Avoiding work in installments and implementing OTAC (On time and complete)

TO     :    All SBUs

Thru   :    GM Madel

SUBJECT ;   OTAC  (On Time and Complete) Work

Goals:

1.  To hasten pace of work;

2.  To be more efficient if all our resources are harnessed fully because they are operational

3.  To lessen expenses  for endless paper shuffling and negotiation

Back ground:

We are reminded of story of two office boys:  Pedro and Juan

    Juan was asked by the boss to inquire what an elf with high cage was doing in front of the building.  It took Juan  7 going down and up the building to report to the boss the details about the business of the elf truck

    Pedro was asked by the boss to do the same task and came back soon with complete details, in one trip downstairs (It took Juan 7 back and forth trips)

THE INEFFICIENCY IS CALLED RED TAPE   ARE PRIVATE COMPANIES PRONE TO RED TAPE.? 

Red tape is waste;  waste is a loss.  Are we losers?

  The presumptive President Rodrigo Duterte reminded civil servants, that the public need not go back  for additional requirements, which the clerk forgot to tell or capriciously asked for (to get grease money?). If 3 days have passed, then the document/application is deemed approved.

Our own experience:

We have several vehicles that are languishing in repair shops because the people in charge did not pay attention to their upkeep and maintenance.  Now that we are passionately pursuing their repair, POs are coming in installment and the end is not in sight.  

Perhaps, if our people remember OTAC (On time and Complete) and the warning of Duterte, we remember the Juan and Pedro example, #1 and 2 Principles, then there would be no such thing

CAN WE HAVE MORE OTAC PLEASE?

Jorge  U. Saguinsin

The Holy Gardens Group - "THE MEMORIAL EXPERTS"

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RRURAC:    Read, Respond, Understand, Reflect, Apply and Check

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Our AM talk at 3ffb today

We talked about the following today at 3ffb

1.  Review :   3 types of people

    PEOPLE WHO DO NOT KNOW WHAT IS HAPPENING -   The worst, ignoramus, is dead, but alive.   Is not involved.   He has to find out and research what is happening around him:   internal and external

    PEOPLE WHO WATCH THINGS HAPPEN - Are Uzis.  Content in letting the world go past him;  determine him and make him a victim.  When things go wrong and there are problems, they just let go off that.  Are spectators.  Life is not a game to be watched but a game to be played actively to win... Not to lose

    PEOPLE WHO MAKE THINGS HAPPEN - Are leaders, are productive, are proactive. They take charge of life and others.   They solve problems, they initiate new products, they innovate.  They are not content with being victims.  They overcome limitations and resources.

2.  OTAC

      ON TIME  -  Submit on or before deadline.  Not on deadlines.   Conforms with CCD on performance of work

      COMPLETE -  Subscribes to prescribed format. Research and writing methodology has been complied with.   The author/assignee anticipates problems under PPA and has included all possible loopholes to be covered.

3.  DIN  

     DO IT NOW.   Not later, not tomorrow.  But TODAY NOW!

    Lift up that phone and make that call. Visit the customer.  Talk to the errant employee, send the text email now.   Read the email now.  Send that report now.

All it takes is a few minutes to complete the task

4.  URGENT VS IMPORTANT

      There are core, routine, and ancillary tasks that are part of ordinary job of an employee.  The core tasks are  important.  They are usually outcomes.  But examinations of the accomplishment chart showed that :

IMPORTANT ONES ARE NEGLECTED

ROUTINE JOBS ARE ATTENDED FIRST.

Whereas, the important jobs/tasks, as the name suggests are important and should be given top priorities.    Important tasks are:

 Opportunities

Sales

Collection

Urgent tasks are emergencies and usually are  problems and non revenue generating.  They become urgent because they were not given proper attention while there was plenty of time. The deadline drew near and thus became urgent.

Urgent tasks, emergency surprises should be avoided.  Preparation, one of the keywords in time management is an important tool.  Use it.  Prepare.  Prepare

TREAT EVErY IMPORTANT TASKS  AS IMPORTANT AS A SALARY:

     1.  OTAC;     Salaries are paid on time, and employees complain if they are incomplete.

     2.  DIN  -  Payment of salaries are made ahead of others.  

Jorge US

Holy Gardens Group

Please reply.    CCD 2.27

CONFIDENTIALITY NOTICE/disclaimer:   The information contained herein is strictly confidential in nature and is the property of Holy Gardens Group and intended only for the intended recipient and its  reuse,reprinting or taking action other than the intended party is strictly prohibited. Holy Gardens assume no responsibility liability arising from such unauthorized use.

RRURAC:    Read, Respond, Understand, Reflect, Apply and Check

BIDDA:    BELIEVE INSPIRE DREAM DO ACHIEVE

Google.com+/HolyGardensGroup

5W 1H OTAC

TO            :   All

SUBJECT :   OTAC

OTAC MEANS:

l.  on time

2.  complete

3.  we use our brains we think thoroughly on what is asked of us.

It means to be thorough and look at the totality and big picture.  To be able to do that:

l.  Consider the 5W  What (specify number price, quantity on what is specifically to be done)

                                 Who

                                 When  (start and finish, inspection points)

                                 Where:   exact location (coordinates, google it)  top bottom, under at the side

                                 Why:   logic

                                 How:   to start, how many, how much, how is it be done, to overcome difficultes

2.  PPA  -   possible problem areas and contingency, preparation, fall back position, exit,    What could go wrong and counter measures.

3.  WTDN:    next action, next meeting, improvements, expansion, scalability

FYI

JUS

A Big Change in Passion is in Order

TO:       All


l.  We invested  half million in the November 1 event.  We got back l00% of that mainly on the effort of HAMP and HGPMP.  The others:   HGLUMP, HGOMP, HGCMP languished.

What should we learn from HGPMP. Brenn, please write something.

2.  Our board meeting last November 18, was a disaster:    the agenda was incomplete, people were computing only during the Board Meeting.  The staff did not do a complete research

     l.  The Calapan proposal to get Patrol from HGPMP was not there'

     2.  The filling material of Oton was not there.

     Some staff:

     l.  Did not pay attention to instruction;   and did not do what they were supposed to do.

    2.  Did not do complete work;    OTAC is missing.


3.  Results of November l 2012;

    l.  All our failures go back to the 3ffb:   what we failed to do, or did not do very well;

   2.  Some findings:

        l.   The special offers/promos were not announced well nor followed up?   Why

        2.  There was no recruitment effort

        3.  Uniqcustomer service experience which includes vertical gardens and landscaping were not monitored wel.

4.  Execution sucked.

For action/correction.   Tell us what you are going to do.


JUS
--
Jorge U. Saguinsin

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"Be the best, do your best, expect the best"

Back to basics: communication, otac, duty of obedience at Holy Gardens. BPI

To   :   mgb, ev and ar

Subject:   revival refocus on communication, otac, and duty of obedience.

I would like us to refocus on this tomorrow and the rest of the week in as much as we fail terribly
in this areas:    oton does not answer email,  projects get completed for as long as it takes to gestate
a baby, reports are submitted late and incomplete. a lot of people get hired and are not trained, etc

Let me know your 5s on these:

l.  Strategy
2  Synthesis (objective relation to the background situation)
3.  Structure (organization, inputs)
4.  Simplify (how do you communicate to your direct reports, how do you motivate, what is your street lingo)
5.  Steps (timeline, budget, process)

How do you transform yourself and your staff?

JUS

RSVP