Building a Master Task List MTL October 2

Building a Master Task List (MTL) October 2 nd 2014 Martin Klubeck, University of Notre Dame Don Padgett, University of Notre Dame

Building a Master Task List (MTL) Concepts Practicum Identifying Tasks The Awesome Attributes Skill Evaluations Bonus Benefits What's Next? 4

WHY Bother? Why don’t you hire workers who are 100% skilled? Because you can’t afford them salaries The largest recurring expense for most organizations are _____ But in most organizations the training budget tends to be the smallest people Your organization’s greatest assets areyour _____, so don’t you find it strange that we Don’t train Use inferior training vehicles Train on the wrong things Don’t know what Don’t workers evaluate really skill dolevels Don’t know what workers really can do Use. Don’t inferior training vehicles what Train workers on thereally wrong things Don’t know what Don’t workers Don’t train evaluate really can skilldolevels 6

Who needs one? EVERYONE 7

Building blocks You pay people for what they know DO - not what they know! You don’t pay a person for their knowledge; you pay them to APPLY that knowledge! The Task is KEY 8

SOURCES FOR TASKS (Brainstorm) Job Descriptions Qualifications / Minimum Requirements Operation Manuals Performance Evaluations Resumés The person doing the work 9

Building Your MTL Finding the Bricks Minimum Qualifications Collaborate with partners across Development to understand information needs and -Collaborate interface with upstream data owners to integrate key data sources to be used in reporting environment. Leverage a leading edge data architecture design to provide maximum flexibility, scalability, and usability of data for reporting and analysis -Work with internal customers to develop tools and services such as dashboards, scorecards, data insights, and ad-hoc analyses. -Promote self-service data retrieval model within Development by providing consultative services on data analysis, reporting tools and reporting best practices. -Assist in every stage of information use from creating communication and dashboards development solicitation segmentation, development of KPI metrics and dashboards to track fundraising performance, to the creation of standard and ad hoc reports. -Maintain data governance policies and procedures to ensure standard data definitions and uses across the department. 11

SOURCES FOR TASKS Job Descriptions Qualifications / Minimum Requirements Operation Manuals Performance Evaluations Resumés The person doing the work 12

Documenting the Task Ensure actually a task for this job Lead with an Action Verb Avoid compounds! 13

Criticality Complexity to Learn Complexity of Task Frequency Attributes Worksheet Establish effective working relationships with superiors and associates Maintain effective working relationships with superiors and associates Establish effective working relationships with general public Maintain effective working relationships with general public Enter data (submitting grant reports) Carry out successful reference interview (assist patrons with) 14

Frequency How often is this task performed? Daily Weekly Monthly or more Low High Medium Complexity of Task How complex is this task? Very complex Complex Not complex Low Medium High Complexity to Teach/Learn How complex is this task? Very complex Complex Not complex Low Medium High Criticality How important is it to get it right the first time? Very critical High Critical Medium Not critical Low 16

Frequency Complexity of Task Complexity to Learn Criticality Attributes Worksheet Establish effective working relationships with superiors and associates H H Maintain effective working relationships with superiors and associates H L L M Establish effective working relationships with general public H M M H Maintain effective working relationships with general public H L L H Enter data (submitting grant reports) M L L L Carry out successful reference interview (assist patrons with) H H M H Task 14

Frequency Complexity of Task Complexity to Learn Criticality Training Requirements Knowledge Item? Checklist? Quality Check? OJT? Thorough Instructions? Formal Training? JITT Job Aids Results Worksheet Establish effective working relationships with superiors and associates H H M H Y Y N N Maintain effective working relationships with superiors and associates H L L M N N Y N N N Establish effective working relationships with general public H M M H Y N Y Y N N Maintain effective working relationships with general public H L L H N N Y Y N N N Enter data (submitting grant reports) M L L L N N N N N Carry out successful reference interview H H M H Y Y N N Task 14

Determining Required Skill Levels 5 - Expert Rare! 4 - Proficient 3 - Experienced Employee View 2 - Developing And the Winner is… Supervisor view Rare! 1 - Novice 18

Task Required Skill (supervisor) Required Skill (Worker) Final Score* Skill Requirement Worksheet Establish effective working relationships with superiors and associates 3 4 4 2. 5 3 3 Carry out successful reference interview (assist patrons with) 3 3 3 Conduct online research (assist patrons with) 4 4 4 Conduct print research (assist patrons with) 4 3. 2 4 Find online reference materials (assist patrons with) 2 3 3 Search online catalog (assist patrons with) 3 3 3 Develop programs to highlight the collection 2 2 2 Develop programs to meet the needs of the public 3 2 3 3. 5 3. 75 Establish effective working relationships with general public Develop themes for book displays 14

Evaluating current Skill Levels 5 - Expert Rare! Supervisor view 4 - Proficient Employee View And the Winner is… 1 - Novice 3 - Experienced 2 - Developing 19

Task Current Skill (supervisor) Current Skill (Worker) Final Score* Current Skill Worksheet Establish effective working relationships with superiors and associates 3 4 3 Establish effective working relationships with general public 2 3 2 Carry out successful reference interview (assist patrons with) 3 2 2 Conduct online research (assist patrons with) 3 3 3 Conduct print research (assist patrons with) 2 3 2 Find online reference materials (assist patrons with) 3 3. 5 3 Search online catalog (assist patrons with) 4 2 2 Develop programs to highlight the collection 3, 5 2 2 3 3 3 2. 75 3. 25 2. 75 Develop programs to meet the needs of the public Develop themes for book displays 14

Task Required Skill (Agreed) Current Skill (Agreed) % Trained Evaluation Results Worksheet Establish effective working relationships with superiors and associates 4 3 75% Establish effective working relationships with general public 3 2 67% Carry out successful reference interview (assist patrons with) 3 2 67% Conduct online research (assist patrons with) 4 3 75% Conduct print research (assist patrons with) 4 2 50% Find online reference materials (assist patrons with) 3 3 100% Search online catalog (assist patrons with) 3 2 67% Develop programs to highlight the collection 2 2 100% Develop programs to meet the needs of the public 3 3 100% 3. 75 2. 75 73% Develop themes for book displays 14

Congratulations!

Bonus Benefits Build a database of job tasks Build Skills Database Simplify cross-training Makes training for new positions easier Identify suggested training vehicles Identify suggested Job Aids Clearly Define What Each Position DOES 21

Next Steps • Create job aids (optional) • Identify training sources • Schedule the training • Evaluate the effectiveness of the training • Repeat and rinse until reach desired skill levels 22

Questions? 23

SUGGESTED REFERENCES Why Organizations Struggle So Hard to Improve So Little The Professional Development Toolbox 24

Don’t forget to download the MTL worksheet Available via the Course Agenda site at www. educause. edu

Building a Master Task List (MTL) Help us help you! Please take a few minutes to complete the Online Survey at http: //www. educause. edu or on the Educause 2014 App 25

Contact Us Martin Klubeck mklubeck@nd. edu Don Padgett dpadgett@nd. edu 26