Managing Change: Creating a Successful Work Plan
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Transcript of Managing Change: Creating a Successful Work Plan
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Cameron AdamsSr. Global Portfolio Manager, eBusiness Applications, Diversey
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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
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Agenda
Situation Analysis
Creating a Successful Work Plan– The 7 guiding principles
– Plan-Do-Check-Review process
Build an actual plan
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ProblemFewer personnel
Difficult / less time to clean
Training and retraining
How to do more with less
Process / documentation
SituationBudgets:Cuts and reallocationEscalating costs
Time and access:24 / 7 / 365 facilitiesAging buildings
Employees:Turnover and attrition
Expectations:Greater awarenessStandards / certificationHealth and safety
Situation
Trends are in direct conflict with each other: budget, access, and resource constraints drive cleanliness down, yet expectations continue to rise
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Challenge
How do you create and implement a successful work plan AND justify resource needs?
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The 7 Guiding PrinciplesFor a successful work plan
1. Follow a disciplined process2. Understand needs & objectives3. Build consensus & alignment4. Optimize workflows5. Allocate fairly6. Communicate thoroughly7. Measure, recognize & revise
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To Ensure Success1. Follow a disciplined process
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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
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Plan2. Understand needs & objectives
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Stakeholder Committee
Administration / StaffHealth ServicesPTO / PTAStudentsBuilding & Grounds Supervisor Director of Physical Plant Director of FacilitiesCustodial SupervisorMaintenance ManagerDirector of Housekeeping
Needs & Objectives
Average daily attendanceEnrollmentGradesSafetyHealthAppearanceBudgetsProductivityWorker’s compensationEmployee turnover
Take time to listen and engage stakeholders;Make them part of the process & successful
outcome.
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Plan2. Understand needs & objectives
Set Goals
Cleanliness Health & safety Sustainability Budget Resources
Set SMART Goals
Specific Measurable Attainable Relevant Time-bound
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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%.
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Plan3. Build consensus & alignment
Create the work plan (without constraints):
1. Inventory and prioritize area types2. Inventory current cleaning tasks and
frequencies; compare with goals and note gaps
3. Identify and prioritize new program tasks and frequencies
4. Calculate labor hours and staffing requirements
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This results in a hypothetical plan. Use this to refine your goals and make choices.
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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
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Plan3. Build consensus & alignment
Create alternative work plans (within budget constraints):5. Compare # of FTEs in your budget
with # of FTEs to reach your goals6. Identify high-cost, low-priority areas7. Identify high-cost, low-priority tasks8. Reduce cost by reducing task
frequency9. Work your way up (lowest to highest)
priority areas & tasks10. Improve productivity with better
equipment
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Plan3. Build consensus & alignment
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Task Cost
Tas
k P
rio
rity
Increase / Maintain
Reduce / Eliminate
Eliminate / Reduce
Increase Productivity
Reduce or eliminate low priority tasks in low priority areas to maintain your budget.
Task Treatment in Low Priority Areas to Maintain Budget
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Plan3. 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
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The goal of this meeting should be to come to an agreement and move forward with one of the
alternatives.
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Do4. Optimize workflows
Optimize workflows to increase productivity– Group similar work– Create and allocate work by zone– Train on proper procedures
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Do5. Allocate fairly
Allocate workloads fairly across employees– Ensure no one employee has to much or too little work
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Assignments are flagged when they exceed an employees available
cleaning time
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Do6. 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
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Checklists show cleaning tasks and when they are to be performed
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Do6. Communicate thoroughly
Train– As skills improve so does confidence & consistency:
• Online training• In-person training• DVDs, videos, manuals• Wall-charts, job cards, etc.
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Check7. Measure, recognize & revise
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Inspect Measure
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Check7. Measure, recognize & revise
Create a recognition plan Build confidence, motivation & loyalty
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Positive feedback reinforces positive results – a little can go a long way.
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Review7. 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
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Cameron AdamsSr. Global Portfolio Marketing Manager, eBusiness
Diversey, Inc.Tel: 262 631-2057
Email: [email protected]
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