to dance the Tango of Organisations and reflects collective experience of the trainers and consultants of MDF Training and Consultancy BV. We would like to pay tribute to the people who have practised the steps in the tango during their assignments and within training sessions. They have become real practitioner and have shared their experience in this toolkit. The examples of the toolkit come from real life situations. The authors who are responsible for this first version of this ID/OS Toolkit comprise a great number of trainers/consultants of MDF Ede, notably: Herman Snelder, Hans Rijneveld, Diederik Prakke, Niek Bakker, Frans van Gerwen, Teun van Dijk, Riet Nigten, Eline Weijers, Jan Bruinsma, Mike Zuyderduym, Siliva van der Cammen and Hanneke Spaans. We acknowledge the editors, Diederik Prakke and Hanneke Spaans, who have compiled all the concepts, tools and practical experiences into this well-organized and logical toolkit. We would further want to acknowledge KERN Konsult for their approval to use the tool of the core-quadrant. We would like to thank all those organisations and advisers who have used the tools in their daily work; becoming more client centred and aware of the need to nurture the organisation and its surrounding. For those who want to stay up-dated on this Tango, please send us your address and a copy of your payment. After purchasing, the up-dates of the first year will then be send to you free of charge. For those advisers and consultants who have tested the tools and have comments, please do not hesitate to contact us at [email protected]. This also applies should you have any ideas for new tools that could be included in the next update. The management of MDF Training and Consultancy BV April 2004 Preface This book gives the overview of the ID/OS Toolkit, the Tango for Organisation. The book goes hand-in-hand with the CD-Rom you will find in the back cover, on which a much more detailed description of the tools is provided. 2004 copyright MDF The introduction in this book is the one to the whole of the ID/OS Toolkit. In this book you © can find the quick steps, those steps you need just before starting your performance. On the CD-Rom there are hyperlinks to the tools description, examples and detailed steps. www.mdf.nl ref:Hoofdst.1 +alles ervoor.doc MDF List of Abbreviations List of Abbreviations Abbreviation In full ASC Advisory Skills Course HID Human and Institutional Development HRM Human Resource Management IAT International Advisory Trail ID/OS Institutional Development and Organisation Strengthening MDF MDF Training & Consultancy ODAC Organisation Development for Advisers and Consultants PCM Project Cycle Management PCOM Project Cycle & Operational Management SWAP Sector Wide Approach BQ Basic Question EOA External Organisation Analysis ID Institutional Development IOM Integrated Organisation Model ISA Institutional Sector Analysis ISOA Institutional Sector and Organisation Analysis MIS Management Information System OOPP Objective Oriented Project Planning OS Organisational Strengthening OT Opportunities and Threats PC Project Cycle PODia Participatory Organisation Diagnosis QFD Quality Planning and Deployment QS Quick Scan SMART Specific, Measurable, Achievable/Agreed upon, Relevant/Realistic, Time-bound MDF copyright 2004 copyright MDF SO Strategic Options © SOR Strategic Orientation SW Strengths and Weaknesses SWOT Strengths, Weaknesses, Opportunities and Threats www.mdf.nl TNA Training Needs Assessment ref:Hoofdst.1 +alles ervoor.doc MDF List of Abbreviations - Page 1 List of Abbreviations Abbreviation In full VEPP-C Verifiable Ecological Personal Positive Contractual LogFrame/ LF Logical Framework A Activities Ass Assumptions Ind Indicator OO Overall Objective OVI Objective Verifiable Indicator PP Project Purpose R Results SoV Source of Verification BEP BRAC Education Program DA Direct Assistance DGIS Directoraat Generaal Internationale Samenwerking (Dutch Ministry for Development Cooperation) FAO Food and Agriculture Organisation of the UN IDP Integrated Development Project ILC International Learning Centre IMF International Monetary Fund INGO International NGO INK Instituut Nederlandse Kwaliteitszorg (Institute for Dutch Quality Management) ISS Institutive for Social Studies NGO Non Governmental Organisation ODI Overseas Development Institute RNE Royal Netherlands Embassy SNV Netherlands development organisation UN United Nations WUA Water Users Association CBO Community Based Organisation GAD Gender and Development GAS Gender Assessment Study 2004 copyright MDF © PGN Practical Gender Needs SGN Strategic Gender Needs WID Women In Development www.mdf.nl ref:Hoofdst.1 +alles ervoor.doc MDF List of Abbreviations - Page 2 List of Abbreviations Abbreviation In full DED Deputy Executive Director DH Department Head DRDP District Rural Development Project ED Executive Director G.D. General Director HDI Human Development Index ISPA Institutional Strengthening of Private Agriculture IT Information Technology MD Managing Director MDG’s Millennium Development Goals NLP Neuro Linguistic Programming P&DD Planning and Development Department PO Programme Officer R&D Research and Development RAAKS Rapid Appraisal of Agricultural Knowledge Systems SAP Structural Adjustment Program SME Small and Medium Enterprise ToR Terms of Reference MDF copyright 2004 copyright MDF © www.mdf.nl ref:Hoofdst.1 +alles ervoor.doc MDF List of Abbreviations - Page 3 Introduction 1 Tango for Organisations What does it take to Tango? What does it take to make an organisation swing? To make organisations excel in their unique niche, managers and advisers need to assess the situation, develop plans and guide interventions to success. In all these stages of fact- finding, reflection, brainstorming, decision taking and change, tools and models can help to explore, present and communicate on the situation. The tools collected in this manual represent the collective wisdom of many development practitioners connected with MDF, who read about or developed, tested and refined dance movements and instructions. Being a fast and energetic dance, the Tango requires that you master the steps, but then rewards the dancers with vigour and a clear sense of direction. This toolkit similarly portrays the necessary steps in Institutional Development and Organisational Strengthening (ID/OS), for organisations inspired to dance towards their mission. It presents a comprehensive variety of tools and angles to accurately diagnose the dance floor (the external facts and trends) and your tango skills (competence and capacity of the internal organisation). The purpose is to remove hindrances that may cause one to stumble or fall. At the same time the dance fosters commitment and motivation for change: The determination and flexibility that enables even elephants to dance the Tango (our organisation’s name MDF is also explained as ‘Management by Determination and Flexibility’).