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Getting started

Introduction

Macro-Managing™ is about Leader and Management Teams working together better. Teams are fundamental to our structure. All users will a member of a Team. Teams are part of an Organization. Most users will be members of one Team, although some users can be members of multiple Teams under multiple Organizations.

Register your Organization

These are the steps to register your Organization.

1. To get started, click on the 'Sign-Up your Organization' in the banner(top) of the website. The instructions there will get your organization registered and you will become the Organization’s Administrator with your email address as your username and your own specified password.
2. the next stuff
3. (After you have the organization registered, and you become an individual user as well, then you will access your own Home Page by through the Login button.)

Create a Team

After you login and are at your Home Page, click on the link under Teams, '-Add Team-' (see image below).

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When the new page opens, simply enter the name of the Team you want to create and press the create button. That's it! You're new Team is ready to add members.

Login Process

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To login you must first have an active account. Only Organization Administrators and Team Facilitators can create user accounts. User accounts are created by invitation to join the organization or team.

To login, click on the Login link located in the banner at the top of each page (see image below).

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When the login page displays, enter your Username and Password, then press the Login button. If you entered the proper credentials, and your account is active, you will be directed to your Home Page. If your credentials are not correct or your account is inactive, a message will appear. Correct any errors and try again.

Login Help

Help links are provided on the Login page to give assistance when you can not login. Email addresses are used for Usernames. A link is provided to reset your Password.

If you can not access your account and need assistance, contact your organization or Team Facilitator. You may also contact the Macro-Managing User Security.

Home Page

This is the landing page for a User when they log into the system.

It includes their name and the Organization(s) and the Team(s) within the Organization(s) they are linked with in the system. It also indicates if they are the Administrator of an Organization and if they are the Facilitator of a Team.

From this page the User accesses all of the designated places they are allowed. (See image below)

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User Categories

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Administrator - The one designated to Create/Oversee the Organization's account (Profile, Vision, Teams, Members, Payments)

Team Facilitator - Creates/Oversees the Team (Vision, Members, Tools)

Team Member - Participates in one or more Teams.

Team Visitor - Able to view and make comments regarding all entries by all members.

Certified Partner - Serves as a coach/consultant of Macro-Managing™ concepts and tools for Organizations.

Administrator

An Organization's Administrator(s) can be a person from inside or outside the organization but in either case designated by the organization. The person that initially registers the organization at the Macro-Managing.com™ website is the organization administrator. However, another person can be added to share in the role as Administrator. Organization Administrators can access their special capabilities and responsibilities from their Home Page by clicking on the Org Administrator title within their organization. Their role includes:

1. Responsible and accountable for all the Teams and Users in their Organization
2. Establish the Team Facilitators through the invite process
3. Receive Billing Invoices to view and approve payment for the services
4. They can also add the Value and Mission statements for the organization
5. They can also add the Values in the box provided. These values will be used and presented throughout the pages of the other tools.

Team Facilitator

Team Facilitators are the persons responsible for the team or group of people who will be meeting within one common focus. The type of focus could be the Executive team or the Marketing team or a team formed to orchestrate the organization’s move to a new location. Usually the person that initially registers the Team is the Team Facilitator. However, another person can be added to also be a Team Facilitator as a replacement or as a Co-Facilitator. Team Facilitators can access their capabilities from their Home Page by clicking on the Team Facilitator title within their Team. Their role includes:

1. Inviting participants to their team: This is done from the Team Facilitator page. Click on Add Member. It will provide a box in which you insert the email address only of the member to be added and click the Submit button. An email will be sent to the invited person with basic instructions and a link to www.yngine.com
2. Selecting the tools for the Team: This is done from the Team Facilitator page. Click on Manage Tools. There is a menu including tool kits of more than one tool or you can select a single tool or variety of tools. Once the selection is made, then click Submit.
3. Teach the users how to use the tools: his is done through group and individual coaching
4. Confirm participants are current with their use of tools: This is done through follow-up and viewing of individual entries
5. Confirm participants are interacting with other team members through the tools: This is done through follow-up and viewing of individual entries
6. They can also add the Vision and Mission that is set for the team. This Vision and Mission may be different than for the organization but they will be related and supportive to bring clarity of focus for the team

Team Member

Team Membership begins with an invitation from a Team Facilitator. The prospective participant receives an invitation (email) with a link to create their personal profile. After completing their profile, the new member can login with the credentials they entered. From their User'Home Page', they can click on the name of the Team to join in the activities. Click the following link for a description of the Team Tools.

Team Visitor

Team Members with the status of 'Visitor' have access to all the information of other Team Members, but aren't required to create new items. They can make comments at any line item. This category is useful for upper management, advisors or other stakeholders who are not directly required to submit Deliverables or Activities for a Team.

Certified Partner

Certified in Macro-Managing, helpful to get your Org started and fine tuned.

M-M Tools

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Note: The following Tools are available in different levels. Depending on the Tools/Level selected by the Team Facilitator, some of the Tools listed below may not be available for your Team.

Vision, Mission, Purpose

These three statements serve to give purpose and direction to the organization/team.

Main Trax™

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The first tool listed is the Main Trax™ which allows the Facilitator to share their key items for this specific Team in the following categories:

1. Current (priority this week)
2. Ongoing (underway and concluding in a future week)
3. Recurring (regularly scheduled on a continuing basis)

Participants have access to view the line items provided by the Facilitator. They need only click on the Main Trax™ tool in the listing of tools on the upper right hand portion of the Team page. The purpose of the information on the page is to keep the main things the main things. Everyone on the team will have a view of the written priorities and focus expected by the Team Facilitator. Team Facilitators will expect and receive input from the participants to make certain the items are correct, current and useful.

Weekly DnAs

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The second tool for this is the Weekly DnAs™ which allows each participant to share their key deliverables and activities (DnAs™) each week with the other managers. The first phase is to share these line items in a simple “headline” (short sound bites) form so they are clear and memorable at a quick glance.

The process begins by clicking on the New Weekly DnAs™ box just to the right of one’s name and a calendar will come forth. Select the date that is the beginning of the week for which the items will be committed. Once the date is selected and in the box then click GO and the categories will become activated and the entry of line items may be started for any and all of the categories. The title description of the category provides guidance in what type of information should be inputted for each of the categories.

The next step requires clicking on new and a text box opens up for the line item to be added under the selected category. When complete simply click the submit button at the lower right corner of the text box and the line item is posted. There is a new button in the headline of each category. Participants are invited to new enter line items of their specific deliverables and activities for the coming week. There is some coaching required for this step, but it begins with understanding the following categories and terms:

Deliverables

“Specific tangible outputs to be completed in this week”. The focus here is on the creation of something that is an identifiable product such as a report or document, sales, quantity of leads, accomplished goals or number of manufactured items. It is a tangible and separately identifiable output.

Activities

“Events, issues or tasks to be engaged in this week”. The focus here is on participation in events such as meetings, researching, counseling, coaching, or collaborating with others that will contribute to current or future deliverables for the organization.

Projects

“Updates on the progress of ongoing projects”. The focus here is on the expected completion percentage (such as from 50% to 75%) of a project or task that will occur in this week but for a project or task that will take more than a week to complete. It is a mini summary report on a project.

Add-Ons

“Unexpected items added to your workload during the week”. The focus here is on accounting for something that was not planned for but will now take time of the participant and likely influence their ability to complete the items listed in the three categories above.

Notes

“Things to remember for this week and next”. The focus here is on keeping track of new items or thoughts that will help get things done this week or become a line item in next week’s DnAs™.

Messages

“Thoughts from others”. This is the place a participant at the team can send a line item message or the equivalent of a comment to another participant but it doesn’t have to be about an existing line item. The person receiving the message can use that line item information however they wish.

The coaching to enter these line items centers around having them be as brief as possible but include a designating name and related action words as specifically as possible. Keeping it brief is very difficult at first but much appreciated later. Think…’newspaper article headline’. It is helpful to be patient as it gets easier each time. Brief says it better than rambling. After the headline is completed it should be followed by a normal period punctuation. Then the participant can write the rest of what they feel is necessary to fully explain the item.

Completing the above entries forces a weekly proactive communication by each of the participant. Each one is responsible for establishing their own items’ focus and commitments.

After the individual managers have entered their Wkly DnAs™ they are now able to look at the entries posted by the other managers. This is done by clicking on the name of another manager in the list at the right of the page. This list is known as ‘The Team’. These are the persons invited to the team for the scheduled meetings in which the individual deliverables and activities are reviewed.

The scheduled meeting(s) to review all participants’ entries presume that each of the persons have reviewed, in advance of the meeting, the postings of each of the other persons at the team. This prepares them to understand the priorities and focus of each of the others. This opens the door for comments for encouragement, requests for input or suggestions for help within the team.

Actions

The legend has the following capabilities that allow the participant and others to make changes or additions to each line item: Clicking on each of these…

[+] Allows the owner/participant or a viewer to see all of the content and comments connected with the line item.

E Allows the owner/participant to edit the line item. The text box will reopen and the changes and additions can be made as if it is a new box.

X Allows the owner/participant to delete the line item.

D Allows the owner/participant to designate the line item as done. When the next week’s DnAs™ are started the done ones are not moved forward.

P Allows the owner/participant to designate the line item as Private and only they can see it.

Cⁿ Allows the owner/participant and/or a viewer to add a comment to the line item. The comment will be added with a date and time stamped along with the nickname of the one making the comment. The little Cⁿ after the C is a count of the comments existing for the line item.

Notice that when the owner/participant is at their Weekly DnAs™ all items of the Legend are available for them.
When a participant is viewing another person’s DnAs™ the only items that appear and are active are the [+], Cⁿ.

Role DnAs

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The Third tool for this is the Role DnAs™ which allows each participant to share all their key deliverables and activities (DnAs™) that can occur at any time during the year.

This works much like the Weekly DnAs™ except the only categories are Deliverables and Activities. The Legend works the same here as it does for Weekly DnAs™. The value is that a person’s role is defined without a sense of territory, but rather contributions and changes can be made easily and quickly and documented for all to see.

FAQs

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Q: What is the objective of the Yngine™ website and business?

A: To provide a set of tools that will help management teams work together better. The tools are designed to be powerful, easy to use and deal primarily with the “big” issues of the organization and its management team. For example, each of the Tools are designed to first answer a “big” question that management needs to address at all times.

Big Questions

• Main Trax™ (Keep the Main Things The Main Thing) What are the major priorities for this team?
• Weekly DnAs™ (Weekly Deliverables and Activities) What is each member expected to make happen this week?
• Role DnAs™ (Role Deliverables and Activities) What is each member expected to do and accomplish for their area?
• C-Vyoos™ (Customer View of Your Organization’s Operations) What are the steps required from beginning to success for customers?
• M2M Metrics™ (Measure to Manage Metrics) What must be measured in order to manage the organization properly?

When all these are in use – each one on the team will be:

• overtly aware of the overall priorities
• know and be able to make comments about each other’s goings on and remain connected daily in a private environment
• have current clarity on what is expected of one another in their respective positions
• know how what they do fits within and impacts the customers’ experiences and the activities of one another
• know what is being measured and what needs management attention

1. What is especially unique about the Yngine™ tools?

These personalized tools allow the organization and individuals to input their own information so it is specific to their world. It is a connected and cohesive set of tools available all in one website used to focus the macro management process and establish a context within which the details can be managed more efficiently and effectively.

1. What is the idea behind the spelling of the name Yngine™?

The root of the word is engine. The management team is the engine that powers the operations of the organization. The ‘Y’ refers to your management team and your organization to reflect that everyone takes ownership, pride and possession of the organization in which they work.

1. What is needed to get started?

Read through the sections on the website to become familiar with the content and purpose of Yngine™. Register your organization as a Subscriber. Follow the prescribed steps to set up the organization profile. Establish the proper groups ‘Tables’ for the organization and invite the members to the Table. Read through the Quick Start Guide and follow the instructions and guidelines.

1. What is a version of a Tool?

A version is a selected part or subset of each tool’s capabilities rather than all the capabilities and features of a Tool.

1. What is a Tool Kit?

This is a set or versions of more than one of the tools that work well together.

1. Why is the pricing of the tools complicated?

There is more than one tool. There are basic and graduated versions of each of the tools. The versions allow users and tables to select their own versions and groupings of the tools and move to use next versions on a schedule that is right for them. We do not want our customers paying for capabilities they are not using. Each version and tool requires a bit extra for us to maintain, enhance and serve customers.

1. What is a Deliverable?

It is a tangible item such as a report or document or signed contract that is complete unto itself.

1. What is an Activity?

It is an item that takes time but does not result in a completed tangible item. It includes meetings, reviews, preparation, research and other important activities.

1. What is a C-Vyoos™?

It is a tool that identifies and documents in a prescribed form and format the steps required to attract, engage, serve and grow in relationship with customers. It also serves as a way to demonstrate how an organization is structured to serve its customers. It also itemizes the reporting necessary to successfully measure and manage each of the steps.