Support Services Department- Leadership Teams

1
Support ServicesDepartment- Leadership Teams

• Alignment Setting and Communicating Direction

2
Outcomes/Purpose

• To align departments to the District plan
• To empower Department Leadership Teams (DLTs) to
  set and communicate direction within their
  department
• To create a department Plan on a Page
• To customize the 4 Quality Levels that define
  continuous improvement for the department

3
Two Objectives

• 1.) Make the department work better
• and
• 2.) Make the department a better place to work

4
Todays Agenda

• A brief review of last session (October 27)
• Consensogram- Are we satisfied?
• Wildly important goals
• The big rocks
• Paradigm shift
• Alignment- the Department Plan on a Page
• Getting employee input (Mission Goals)
• Quality Tools (Brainstorm, Affinity, NGT)
• An introduction to the 4 Quality Levels

5
Are We Satisfied?
Table Resources

• Consensogram On a scale of 1-10, how satisfied
  are you with the quality and effectiveness of
  your department?
• A 10 would mean we couldnt possibly improve
• A 1 would mean a complete overhaul and redesign
  is needed to fix/improve the department

Worksheet B
6
How effective can a department be when
employees dont know what the Wildly Important
Goals are?
7
What Are Your Departments

• Big Rocks?

8
This approach to alignment and continuous
improvement requires a paradigm shift

• Trying to implement a new paradigm while holding
  on to the old will not work!

9
Change Process
Rebuild
SHOCK
Acceptance
Depression
10
Aim of the Division
Goals and Measures
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(Your Departments Mission Statement Here)
(Your Departments SMART Goals Here)
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An Example
Session 1 Worksheet H
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Session 2 Worksheet A
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Session 2 Worksheet B
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Session 1 Worksheet G
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Planning for Employee Input
Table Resources

• Who will be involved?
• When will the activities take place and input
  collected?
• How will input be solicited?
• Who will facilitate the process?

Session 1 Worksheet K
19
Quality Tools(Getting employee input)

• Brainstorming
• Affinity Diagram
• Nominal Group Technique
• Lets try out the tools!

20
Mission Statement Questions?

• Who
• is our customer?
• do we serve?
• What
• value do we add to the District?
• is our purpose function?
• How
• will we approach our work?
• do we want to be perceived by others?

Table Resources
Session 1 Worksheet I
21
Goal Questions?

• What
• should our goals be?
• should we measure?

22
Brainstorming(P.16)

• Goals
• To generate a wide variety and extensive number
  of ideas.
• Everyone on the team becomes involved in the
  problem solving process.
• To insure that nothing is overlooked.
• To create an atmosphere of creativity and
  openness.

23
Brainstorming

• Rules
• No criticism allowed.
• Each person has an equal opportunity to express
  ideas.
• Quantity over quality.
• Piggybacking or hitchhiking is encouraged.

24
Brainstorming

• How is it made?
• 1. Select a recorder and group facilitator.
• 2. Generate ideas.
• 3. Record the ideas.

25
Now Lets Organize Our Thoughts

• The affinity diagram

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Affinity Diagram(Page 14)

• What is it?
• Organized output from brainstorming session.
• A tool to generate, organize, and consolidate
  information.

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Affinity Diagram

• How is it made?
• Choose a group leader or facilitator.
• Move the sticky notes into like piles.
• Name each group/pile with header information
  (descriptive phrase).
• Discuss the piles and categories.

29
Getting to the Critical Few

• If there are too many groups of ideas, teams may
  have to narrow selections down to the critical
  few
• A word about consensus
• Using the Nominal Group
  Technique (NGT) to narrow choices

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Nominal Group Technique (Page 36)

• What is it?
• - A structured group process used to help make
  decisions
• - A tool to give everyone on the team an
• equal voice in decision making
• - A way to generate more unique, higher
• quality ideas

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Nominal Group Technique

• How is it made?
• 1. Begin by looking at the results of the
  affinity diagram
• 2. Discuss each group/pile and clarify
• 3. Establish criteria for the voting
• Rank order, weighted vote, distribution vote
• 4. Conduct a preliminary vote

33
Planning for Employee Input
Table Resources

• Who will be involved?
• When will the activities take place and input
  collected?
• How will input be solicited?
• Who will facilitate the process?

Session 1 Worksheet K
34
Other Resources
35
The To Do ListWhat do you think?

• By next meeting February 15th
• Seek input on the creation of the departments
  plan on a page
• Mission Goals
• Use the quality tools to seek input
  (Brainstorming, Affinity, NGT)
• Bring the 1st draft of your Plan on a Page

36
February 15th Agenda

• Sharing the 1st drafts (Departments Plan on a
  Page)
• What do we do with the department plan on a page
  once we have it?
• SMART Goals, Action Plans, Key Measures
• Going deeper the 4 Quality Levels

37
Table Resources

• Questions Comments?
• Evaluate todays meeting using the Plus/Delta