User Manual
Contents
1. send out a directive to everyone on the board and in the family insisting that they start the transition process asap 7 days NOTE You spend several days writing a draft of this directive to give to the Chairman COVERT LOBBYING Without sharing your plans suggest to the Chairman and to some other family members that they work with you behind the scenes to persuade the Board members and particularly the outside ones to accelerate the implementation of the transition planning project 8 days NOTE This tactic assumes that you have identified the appropriate key individuals to approach and does not require you to specify them ELECTRONIC MAIL Send a brief electronic mail to everyone on the top management team explaining your ideas on why a transition planning project makes sense for them 1 day NOTE All of the top managers have an individual E mail account EXECUTIVE EDUCATION For five family members from the management team organize a weeklong training program at a business school on the potential benefits of family transitions and how to plan them 5 days NOTE You do not attend the program but it takes a considerable amount of your time to plan it In addition managers can only attend such programs once a year DIRECTORS MEETING Organize a special board of directors meeting in the main conference room with all the seven directors to share and discuss thoughts and plans for the transition project 3 days NOTE2. 004 5 2 Personal Profile r a trees ai Dec Dipi Pte Lieu Pecar erii EPer Track Sem Lu hots A ee iOa Fami member are amier of Boami aieka age 25 sm ot FAME Challenge mar The left hand side of the above screen shows an example of the personal profile which can be accessed by clicking on the i bubble to the left of the person s name or clicking on their name fromthe Org Chart screen You can also switch quickly between Personal Profiles by clicking on the arrows on either side of the person s image Access to this information is dependent on the initiatives you have taken Click the Control Panel button on the top left of the screen to return to the list of all managers 5 3 Status AL ns _ pile LA LL The right hand side of the above screen shows a status on what you know about a person This can be accessed by placing the cursor on the left of the person s name without clicking Page 10 AlphaLabs 2004 5 4 Initiatives FAME Challenge 0 95 People amp Progress SEER ADVICE FAMILY WORKSHOP GET PROFILES Hike Mose MEETING TASK FORCES SOCIAL NETWORKS INTERNAL MAGAZINE Hie MEETING CHARMAN DIRECTIVE JOT MEETINGS COVERT LOBBYING Sort RETREAT ELECTRONIC MAIL QUESTIONNAIRE EXECUTIVE EDUCATION EXTERMAL SPEAKER ENRECTORS MEETING FAMILY NETWORKS Click or any initiative for a short description ja On the right hand side of the screen if you c
3. Directors are informed that they can also bring along managers from their group APPENDIXB FAMILY WORKSHOP Help the Training Manager organize and lead a discussion session on Fair Process for all interested family members Specific issue addressed include communication consistency clarity changeability and commitment to fairness 5 days NOTE This will provide the opportunity for the workshop leader to share and gather views and experiences on how to best manage the transition process FACE TO FACE MEETING Fix a meeting with one of the top managers or family members in order to persuade him her that the transition project has great advantages and that it would make sense for him her to support and actively participate in the Transition Planning Process 1 day NOTE The meeting will take place in the manager s office SOCIAL NETWORKS Spend some time at the company bar in order to see which groups of top managers or family members meet regularly for a coffee lunch or other opportunities for social gatherings 3 days NOTE These groups will not change and the list will remain available throughout the simulation FAMILY MEETING Fix a meeting with up to 5 family members parents children cousins to discuss ownership expectations 1 day NOTE Your invitation is distributed in the company internal mail system PILOT MEETINGS Try to get commitment from one of the top managers by asking him her to organize a series of
4. ILY WORKSHOP Peters 24 24 FACE TO FACE MEETING Poel r click on History Details and scroll through your results Page 14 AlphaLabs 2004 5 9 Score FAME Challenge 0 95 a Cort Panel People amp Progress L i doptes 22 man tb Lo JHH days a a HAARAA NAAA J a z y o ip 5 i i E Jr rp This shows the score sheet that is displayed if you click the Score button located on the bottom middle of the screen You may click on this at any time to see how you are progressing and you can return to the simulation by clicking on the buttons at the top of the screen The thin blue line on the graph the top one indicates the cumulative positive attitude ie the red bars you have succeeded in gathering As you can see in the example in the screen above the cumulative positive attitude can decrease too during the project depending on your initiatives and other events that can happen during the 6 months implementation period The thick red line the bottom line indicates the cumulative number of managers you have convinced to adopt Once someone has adopted they cannot move back through the adoption process The numeric scores the number of Days per Adopter Elapsed Time of Adopters and of Decisions of Attitude Points are onthe top left of the screen Page 15 AlphaLabs 2004 5 10 FAME Challenge Sav
5. The FAME Challenge The Family Business Simulation User Manual 1 0 Introduction 2 0 Your Mission during the FAME Challenge 3 0 The Peters Ltd Management Team Structure 4 0 FAME Challenge Getting Started 5 0 FAME Challenge Sample Screens amp Navigation 6 0 FAME Challenge Stopping amp Saving Sessions Appendix A Cross Reference for Key Navigation Buttons Appendix B nitiatives Detailed Descriptions FAME Challenge 0 45 People amp Progress M Org Networks Tack Baran Inssghts lenang E Challenge ess Simulation onal dynamics simulation contents AlphaLabs 2004 The FAME Challenge A multimedia organizational dynamics simulation on managing change in family business contexts 1 0 Introduction In the FAME Challenge you will be challenged to introduce an innovation in a family business Peters Ltd Your mission as formulated in more detail in the next section is to spend the next 6 months trying to convince the Peters Ltd top management team which includes a number of members fromthe Peters family to start engaging in management and ownership succession planning As displayed in the enclosed screens of the simulation you will be able to choose among many different initiatives to meet your goal In some cases you may gather information on the managers for example who drinks coffee with whom etc In other cases you may take direct action to try to convince the managers and thus influe
6. allows you to stop a session anytime you want and resume it at a later stage To stop the session just quit the simulation software by selecting The current session will be automatically saved in the file El SMission eis To restart a session just select which will appear automatically on the Main Screen the next time you will enter the simulation software 6 2 Automatic Saving before Quitting a Session This version of the Simulation automatically saves a copy of the session every time you quit the simulation software in addition to producing the Report in editable form Hence the latest state of the session is always stored in the file El SMission eis and can be reloaded You can from the point you left it by selecting pPes after restarting Page 17 AlphaLabs 2004 Cross Reference for Key Navigation Buttons at Top of Screen Control Panel People amp Progress Org Chart Org Networks Initiatives Track Record Insights amp ssues Take Decision Our Strategy F s Challenge 0 95 fe Gene Peers fe Hanni Contes fs bene Peters fz Joue Santini fe Pobert Diksis fe Sophie Peters Mission Score Print Quit FAME Challenge Credits Cross Reference for Key Navigation Buttons at Bottom of Screen APPENDIX A Refer 5 1 Refer 3 Refer 5 6 Refer 5 4 Refer 5 8 Refer 5 7 Refer 5 5 Refer 4 0 Refer 2 0 Refer 5 9 Refer 5 12 Qui
7. ation is dependent on the various initiatives you have implemented 5 7 Insights amp Issues HAEE AlFPERE FELELI This version of the Simulation provides the possibility to take notes anytime during a session This Learning Notebook accessible by selecting f in the upper right side of the screen also provides a structured way to summarize key insights and issues after completing a session You may fill in the Do s column on the screen to share I nsights of what you have learned from the experience as well as Dont s column for the I ssues of Change Management you would like to know more about You are able to print it on paper or on a slide The content of the Do amp Dont s sheet is recorded in the Session Report Page 13 AlphaLabs 2004 5 8 Track Record FAME Challenge 0 95 Click on Track Record at any point during the simulation and you will see a summary of your initiatives to date that you can scroll through For a detailed history of your Initiatives Decision Initiative Rationale Outcome ie the immediate feedback and No of Adopters to date yeaa 3 INTERWAL MAGAZINE 5 GET PROFILES amp 7 SEEK ADVICE Strong FaCE TO F ACE MEETING Peters a FACE TO FACE MEETING Peters 10 10 TASKE FORCES ite 17 CHAIRMAN DIRECTIVE w 18 18 FACE TO FACE MEETING Peters 19 19 FAMILY MEETING ss 20 21 GET PROFILES ne 22 22 FACE TO FACE MEETING Qubois Mie 23 FAM
8. ck He is 63 years old Your family has not developed plans for ownership transitions or the participation of the next generation Your challenge is to persuade your family to begin the planning process involving the third generation For Peters Ltd planning for the transition to the next generation is a significant step with many emotional and business consequences As you will experience the process of changing how people think behave and adopt innovations in organizations is never easy Persuading families to address critical issues related to management and ownership succession is challenging and often requires a combination of different tactics to be used at the right time with the right people This simulation will make it possible for you to experiment with the different actions and interventions designed to helo your family decide it is time to develop parallel plans for the business and family related to strategy ownership governance and management Page 3 AlphaLabs 2004 FAME Challenge 0 45 Your MISSION the challenge you have bean sed hi know a lamily ownership continuity sE eee plan provides everyone with d to make timely and E planning process will allow develop a Strategy that is ownership group ndon le the largest packaging materials tor the yin Greal Britain The all of its packaging equipment to controlled by the Peters ra Aire d Chairman of President and Gene and ihe remaining fh generat
9. e Session Report FIE TE ie perm T 4 a Ta bag pilalu ar oe iiini P i af You may save your session s report at any time during the simulation by clicking on the Save Session Report button on the right hand side of the Score screen The report allows you to get details about the session including the date of running number of adopters number of initiatives and the time spent to implement these initiatives and of course the key points of the adopted strategy and also the content of do and dont s learning points Beside you will also get all the information on the adoption stage of each person as well as the feedback for each implemented initiative 5 11 FAME Challenge Credits Screen FAME Challenge 0 45 FAME Challenge Credits The FAME Challenge is a milimeta ongantabonal dinamite sivulabon addressing change management in family bussiness comtes The PAME Challenge io based on amperances with the introduction of diferent hsa of innovations and planing processes in imik aims as well as research inio Omgansatona Development ad Change Management Faire prensurahip Onganialonael G h mioue Modeling as ell aa Family Business eo and practice 3 desorbed in the book Strategic Planning for the Family Business by Professors Carlock amp Ward tis a mubimedia cepernbential earning tl that adresses the challenge of suce coule impemaning Signficant change barsformaion and innovation project a
10. e you to 1 Try to understand the context scenario in which you are going to operate You have never worked in the family business Actually you don t know the management and over a long time you have not been close to your own or extended family Following your mother s death two years ago you have reconnected with your father and brother Your extended family members aunts uncles and cousins respect your intellectual accomplishment but do not really know you 2 Review the different initiatives you will be able to launch to progressively impact and change people behavior in order to shape positive attitudes toward the planning process 3 In case you haven t done it yet allocate at least 15 minutes to develop or fine tune a general strategy which will guide you through the project top down bottom up senior family members organizing the cousins educating the entire family working with the board etc and write it downinthe Strategy section To leave the Mission screens click on the Back to the Action button Page 6 AlphaLabs 2004 3 0 The Peters Ltd Management Team Structure OrgChart FAME Challenge 0 35 OrgChart Peters LTD The above screen Org Chart shows what is displayed if you click on the Org Chart button at any time during the simulation once you begin It is the organisational chart of the management team of Teleswitches Ltd in which you are expected to introduce your i
11. ions As you might know a family ownership continuity and business strategy plan provides everyone with the processes they need to make timely and effective decisions The planning process will allow senior management to develop a strategy that is supported by the family ownership group Peters Ltd based in London is the largest manufacturer of plastic packaging materials for the pharmaceutical industry in Great Britain The company has designed all of its packaging equipment and sells this equipment to non competing manufacturers The stock is completely controlled by the Peters family with the three brothers Alfred Chairman of the Board Frank CEO and President and Gene COO and EVP owning over 80 and the remaining shares in trusts for the third and fourth generations controlled by the board of directors The senior generation has expressed a strong interest in remaining privately held despite a worldwide consolidation of the packaging industry and interests from larger competitors in buying the firm Page 4 AlphaLabs 2004 FAME Challenge 0 35 Your MISSION the challenge you have bean set our challenge is bo persuade the agement team the board of directors qin a parallel planning process ownership and leadership to fing now oer the mexi e ho tactics initiatives l ur progress in helping amily board and ove arang the phases of ng then TRYING DOPTIMNG the realhy controversial Remembe
12. lick on the I nitiatives button you will see the above screen which lists the change management initiatives you may launch during the simulation A description of a particular initiative will be displayed below this list if you click on any title You may also click on Detailed Descriptions in the lower half of the right hand screen and scroll through the descriptions of all initiatives at once see Appendix A You may also take a decision from the Initiatives screen To implement an initiative from this screen highlight the initiative and click on implement It This will bring the Take Decision screen up see 5 5 with the initiative already chosen and a prompt for any other details you need to provide ie the names of people involved Page 11 AlphaLabs 2004 5 5 Take Decision FAME Challenge 0 95 DECISION No 33 Your initiatie FAMILY NETWORKS Takas 5 daya GE irane Paters Your rationale tor this decision foption all Atthis pointe fel we need io beter understand the relationships among the different family members as well as anale the genogram a Lionel Semti 2 Peter Pancake fe Guertin Peters 2 Robert Dubois G Sophie Peters CE Timi Cuntis Ursula Peters Pe Victoris Peters F vianda Bong On the right hand side of the screen if you click on the Take Decision button you will see the above screen which shows the number of the decision you are about to take To i
13. mplement an initiative click on the Your initiative box and select the initiative from the drop down menu that appears You will also be prompted for any other details you need to provide ie Names of people involved This can be chosen either by clicking on the name of the person on the Control Panel left hand side of screen or clicking on the box and selecting the manager s from the drop down menu of names If you make a mistake in choosing the initiative or name or click on the box with the wrong details in it select Dont Do It instead of Implement the Decision at the bottom of the screen For each decision you should complete the Your rationale for this decision box Finally click on mplement the Decision You will receive immediate feedback on your chosen initiative You will receive a summary of the outcome a positive or negative indication of any attitude changes of the managers involved and maybe not involved and the clock will continue ticking off along the bottom of the screen against the 6 months for the time taken to implement the initiative Page 12 AlphaLabs 2004 5 6 Org Networks button sie i Lined Perd Gigss d Presa Click on Org Networks and you can access information regarding the managers who has coffee with whom Coffee who socialises with whom Social and who is on which task force with whom Task Forces Access to this inform
14. nce their willingness to adopt the proposed innovation Each time you implement an initiative you will receive feedback about the impact of your decision immediately The objective is to get as many adopters as possible in the shortest time The following screens illustrate in more detail the purpose and the main elements of the FAME CHallenge and explain the navigation of the screens should you have any difficulty Page 2 AlphaLabs 2004 2 0 Your Mission during the FAME Challenge First review your mission by clicking on the Mission button in the upper right oval box of the screen You will then access the Mission screen which has 4 buttons called The Context The Transformation Your Challenge and How to go about it The information you will access is shown in the following f our screens FAME Challenene 0 05 Your MISSION ite challenge you heave been sai candra Peters a 41 year old cousin ot work inthe family business our pers is the current CEO and mens 63 years old our family a for ownership transitions e nesi generation rsuade your family to begin ing the third generation g for the transition to the next emotional ences As you wil a of changing how people one in ss crilical issues i ship Succession You are Alexandra Peters a 41 year old cousin who does not work in the family business Your father Frank Peters is the current CEO and owns 27 of the sto
15. nd processes impacting and Darsfonming he way Grganiatons and peace operaba ard piaba our Tesi beek and commenta arg welcome This simulabon is based on the research work Send any insights suggestions or questions related to Ign ae deep er ete W the feo and bhe Graph ati cer direy th practice of Fami Businesses prowkiad by Ale ANON Randos CARLOCK CT pei Daie psano Propre of Eo aed Fret Sette waged HASEAD Certe for Acruwrced Learning Fechacfog nn Th De mous fin parior ner been es Dre Ever hate ef Moser dleevabrnr dhe GARE DALET wat powell pce Bo de Corctasos Fer 7 Poot EEE Watu CRERT Se 2peale Fai leencieg aed detibaten spammer ol ihe Fale Challenge wiet Mphalates apie betes oor via anal Fai pagi cer alia oe ciao de fente bariai fra lit ord ol urri This screen provides information about the simulation and those who have contributed to its design development and continuous updating It is displayed if you click on the FAME Challenge button located on the bottom left hand corner of every screen Page 16 AlphaLabs 2004 5 12 FAME Challenge Print The PRINT button allows the printing of any page in the Simulation e g the SCORE page In case you print directly on a transparency you will have to insert the transparency in the printer and choose the appropriate printing options 6 0 FAME Challenge Stopping amp Saving Sessions 6 1 Stopping amp Restarting This version of the Simulation
16. nd side of the screen you will see displayed the list of the managers you are trying to convince to adopt the transformation A variety of information about these managers can be accessed from this Control Panel screen depending on the initiatives you take A status on what you know about a person can be accessed by placing the cursor over the bubble to the left of the person s name A personal profile can be retrieved by clicking on the i bubble to the left of the person s name The red bars displayed in the box to the right of the managers names indicate how successful you are being in changing the attitude of each manager in relation to adopting the transformation during the simulation This is dependent on the initiatives you decide to implement you will be able to see an overview of these initiatives on the right hand side of the screen You can see that the managers all go through a cycle of adoption although at different paces and can be not aware aware interested have acceted to seriously appraise and try out your suggestions for new planning processes trying phase or have adopted it You can access the Control Panel anytime to monitor your progress on the top left hand side of the screen Part of the scoring summary at the end of the simulation is a function of the red bars representing the degree of positive attitude that you have achieved for each manager Page 9 AlphaLabs 2
17. nnovation during the next 6 months The management team of the company consists of 22 managers an External Financial Controller and the Corporate Secretary The picture of each person appears when you position the cursor on the name If you then click on the box you will also get the profile of that person You can access this chart at any time during the simulation and return to where you were in the simulation by clicking the Back to the Action button Page 7 AlphaLabs 2004 4 0 FAME Challenge Getting Started Your second action should be to click on the Strategy button in the middle oval box of the screen and summarize the strategy you are planning to adopt nclude any revision you may have during the simulation for instance after having gathered more information on the organisation and its managers Click on Back to the Action when completed FAME Challenge 0 45 Our STRATEGY how do we plan to proceed fo achieve our objective Top down Bottom up Sequentaliy FAME Challenge l im To start the simulation click on Enter new session oval box on the bottom right of the screen A screen similar to the one below will appear You have to enter your Personal Password to start the simulation Page 8 AlphaLabs 2004 5 0 FAME Challenge Sample Screens amp Navigation 5 1 Control Panel Fart Challenge 0 35 People amp Progress i ania Peters On the left ha
18. r Your challenge is to persuade the senior management team the board of directors and the family to begin a parallel planning process to address transferring ownership and leadership to the next generation Starting now over the next 6 months you will be able to gt Gather information gt mplement change tactics initiatives gt Continuously monitor your progress in helping the 24 members of the family board and management team to move through the phases of AWARENESS and INTEREST building then TRYING and finally committing to ADOPTING the really significant and potentially controversial innovation you are trying to introduce here In short your personal objective is to get as many family and board members and both family and non family executives as possible to support the succession planning process This is the standard you have set for yourself to evaluate your change agents s team performance at the end of the 6 months Good luck Page 5 AlphaLabs 2004 FAME Challenge 0 35 Your MISSION the challenge you have bean set ne plunging into your lirst decision you fm e context ecenanio in which e You have never worked in famille 3 death teva years ago you our father and brother unts unches and tellectual accomplishment initiatives you will be able to impact and change people positie altiides toward E al least First of all before plunging into your first decision we advis
19. structured meetings in which participants will be able to start realizing the concrete implications of fully engaging into a Transition Planning Process 4 days NOTE This will involve preparing brief overview material focusing on Transition Planning Processes to be sent in advance FAMILY RETREAT Develop a family retreat to explore the family s future plans and vision 5 days NOTE All the members of the family are in principle expected to attend such retreats QUESTIONNAIRE Write and distribute a questionnaire aimed at assessing the firm s strategic potential and the current level of interest in engaging into a Transition Planning Process 2 days NOTE The main objective of using this tactic is to demonstrate your approach to the project rather than gathering additional information EXTERNAL SPEAKER Organise a speaker event in which Professor Tom Anderssen an expert on family businesses will deliver an address entitled Managing Transitions Liberating Competencies and Synergies in Family Businesses 5 days NOTE Everyone in the company is invited by memo to this event but attendance is optional FAMILY NETWORKS Spend some time observing or finding out more about the family and its Genogram 5 days NOTE These groups will not change and the genogram will remain available throughout the simulation Page 19 AlphaLabs 2004 AlphaLabs 2004
20. t Refer 5 11 Page 18 AlphaLabs 2004 INITIATIVES SEEK ADVICE Organize a meeting with any one member of the top management team or with any of the family members in order to get some advice on how to approach the transition planning project in the most effective manner 2 days NOTE You will not actually receive advice in the feedback the aim is to influence the person you visit through a humble approach GET PROFILES Build a personal profile on any five members of the top management team or of the Peters family by talking informally with some junior managers 2 days NOTE Each person s profile includes a qualitative description of the individual and a quantitative indication of how many attitude points will be needed to move that individual through the four change phases TASK FORCES Discover which top managers are on the company s three main task forces 1 day NOTE These membership lists will not change and will remain available throughout the simulation INTERNAL MAGAZINE Ask the editor of the internal magazine to include a short article you write on the advantages that Transition Planning Processes can bring to family businesses 3 days NOTE This magazine is distributed to everybody The article is about the generic advantages of introducing Transition Planning Processes in family firms and does not include any company specific information CHAIRMAN DIRECTIVE Try to convince the Chaiman to
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