Task C2.1: Mission Statements

What is Task C2.1?

Task C2.1 is part of the "Decide" phase in the Viability Canvas methodology, specifically within the "Shape Operations" step (Step C2). This task instructs you to "Negotiate clear mission statements for each operational unit. These should be as brief as possible and agreed upon by both the organization as a whole and the department with which it is concerned."

Purpose of Creating Mission Statements

The purpose of this task is to establish clear purpose and boundaries for each operational unit (System 1) in your organization. This serves several important functions:

1. Clarity of purpose: Ensuring each unit understands exactly what it's responsible for
2. Alignment: Connecting each unit's activities to the organization's overall goals
3. Autonomy foundation: Creating the basis for appropriate autonomy by defining its scope
4. Boundary definition: Establishing where one unit's responsibilities end and another's begin
5. Performance standard: Providing a reference point for evaluating the unit's effectiveness

By creating clear mission statements, you establish the foundational agreement between each operational unit and the organization as a whole, which enables both autonomy and coherence.

Understanding Mission Statements in VSM

In the context of the Viable System Model, mission statements for operational units:

• Define the primary function and purpose of each System 1 unit
• Establish their contribution to the overall system
• Create the basis for the "resource bargain" between the unit and System 3
• Serve as a reference point for intervention decisions
• Help define the appropriate level of autonomy

These are not just generic corporate statements, but practical agreements that form the basis of how each unit will operate within the larger system.

How to Complete Task C2.1

To create effective mission statements for operational units:

1. For each identified System 1 unit:
   • Review its current activities and outputs
   • Identify its primary customers (internal or external)
   • Clarify its essential contribution to the organization's purpose
   • Understand its unique capabilities and responsibilities
2. Draft concise mission statements that:
   • Clearly state the unit's primary purpose and function
   • Define what the unit is responsible for (and what it isn't)
   • Connect to the organization's overall mission
   • Are actionable and specific enough to guide decisions
   • Remain brief and focused (typically 1-3 sentences)
3. Negotiate with key stakeholders:
   • The operational unit itself (ensuring they accept the mission)
   • Operational management (System 3)
   • Adjacent operational units (ensuring clarity at boundaries)
   • Other relevant stakeholders
4. Refine based on feedback until there is consensus on:
   • Scope of responsibility
   • Key expectations
   • Measures of success
   • Relationship to other units
5. Document and communicate the final agreed mission statements

Example in Practice

For a manufacturing company, mission statements for operational units might look like:

Production Unit: "To manufacture products according to specifications, meeting quality standards and delivery timelines while maintaining safety and efficiency. Responsible for converting raw materials into finished goods ready for distribution."

Warehouse Unit: "To receive, store, and dispatch materials and products efficiently and accurately. Responsible for inventory management, ensuring materials are available for production and finished goods are ready for shipping."

Distribution Unit: "To deliver products to customers safely, on time, and in perfect condition. Responsible for optimizing delivery routes, maintaining delivery vehicles, and providing excellent service to customers at the point of delivery."

These mission statements clearly define each unit's purpose and scope of responsibility, creating the foundation for appropriate autonomy while ensuring alignment with organizational goals.

Best Practices for Creating Mission Statements

When creating mission statements for operational units:

1. Keep them concise: Avoid long, convoluted statements that are difficult to remember
2. Make them specific: Generic statements don't provide useful guidance
3. Ensure mutual agreement: Mission statements should represent a genuine agreement between the unit and management
4. Focus on essential function: Concentrate on the core purpose, not every activity
5. Use clear language: Avoid jargon and buzzwords that obscure meaning
6. Include boundaries: Clarify where responsibilities begin and end
7. Connect to overall purpose: Show how the unit contributes to the organization's mission

Well-crafted mission statements create the foundation for effective operational units that can function autonomously while remaining aligned with organizational goals, creating both freedom and coherence in the system.