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Developing Effective Work Plans
Oregon Head Start Specialist ConferenceEagle Crest Retreat Center
April 3, 2003
Presenter: Johnnie CainRegion X Quality CenterPortland State University
Developing Effective Work Plans
Integrated Work Plan
Ownership of Tasks Shared Work Tasks
Dependencies and Back-ups Timelines and Frequencies
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)
Tomorrow
Pitcher
Today
Catcher
WhoFirst Base
WhatSecond Base
I Don’t Know Third Base
HowRight Field
BecauseCenter Field
Why
Left Field
I Don’t Give a Darn Short Stop
Developing Effective Work Plans are not a Destination,
but a Journey!
Head Start Team
• The larger the team, the more communication channels that must be maintained
Johari’s WindowPanes of a Window
Johari’s Window
WHAT YOU KNOW
Johari’s Window
WHAT YOU KNOWWHAT YOU
DON’T KNOW
Johari’s Window
WHAT YOU KNOWWHAT YOU
DON’T KNOW
WHAT YOU THINK
YOU KNOW
Johari’s Window
What I Know What I Don’t Know
What I Think I Know What I Don’t KnowThat I Don’t Know
Head Start Team
• A group of individuals working collaboratively together for a common and share goal
Collaboration
Cooperation: Working harmoniouslyCooperative: Sharing the workCollective: Working together
Laboratory: A place for discoveryLabor: The work and people
Oration: Group CommunicationRation: Distribution of the work
Rational: Logical PathRationale: Logical reasoning
Head Start Team
• In order to work together, individual efforts must be coordinated
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.
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.• • 6. Mr. Stevens is a neighbor of the General Manager.
Positions
General Manager
Office Manager
Stenographer
Cashier
Clerk
Teller
flow•chart n.
a diagram, often using geometric symbols, showing steps in a sequence of operations.
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!
• Flow-Charting is as easy as making toast!
Making Toast
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!
Health and Welfare Agency Contract
Health/Welfare Refer Parent to Head Start
Policy Council Monthly Update
Administrative Office Volunteer File
Interviews at Center
Center Staff will Route Application
Personnel Files Maintained and Updated Time Sheets and Performance Evaluations
Termination
Placement and Other Actions
HS Dir InformsPolicy Council
Head Start Director InformsPolicy Council
Enrollment of TAFI Volunteers
Summary of Program Outcome Model
INPUTS ACTIVITIES OUTPUTS OUTCOMES
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
The Logic of Outcome Measurement/Performance Measurement (Program Logic or Theory)
These resources are used…
For these activities…
To produce these
outputs
In support of children and families,
and for internal and external
audiences
So they can change in these ways
(short term outcomes)
Which leads to these
outcomes/ results
E.g., -Funding -Staff -Staff time -Facilities -Equipment
E.g., -Developmentally appropriate curriculum -Comprehensive services -Parent training
E.g., -number of children served -number of full day slots –number of health referrals made -number of parent trainings offered
E.g., -Children make progress across developmental domains -Parents increase involvement in at-home literacy activities
Children’s social competence / school readiness
Note: Performance measurement can occur across any one of these phases.
Adapted from: Performance Measurement, Gretchen Jordan & John McLaughlin,
HOW We Conduct the Performance Measurement Process
WHY We Conduct the Performance Measurement Process
Flowchart For Problem Resolution
Don’t Mess With It!
YES NO
YES
YOU MESSED UP BIG-TIME! NO
Will it Blow UpIn Your Hands?
NO
Look The Other Way
Anyone ElseKnow?
You’ll Have To Live With It!
YESYES
NO
Hide ItCan You Blame Someone Else?
NO
NO PROBLEM!
Yes
Is It Working?
Did You Mess With It?
Enrollment
• What are the steps?
• Flowchart the process!
The Destination
• The road to WORKPLANS
has been traveled, and now the bumpy ride begins unless you have the proper road-map.
I-99 the Road from OSPRI to PRISM
Others can’t do it!
• It’s up to YOU!
The Future?
• Emma Lee Cain
• “It’s your little red wagon, and you’re going to have to pull it!”
Abilene Paradox
I-99 the Road from OSPRI to PRISM
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
• 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.