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Managing Change: Creating a Successful Work Plan
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  • 1. Cameron Adams Sr. Global Portfolio Manager, eBusiness Applications, Diversey
  • 2. Objectives
    • To learn how to:
      • Create a successful work plan
      • Justify needs and support your recommendations
      • Manage and schedule staff to accomplish critical tasks and improve productivity
      • Maintain a clean, safe and healthy work environment
  • 3. Agenda
    • Situation Analysis
    • Creating a Successful Work Plan
      • The 7 guiding principles
      • Plan-Do-Check-Review process
    • Build an actual plan
  • 4. Situation Trends are in direct conflict with each other: budget, access, and resource constraints drive cleanliness down, yet expectations continue to rise Problem Fewer personnel Difficult / less time to clean Training and retraining How to do more with less Process / documentation
    • Situation
    • Budgets:
    • Cuts and reallocation
    • Escalating costs
    • Time and access:
    • 24 / 7 / 365 facilities
    • Aging buildings
    • Employees:
    • Turnover and attrition
    • Expectations:
    • Greater awareness
    • Standards / certification
    • Health and safety
  • 5. Challenge
      • How do you create and implement a successful work plan AND justify resource needs?
  • 6. The 7 Guiding Principles For a successful work plan
    • Follow a disciplined process
    • Understand needs & objectives
    • Build consensus & alignment
    • Optimize workflows
    • Allocate fairly
    • Communicate thoroughly
    • Measure, recognize & revise
  • 7. To Ensure Success 1. Follow a disciplined process Plan Review Check Do Set Goals, Priorities, Tasks & Frequencies Sequence, Schedule, Assign, Train, Perform Inspect, Observe, Train Reassess, Revise, Refine Successful Work Plan & Needs Justification
  • 8. Plan 2. Understand needs & objectives Stakeholder Committee Administration / Staff Health Services PTO / PTA Students Building & Grounds Supervisor Director of Physical Plant Director of Facilities Custodial Supervisor Maintenance Manager Director of Housekeeping Needs & Objectives Average daily attendance Enrollment Grades Safety Health Appearance Budgets Productivity Worker’s compensation Employee turnover Take time to listen and engage stakeholders; Make them part of the process & successful outcome.
  • 9. Plan 2. Understand needs & objectives
    • Set Goals
    • Cleanliness
    • Health & safety
    • Sustainability
    • Budget
    • Resources
    • Set SMART Goals
    • Specific
    • Measurable
    • Attainable
    • Relevant
    • Time-bound
    SMART Goal Example: To achieve an average cleanliness level of 2, defined by industry standards, across our school within 6 months of program implementation, while reducing our budget by 10%.
  • 10. Plan 3. Build consensus & alignment
    • Create the work plan (without constraints):
      • Inventory and prioritize area types
      • Inventory current cleaning tasks and frequencies; compare with goals and note gaps
      • Identify and prioritize new program tasks and frequencies
      • Calculate labor hours and staffing requirements
    This results in a hypothetical plan. Use this to refine your goals and make choices.
  • 11. Exercise
    • Question:
      • How many FTEs are needed to…
        • Perform Task A in 105K sq. ft. of a 300K sq. ft. school
          • Time per task = 5 minutes / 1,000 sq. ft.
          • Frequency = 4 times weekly
          • Average daily productive minutes per custodian = 420
          • Days worked per week = 5
    • Answer:
        • 105K sq. ft. / 1K sq. ft. (per task) = 105 units
        • 105 X 5 (min. per task) = 525 minutes
        • 525 X 4 (times weekly) = 2,100 minutes
        • 2,100 / 5 (days worked weekly) = 420 minutes per day
        • 420 / 420 = 1 FTE
  • 12. Plan 3. Build consensus & alignment
    • Create alternative work plans (within budget constraints):
      • Compare # of FTEs in your budget with # of FTEs to reach your goals
      • Identify high-cost, low-priority areas
      • Identify high-cost, low-priority tasks
      • Reduce cost by reducing task frequency
      • Work your way up (lowest to highest) priority areas & tasks
      • Improve productivity with better equipment
  • 13. Plan 3. Build consensus & alignment Task Treatment in Low Priority Areas to Maintain Budget Task Cost Task Priority Increase / Maintain Reduce / Eliminate Eliminate / Reduce Increase Productivity Reduce or eliminate low priority tasks in low priority areas to maintain your budget.
  • 14. Plan 3. Build consensus & alignment
    • After you’ve developed a workable plan, meet with the stakeholder committee to explain:
      • The choices / compromises made to balance non-financial goals with your budget
      • Or, explain how goals will be overly sacrificed and greater resources are justified
      • Present the pros and cons of alternative plans
      • Recommend and support a specific plan
      • Facilitate further discussion and revision to come to agreement
    The goal of this meeting should be to come to an agreement and move forward with one of the alternatives.
  • 15. Do 4. Optimize workflows
    • Optimize workflows to increase productivity
      • Group similar work
      • Create and allocate work by zone
      • Train on proper procedures
  • 16. Do 5. Allocate fairly
    • Allocate workloads fairly across employees
      • Ensure no one employee has to much or too little work
    Assignments are flagged when they exceed an employees available cleaning time
  • 17. Do 6. Communicate thoroughly
    • Communicate work assignment clearly
      • Use check sheets
      • Itemize tasks
      • Show where and when employees should be working
      • Indicate days tasks should be performed
    Checklists show cleaning tasks and when they are to be performed
  • 18. Do 6. Communicate thoroughly
    • Train
      • As skills improve so does confidence & consistency:
        • Online training
        • In-person training
        • DVDs, videos, manuals
        • Wall-charts, job cards, etc.
  • 19. Check 7. Measure, recognize & revise Inspect Measure
  • 20. Check 7. Measure, recognize & revise
    • Create a recognition plan
    • Build confidence, motivation & loyalty
    Positive feedback reinforces positive results – a little can go a long way.
  • 21. Review 7. Measure, recognize & revise
    • Data mine for continuous improvement
      • Inspection results, reports, observations, satisfaction surveys
      • Track progress over time
      • Analyze at all levels
        • Buildings, zones, floors, area types, task groups, employees
      • Compare results against goals
      • Identify improvement opportunities
        • Most common issues
      • Re-evaluate, refine and revise
        • Cleaning program / frequencies
      • Close the gap between outcomes and expectations
  • 22.
    • Cameron Adams
    • Sr. Global Portfolio Marketing Manager, eBusiness
    • Diversey, Inc.
    • Tel: 262 631-2057
    • Email: [email_address]