Managing Change: Creating a Successful Work Plan
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Transcript of Managing Change: Creating a Successful Work Plan
Cameron AdamsSr. Global Portfolio Manager, eBusiness Applications, Diversey
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
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
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.
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%.
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.
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
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.
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
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
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
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.
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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