Managing Change: Creating a Successful Work Plan


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Managing Change: Creating a Successful Work Plan

  1. 1. Cameron Adams Sr. Global Portfolio Manager, eBusiness Applications, Diversey
  2. 2. Objectives <ul><li>To learn how to: </li></ul><ul><ul><li>Create a successful work plan </li></ul></ul><ul><ul><li>Justify needs and support your recommendations </li></ul></ul><ul><ul><li>Manage and schedule staff to accomplish critical tasks and improve productivity </li></ul></ul><ul><ul><li>Maintain a clean, safe and healthy work environment </li></ul></ul>
  3. 3. Agenda <ul><li>Situation Analysis </li></ul><ul><li>Creating a Successful Work Plan </li></ul><ul><ul><li>The 7 guiding principles </li></ul></ul><ul><ul><li>Plan-Do-Check-Review process </li></ul></ul><ul><li>Build an actual plan </li></ul>
  4. 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 <ul><li>Situation </li></ul><ul><li>Budgets: </li></ul><ul><li>Cuts and reallocation </li></ul><ul><li>Escalating costs </li></ul><ul><li>Time and access: </li></ul><ul><li>24 / 7 / 365 facilities </li></ul><ul><li>Aging buildings </li></ul><ul><li>Employees: </li></ul><ul><li>Turnover and attrition </li></ul><ul><li>Expectations: </li></ul><ul><li>Greater awareness </li></ul><ul><li>Standards / certification </li></ul><ul><li>Health and safety </li></ul>
  5. 5. Challenge <ul><ul><li>How do you create and implement a successful work plan AND justify resource needs? </li></ul></ul>
  6. 6. The 7 Guiding Principles For a successful work plan <ul><li>Follow a disciplined process </li></ul><ul><li>Understand needs & objectives </li></ul><ul><li>Build consensus & alignment </li></ul><ul><li>Optimize workflows </li></ul><ul><li>Allocate fairly </li></ul><ul><li>Communicate thoroughly </li></ul><ul><li>Measure, recognize & revise </li></ul>
  7. 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. 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. 9. Plan 2. Understand needs & objectives <ul><li>Set Goals </li></ul><ul><li>Cleanliness </li></ul><ul><li>Health & safety </li></ul><ul><li>Sustainability </li></ul><ul><li>Budget </li></ul><ul><li>Resources </li></ul><ul><li>Set SMART Goals </li></ul><ul><li>Specific </li></ul><ul><li>Measurable </li></ul><ul><li>Attainable </li></ul><ul><li>Relevant </li></ul><ul><li>Time-bound </li></ul>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. 10. Plan 3. Build consensus & alignment <ul><li>Create the work plan (without constraints): </li></ul><ul><ul><li>Inventory and prioritize area types </li></ul></ul><ul><ul><li>Inventory current cleaning tasks and frequencies; compare with goals and note gaps </li></ul></ul><ul><ul><li>Identify and prioritize new program tasks and frequencies </li></ul></ul><ul><ul><li>Calculate labor hours and staffing requirements </li></ul></ul>This results in a hypothetical plan. Use this to refine your goals and make choices.
  11. 11. Exercise <ul><li>Question: </li></ul><ul><ul><li>How many FTEs are needed to… </li></ul></ul><ul><ul><ul><li>Perform Task A in 105K sq. ft. of a 300K sq. ft. school </li></ul></ul></ul><ul><ul><ul><ul><li>Time per task = 5 minutes / 1,000 sq. ft. </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Frequency = 4 times weekly </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Average daily productive minutes per custodian = 420 </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Days worked per week = 5 </li></ul></ul></ul></ul><ul><li>Answer: </li></ul><ul><ul><ul><li>105K sq. ft. / 1K sq. ft. (per task) = 105 units </li></ul></ul></ul><ul><ul><ul><li>105 X 5 (min. per task) = 525 minutes </li></ul></ul></ul><ul><ul><ul><li>525 X 4 (times weekly) = 2,100 minutes </li></ul></ul></ul><ul><ul><ul><li>2,100 / 5 (days worked weekly) = 420 minutes per day </li></ul></ul></ul><ul><ul><ul><li>420 / 420 = 1 FTE </li></ul></ul></ul>
  12. 12. Plan 3. Build consensus & alignment <ul><li>Create alternative work plans (within budget constraints): </li></ul><ul><ul><li>Compare # of FTEs in your budget with # of FTEs to reach your goals </li></ul></ul><ul><ul><li>Identify high-cost, low-priority areas </li></ul></ul><ul><ul><li>Identify high-cost, low-priority tasks </li></ul></ul><ul><ul><li>Reduce cost by reducing task frequency </li></ul></ul><ul><ul><li>Work your way up (lowest to highest) priority areas & tasks </li></ul></ul><ul><ul><li>Improve productivity with better equipment </li></ul></ul>
  13. 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. 14. Plan 3. Build consensus & alignment <ul><li>After you’ve developed a workable plan, meet with the stakeholder committee to explain: </li></ul><ul><ul><li>The choices / compromises made to balance non-financial goals with your budget </li></ul></ul><ul><ul><li>Or, explain how goals will be overly sacrificed and greater resources are justified </li></ul></ul><ul><ul><li>Present the pros and cons of alternative plans </li></ul></ul><ul><ul><li>Recommend and support a specific plan </li></ul></ul><ul><ul><li>Facilitate further discussion and revision to come to agreement </li></ul></ul>The goal of this meeting should be to come to an agreement and move forward with one of the alternatives.
  15. 15. Do 4. Optimize workflows <ul><li>Optimize workflows to increase productivity </li></ul><ul><ul><li>Group similar work </li></ul></ul><ul><ul><li>Create and allocate work by zone </li></ul></ul><ul><ul><li>Train on proper procedures </li></ul></ul>
  16. 16. Do 5. Allocate fairly <ul><li>Allocate workloads fairly across employees </li></ul><ul><ul><li>Ensure no one employee has to much or too little work </li></ul></ul>Assignments are flagged when they exceed an employees available cleaning time
  17. 17. Do 6. Communicate thoroughly <ul><li>Communicate work assignment clearly </li></ul><ul><ul><li>Use check sheets </li></ul></ul><ul><ul><li>Itemize tasks </li></ul></ul><ul><ul><li>Show where and when employees should be working </li></ul></ul><ul><ul><li>Indicate days tasks should be performed </li></ul></ul>Checklists show cleaning tasks and when they are to be performed
  18. 18. Do 6. Communicate thoroughly <ul><li>Train </li></ul><ul><ul><li>As skills improve so does confidence & consistency: </li></ul></ul><ul><ul><ul><li>Online training </li></ul></ul></ul><ul><ul><ul><li>In-person training </li></ul></ul></ul><ul><ul><ul><li>DVDs, videos, manuals </li></ul></ul></ul><ul><ul><ul><li>Wall-charts, job cards, etc. </li></ul></ul></ul>
  19. 19. Check 7. Measure, recognize & revise Inspect Measure
  20. 20. Check 7. Measure, recognize & revise <ul><li>Create a recognition plan </li></ul><ul><li>Build confidence, motivation & loyalty </li></ul>Positive feedback reinforces positive results – a little can go a long way.
  21. 21. Review 7. Measure, recognize & revise <ul><li>Data mine for continuous improvement </li></ul><ul><ul><li>Inspection results, reports, observations, satisfaction surveys </li></ul></ul><ul><ul><li>Track progress over time </li></ul></ul><ul><ul><li>Analyze at all levels </li></ul></ul><ul><ul><ul><li>Buildings, zones, floors, area types, task groups, employees </li></ul></ul></ul><ul><ul><li>Compare results against goals </li></ul></ul><ul><ul><li>Identify improvement opportunities </li></ul></ul><ul><ul><ul><li>Most common issues </li></ul></ul></ul><ul><ul><li>Re-evaluate, refine and revise </li></ul></ul><ul><ul><ul><li>Cleaning program / frequencies </li></ul></ul></ul><ul><ul><li>Close the gap between outcomes and expectations </li></ul></ul>
  22. 22. <ul><li>Cameron Adams </li></ul><ul><li>Sr. Global Portfolio Marketing Manager, eBusiness </li></ul><ul><li>Diversey, Inc. </li></ul><ul><li>Tel: 262 631-2057 </li></ul><ul><li>Email: [email_address] </li></ul>