Purpose / Outcome / Process
“Never confuse motion with action.” – Benjamin Franklin
We don’t always know exactly how to execute on requests or activities all the time, because the pace of things can be intense, and the volume of activity and obligations coming our way can be overwhelming.
This pace can lead to overly casual approaches to actions. “Let’s meet on Friday and talk about this” often feels like an adequate response to a decision point. We argue that it is a recipe for inefficiency and confusion; an opportunity forgone which could have resulted in a real breakthrough.
How to fight this almost irresistible phenomenon?
One very simple and useful tool is POP, which stands for Purpose, Outcome, Process.
How to use it: simply ask, in a formal and sometimes informal way, what is the POP for this activity? This means
Purpose: Why? Why are we undertaking this? What is the purpose?
Outcomes: What specific outcomes do we want to accomplish as a result of this action?
Process: What steps will we take to achieve these outcomes and fulfill the purpose? What will the experience be of people being asked to undertake this task?
This tool can assist you to:
Help others and yourself get clear on the purpose and outcomes of any intended action.
Help instill in individuals, teams and organizations an ongoing discipline of focusing on results rather than activity.
Create more real results with less effort
When to use it:
When initiating any purposeful activity – small or large:
a telephone call
a meeting
when coaching or training individuals or groups to be more effective.
While it can be used in a specific situation to help focus planning, its greater value comes from establishing it as a regular habit in groups to fine-tune group performance in advance of every activity.
An Example: POP and Meeting Planning.
We want our meetings to be a productive use of our time and energy.
No item should go on the agenda without:
a clear purpose and specific outcomes that are worth the time and attention
a process that will likely achieve the purpose and outcomes in the allotted time
Critical questions in planning a meeting agenda might include:
Is the Purpose clear?
Is the Purpose relevant and of interest to most of the people attending?
Is the Purpose sufficient to warrant the investment of time?
Critical questions regarding Outcomes in planning a meeting agenda:
Are the Outcomes clear and specific? A useful guide to action?
Do the Outcomes advance the Purpose?
What would success look like? How will you know if you have accomplished your Outcome?
Are the Outcomes of sufficient importance to warrant the investment of time?
Are the Outcomes realistic given the amount of available time and the information/expertise present in the room?
Critical questions regarding Process in planning a meeting agenda:
How exactly will the Process deliver the outcomes?
What kind of facilitation will be needed to ensure success?
Where might there likely be breakdowns in the Process?
How will you handle breakdowns if they arise?
An Example: POP and an Important Conversation
We often feel like “we need to talk,” without planning for the conversation. Conversations are the most important relationship management tool available to anyone, so they deserve at least a POP.
Purpose: why am I initiating this conversation? To change the working relationship forever? To re-establish a more effective working relationship? To understand why my colleague is acting a certain way? To share something important to me?
Outcome: at the end of this conversation, what will be different, exactly? Will this person no longer work here? Will we have an agreement going forward that frames the new style and/or process that governs our relationship? Will we both have a crystal clear picture of how we both see the situation we are in?
Process: am I bringing an evaluation process to bear on this conversation? Are we looking over materials together? Do I have a proposal that I want this person to understand? Will we look over a new contract? Have I prepared the meeting adequately in advance, with an agenda, background materials, and a clear statement of outcome?
An Example: POP and a lunch date with a key influencer
Purpose: To establish a relationship that lasts with someone who I think will be a positive force in what I am trying to do.
Outcome: A positive impression. A second meeting. An introduction to others with a similar background.
Process: look up this person’s background and connections on the internet. Think through areas of common interest. Find something to share with this person that will help them see the possibilities in moving forward in collaboration with you. Prepare your calendar for a second meeting. Think through additional easy requests. Find something that you can help this person accomplish.