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

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Developing Effective Work
Plans
Ownership of Tasks
Shared Work Tasks
Integrated Work Plan
Dependencies and Back-ups
Timelines and Frequencies
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Whats What or Whos Who?

• We hope to provide you a map and be a guide
  through your experience!
• We hope to be clear and applicable.
• So whos on First??!

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Whos on First?(Thanks to Mr. Abbott and Mr.
Costello)
Because Center Field
Why Left Field
How Right Field
I Dont Give a Darn Short Stop
What Second Base
Who First Base
I Dont Know Third Base
Tomorrow Pitcher
Today Catcher
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Developing Effective Work Plans are not a
Destination, but a Journey!
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Head Start Team

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

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Joharis Window
Panes of a Window
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Joharis Window
WHAT YOU KNOW
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Joharis Window
WHAT YOU DONT KNOW
WHAT YOU KNOW
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Joharis Window
WHAT YOU DONT KNOW
WHAT YOU KNOW
WHAT YOU THINK YOU KNOW
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Joharis Window
What I Know
What I Dont Know
What I Dont Know That I Dont Know
What I Think I Know
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Head Start Team

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

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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

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Head Start Team

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

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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
  order in 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.

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BANK OFFICE EXERCISE

• 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.

Positions General Manager Office
Manager Stenographer Cashier Clerk Teller
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flowchart n.

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

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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.
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Its Not a Puzzle!

• Flow-Charting is as easy as making toast!

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Making Toast
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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!

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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
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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
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Flowchart For Problem Resolution
Is It Working?
NO
YES
Dont Mess With It!
Did You Mess With It?
YES
YOU MESSED UP BIG-TIME!
NO
Will it Blow Up In Your Hands?
Anyone Else Know?
Youll Have To Live With It!
YES
YES
Can You Blame Someone Else?
NO
NO
NO
Hide It
Look The Other Way
Yes
NO PROBLEM!
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Enrollment

• What are the steps?
• Flowchart the process!

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The Destination

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

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Others cant do it!

• Its up to YOU!

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The Future?

• Emma Lee Cain
• Its your little red wagon, and youre going to
  have to pull it!

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Good Luck!
johnnie.cain_at_worldnet.att.net johnnie.cain_at_worldne
t.att.net
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Abilene Paradox
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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.
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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.