SHIFTING ROCKS
Change proposal
Oct 2013
BIG
rocks
Staffing
Relationships
Visitor
Information
Income
generation
Systems &
processes
Function
Centre
Community
Learn...
Sorted
Relationships
Function Centre
Systems & processes
Community Learning
Visitor Information
Generating income
Staffing
• Problems:
 * One team
 * Commerce vs community
 * Strengths based approach
 * Administration
 * Finance and Communi...
Direct Reports to CEO
CEO
Customer
Experience
Manager
Customer
Experience
Manager
Administration
and Finance
Executive
Ass...
Management Clusters
CustomerExperience
• Colleen H
• Communications
Coordinator
• Deborah
• Heritage
Coordinator
• JD
• Ke...
Business plans
Children’s Services, Digital services, Educations, Heritage, Library, Youth.
Representation: Youth and Educ...
Management Team
CEO
Customer
Experience Manager
Customer
Experience Manager
Executive Assistant
One team
Jo Wendy
Collections
Youth
Heritage
Digital
Children
Community
Learning
and another
Jo Ema
Customer
service
Events
Function
Centre
Visitor
Information
Exhibitions
Administration
Jo Celle
Administrator
Communications
Grants
Organisation
Chart
CEO
Joann
Manager Customer Experience
Wendy
Collections Librarian
Larissa
Sandra, Aroha 0.25, Millie 0....
To One
Ema WendyBrian
From 3 teams
Wendy and Ema
The End
and another beginning
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Shifting Rocks : Change proposal Oct 2013

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12 months after opening Te Takere, a review of the organisational structure was carried out by the Management Team before filling a number of vacancies. This slideshow accompanied the change proposal handed out to staff communicating the change.

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  • 4 staff leavingOpportunity for Management Team to review how the original structure is working for usTalk you through it, handouts, 10 days to come ask questions.Acknowledge Lance, Monique, Anna and Brian. Today: outline process, present the new reporting lines, questions.
  • On top for us,Immediate problem – staffEver present concern – income generation Management strategy that we employ is to sift out the rocks from the gravel which fills our daily jar.Identify what is really important to address.
  • Sorting the rocks:Income generation is directly affected by the performance of Function Centre, Visitor Information and Community Learning. These need to be built on solid bedrock of Systems and Relationships.1st solution: New Structure2nd one: Business Focus Group for 6 months.Function Centre, VIN and Community Learning with Business Mentors to develop these into high performing business units.We getthese right – then income generation is just gravel
  • Managers identified a handful of things we felt were holding us back with the current structure:1 team only partially successful,Commerce vs community hard to reconcile in some areasStrengths based approach neededAdministration was killing us – 50-60 hr working weeks for ManagersNew roles in house: finance and communications
  • 1 team with 2 Customer experience managersSmall Administration team
  • Divide all staff up over the 2 managers
  • And divide up the strategic plans over the 2 managersMany staff will work over more than 1 strategic area – and for more than one manager.Little change for most people: title changes, new reporting lines, a few new positions, some new responsibilities.Some areas are to be renegotiated with HDC: Community and Business Dev.
  • Management Team now 2 ManagersExecutive assistant to shoulder more of the admin work
  • Brian’s team reallocated - some to WendyCommunity Learning and youth
  • And some to Ema: Events and function centre
  • Communications, finance will sit with Celle and support the entire organisation – across all teams
  • This diagram is in the handout – identifies individuals and vacant positions.
  • What we are achieving with this new plan is to combine 3 teams into 1 to really get some traction
  • Any questions?Read the proposal, talk to a ManagerTimeframe: AA 1.0 urgently, rest over next month or 2.Vacancies: Youth 1.0, Heritage 0.5, Communications 0.5, Admin .5, AA 1.0,
  • Shifting Rocks : Change proposal Oct 2013

    1. 1. SHIFTING ROCKS Change proposal Oct 2013
    2. 2. BIG rocks Staffing Relationships Visitor Information Income generation Systems & processes Function Centre Community Learning
    3. 3. Sorted Relationships Function Centre Systems & processes Community Learning Visitor Information Generating income Staffing
    4. 4. • Problems:  * One team  * Commerce vs community  * Strengths based approach  * Administration  * Finance and Communications
    5. 5. Direct Reports to CEO CEO Customer Experience Manager Customer Experience Manager Administration and Finance Executive Assistant
    6. 6. Management Clusters CustomerExperience • Colleen H • Communications Coordinator • Deborah • Heritage Coordinator • JD • Kerry • Larissa • Louise • Mike • Millie • Pippa • Ramon • Sandra • Youth Assistant CustomerExperience •Aroha •Beth •Catherine •Colleen T •Corrine •Dorothy •Grace •Kiri •Linda J •Linda Lake •Maire •Michelle •Monique •Students •Administrative Asst. Administration • Celle • Ema • Wendy
    7. 7. Business plans Children’s Services, Digital services, Educations, Heritage, Library, Youth. Representation: Youth and Education Forum. Customer service, Events, Exhibitions, Function Centre, Seniors, Visitor Information. Te Ao Maori. Representation: Seniors Forum. Overall Management , External relationships. Representation: Community Wellbeing Executive.
    8. 8. Management Team CEO Customer Experience Manager Customer Experience Manager Executive Assistant
    9. 9. One team Jo Wendy Collections Youth Heritage Digital Children Community Learning
    10. 10. and another Jo Ema Customer service Events Function Centre Visitor Information Exhibitions
    11. 11. Administration Jo Celle Administrator Communications Grants
    12. 12. Organisation Chart CEO Joann Manager Customer Experience Wendy Collections Librarian Larissa Sandra, Aroha 0.25, Millie 0.25, Beth 0.25 Youth Louise 0.75, Ramon 0.5 - 0.75, 1 FTE vacant Heritage Coordinator Vacant 0.5 Digital Services JD and Mike Childrens Services Deborah and Colleen Kete Content Pippa 0.25 Community Learning Kerry Manager Customer Experience Ema Customer Service Lead Kiri Michelle 0.6, Millie 0.5, Catherine 0.8, Monique 0.5, Corrine 0.25, Aroha 0.25, Grace 0.25, plus all students. AA Lead: Linda J. with Beth 0.5, Monique 0.5 Branches Linda L 0.25, Corrine 0.5, Beth 0.25, Aroha 0.25, Grace 0.25, Dorothy 0.25 Events and Exhibitions Lead Barbara (then Ema) Louise 0.25, Ramon 0.25 - 0.5, Colleen T 0.25 Volunteers Ema Function Centre Coordinator Maire 0.6 Visitor Information Lead Colleen T Grace 0.5, Millie 0.25, Aroha 0.25, Michelle 0.25, Corrine 0.25 plus a 0.5 travel agent (vacant) Executive Assistant (Finance and Administration) Celle Administrative Assistant 0.5 - 1 FTE Vacant Communications Coordinator 0.5 Vacant Grant Writer (on contract) Brian
    13. 13. To One Ema WendyBrian From 3 teams Wendy and Ema
    14. 14. The End and another beginning
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