welcome to quality service department of human services personnel office – civil rights
TRANSCRIPT
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Welcome toWelcome to
Quality ServiceQuality Service
Department of Human ServicesDepartment of Human Services
Personnel Office – Civil RightsPersonnel Office – Civil Rights
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HousekeepingHousekeepingHousekeepingHousekeeping
Sign inSign in
Name CardsName Cards
Emergency Emergency ExitsExits
RestroomsRestrooms
Telephone CallsTelephone Calls
RefreshmentsRefreshments
ParkingParking
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IntroductionsIntroductions
* * Your full nameYour full name
* Your position* Your position
* Something we may not * Something we may not know about youknow about you
* One thing you want to learn* One thing you want to learn
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Course ObjectivesCourse Objectives1. Identify full range of customers1. Identify full range of customers
2. Develop a personal definition of 2. Develop a personal definition of Quality ServiceQuality Service
3. State the most important and 3. State the most important and unbreakable service ruleunbreakable service rule
4. Describe three personal benefits of 4. Describe three personal benefits of providing Quality Serviceproviding Quality Service
5. Use a six-step approach to provide 5. Use a six-step approach to provide efficient and effective serviceefficient and effective service
6. Develop a personal Quality Service 6. Develop a personal Quality Service Action PlanAction Plan
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Customers Customers People who need something from usPeople who need something from us
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ExternalExternal Need something from Need something from
usus
Not State employeesNot State employees
InternalInternal State employeesState employees
Need something Need something from us from us toto dodo theirtheir jobsjobs
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Requires
360 degree vision
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Degree of Degree of excellence excellence
Superiority in kindSuperiority in kind
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Determined byDetermined by
Each Customer’s PerceptionEach Customer’s Perception
What they expectedWhat they expected What actually happenedWhat actually happened
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Most Important Most Important Unbreakable Service Unbreakable Service
RuleRule
To the customer I amTo the customer I am
the Department of Human the Department of Human ServicesServices
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Tell >>>>>>Tell >>>>>> 9 9 othersothers
13% will tell >>>>>>13% will tell >>>>>> 20 20 othersothers
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Personal Benefits of Providing Personal Benefits of Providing Quality ServiceQuality Service
1. Successful Programs
2. Efficient and Effective
3. Satisfaction
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Step 6 Deal with Upset Customers
Step 5 Communicate Successfully
Step 4 Use Teamwork
Step 3 Identify Customer Needs
Step 2 Examine Practices
Step 1 Embrace DHS Mission
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Step 1Step 1 Embrace the DHS Embrace the DHS MissionMission
To provide high quality efficient To provide high quality efficient and effective serviceand effective service
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How well do I do my job?
Step 2 Examine Current Practices
Do I treat my customers as I want to be treated?
Do I make a difference – how can I improve?
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What doing currentlyWhat doing currentlyProcesses followed Processes followed
How services producedHow services producedOutcome of processesOutcome of processesPractices usedPractices used
Step 2 Examine Current Practices
Meeting DHS Meeting DHS MissionMission
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Step 3 Identify Customer Needs
1. Reliabilitya. Dependabilityb. Accuracy
Five Essential Customer Five Essential Customer NeedsNeeds
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Step 3 Identify Customer Needs
Five Essential Customer Five Essential Customer NeedsNeeds
1. Reliability
2. Responsiveness - willingness to help
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Step 3 Identify Customer Needs
Five Essential Customer Five Essential Customer NeedsNeeds1. Reliability
2. Responsiveness
3. Assurance – knowledge and courtesy
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Step 3 Identify Customer Needs
Five Essential Customer Five Essential Customer NeedsNeeds1. Reliability
2. Responsiveness
3. Assurance
4. Empathy – compassion, understanding
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Step 3 Identify Customer Needs
Five Essential Customer Five Essential Customer NeedsNeeds1. Reliability
2. Responsiveness
3. Assurance
4. Empathy
5. Tangibles
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Step 3 Identify Customer Needs
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Step 3 Identify Customer Needs
Problem-Solving Model
1. Define the problem in specific terms
2. Identify and analyze causes of the problem
3. Gather the facts
4. Identify possible solutions
5. Evaluate the alternatives
6. Select the best solutions
7. Tryout the solution
8. Evaluate the effectiveness of the solution
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* Identify and define common problems
* Consider all opinions and perceptions
* Establish ground rules
* Work step-by-step through each problem
Step 4 Work as a Team to Make Improvements
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We need to We need to CUT CUT CLAIM PROCESSING CLAIM PROCESSING TIME TIME verb verb objectobject
to/by to/by (8 days) 30% (8 days) 30% by by JULY 31, 2009- JULY 31, 2009-
standard standard deadlinedeadline(number or percentage)(number or percentage)
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Six-Part Team Building ProcessSix-Part Team Building Process
Part 1 Define team purpose and goals
Part 2 Determine team type and size
Make or do
Recommend
Run
Size 2 to 25
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Six-Part Team Building ProcessSix-Part Team Building Process
Part 1 Define team purpose and goalsPart 2 Determine team type and size
Part 3 Establish team roles and responsibilities- Define and clarify each
member’s- Reassign duties if necessary- Exchange views to understand
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The act of opening up and sharingThe act of opening up and sharing Essential to building trustEssential to building trust
How to interact
What to expect What
skills each has
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Six-Part Team Building ProcessSix-Part Team Building Process
Part 1 Define team purpose and goalsPart 2 Determine team type and sizePart 3 Establish team roles and
responsibilities
Part 4 Clarify team rulesHow will we conduct
ourselvesHow will we handle
problem- solving and decision-making
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Ground RulesGround Rules
* Rules for team behavior* Rules for team behavior
* Allow team members to hold each other * Allow team members to hold each other accountable for their actionsaccountable for their actions
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1.1.Define the problem in specific termsDefine the problem in specific terms
2.2.Identify and analyze causesIdentify and analyze causes
3.3.Gather factsGather facts
4.4.Identify possible solutionsIdentify possible solutions
5.5.Evaluate alternativesEvaluate alternatives
6.6.Select the best solutionSelect the best solution
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Support for majority opinion given willinglySupport for majority opinion given willingly
Builds team strength throughBuilds team strength through
involvement, commitment, and involvement, commitment, and cooperationcooperation
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Six-Part Team Building ProcessSix-Part Team Building Process
Part 1 Define team purpose and goalsPart 2 Determine team type and sizePart 3 Establish team roles and
responsibilitiesPart 4 Clarify team rules
Part 5 Manage team performance Periodically check progress toward team purpose, goals,
and objectives
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A.A. Make theMake the PurposePurpose of the meeting clearof the meeting clear
B.B. Prepare anPrepare an AgendaAgenda
C.C. Start Start andand EndEnd on time on time
D.D. Arrange the room so that it is conducive Arrange the room so that it is conducive to input from to input from EveryoneEveryone
E.E. Encourage Encourage ParticipationParticipation and seek input and seek input
F.F. Control side Control side ConversationsConversations and and CommentsComments off the subject off the subject
G.G. DocumentDocument the meeting the meeting
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A.A.KnowKnow the purpose of the meetingthe purpose of the meeting
B.B.Know what is on the Know what is on the AgendaAgenda
C.C.BeBe onon timetime
D.D.Sit where you can be Sit where you can be SeenSeen and and HeardHeard
E.E.Participate and Participate and ContributeContribute your ideasyour ideas
F.F.Take Take NotesNotes
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Six-Part Team Building ProcessSix-Part Team Building Process
Part 1 Define team purpose and goalsPart 2 Determine team type and sizePart 3 Establish team roles and
responsibilitiesPart 4 Clarify team rulesPart 5 Manage team performance
Part 6 Evaluate team performance * Have we accomplished our team goals and objectives * How productive were we * Are we working well together
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Differences between work groups and teamsDifferences between work groups and teams
Advantages of working as a teamAdvantages of working as a team
Five characteristics of effective teamsFive characteristics of effective teams
Six-part team building processSix-part team building process
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Is the ability to work together Is the ability to work together toward a common vision, and to toward a common vision, and to direct individual direct individual accomplishments toward accomplishments toward organizational objectivesorganizational objectives
It is the fuel that allows common It is the fuel that allows common people to attain uncommon people to attain uncommon results!results!
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Thank You Thank You
Mahalo Mahalo
MesolangMesolang
MakaloMakalo
586-4955586-4955