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Developing Effective Work Plans

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  1. Developing EffectiveWork Plans Oregon Head Start Specialist Conference Eagle Crest Retreat Center April 3, 2003 Presenter: Johnnie Cain Region X Quality Center Portland State University

  2. Developing Effective Work Plans Ownership of Tasks Shared Work Tasks Integrated Work Plan Timelines and Frequencies Dependencies and Back-ups

  3. What’s What or Who’s Who? • We hope to provide you a map and be a guide through your experience! • We hope to be clear and applicable. • So who’s on First??!

  4. Who’s on First?(Thanks to Mr. Abbott and Mr. Costello) Because Center Field Why Left Field How Right Field I Don’t Give a Darn Short Stop What Second Base Who First Base I Don’t Know Third Base Tomorrow Pitcher Today Catcher

  5. Developing Effective Work Plans are not a Destination, but a Journey!

  6. Head Start Team • The larger the team, the more communication channels that must be maintained

  7. Johari’s Window Panes of a Window

  8. Johari’s Window WHAT YOU KNOW

  9. Johari’s Window WHAT YOU DON’T KNOW WHAT YOU KNOW

  10. Johari’s Window WHAT YOU DON’T KNOW WHAT YOU KNOW WHAT YOU THINK YOU KNOW

  11. Johari’s Window What I Know What I Don’t Know What I Don’t Know That I Don’t Know What I Think I Know

  12. Head Start Team • A group of individuals working collaboratively together for a common and share goal

  13. Collaboration Cooperation: Working harmoniously Cooperative: Sharing the work Collective: Working together Laboratory: A place for discovery Labor: The work and people Oration: Group Communication Ration: Distribution of the work Rational: Logical Path Rationale: Logical reasoning

  14. Head Start Team • In order to work together, individual efforts must be coordinated

  15. BANK OFFICE EXERCISE • With the information below, you WILL be able to solve the problem that faces your team. • * ALL of the information you need to solve this problem has been given to you in the six statements below. • * There are no tricks to this exercise. The people mentioned in this story are traditionally labeled, and conventional standards are applied. EXAMPLE... • Miss means not married, never been married, and has no children • Bachelor means not married, never been married and never had any children.....etc. • * Your working together is the only way that you will be able to solve this problem. • * As you solve this problem, please NUMBER the orderin which you place people in the • positions. • * This exercise is not over when it is solved!It is only over when EVERYBODY in the group UNDERSTANDS how the answers were arrived at for the solutions.

  16. BANK OFFICE EXERCISE Positions General Manager Office Manager Stenographer Cashier Clerk Teller • THE STAFF • Miss Alexander • Mrs. Brown • Mr. Fields • Mr. Stevens • Mr. Smith • Miss Anderson • FACTS OF THE STORY • 1. The Office Manager is the General Manager's Grandson. • 2. The Cashier is the Stenographer's Son-In-Law. • 3. Mr. Smith is a Bachelor. • 4. Miss Alexander is the Teller's stepsister • 5. Mr. Fields is 21 years old. • 6. Mr. Stevens is a neighbor of the General Manager.

  17. flow•chartn. a diagram, often using geometric symbols, showing steps in a sequence of operations.

  18. How to Make a Flowchart 1. A simple format for a flowchart is to use: - Circles (to represent Start and Stop) - Rectangles (to represent Process Steps) - Diamonds (to represent Decisions) - Arrows (to Connect Steps) 2. Identify the process that you will represent in the flowchart. 3. Determine its starting point. 4. Using standard flowchart symbols. 5. Name each operation and decision. 6. Connect all operations with arrow lines showing the direction of the flow of the process.

  19. It’s Not a Puzzle! • Flow-Charting is as easy as making toast!

  20. Making Toast

  21. Flow Charting (Summary) • A work process is essentially a task or sequence of tasks with a beginning, middle, and end point. It is not an idea or a concept. • Those people closest to the work are the ones who can best delineate the process; these individuals can identify the steps based on their different perspectives at work. • They can most accurately reflect and analyze the work and describe it to others. • Doing a flow chart can seem like stating the obvious: "Everybody knows that!" It can seem like a waste of time. • Not every process can benefit from being analyzed and displayed in this way: many can!

  22. Health and Welfare Agency Contract Head Start Director Informs Policy Council Policy Council Monthly Update HS Dir Informs Policy Council Health/Welfare Refer Parent to Head Start Administrative Office Volunteer File Enrollment of TAFI Volunteers Interviews at Center Placement and Other Actions Personnel Files Maintained and Updated Time Sheets and Performance Evaluations Center Staff will Route Application Termination

  23. Summary of Program Outcome Model ACTIVITIES OUTPUTS OUTCOMES INPUTS Resources dedicated to or consumed by the program What the program does with the inputs to fulfill its mission The direct products of program activities Benefits for participants during and after program activities

  24. Flowchart For Problem Resolution Is It Working? NO YES Don’t Mess With It! Did You Mess With It? YES YOU MESSED UP BIG-TIME! NO Anyone Else Know? Will it Blow Up In Your Hands? You’ll Have To Live With It! YES YES Can You Blame Someone Else? NO NO NO Hide It Look The Other Way Yes NO PROBLEM!

  25. Enrollment • What are the steps? • Flowchart the process!

  26. The Destination • The road to WORKPLANS has been traveled, and now the bumpy ride begins unless you have the proper road-map.

  27. Others can’t do it! • It’s up toYOU!

  28. The Future? • Emma Lee Cain • “It’s your little red wagon, and you’re going to have to pull it!”

  29. Good Luck! johnnie.cain@worldnet.att.net johnnie.cain@worldnet.att.net

  30. Abilene Paradox

  31. What is a Paradox? 1. A statement contrary to common belief. 2. A statement that seems contradictory, unbelievable, or absurd but that may actually be true in fact. 3. A statement that is self-contradictory in fact and, hence false. 4. Something inconsistent with common experience or having contradictory qualities. 5. A person who is inconsistent or contradictory in character or behavior.

  32. Characteristics of going to Abilene • 1. Action Anxiety: When a sensible idea comes up, there is a refusal to act on it at all. • 2. Elaborate Negative Fantasies: Bizarre justifications for not taking the risk. • 3. Search For A Scape-Goat: Focusing on conflict versus dealing with the reality. • 4. All Conspire And Collude With One Another: Unless someone has the courage to break the conspiracy.