1. Dr. Robin Largue Dr. Janet Pilcher
LDI September 28, 2010
Dr. Robin Largue
Dr. Janet Pilcher

2. Agenda Leader Rounding – Update on process and progress
Roll Out of Employee Engagement Survey Data
Roll Out of Parent Satisfaction Survey Data

3. Why do we do leader rounding?
Process Improvement – execution and consistency
Reward and Recognition
92% of people respond to reward and recognition
What gets rewarded gets repeated
Communicate things that are right
Be specific
Senior leaders write notes; direct supervisors say it personally

4. Leader Rounding 87 percentile – employee rounded on monthly
79 percentile – employee rounded on quarterly
55 percentile – every six months (twice a year)
50 percentile – never rounded on

5. Rounding for Outcomes - Employees
Meeting Title Here (on Notes Master)
Meeting Title Here (on Notes Master)
Align Questions to fit Desired Outcomes of the Organization
Concern and Care
What is Working Well
People to Recognize
Systems to Improve
Tools and Equipment
Follow-up
© Studer Group® 5 5 5

6. Different Purpose than a Classroom Walkthrough
Purpose of Rounding – to build relationships and improve processes

7. 3 to 1 3 compliments 1 criticism Positive! 2 to 1 2 compliments
Neutral
1 to 1
1 compliment
1 criticism
Negative
Source: Tom Connellan, “Inside the Magic Kingdom”, pgs 91-95

8. Meeting Title Here (on Notes Master)
Verification:
Meeting Title Here (on Notes Master)
Employee Rounding Log
What is working well?
Employees to recognize?
Any systems needing improvement?
Do you have the tools and equipment to do the job?
Anything else I can do for you right now?
© Studer Group®

9. Senior Leader Scouting Report
Meeting Title Here (on Notes Master)
Accomplishments
New equipment
Staff to recognize
Current Expense Management Results
Tough Questions
External Environment
Employee Satisfaction
Parent Satisfaction
Student Achievement
© Studer Group®

10. Sample Rounding Stoplight Report
Meeting Title Here (on Notes Master)
© Studer Group®

11. Steps for Validating Rounding Occurs
Validate on leaders who are your direct reports
Meet with each leader monthly to review
Rounding Logs
Stop Light Reports
And document ways leaders have recognized good performance and behavior of employees

12. Who Rounds on Who?
Superintendent rounds on direct reports. When rounding on departments or in schools get scouting report from department leader or principal.
Validate direct reports are rounding effectively
Then tell others why you went to particular areas and what you found
Manage up your work

13. (cont.)
Senior leaders (assistant superintendents) round on managers and directors and validate that managers and directors are rounding on their direct reports.
Managers and Directors round on employees.
Principals round on teachers and staff.

14. Table Discussions How many people have you rounded on?
What have your learned from rounding on employees?
What questions do you have about rounding?
Have you developed a Stop Light Report?
How did employees respond to the SL Report?
What questions do you have about the SL Report?
Have you used a Scouting Report? If so, when and how?

15. Survey and Survey Roll Out Process

16. Employee Engagement Survey Process
Administered to employees
September 13 to 24 – Baseline Data
Employees complete survey thinking about their direct report (the person who does their evaluation)
Analysis by district, by school, by department
Overall means and frequencies
Means by question
Leaders roll out survey results to employees

17. Questions I have the materials and supplies to do my job.
My principal/supervisor has provided feedback on my strengths as an employee.
Principal/supervisor led staff meetings make efficient use of time and are productive.
My principal/supervisor recognizes good performance. 
My principal/supervisor demonstrates a genuine concern for my welfare.
My principal/supervisor makes the best use of available funds.

18. Questions continued
My principal/supervisor consults me on the decisions that affect my job.
The expectations for judging my performance are clear.
My principal/supervisor provides the support needed to accomplish my work objectives.
My principal/supervisor has provided feedback concerning areas for improving my performance.
The superintendent is committed to the professional development of school employees.
The superintendent implements Board policies and procedures.

19. Questions Continued
The superintendent uses a variety of methods to promote effective communication throughout the district.
The superintendent makes informed decisions based on the best interest of the district.
The superintendent is clear and effective regarding his role in communicating the vision and mission of the district.
The superintendent has integrity and is honest.
If given a choice, I would recommend that a parent select this district for his or her child.

20. Open Ended Questions What is working well in the school district?
What areas in the school district could be improved?
Is there anyone in the school district that you would like to recognize for good work?

21. Roll Out Process
Tools
Letter to staff stating purpose and inviting employees to meetings
Process for employees to sign up for meetings
Power Point leaders use to guide the focus group meetings
Chart paper for meetings
District results and school/department results provided in the district report
Checklist

22. Review letter to staff
See Handout

23. Review Opening for Focus Group Meetings
See Handout
Translate the information in the handout to Power Point slides you will use with the focus groups

24. Review Guidelines for Meetings
See Handout
Translate the information in the handout to Power Point slides you will use with the focus groups

25. District Results Overall mean Areas that are working well
Will add from information in the report
Areas that need improvement
Will add from the information in the report

26. How You Provide Data to Focus Groups
Review District Results
List the mean scores from highest to lowest
List the three highest mean scores for district
List the three lowest means scores for district

27. Reviewing Data From Our School
Focus on our school so will exclude superintendent items
At end of day you will have a chance to add any additional feedback on any item or areas not on the survey

28. Items Focused on Our School
Review School Results
List the mean scores from highest to lowest
Make a handout
List the three highest mean scores for district that directly impact our school (excluding superintendent scores) – put on chart paper
List three lowest scores that directly impact our school (excluding superintendent scores) – put on chart paper

29. Highest Ranked Areas
Why are these items some of the highest scored items?
What’s working well at our school?

30. Lowest Ranked Items Bottom three items (place on chart paper)
Why are these items rated lowest?
What areas could we improve?

31. Other Comments
Did we miss anything or is there something you would like to add?
To make sure everyone has a chance to speak I will go around the room and give everyone about 30 seconds to provide any additional input of comments. [Go around the room and record comments on chart paper]

32. Summary of Areas That Need Improvement
Look at the list of all items on the chart paper (three ranked items plus others added)
Synthesize and collapse the items into the 6 to 8 most commonly reported concerns
Write those 6 to 8 items on chart paper

33. Prioritizing Actions
Ask each staff member to put numbers 1, 2, and 3 on top three items. The items that have the highest number of 1s would be first, second highest number of 1s second, 3rd highest number of 1s third.
List the top three items from the activity above, then ask staff to place a 1, 2, and 3 on the three items listed.

34. Prioritizing Actions
Summarize the final list from (number 1, 2, and 3) for that group. Then write on chart paper the below:
The three most important areas for growth are: (list the three in priority order).

35. Summary Question
Are there specific actions I could take that would improve my leadership to the degree that if you were to fill this survey out again, you could rate me a 5?
[Write the recommendations on chart paper.]

36. Ending with summary slide connecting back to purpose
Today, you all have provided valuable input on our strengths, areas where we need to improve and some specific actions I can do to make this school a better place to work. By ______, I will follow up with a summary of the meetings with staff and provide you with some specific action items that we will do together to improve our work environment so that our students have every opportunity to achieve at their highest level. As you can see there is a great deal to be proud of and challenging work ahead. I am grateful for the support you have and will continue to show as we move ahead. I look forward to rolling up my sleeves and working shoulder – to – shoulder with you to make our District and school the best it can be. Thank you for your valuable time and input.

37. Role Play Survey Roll Out

38. Assumptions of Role Play
Set the context
Explained what we are doing and why
Role play the results part

39. District Results
Overall mean – 3.73
School mean – 3.90

40. District – Areas Working Well
The highest scored item on the survey related to the superintendent having a vision and mission for the school district.
Employees felt strongest that their leaders had a genuine concern for their welfare.
There is little difference between how the employees view the superintendent’s leadership and that of their direct supervisor, which could indicate that leaders are aligned to a common purpose.

41. District – Areas Needing Improvement
Hardwire rounding on employees including validation and accountability of leaders.
Leaders engage with staff in very specific ways to gain their input and to provide feedback to help them improve their performance.
Leaders provide staff more specific feedback on their performance.

42. How You Provide Data to Focus Groups
Review District Results
List the mean scores from highest to lowest (see handout)
List the three highest mean scores for district (put on chart paper)
List the three lowest means scores for district (put on chart paper)

43. Reviewing Data From Our School
Focus on our school so will exclude superintendent items
At end of day you will have a chance to add any additional feedback on any item or areas not on the survey

44. Items Focused on Our School
Review School Results
List the mean scores from highest to lowest (see handout)
List the three highest mean scores for district that directly impact our school (excluding superintendent scores) – put on chart paper
List three lowest score that directly impact our school (excluding superintendent scores) – put on chart paper

45. Highest Ranked Areas
Why are these items some of the highest scored items? (place on chart paper)
What’s working well at our school?

46. Lowest Ranked Items
Why are these items rated lowest? (place on chart paper)
What areas could we improve?

47. Other Comments
Did we miss anything or is there something you would like to add?
To make sure everyone has a chance to speak I will go around the room and give everyone about 30 seconds to provide any additional input of comments. [Go around the room and record comments on chart paper]

48. Summary of Areas That Need Improvement
Look at the list of all items on the chart paper (three ranked items plus others added)
Synthesize and collapse the items into the 6 to 8 most commonly reported concerns
Write those 6 to 8 items on chart paper

49. Prioritizing Actions
Ask each staff member to put numbers 1, 2, and 3 on top three items. The items that have the highest number of 1s would be first, second highest number of 1s second, 3rd highest number of 1s third.
List the top three items from the activity above, then ask staff to place a 1, 2, and 3 on the three items listed.

50. Prioritizing Actions
Summarize the final list from (number 1, 2, and 3) for that group. Then write on chart paper the below:
The three most important areas for growth are: (list the three in priority order).

51. Summary Question
Are there specific actions I could take that would improve my leadership to the degree that if you were to fill this survey out again, you could rate me a 5?
[Write the recommendations on chart paper.]

52. Ending with summary slide connecting back to purpose
Today, you all have provided valuable input on our strengths, areas where we need to improve and some specific actions I can do to make this school a better place to work. By ______, I will follow up with a summary of the meetings with staff and provide you with some specific action items that we will do together to improve our work environment so that our students have every opportunity to achieve at their highest level. As you can see there is a great deal to be proud of and challenging work ahead. I am grateful for the support you have and will continue to show as we move ahead. I look forward to rolling up my sleeves and working shoulder – to – shoulder with you to make our District and school the best it can be. Thank you for your valuable time and input.

53. Questions

54. Roll Out for Parent Survey Results to Parents
Newsletter home to parents
District Information (get from report)
District mean
Areas working well
Areas needing improvement
School information
School mean

55. Roll Out Parent Survey Results to Staff
Staff – District report with your school scores from the Appendix
Have a way for staff to provide input to you on the results
Working Well
Areas Needing Improvement
What are some ways you can gather staff input on above at your school?

56. Roll Out Process Tools in Toolbox for Employee Engagement
Letter to staff stating purpose and inviting employees to meetings
Process for employees to sign up for meetings
Power Point leaders use to guide the focus group meetings
Chart paper for meetings
District results and school/department results provided in the district report
Checklist
Plan of action to improve

57. Tools in the Toolbox for Parent Satisfaction
District Report – Results and School Results
Parent Newsletter
Communication Approach to Staff About Parent Satisfaction
Plan of action to improve