Lesson Outcomes

By the end of this lesson, you will be able to:

• Evaluate a solution against established criteria.
• Monitor indicators of success.
• Compare actual results with expected results.
• Identify reasons why a plan may not achieve its expected results.
• Determine when an implementation plan needs adjustment.

Lesson Overview

In the previous lesson KT1, you identified the criteria you will use to measure the effectiveness of the solution.

Now you need to use those criteria to evaluate the solution.

Evaluation involves two connected activities:

1. Monitoring progress
2. Evaluating results

You do not simply wait until the end and ask whether the solution worked. You monitor indicators throughout implementation and compare what you observe with what you expected to happen.

5.2 Monitoring Indicators of Success

Once you establish your criteria, identify the indicators of success that will show whether the solution is achieving its intended results.

Ask:

• Are we seeing the results we expected?
• Are the indicators moving in the right direction?
• Is the plan progressing according to schedule?
• Are the expected improvements actually occurring?

The Learner Guide specifically instructs you to monitor the indicators of success and ask whether you are seeing what you would expect from them.

Example: Reducing Absenteeism

Suppose a team introduces a solution aimed at reducing absenteeism.

Established criteria

• Reduction in absenteeism.
• Improved output.
• Improved morale.
• Greater accountability.

Indicators

The Facilitator Guide provides these same types of measures for the absenteeism case study.

Measuring Actual Performance

You need evidence to determine whether the solution is working.

Different indicators require different measurement methods.

Examples

Attendance

Use actual figures from time sheets.

Production

Use production records.

Employee morale

Observe indicators such as positive attitude, willingness to participate and willingness to go beyond normal requirements.

Communication

Observe participation and interaction during meetings.

The important point is to match the measurement method to the criterion.

Comparing Expected and Actual Results

Evaluation becomes meaningful when you compare what you expected with what actually happened.

For example:

This allows you to identify where the solution is working and where it is falling short.

Is the Plan Being Followed?

Effectiveness depends not only on the solution itself but also on how well the implementation plan is being executed.

Ask:

Will the plan be completed according to schedule?

If implementation is not progressing as expected, investigate why.

Possible reasons include:

• The original plan was unrealistic.
• Resources are insufficient.
• Some activities require greater priority.
• Unexpected circumstances have emerged.
• The plan needs to change.

Was the Plan Realistic?

A solution may be appropriate, but its implementation plan may not be realistic.

For example, a manager may plan to train 100 employees in one day when the organisation only has one trainer and one training room.

If implementation falls behind, the problem may not be the solution itself.

The plan may simply require adjustment.

The Learner Guide therefore asks you to consider whether the plan was realistic when implementation does not proceed as expected.

Are Sufficient Resources Available?

Resource shortages can prevent a good solution from producing the expected results.

Check whether you have enough:

• People
• Time
• Money
• Equipment
• Materials
• Skills
• Information

If resources are insufficient, determine whether you can reallocate them or whether you need to modify the plan.

Should Priorities Change?

Sometimes implementation reveals that certain parts of the plan require more attention than others.

For example:

A company introduces a new computer system. The installation goes smoothly, but employees struggle to use the system.

The organisation may need to place greater priority on training rather than continuing to focus on system installation.

The Learner Guide specifically asks whether more priority should be placed on various aspects of the plan.

Should the Plan Change?

If the evidence shows that the current approach is not producing the expected results, ask:

Should we change the plan?

Changing the plan does not necessarily mean abandoning the solution.

You may need to:

• Adjust activities.
• Change deadlines.
• Reallocate resources.
• Increase training.
• Modify responsibilities.
• Change priorities.

The objective remains the same: improve the effectiveness of the solution.

Monitoring and Evaluating Performance

The Learner Guide identifies three elements that form a basic monitoring system:

1. Measurement

You need a way to measure performance so that you know whether you have reached the required performance standards.

2. Feedback

Regular feedback from management, other departments and employees helps determine whether the standards meet organisational needs and whether requirements have changed.

3. Improvement

Once you have measured performance and considered feedback, you can determine what changes you need to make to improve performance.

These changes may involve:

• Adjusting how the team works.
• Correcting employee performance.
• Altering the standards themselves.

The Monitoring Cycle

This creates a continuous process rather than a once-off evaluation.

Practical Example

Problem

A department has high absenteeism.

Solution

Introduce a programme aimed at reducing absenteeism.

Expected results

• Absenteeism decreases.
• Production improves.
• Employee morale improves.

Monitoring

After three months:

• Attendance records show absenteeism has decreased.
• Production records show output has improved.
• Managers observe better team morale.

The solution appears to be producing the expected results.

However, suppose absenteeism decreases but production does not improve.

The team should not simply declare the solution unsuccessful.

It should investigate:

• Was the production target realistic?
• Are there other factors affecting production?
• Are sufficient resources available?
• Does another part of the plan require greater priority?
• Should the plan be adjusted?

This is the purpose of evaluating the solution against its criteria.

Key Notes / Lesson Summary

• Evaluate the solution against the criteria established in KT1.
• Monitor indicators of success.
• Compare actual results with expected results.
• Check whether implementation follows the planned schedule.
• Investigate why results fall below expectations.
• Check whether the plan was realistic.
• Check whether sufficient resources are available.
• Reconsider priorities where necessary.
• Adjust the plan when evidence shows that changes are required.
• A basic monitoring system uses measurement, feedback and improvement.