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

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Doing More with Less: Finding Balance

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Page 1: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Doing More with Less:Finding Balance

Page 2: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Amy Gerber & Becky Davis

Page 3: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Objectives

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

the box”• Tap into staff strengths

Page 4: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 5: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

ALIGN YOUR STRATEGIES WITH YOUR RESOURCES

Page 6: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

How many of you annually set and monitor departmental goals?

Page 7: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Strategic Goal Setting

• Communicate objectives throughout your institution

• Increase visibility• Assign goals to promote collaboration and

shared accountability• Involve staff in goal setting

Page 8: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Strategic Goal Setting

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

• Provide coaching

Page 9: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

S.M.A.R.T.

• Specific

• Measureable

• Attainable

• Relevant

• Timely

Page 10: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 11: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 12: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Benefits to Your Office

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

Page 13: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

UNCOVER HIDDEN RESOURCES:THINKING “OUTSIDE THE BOX”

Page 14: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

What are the greatest obstacles to finding resources?

Page 15: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden 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

Page 16: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Determine What You Need

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

management system• Planning and execution

Page 17: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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?

Page 18: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 19: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

TAP INTO STAFF STRENGTHS

Page 20: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 21: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 22: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Identify Areas for Improvement

Develop a plan

Include self-assessment

Review policies and procedures

Page 23: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

“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

Page 24: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

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

Page 25: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

FINAL THOUGHTS

Page 26: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

The Pareto Principle

• 20% of inputs generally cause 80% of outputs

20%input

80%output

Page 27: Doing More with Less: Finding Balance...Doing More with Less: Finding Balance Amy Gerber & Becky Davis Objectives • Align your strategies with your resources • Uncover hidden resources

Thanks for Attending