Developing effective work plans
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Developing Effective Work Plans. Oregon Head Start Specialist Conference Eagle Crest Retreat Center April 3, 2003 Presenter: Johnnie Cain Region X Quality Center Portland State University. Developing Effective Work Plans. Ownership of Tasks. Shared Work Tasks. Integrated Work Plan.

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Developing effective work plans

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


Developing effective work plans

Developing Effective Work Plans

Ownership of Tasks

Shared Work Tasks

Integrated Work Plan

Timelines and Frequencies

Dependencies and Back-ups


What s what or who s who

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??!


Who s on first thanks to mr abbott and mr costello

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


Developing effective work plans are not a destination but a journey

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


Head start team

Head Start Team

  • The larger the team, the more communication channels that must be maintained


Johari s window

Johari’s Window

Panes of a Window


Johari s window1

Johari’s Window

WHAT YOU KNOW


Johari s window2

Johari’s Window

WHAT YOU

DON’T KNOW

WHAT YOU KNOW


Johari s window3

Johari’s Window

WHAT YOU

DON’T KNOW

WHAT YOU KNOW

WHAT YOU THINK

YOU KNOW


Johari s window4

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


Head start team1

Head Start Team

  • A group of individuals working collaboratively together for a common and share goal


Collaboration

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


Head start team2

Head Start Team

  • In order to work together, individual efforts must be coordinated


Bank office exercise

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.


Bank office exercise1

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.


Flow chart n

flow•chartn.

a diagram, often using geometric symbols, showing steps in a sequence of operations.


Developing effective work plans

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.


It s not a puzzle

It’s Not a Puzzle!

  • Flow-Charting is as easy as making toast!


Making toast

Making Toast


Flow charting summary

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!


Developing effective work plans

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


Summary of program outcome model

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


Developing effective work plans

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!


Enrollment

Enrollment

  • What are the steps?

  • Flowchart the process!


The destination

The Destination

  • The road to WORKPLANS

    has been traveled, and now the bumpy ride begins unless you have the proper road-map.


Others can t do it

Others can’t do it!

  • It’s up toYOU!


The future

The Future?

  • Emma Lee Cain

  • “It’s your little red wagon, and you’re going to have to pull it!”


Good luck

Good Luck!

[email protected]

[email protected]


Abilene paradox

Abilene Paradox


What is a paradox

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.


Characteristics of going to abilene

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.


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