How to practically organize work in public administration

1. How to practically organize work in public administration Office Communication PO – 02

2. What others say… • Out of all the things you could say, choose the things you should say to accomplish your goal. • (unknown) • The art of communication is the language of leadership. • (James Humes) • Offering advice when another is expressing themselves is not a form of listening. Asking a question is. • (unknown) • In absence of communication the mind is left to speculate. Speculation is the mother of mistrust. • (unknown) • Two monologues do not make a dialogue. • (Jeff Daly) • …what do you say?

3. What about you ? • Knowing how office communication works - What is in it for you as a leader? • The knowledge about office communication will: • increase your ability to handle information more efficient, • support you organizing more efficient meetings, • make office communication more efficient and effective, • familiarize you with tools like agendas, meeting minutes, reports. • … will make you a leader others follow!

4. Organizations and information Creating, generating: Activities to manifest information and to bring it into existence Using:Activities to support access, exchange, share, disseminate, etc. Preserving: Activities to ensure that information is authentic, available, reliable, understandable, and usable for as long as required

5. The knowledge management circle

6. Idea 1 Idea 5 Idea 6 Idea 2 Mind Map Idea 7 Idea 3 Idea 8 Idea 4 Methods to improve knowledge 3) “Lessons learned” 1) Job Rotation !!! 2) Yellow and blue pages 4) Mind map

7. Types of Meetings There are different types of meetings for which agendas and minutes must be prepared: Official meetings that are demanded by law, such as meetings of boards or committees. Meetings of various teams, departments, project groups, task forces, etc. staff meetings regular exceptional regular exceptional

8. Think before you meet • What outcomes/outputs do you want to reach by the end of this specific meeting? • To achieve a particular meeting outcome/output, what do you have to do during the meeting? How much time will each item require? • What idea building processes can you use? • Who needs to attend the meeting? • What should you send to participants in advance? What information should be available at the meeting (i.e. reports, proposals, etc.)? • Inform all about needed preparations.

9. Meeting room Seating arrangement Media technology and equipment Environment Components of meeting organization and logistics: • Announcing the meeting and inviting participants • Preparing material • Drafting the agenda and sending it to participants and • Asking for additions and material to bring • Organisation and arrangement of the meetingconditions and the equipment used during the meeting

10. Set definite timings • Be action- and output-driven • Define objective and write an agenda • Establish rules (mobiles off, etc.) • Who has to be present? • Write minutes or have someone to do it Effective meetings • Start right on time • Prepare yourself • Close meeting with clear aims

11. Tool XYministry

12. Agenda guidelines • Collect the relevant topics and bring them into order. • Prepare the agenda in advance and hand it out to the participants beforehand. • Agree on a standard for agendas in your ministry. Essential contents are: • Name of the ministry (and logo) at the top • Meeting title, date, time and venue • Objective, leader, participants, please bring list • Agenda items in different columns with headings (e.g. what, how, who, time, desired outcome) • Next meeting: Date, time and venue • File name

13. XYministry Tool

14. Recommendations for writing Minutes • Use the agenda as a guideline to format the minutes. • Don’t try to include everything said by everyone. • Distribute the minutes quickly after the meeting. • When possible, the minute taker shouldn’t be a participant. • Record all assignment or responsibilities, write down the responsible persons. • Record timelines in “time lines” column. • If someone talks too fast or doesn’t speak clearly, ask for clarification. • Before the group moves to a new topic, ask for any missing information (e.g. who is responsible for an action, etc.). • Attach documents handed out during the meeting. • Proofread your minutes.

15. Guidelines for Minutes: • Name of the ministry (and logo) at the top • Name of committee, team, department and program • Meeting title, date, time and venue • Minute taker‘s name • Participants of the meeting and persons who were planned to attend but who were absent • Minute contents in columns with headings (e.g. topic, summary, responsibility and time lines) • File name.

16. Features of all reports • They explain a series of facts which are based on evidence. • They provide information whichcan usually be checked. • They inform in a way which ismost useful for the reader. • They usually aim readers with avery specific interest in the subject.

17. Planning your report • Audience • Purpose • Remit

18. Structure of a report • Title of report  • Name of author, date, institution, location • Additional information (e.g. about responsible persons/ organizations for project design, editing, technical assistance, fieldwork, report design and printing, etc.) • What is it all about/Preface/Acknowledgements • Highlights/Executive summary/Key findings • Progress • Recommendations • Appendices

19. How to write a better report? • Think of your target group • Write reports concise • Write short reports • Leave out unnecessary aspects • Write in a simple language • Use simple and short sentences. • Use a good structure • Avoid the passive voice • Hint: Use the “KISSprinciple” (“Keep It short and simple”)