3 Tips to Improve KPIs Without Technical Expertise

As a manager or a team leader, you will need to achieve numerous Key Performance Indicators (KPIs) on behalf of the organization you work for. Some of these KPIs are directly related to your field of expertise, and you might be familiar with the technicalities and end-to-end processes involved. This familiarity enables you to identify areas for improvement and prioritize activities to enhance those KPIs. However, there will be instances when you are tasked with improving areas outside your expertise—areas for which you lack knowledge of the exact processes and technicalities. In such situations, the following three tips can prove invaluable in initiating a project without undergoing a time-consuming process of learning the entire workflow. This is crucial because your organization cannot afford to wait until you fully grasp and comprehend these new aspects.

1. Begin monitoring the KPI on a daily basis while ensuring data integrity.

KPIs are measured across different time frames, requiring you to define the specific time frames for measurement. For instance, if the company assesses monthly expenditures, you must review them on a daily basis to ensure you stay on course. During this measurement process, it’s imperative to prioritize data integrity. Thoroughly validate the data by cross-referencing it with third-party sources and considering factors like figures from the previous month. Addressing data integrity is a primary concern. Encourage your team for accurate data before the improvements.

Next, you should increase the frequency of data review with your team beyond the schedule set by your organization. For instance, if the task is daily, consider reviewing it hourly; if it’s monthly, review it weekly or even daily. During these discussions, focus on the numbers and avoid getting entangled in complex technical details. Simply review the figures and communicate to your team the significance of these numbers for the business or organization.

2. Break down the KPI into sub-KPIs and create visualizations with the respective owners’ names.

While reviewing the KPIs, you’ll realize that the KPI figure is a result of aggregating various processes and numerical values. Begin by breaking down these processes and determining the individuals accountable for each one. Initiate the measurement of these processes and establish corresponding sub-KPIs. It’s essential to have a methodology for consolidating these sub-KPIs into a master KPI; this verification process ensures the accuracy of the sub-KPI breakdown. Create visual representations that attribute these sub-KPIs to the responsible individuals. Assess the workload of each individual and consider redistributing responsibilities if the workload becomes overwhelming for any one person. Review the sub KPI’s as well.

3. Inquire with the sub-KPI owners about the top three essential aspects they require and should focus on to enhance their respective sub-KPIs.

While progressing through the initial two phases, you can discern those individuals who are genuinely invested and those who might require greater clarity regarding the requisites. Start by concentrating on those who excel, and explore ways to provide assistance through meaningful conversations. Identify three main avenues through which you can offer support to them, and if necessary, seek support from your organization too.

Subsequently, shift your focus to individuals who lack a clear understanding of their responsibilities, and aid them in gaining that clarity. This process may involve providing training and mentorship sessions. After a few sessions, if their struggles persist, assist them in locating suitable responsibilities within the organization. In some cases, this could entail seeking opportunities outside the organization. Don’t hesitate to involve your HR department, as your perception may not always be entirely accurate. Collaboration ensures a well-rounded perspective.

While implementing the aforementioned process, consistently utilize data to monitor your alignment with the organizational requirements. If you notice a lack of progress, revisit the three processes mentioned earlier, modify your plan, and reassess. Be prepared to adjust the plan as many times as necessary to achieve improved outcomes. However, it’s essential to allocate time to comprehend the technical intricacies underlying the process. This understanding will serve as a foundation for future enhancements and may act as a steppingstone for your subsequent assignments.

Author:
Dileepa Fernando
MBA, BSc (Industrial Statistics),
Diploma in Textile Coloration & Finishing, Lean Yellow Belt