Doing More with Less:Finding Balance
Amy Gerber & Becky Davis
Objectives
• Align your strategies with your resources• Uncover hidden resources – thinking “outside
the box”• Tap into staff strengths
In what way(s) have you been asked to “do more with less”?
ALIGN YOUR STRATEGIES WITH YOUR RESOURCES
How many of you annually set and monitor departmental goals?
Strategic Goal Setting
• Communicate objectives throughout your institution
• Increase visibility• Assign goals to promote collaboration and
shared accountability• Involve staff in goal setting
Strategic Goal Setting
• Communicate expectations– What is to be done– How it should be accomplished– In what manner staff will be evaluated
• Provide coaching
S.M.A.R.T.
• Specific
• Measureable
• Attainable
• Relevant
• Timely
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
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
Benefits to Your Office
• Unified vision of “success”• Boost in productivity• Increased efficiency• Greater staff satisfaction• Reduced employee turnover
UNCOVER HIDDEN RESOURCES:THINKING “OUTSIDE THE BOX”
What are the greatest obstacles to finding 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
Determine What You Need
• Flexible and cross-trained teams• Maximize your financial aid
management system• Planning and execution
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?
Source: http://info.profilesinternational.com/profiles-employee-assessment-blog/bid/106502/Discover-the-hidden-talents-in-your-workforce
TAP INTO STAFF STRENGTHS
What do you find the most challenging in identifying staff strengths?
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
Identify Areas for Improvement
Develop a plan
Include self-assessment
Review policies and procedures
“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
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
FINAL THOUGHTS
The Pareto Principle
• 20% of inputs generally cause 80% of outputs
20%input
80%output
Thanks for Attending