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 3 rd 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!

How did last month goal go?  Goal: Increasing supports planning for job seekers and their families: planning for transportation solutions from day one. P

Supports before hire including travelling supports increased significantly! (N=71 employment consultants) Before 1/12 After 1/12 53 Minutes per day 42 4 2 Providing OTHER supports Addressing travelling to and before hire from work

Streamlining administrative tasks 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. P

Participant sharing: Laurie A. Director of Business Development Over 4 years in this role Opportunity Services Minnesota Thank you!

Some ideas • 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.

Administrative activities: About 3 hours (35%) per day. (N=73 employment consultants; Jun 2017-Jan 2018) . Forms/reports 66 min Supports leading to Meetings 31 min hire (Blue zone), 2 hours, 22 min Billing reports 17 min Administrative activities, 2:49 Professional hours 13 min development Support AFTER hire, 1 hour, 37 min Authorization paperwork 9 min NOT employment- related, 1 hour, Other 32 min 12 min

Filling forms takes about 66 min/day Forms/reports 66 min Meetings 31 min What kind of forms do you Billing reports 17 min typically need to Professional 13 min development fill in? Authorization paperwork 9 min Other 32 min P P

Covey’s four quadrants: Waste: Do less P http://blog.sandglaz.com/the-urgent-important-matrix/

Challenge Brainstorm  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!

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.

Mark your calendars! On March 8 th (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)