Managing Change: Creating a Successful Work Plan
Upcoming SlideShare
Loading in...5
×
 

Managing Change: Creating a Successful Work Plan

on

  • 3,522 views

 

Statistics

Views

Total Views
3,522
Slideshare-icon Views on SlideShare
3,438
Embed Views
84

Actions

Likes
0
Downloads
31
Comments
0

2 Embeds 84

http://www.sbga.org 82
https://www.sbga.org 2

Accessibility

Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

    Managing Change: Creating a Successful Work Plan Managing Change: Creating a Successful Work Plan Presentation Transcript

    • Cameron Adams Sr. Global Portfolio Manager, eBusiness Applications, Diversey
    • 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
    • Agenda
      • Situation Analysis
      • Creating a Successful Work Plan
        • The 7 guiding principles
        • Plan-Do-Check-Review process
      • Build an actual plan
    • 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
    • Challenge
        • How do you create and implement a successful work plan AND justify resource needs?
    • 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
    • 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
    • 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.
    • 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%.
    • 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.
    • 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
    • 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
    • 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.
    • 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.
    • Do 4. Optimize workflows
      • Optimize workflows to increase productivity
        • Group similar work
        • Create and allocate work by zone
        • Train on proper procedures
    • 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
    • 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
    • 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.
    • Check 7. Measure, recognize & revise Inspect Measure
    • 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.
    • 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
      • Cameron Adams
      • Sr. Global Portfolio Marketing Manager, eBusiness
      • Diversey, Inc.
      • Tel: 262 631-2057
      • Email: [email_address]