Sustainability Officers 1.0 to 2.0 Toolkit: Strategicand Sane Workload Management of People, Projects,          and Progra...
Session OverviewSustainability staff are involved in many initiatives at a time, and often these   are run in collaboratio...
... The work of the Sustainability Officer can feel less sustainable and feelmore insane.
Practitioner QuestionsHow do we juggle multipleconcurrent projects, shareinstitutional memory,nurture relationships withca...
PresentersSmith Getterman     Tavey McDaniel            Lindsey Cromwell          Mieko A. OzekiSustainability      Capps ...
Four Institutions...Four Different  Organizational Structures  Baylor University        Duke UniversityOffice of Sustainab...
Four Institutions...Four Different    Organizational StructuresSanta Clara University     University of VermontOffice of S...
We do not claim to be Zen masters of managing our campus                    Sustainability Offices. ""    We are practition...
Managing and Engaging Collaborators   and Stakeholders on Campus
Sustainability Committees and Student Advisory                    BoardsCampus Sustainability Committees      Student Advi...
Managing and Engaging Students•    Student Environmental Leaders Summit      o  Semi-annual student gathering      o  Incl...
Managing and Engaging Students             Student Interns             •   Specific audiences/topics             •   Weekl...
To Tweet or Not to Tweet?Using Social Media•  Facts/updates•  Pictures•  Behind-the-scenes•  Direct communication•  Report...
Strategies to Integrate Sustainability          Priorities with Campus Community•    Use your website as key tool for info...
Websites for Transparency & OutreachArchive data, stories, & news   Share stories via video.(Drupal-based website)        ...
Certifications
What other tools or methods do you use on your  campus to collaborate and engage campus                  community?
Managing Projects and Programs
Is it a Project or a Program?  A project is:                             A program is:  Temporary in that it has a defined...
Snapshots of Project &Program Management  From an office of 1 to Many
Offline Management Tool: Project Management    via White Boards at Baylor University
Major initiative                    Worker tasks                       and                   communication   New andongoin...
Online Management Tool:    Project Management via Google Docs at            Santa Clara UniversityWhy Google Docs?   o    ...
Types of Documents•  Project Outlines   o    Think before we act                               •  Instructions   o    Proj...
Organizing multiple google docs
Hybrid Model of Project & Program Management: Using offline         and online tools at the University of VermontStrategic...
Project and Program Level Planning①  Develop project   scope.②  Create a schedule and   milestones.③  Create work   packag...
What project management tools and techniques do you use to help you succeed in your work?
Lessons LearnedDocument, document, document...especially whenclosing a project.Share lessons learned by making it easily a...
Online ToolsFree Services:                       Low-cost Services:•    Google Apps:                    •    37 Signals Su...
Recommended Books•  Getting Things Done by David Allen	•  The Mind Map Book by Tony Buzan	•  ReWork by Jason Fried	•  Influ...
As a Sustainability Officer, think of three skills or knowledge areas that you would like to learn or toimprove on in the ...
Thank you
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Sustainability Officers 1.0 To 2.0 Toolkit Strategic And Sane Workload Management Of People, Projects, And Programs On Your Campus

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prepared by Mieko Ozeki, Lindsey Cromwell Kalkbrenner (Santa Clara University), Tavey McDaniel Capps (Duke University), and Smith Getterman (Baylor University) and presented at AASHE 2012 Conference.

Sustainability staff are involved in many initiatives at a time, and often these are run in collaboration with multiple stakeholders. The Sustainability Office version 1.0 consisted of one staffer--it was easy to determine priorities, manage work flow, and keep track of programs and contacts. The Sustainability Office version 2.0 consists of multiple staff (or students) and a bigger presence on campus. This means we are faced with more “hands in the toybox” and increasing demands from the campus community. How do we juggle multiple concurrent projects, share institutional memory, nurture relationships with campus contacts, repeat best practices, and avoid past mistakes? Overall, how do we create a sense of personal sustainability within the professional operation of our sustainability programs?

Sustainability officers from four universities will share strategies they use to seek balance in the workplace. Many tools exist to help (or hinder) our workflow and projects--we just need to identify our specific needs and determine which tool is best for our work environment. Panelists will share tools they use to increase efficiency when managing staff and students, organizing and tracking progress of multiple projects, documenting and sharing campus metrics, and effectively harness the power of collaboration with campus partners. Rather than simply describing the tools we use, and the purpose(s) they serve on our campuses, we will share our thought processes and strategies in tool selection.

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Sustainability Officers 1.0 To 2.0 Toolkit Strategic And Sane Workload Management Of People, Projects, And Programs On Your Campus

  1. 1. Sustainability Officers 1.0 to 2.0 Toolkit: Strategicand Sane Workload Management of People, Projects, and Programs on Your Campus Smith Getterman, Baylor University Tavey Capps, Duke University Lindsey Cromwell Kalkbrenner, Santa Clara University Mieko A. Ozeki, University of Vermont
  2. 2. Session OverviewSustainability staff are involved in many initiatives at a time, and often these are run in collaboration with multiple stakeholders.Sustainability Offices (SOs) go through different stages of development: •  Version 1.0 consists of one staffer--it was easy to determine priorities, manage workflow, and keep track of programs and contacts. •  Version 2.0 consists of multiple staff (or students) and a bigger presence on campus. The priorities, workflow, and people management have become increasingly complex.Faced with more “hands in the toybox” and increasing demands from the campus community....
  3. 3. ... The work of the Sustainability Officer can feel less sustainable and feelmore insane.
  4. 4. Practitioner QuestionsHow do we juggle multipleconcurrent projects, shareinstitutional memory,nurture relationships withcampus contacts, repeat bestpractices, and avoid pastmistakes? & Source: sheknows.com How do we create a sense of personal sustainability within the professional operation of our sustainability programs?Source: illumine.co.uk
  5. 5. PresentersSmith Getterman Tavey McDaniel Lindsey Cromwell Mieko A. OzekiSustainability Capps Kalkbrenner Sustainability ProjectsCoordinator Environmental Sustainability Director Coordinator Sustainability DirectorBaylor University Duke University Santa Clara University University of VermontWaco, TX Durham, NC Santa Clara, CA Burlington, VT~15,300 FTE ~15,000 FTE ~8,000 FTE ~13,000 FTEUndergraduate and Undergraduate, Undergraduate and Undergraduate,Graduate Students Graduate, Professional Graduate Students Graduate, Medical Students Students
  6. 6. Four Institutions...Four Different Organizational Structures Baylor University Duke UniversityOffice of Sustainability Sustainable Duke
  7. 7. Four Institutions...Four Different Organizational StructuresSanta Clara University University of VermontOffice of Sustainability Office of Sustainability
  8. 8. We do not claim to be Zen masters of managing our campus Sustainability Offices. "" We are practitioners, like you, who have experienced implementing projects and programs through trial by fire."" We hope to provide you with some frameworks and tools for managing your office efficiently, effectively, and sanely.!
  9. 9. Managing and Engaging Collaborators and Stakeholders on Campus
  10. 10. Sustainability Committees and Student Advisory BoardsCampus Sustainability Committees Student Advisory Board • Variety of ways to organize and •  Purpose and role: lead o  What are your expectations? • Reps from across campus - •  Board makeup: faculty, staff and students o  Representative of student • Roles and purpose dependant on population your campus •  Application process: • Subcommittees on specific topics o  Needs to be seen as an with key stakeholders as chairs honor to serve •  Tasks: o  Use them! o  Earth Week/Creation Week, Campus Ops Feedback, etc.
  11. 11. Managing and Engaging Students•  Student Environmental Leaders Summit o  Semi-annual student gathering o  Include key staff sustainability contacts o  Listserv of student leaders of groups o  Challenges - cataloguing throughout the year – wiki?•  Campus Sustainability Project database o  Maintained by Sustainable Duke o  Updated quarterly o  Proactive way to propose sustainability project ideas that would benefit Duke o  Challenges - tracking existing/previous projects
  12. 12. Managing and Engaging Students Student Interns •  Specific audiences/topics •  Weekly team meetings •  Co-sponsor: engage from within SCOOPS •  Leaders from student orgs. •  Space to nurture collaboration •  Prevent burn-out
  13. 13. To Tweet or Not to Tweet?Using Social Media•  Facts/updates•  Pictures•  Behind-the-scenes•  Direct communication•  Reporting to OfficeMeasuring effectiveness
  14. 14. Strategies to Integrate Sustainability Priorities with Campus Community•  Use your website as key tool for information:   Sustainability 101 data: provide the basic info that students need about campus initiatives   Specific information on utility data - what is available - real time, monthly data, what buildings, etc. - helps student/faculty have realistic expectations for projects   Standard project data request form - quick resource for students/faculty to fill out that provides details that campus staff need to evaluate potential projects and provide information.
  15. 15. Websites for Transparency & OutreachArchive data, stories, & news Share stories via video.(Drupal-based website) (Vimeo)
  16. 16. Certifications
  17. 17. What other tools or methods do you use on your campus to collaborate and engage campus community?
  18. 18. Managing Projects and Programs
  19. 19. Is it a Project or a Program? A project is: A program is: Temporary in that it has a defined A group of related projects managed beginning and end in time, and in coordinated way to obtain benefits therefore defined scope and and control not available from resources. managing them individually Unique in that it is not a routine Trash Sort operation, but a specific set of Day operations designed to accomplish a singular goal. Fall Bulb* Professional Development opportunity* SwapBecome a PMP (Project Management FarmersProfessional) via PMI (Project Management MarketInstitute). See www.pmi.org
  20. 20. Snapshots of Project &Program Management From an office of 1 to Many
  21. 21. Offline Management Tool: Project Management via White Boards at Baylor University
  22. 22. Major initiative Worker tasks and communication New andongoing projects Hardware requests Work space Blue Sky ideas
  23. 23. Online Management Tool: Project Management via Google Docs at Santa Clara UniversityWhy Google Docs? o  Free o  Access anywhere o  Students have Gmail accounts o  Living document backed up in the cloud
  24. 24. Types of Documents•  Project Outlines o  Think before we act •  Instructions o  Project management •  Journals o  Institutional memory •  Collaborative docs o  Future planning
  25. 25. Organizing multiple google docs
  26. 26. Hybrid Model of Project & Program Management: Using offline and online tools at the University of VermontStrategic Level Planning from 30,000 ft Step 1: Brain Dump Step 2: Mind Map Step 3: Get colorful w/Post-it notes to review Step 4: Individual Work plan programs & projects w/collaborators
  27. 27. Project and Program Level Planning①  Develop project scope.②  Create a schedule and milestones.③  Create work packages, including tasks to address specific project goals.④  Post scope, schedule and milestones, tasks on PM tool- Basecamp.⑤  Post documentation and check off completed tasks, etc.
  28. 28. What project management tools and techniques do you use to help you succeed in your work?
  29. 29. Lessons LearnedDocument, document, document...especially whenclosing a project.Share lessons learned by making it easily accessiblewhether through online or offline tools.Research, try out, select, and then customize yourmanagement tools to match how your group workson projects.
  30. 30. Online ToolsFree Services: Low-cost Services:•  Google Apps: •  37 Signals Suite: •  Docs, Hangout, etc. o  Basecamp, High Rise,•  Do.com Backpack•  YouTube •  Issuu.com•  Dropbox •  Vimeo•  Evernote•  Free Conference Call•  Skype•  Doodle•  Yammer•  Asana•  Hootsuite
  31. 31. Recommended Books•  Getting Things Done by David Allen •  The Mind Map Book by Tony Buzan •  ReWork by Jason Fried •  Influence by Robert Cialdini •  Switch by Chip Heath and Dan Heath •  The Leadership Challenge by Kouzes and Posner •  Presentation Zen by Garr Reynolds •  Nudge by Richard Thaler and Cass Sunstein
  32. 32. As a Sustainability Officer, think of three skills or knowledge areas that you would like to learn or toimprove on in the next week, month, or year to help you at your job?
  33. 33. Thank you

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