Administrative tasks Thursday, February 8, 2018 Advancing your - - PowerPoint PPT Presentation

Administrative tasks

Thursday, February 8, 2018

Advancing your professional career, improving employment outcomes of job seekers.

Agenda

 Announcements  How did last month go?  Streamlining administrative tasks  Questions & Answers  Resources

Announcements

 Watch for the 3rd quarterly survey and gift card,

tentatively on Feb 28 (Oliver’s email).

 New! Share your ideas and feedback in the closing

screen of the daily survey!

 Going to APSE next June? Interested in co-

presenting? Let Oliver and Amy know!

43% of participants complete the daily survey

before getting reminders. Thank you! Responding soon improve accuracy!

 Goal: Increasing supports planning for job

seekers and their families: planning for transportation solutions from day one.

How did last month goal go?

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Supports before hire including travelling supports increased significantly!

(N=71 employment consultants)

42 2 53 4

Providing OTHER supports before hire Addressing travelling to and from work

Minutes per day Before 1/12 After 1/12

Fact:

• We hear from many of you that filling forms,

handling authorizations, billing, paperwork, and meetings take a lot of time. Why does this matter?

• Streamlining these tasks could open up time

for extra support for job seekers.

Streamlining administrative tasks

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Laurie A. Director of Business Development Over 4 years in this role Opportunity Services Minnesota

Thank you! Participant sharing:

• Plan case note time into each meeting.
• Complete all case notes by the end of that day.
• If you can’t write the note right away, jot down the main

points.

• Plan office time when there aren’t many coworkers

present.

• Schedule annual meetings and prepare all paperwork

ahead of time.

• Keep to the agreed-upon time and topic when meeting

with job seekers. If a new topic comes up, schedule another time to meet about it.

• Schedule blocks of meetings back-to-back.
• Cluster off-site meetings in a similar geographic area.

Some ideas

32 min 9 min 13 min 17 min 31 min 66 min Other Authorization paperwork Professional development Billing reports Meetings Forms/reports

Administrative activities: About 3 hours (35%) per day.

(N=73 employment consultants; Jun 2017-Jan 2018)

Administrative activities, 2:49 hours

NOT employment- related, 1 hour, 12 min Support AFTER hire, 1 hour, 37 min Supports leading to hire (Blue zone), 2 hours, 22 min

32 min 9 min 13 min 17 min 31 min 66 min Other Authorization paperwork Professional development Billing reports Meetings Forms/reports

Filling forms takes about 66 min/day What kind of forms do you typically need to fill in?

P P

Covey’s four quadrants:

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Waste: Do less

Challenge: Think about a common administrative activity. How could you tackle that task more efficiently? Rules: 2 minutes The most solutions wins The most creative idea wins Nothing else!

Challenge Brainstorm

Monthly Goal

Decrease the amount of time spent on administrative activities.

Building your goal

 What is something concrete that you

can do right now to streamline adm tasks and save time?

 How will you do this?  When will you do this?  Who will be included in this?

Building your goal

 Examples:

• I will schedule a max of 2 hours per day for

administrative tasks.

• Every day I will block time for important

tasks to be completed the following day.

• I will rank the importance of my

administrative tasks for each day and tackle them in order from most to least important.

Questions and Answers

Resources

 Brief: Chapman and Rupured (2014) Time Management

http://extension.uga.edu/publications/files/pdf/C%201042_1.PDF

 Brief: Covey’s Four Quadrants for time

management http://www.crowe-associates.co.uk/wp- content/uploads/2013/10/Coveys-4-quadrants-Exercise.pdf

 Video: How to Manage Time With 10 Tips That Work (3 min)

https://www.youtube.com/watch?v=go5XyuI7DkA

 Video: 4 Quadrants of Time Management (1.5 min)

https://tinyurl.com/kmjm7pc

 Book: Stephen Covey (2004) The 7 Habits of Highly Effective People:

Powerful Lessons in Personal Change.

On March 8th(3pm ET), we will have a conversation about Supports After Hire. Let us know if you have a tips and tricks you’d like to share about supports after hire next month. Contact Amy Gunty.

Keep in touch!

http://www.thinkwork.org/s22ec Oliver.Lyons@umb.edu (Oliver Lyons) gunty004@umn.edu (Amy Gunty)

Mark your calendars!