1. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Elements of institutional change - introduction Preparing for Change

2. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Change is everywhere! From viruses & bacteria To plants, animals…. Ourselves Our organisations Our cities Our climate Why are so many afraid of change?

3. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Source: www.toothpastefordinner.com/050507/work-for-change.gif

4. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Why must organisations change? New responsibilities, new products; Increased demand for products & services; Decreased budget, economic decline; New legislation; new demands from public; New technologies, new possibilities; Leadership style; Combinations of the above or ….?

5. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Institutional responses Depend on the specific situation; Simple increase/decrease of staff numbers; Add new units, or amalgamate units; Partial or total reorganisation of institution; Replace the institution entirely (common in Sweden!) Outsource functions, services; Decentralise or centralise; Introduce new technology to increase efficiency; Provide training to increase efficiency/ effectiveness

6. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Available tools & methods Context / trends analysis Institutional analysis –Inter-organisational relationships –Internal characteristics, functional analysis Clients & services Analysis, present & future Have/Want grid, SWOT analysis Process analysis Problem tree / cause & effect analysis

7. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA General Performance Review What do you do well? What do you do that you should not be doing? What are you not doing that you should be? What can you do better?

8. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Who are your customers? General public Companies, investors Environmental ‘offenders’ Public sector agencies Your senior, your immediate superior Your ‘Town Clerk’ / CEO Other Municipal dep’ts Your Council Others…? Internal

9. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA What services do you provide to them? Depends on customer group Permits, with conditions Inspections, with advice or warnings Fines, sanctions General information – “awareness” Reports Information for decision making Other services…?

10. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA What do you think they expect from you? Courtesy Efficiency Professionalism Help, advice, support OR ‘grief’ Bureaucracy Delays, opposition, criticism What is your agency’s image within the community? Does is matter?

11. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA See decision-makers & financiers as ‘clients’? PM

12. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Client-Service table Client Service (to be) provided Frequency Investers Review of EIAs & permitting Ave: 2 per month General PublicBeautificationcontinuous Restaurants Hygiene/ sanitation Ave: 4/ wk Env. CmteeReportMonthly

13. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Institutional Framework Domestic use Municipal Environmental Unit Agricultural use Agricultural Chemical use Urban water supplies Industrial users Waste water management Recreational use Industrial authorities Agricultural authorities Tourism & sports authorities Salinisation of groundwater Hydro-meteorological agencies Geological authority Health authorities Land use implications Planning authorities Financiers, authorities Land subsidence Other Local authorities

14. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Performance Monitoring Review services provided Compare “demand” and “supply” Identify short falls in services provided Review process – information flows, chain of inputs, idol times waiting for attention Identify possible ways of improving process Set targets – improvements over today Design action programme and implement

15. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Effectiveness Doing the RIGHT thing Focus on meeting customer needs Focus on quality of service & product

16. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Efficiency Meet customer needs with least resource use: –Time – reduce waiting time, meeting time –Human resources – share the burden –Storage space –Transport –Other materials

17. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Do a work flow analysis Process, beginning to end, as the client experiences it WW W WW Write main activity Write sub- activities, with time taken W 10 min 1 day20 min30 min10 min Time taken for activities – 20 min Give date & time to beginning & end, then sum up separately the ‘wait’ and activity times. Identify possibilities for shortening wait periods & improving efficiency in activities.

18. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA PERT diagram also good tool Program Evaluation & Review Technique shows progression of steps. Numbers in circles refer to a numbered list of “events”. Green numbers on arrows show expected time units, blue ones are used in monitoring to show actual time taken. This project isn’t finished! 1 4 6 9 12 14 17 19 24 25 26 27 2 7 11 23 3 10 13 20 22 5 8 15 16 15 10 8 12 5 5 5 10 12 6 10 19 11 9 10 5 6 5757 8787 3 4 25 3 5 21 4 2 5 5 3 4 7 5 6 5 1111 4 12 Events list 1 Project start: mobilisation 2 Arrange lodging for team 3 Present lit. Review proposal 4 Seminar held, inception comments received 5 Prepare working group meetings 6 Inception Report accepted 7 Team members arrival Etc

19. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Relation to Change Project Projects often used as tools to introduce change, to develop or test: –New approaches, new methods; –New structures, new roles & relationships; –New technologies; –New products, new services; –New processes.

20. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Chart the change! Is change actually occurring? Is it the change we wanted? Is it having the effect or impact we wanted? Monitoring of outputs, OUTCOMES, RESULTS, & impacts very important!

21. A DVANCED I NTERNATIONAL C OURSE I N L OCAL E NVIRONMENTAL M ANAGEMENT I N U RBAN A REAS 2010 A FRICA Group Exercise Draw up a generalised clients-services table –Discuss which services demands are increasing and why What is your management’s usual response to increased work load? Is it a good response in your collective view? What management practices do you think would make your organisation adopt changes most readily and smoothly? Keep asking one another WHY and HOW