Task D2.1: Allocate Efforts

What is Task D2.1?

Task D2.1 is part of the "Act" phase in the Viability Canvas methodology, specifically within the "Energy Map" step (Step D2). This task instructs you to "Use the efforts resulting from the Decide phase and prioritize smaller ones. Evaluate them concerning energy and time to implement them and allocate them on the map."

Purpose of Allocating Efforts

The purpose of this task is to create a strategic framework for implementing the improvements identified in the "Decide" phase. By mapping and prioritizing initiatives based on the energy required and time needed, you can:

1. Identify quick wins that can build momentum and credibility
2. Plan resource allocation more effectively
3. Create a balanced portfolio of short-term and long-term initiatives
4. Visualize the entire change agenda in a structured way
5. Make deliberate choices about what to tackle first, later, or not at all

This task helps transform abstract improvements into a practical implementation roadmap.

The Energy Map Concept

The Energy Map is a two-dimensional visualization tool that plots potential change initiatives according to:

• Horizontal axis: Time required to implement (short-term to long-term)
• Vertical axis: Energy/effort required (low to high)

This creates four quadrants:

1. Low energy, short time (bottom left): Quick wins, immediate actions
2. Low energy, long time (bottom right): Incremental improvements
3. High energy, short time (top left): Concentrated efforts, sprints
4. High energy, long time (top right): Major transformations, strategic shifts

The map may also include a negative region on the vertical axis, indicating initiatives that might actually generate energy rather than consume it (due to enthusiasm or immediate benefits).

How to Complete Task D2.1

To allocate efforts on the Energy Map:

1. Gather the efforts identified in the Decide phase. These are the concrete, implementable actions (as opposed to "investigations" which need further refinement).
2. Evaluate each effort along two dimensions:
   • Time: How long will it take to implement fully? (days, weeks, months)
   • Energy: How much organizational resource and effort will it require? Consider:
     • Number of people involved
     • Complexity of implementation
     • Potential resistance
     • Resource requirements
     • Coordination needs
3. Prioritize smaller efforts that can be implemented relatively quickly. These are often good candidates for early implementation.
4. Plot each effort on the Energy Map based on your evaluation.
5. Label each item clearly and possibly add visual indicators of priority or expected impact.
6. Review the distribution to ensure you have a balanced portfolio of initiatives across different time horizons.

Example from Canned Tornado

In the Canned Tornado case study, they identified efforts across different time and energy requirements:

Immediate measures (low energy input, short time):

• Introduction of daily standups in all production teams
• Optimization of shift handover protocols
• Visual management boards in production
• Gemba walks for management

Medium-term measures (medium energy expenditure, medium time):

• Implementation of an improved shop floor management system
• Redesign of the production layout for better flow
• Development of a competence development program
• Establishment of an S&OP process

Strategic measures (high energy expenditure, long time):

• Reorganization in value stream teams
• Development of a production strategy with a 5-year horizon
• Implementation of a continuous improvement system
• Comprehensive ERP customization

By mapping these initiatives on the Energy Map, Canned Tornado created a balanced approach with immediate actions to build momentum while simultaneously working on longer-term strategic changes.

Practical Application Tips

When allocating efforts on your Energy Map:

1. Be realistic about time and energy estimates; it's better to overestimate than underestimate.
2. Consider dependencies between initiatives; some efforts might need to be sequenced in a particular order.
3. Balance your portfolio across all quadrants to ensure both short-term wins and long-term transformation.
4. Involve key stakeholders in the estimation process to get more accurate assessments and build buy-in.
5. Use color-coding or symbols to indicate different types of initiatives or their primary focus areas (e.g., process, people, technology).
6. Review and adjust periodically as you learn more about actual implementation times and energy requirements.

The completed Energy Map becomes a visual roadmap for implementation, helping maintain focus while communicating the change journey to stakeholders throughout the organization.