Presentation on theme: "“What do you want me to do now?”"— Presentation transcript:
1 “What do you want me to do now?” Organizing your work to include others and get more doneMy name is Beth, and I work at a GREAT organization called WINGS in the Northwest Suburban area of Chicago. I love my organization, and I love my job and I LOVE this position. We have the greatest job in the world, don’t we?Show of hands – how many of you just got started in the profession? How many been here 1year? 2 years? How many 3? 4?Okay, you have experience! How many times in your career (or on a daily basis) do you hear these words? Be honest – how many of you dread them?Isn’t that ironic? There is SO much that needs to be done. But, we can’t get anything done because we spend all of our time looking for something for people to do!
2 There are three thing we need to do TO NEVER HEAR THOSE WORDS AGAIN!! Get YOU organized!Get you to DELEGATEGet OTHERS to do the sameThis is what we are going to talk about! If that is NOT what you thought you signed up for – now is your chance to slip out quietly and join a different session. You won’t hurt my feeling if you do that now!
3 Why can’t we get anything done? You sit down to get something done.Your pops up – it is a new volunteer inquiry! You start an to respond and you are halfway through when…The phone rings and it is someone who wants to talk about how Kathy at the resale store isn’t doing what she is supposed to be doing. You take some notes and promise to follow up when…Sue comes in. You put the notes down on the pile on your desk. When she comes in to volunteer she always says “What do you want me to do?” You go to get her started on something…When you get back to your office your boss is there and asks how many volunteers you have for the special event next week. You tell her you will work on that right away!It is only 9:30am on Monday.Sue comes back and says “What do you want me to do now?”(Read through it… go to the “we are a mess” slide. Come back)How many things did she start? How many things did she finish? An there lies the problem…
4 We are a mess! How many of you can relate to this? This was me – for a long time! It is many of us because we are people pleasers! But it is not working for anyone!(Go back to the other slide)So, what do we do?
5 A project deserves a scheduled time Schedule a time for completing projects- Not on the day you return from vacation- Not at a time when you know you will be interrupted- Plan regular daily, weekly, monthly tasksDon’t interrupt yourself!- Turn off the pop-ups- Let the phone go to voic- Close your door3. Complete similar tasks at the same timeMy box I used to start at the top and work my way down – but that is not terribly effective. Now I do ALL my new volunteer inquiries at the same time.Don’t interrupt yourself! This is HUGE! I just started “no Fridays”Now you may be thinking… that sound great! But, stuff doesn’t like to be scheduled! Stuff likes to happen all at the same time? Right? To deal with that
6 Every Desk Deserves an Inbox An Inbox is a place where you are ALLOWED to place things that you can’t get to right awayThe only rule is that ANYTHING you take out, you can NEVER put back IN!! It must move to its next logical spotCommit to going through it each day to clear it out(Your goal is to have it empty before you leave)Schedule 30 minutes at the end of the day to clean it outSchedule time on your first day back from vacation to deal with everything that has piled upPut office “drama” there tooPut office “drama” in there too. You know what that is. Someone gets into a tizzy about something – whatever it is – and they go around interrupting everyone else to get them involved in whatever it is. This way you don’t get caught up in it. You can deal with it the next day – when usually everyone decides it is a non issue anyways! You just saved yourself about 2 hours.
7 Every Office deserves a Big Trash Can Why do we feel so guilty throwing things away?It makes you feel goodWe shouldn’t define our worth by our stuffWe think we might need it in the futureIf you can’t think of a use for it now, you probably won’t think of a use for it in two yearsWe paid money for itHow much is it costing you to keep itWhen you have too much stuff,you can’t take care of it allThis presentation is more about organizing time and projects big part of being organized involves our stuff. And, usually the problem is that we have too much of it.
8 Where do you start? Develop a consistent time each day Earlier in the day (before it gets crazy – BEFORE you check your )At the end of the day so you can “turn off” work in your mind before you go homeBlock it out on your calendarTry for 30 minutes until you are more in controlAs you get more organized, what you do during that 30 minutes changes from eliminating chaos to controlling your work dayActivity: Turn to your partner and share which of these ideas will make the biggest difference in your work life and which one you will start first!Come back together – shareMAKE THEM PUT IT ON THEIR CALENDAR!If you need more help with organizing – buy a book or get a skilled volunteer to help!
9 Delegating: Do things that only you can do! Projects you feel VERY qualified to doThese are probablyNOT good projects fora volunteerThese MIGHT be good projects for a volunteerProjects you LOVEProjects you HATEThese are probably GREAT projects for a volunteerThese MIGHT be great projects for you to find a volunteer partner to HELP you withExplain the chart – you should be spending most of your time doing the stuff in that top right hand corner. Recruit yourself a volunteer to help with the others.I find that I fall into the trap of thinking that I am the only one that can do anything! Why is delegating so hard? (Ask Audience). Share dishwasher story. (My mother was here recently. I always complain about having too much house work – she is here to help me with the house work! Great! Mom, load the dishwasher. Well, she didn’t do it right! How is that possible? She is the one who taught me how to load a dishwasher! But, in the end, all the dishes got clean and I didn’t have to do it. So – I decided I can let her load it however she wants.There is a way to solve many of these problems in your work life – it is called a procedure!Projects you DON’T feel qualified to do
10 Delegating: Writing Procedures Procedures help you:Decide ONCE how you will complete somethingRemember what you decided last time so you can do it the same wayRealize that you are NOT the only person who can do this.
11 Writing Procedures All you need is: Procedure Name Purpose Person ResponsibleTools NeededTime Frame
12 Procedures: Example PROCEDURE NAME: Birthday Cards PURPOSE: As part of our recognition plan, birthday cards are mailed on a monthly basis to all volunteers in our program.PERSON RESPONSIBLE: Volunteer Manager’s Assistant and Volunteer ManagerTOOLS NEEDED:Birthday CardsPostage StampsVolunteer Birthday ReportTIMEFRAME: The birthday list will be generated on the first of the month for the following month (ex. March list printed on February 1st.)PROCEDURE:Volunteer prints the Volunteer Birthday Report and addresses an envelope for each person on the list. On the top right side of the envelope she will put the birth date.Volunteer gives the completed envelopes to the Volunteer Manager.Volunteer Manager writes a note and signs the cards.Volunteer Manager files each card under the appropriate date in the tickler file.Each Wednesday the Volunteer Manager will stamp the envelopes and mail them.
13 PROCEDURE: Volunteer Break in Service Procedure PURPOSE: To maintain ongoing communication with volunteers to ensure retention of volunteers who take a leave of absence.TOOLS USED:Volunteer databaseMonthly volunteer hours tally formPERSON RESPONSIBLE:Volunteer ManagerVolunteer staff partnersPROCEDURE:When a volunteer will be absent for greater than 30 days, it will be considered a break in service.The Volunteer Manager determines if the staff partner has been notified and the approximate length of absence and/or anticipated return date.The Volunteer Manager will notify the staff partner of the break in service if necessary.The Volunteer Manager will enter a touch point into the volunteer database, indicating the reason and the anticipated return date.The follow up date will be recorded in the database.The Volunteer Manager checks the list on a regular basis. An is sent to the volunteer with the staff partner copied requesting an update on the status of the break in service. The touch point is updated and a new follow up date is entered for two weeks post .The volunteer response is entered in the touch point, the follow up date is deleted and the staff partner is notified of the return date.If there is no response after 14 days, the Volunteer Manager will make a follow up phone call.If there is no answer, the scripted separation of service message will be left. (See Sample 1.)The database touch point will be updated to reflect the outcome. If the volunteer is returning to active status, the follow up date will be deleted from the touch point. If there has been no response from the volunteer, the touch point will be updated to reflect the outcome, follow up date will be deleted, and the volunteer exit procedure will begin.Activity: We don’t have time to write a procedure – make a list of some things you could write a procedure for.
14 Step 3: Getting others to do the same “My Job is NOT to Manage the Volunteers. That is the responsibility of each and every person in this organization. My job is to manage the VOLUNTEER PROGRAM.”Okay – we have you organized – we have you writing procedures so you can delegate. There is a big task that you need to delegate to your co-workers! And that is managing their volunteers!I was here last year giving a presentation on how to get your staff to work with volunteers, and I shared with those there my own personal mantra.Just imagine how silly it would be if we all came into work each day and marched up to the HR Directors office and said “what do you want me to do today?” She looks around and says “gee, we haven’t had anyone pay the bills lately, why don’t you do that, and we have some clients we need to help – why don’t you give them counseling, and we should probably fix the leaky sink – why don’t you do that today?” We would never do that? Why do we do that with volunteers?
15 Everyone Deserves A Volunteer! Or, said another way…Everyone Deserves A Volunteer!Our IT nerd – I mean staff person has a database expert who volunteers with her. Our volunteers who answer our crisis line work directly with the caseworkers who also answer the crisis line. Our maintenance guy has a volunteer who helps him do – I don’t know - carpentry stuff I guess. Clearly I’m not the one giving him assignments – the staff member who knows what carpentry stuff is - is giving him assignments. When one of our resale store volunteers get sick, guess who they call? Not me! They call the person they work with at the resale store. Those phone messages I don’t have to answer or return calls I don’t have to make.Most importantly… at least in my opinion… I HAVE A VOLUNTEER! Actually. I have 3. And, we are all as different as night and day! And, we all need each other to do what we do. One of them is a retired efficiency expert. All of the information in this presentation about being organized and writing procedures comes from her. She re-organized my whole work life. One of the others does all of my responding to volunteer inquiries for me. She is also a great editor and edited this presentation (and I can’t spell, so that is a really big deal for me!) And, guess what! They don’t do the same thing when they come in. Each one has a few specific projects they are working on. They come in and work on those projects and need little direction from me except when we are starting a new project!And you can do this too! Get a few people to volunteer with YOU – get super organized and productive and people will start coming to you wanting help with their work too!
16 Look at us getting so much DONE! You sit down to get something done.You have the time to do it because it is on your calendarYou doesn’t pop up to interrupt youThe phone rings and you let it go to voic . You return message first thing in the morning and at lunch time. Whatever the message is about, you will deal with it when you have scheduled the time to deal with it appropriately.Sue will be here later. She knows she will be adding up the volunteer hours and she knows how to do it because she is the same person who does it every month, so you just have to say “hi” and get her settled.Your boss doesn’t need to interrupt you. She has the information because yesterday you had scheduled a time to work on that project, and it is done.So, you get it done!It is only 9:30am on Monday
17 What are you going to do tomorrow? Look at you NOW!What are you going to do tomorrow?Put it on your calendar!(Right Now!)