doing more with less: finding balance...doing more with less: finding balance amy gerber & becky...

Doing More with Less:Finding Balance

Amy Gerber & Becky Davis

Objectives

• Align your strategies with your resources• Uncover hidden resources – thinking “outside

the box”• Tap into staff strengths

In what way(s) have you been asked to “do more with less”?

ALIGN YOUR STRATEGIES WITH YOUR RESOURCES

How many of you annually set and monitor departmental goals?

Strategic Goal Setting

• Communicate objectives throughout your institution

• Increase visibility• Assign goals to promote collaboration and

shared accountability• Involve staff in goal setting

Strategic Goal Setting

• Communicate expectations– What is to be done– How it should be accomplished– In what manner staff will be evaluated

• Provide coaching

S.M.A.R.T.

• Specific

• Measureable

• Attainable

• Relevant

• Timely

Sample S.M.A.R.T Goals

• To reduce printing budget by 25 percent within the next year by putting all student forms in a PDF format on our website for student self-service– Take inventory– Recycle– Collect– Buy in bulk– Investigate the best time to buy– Research deals

Sample S.M.A.R.T Goals

• To cross-train all staff so that by the end of the calendar year each will be able to perform their job functions and provideback-up to at least one other position within the institution

Benefits to Your Office

• Unified vision of “success”• Boost in productivity• Increased efficiency• Greater staff satisfaction• Reduced employee turnover

UNCOVER HIDDEN RESOURCES:THINKING “OUTSIDE THE BOX”

What are the greatest obstacles to finding resources?

Risks Can Have Rewards

• Take the time to think– What do you want to achieve?

• Identify benefits and burdens• Determine the worst case scenario• Learn from your past

Determine What You Need

• Flexible and cross-trained teams• Maximize your financial aid

management system• Planning and execution

Be Specific

• What will your budget support?• Is there a way to consolidate functions

within the team?• Is the process clear?• Are there external constituents available?

Source: http://info.profilesinternational.com/profiles-employee-assessment-blog/bid/106502/Discover-the-hidden-talents-in-your-workforce

TAP INTO STAFF STRENGTHS

What do you find the most challenging in identifying staff strengths?

More Productivity, Fewer Resources

• Specify “must-win” battles• Avoid the trap of routines• Treat training as a process, not an event• Provide “specific freedom to act”

Source: http://www.businessweek.com/management/four-ways-to-do-more-with-less-really-11012011.html

Identify Areas for Improvement

Develop a plan

Include self-assessment

Review policies and procedures

“People who feel appreciated by their employers identify with the

organization and are more willing to give their best to the job”

Source: P. Stuart

Ways to Boost Office Morale

• Order pizza or a large submarine sandwich for a communal lunch

• Designate a bulletin board for employees to post jokes, cartoons

• Let employees take a “Dream Day”

• Celebrate!• Hold staff meetings

outside the office• Be generous with praise• Be loud and proud —

take up a team cause

FINAL THOUGHTS

The Pareto Principle

• 20% of inputs generally cause 80% of outputs

20%input

80%output

Thanks for Attending