Friday, August 11, 2017
Ever feel like something’s amiss with a process but you’re not quite sure what that is? Or maybe you do know, but it seems daunting to pursue changing it? I recently attended the Network for Change and Continuous Innovation (NCCI) Conference, and the breakout session titled Move It! for process improvement caught my attention.
In this case, Move stands for “Mini Opportunity, Valuable Effect,” and was presented by Angela Knobloch from Notre Dame. A Move It! session takes just 90-minutes, and then there are two check-ins by Angela – one at 20-days post event and one at 45-days post event – where she ensures the team is moving forward with the action plan they created in the 90-minute session.
The purpose of a Move It! session is to have a quicker, easier approach to address less complex process problems, and to plan specific actions to implement immediately after the session. Angela employs the SIPOC model for process mapping. SIPOC stands for Suppliers, Inputs, Process, Outputs, and Customers. This model is a quick way to structure how a process is currently occurring as well as to map how it should be occurring.
Once the issues have been identified, it’s time to establish priorities for action. Using a simple X and Y axis, you begin plotting priorities based on low to high impact and low to high effort. Something that yields a low impact but requires high effort, for example, should be avoided because it produces a low return and crowds out time that could be better spent elsewhere. Alternatively, something that requires low effort but yields high impact should be immediately focused on by creating an action plan with due dates and an assigned owner.
Finally, Angela recommends using the SCAMPER technique when generating solutions. SCAMPER stands for Simplify, Combine, Adapt, Modify, Put to Another Use, Eliminate, and Reverse/Rearrange. The questions to ask are, “What could we…,” “And what if we…,” and “Or what if we…” By asking these probing questions, you dig a little deeper each time, and come up with multiple solutions to iterate.
How often do we practice getting a little better every day at a specific task? That’s what continuous improvement comes down to, when you think about it. The next time you find a current process frustrating, consider using a Move It! session to create action!
Friday, August 4, 2017
Common conversations are centered around running out of time, having too much on our plates, stress from deadlines and projects, and dreams of the way we’d live our lives if we “only had more time;” leading us to fear that we are missing out on what each day has to offer. We all know time management is a key skill to being successful in the workplace. Time management isn’t just about getting things in on time. It is an important factor in our daily lives and affects our overall wellness by helping us stay calm, focused, and working toward our goals.
So, how can we make sure we are budgeting our time, not only in order to continue our productivity at work, but to allow ourselves time to experience each day to its fullest? How do we make sure that we end each day with a completed checklist, as well as having spent time doing things we love, with the people we love? 1
- Focus on time you DO have: Instead of focusing on what you don’t have time for, think about how much time you DO have. Utilize your breaks and free time wisely. Do you want to add in some exercise after dinner, but typically settle down and catch up with your kids? Take a family walk to talk, catch up, and create healthy habits as a family.
- Get good sleep: Sleep is not only important for energy for the next day, but it also helps decrease stress levels, repair and restore muscle and energy after exercising, and helps your mind reset from the previous day’s work. Make sure that you sleep at least 7-8 hours per day.
- Start early: Research has shown that early risers tend to be more productive throughout the day in comparison to those who sleep in. Try getting up 30 minutes earlier each morning and complete a few tasks on your list before your day starts. Finding time for exercise early on in the morning can give you more time after work to spend time with family and friends!
- Make habits out of daily tasks: Focus on making habits out of everyday tasks so they don’t seem as time consuming and happen a bit more naturally. If you want to start eating healthier as a family but don’t have time once dinner hits, make meal prepping on Sundays a habit. Work together as a family in the kitchen to get things prepped for the week ahead. That way, when busy nights come up, you are ready to go!
- Don’t forget the weekend: The weekends comprise eight to ten days of your month. Make them count! If you know you have a busy week coming up, try to get some of those time-consuming tasks out of the way on Saturday or Sunday before your week starts. Preparing for the week ahead allows more time to focus, and can reduce stress and anxiety.
Need help figuring out how to eat healthier as a family or how to successfully meal-prep? Hoo’s Well offers one free nutrition consultation each year with a registered dietitian. Call 434.243.4749 or email email@example.com to learn more.
Friday, July 21, 2017
I once saw Thomas Jefferson in a box. Of course, it wasn’t the real Thomas Jefferson. It was the 1860 Alexander Galt statue of our University’s founder. It is a 6 foot, 2.5” inch, life-sized, likeness made from four tons of white Italian marble. Given as a gift to UVA in 1861, the statue has always called the Rotunda home.
In 2012, when renovations of the Rotunda began, the statue was removed and temporarily relocated elsewhere on Grounds. This marked only the third time in its history that the marble monstrosity was moved from the building.
Last fall, while leading a Grounds for Success orientation tour, I happened to pass by as it was being loaded into a crate for return to its rightful location in the Rotunda. I stopped to watch for a moment as the workers carefully and delicately determined how to transport this valuable, fragile, and incredibly important symbol of our University. I later realized that just by happenstance, I had witnessed a part of history.
More than any other University in the nation, UVA bears the imprint of its founder. Since the Cornerstone was laid in 1819, the Lawn designed and built in the 1820’s and classes first held in 1825, Jefferson and his leadership legacy has been involved, in some way, since day one.
The Rotunda is often used as a symbol of the University, and for good reason. Jefferson designed it to be the “heart of UVA” and to many, this remains true even today.
Construction of the Rotunda began in 1822 and opened in 1826, shortly after Jefferson’s death.
In 1895, the Rotunda was gutted by fire. The Rotunda’s bell rang across the city of Charlottesville and townspeople, as well as students and faculty came running. They started a bucket brigade, trying to put out the blaze.
Students bravely ventured into the burning building and desperately tried to save whatever they could. The statue, then located in the third floor Dome Room, was hauled down a staircase on a mattress, amidst smoke and flames.
After the fire, there was a major remodel and many structural and aesthetic changes were made. It was remodeled again in the mid-1970’s, during which time it was returned to Jefferson’s original three-story design.
Today, Galt’s statue of Jefferson stands once again in the Rotunda’s entrance lobby on the second floor, greeting guests as they enter from the terrace level. If you look closely, you can still see grey smudges of smoke from the 1895 fire on the folds of his cloak. There are chips in the marble, thanks to his mattress ride down the staircase.
The statue’s gaze is fixed straight ahead. It looks through the clear, glass floor-to-ceiling doors, across the Lawn and onto the University.
Though it is just one small symbol of our founder and of the history of UVA, I find myself transfixed and amazed by it. Each time I lead a tour, I think about the 150+ years the statue of Jefferson has stood guard in the Rotunda, and about all the events it has witnessed during that time.
As the University of Virginia embarks on its third century, the Galt statue will serve as a poignant and lasting reminder that in a way, Thomas Jefferson continues to oversee and serve as a leader of it all.
Friday, July 14, 2017
Recently, I attended a motivational talk with guest speaker, Chic Thompson. He spoke about how people often respond to a new idea with “Yes, but...” We tend to think of all the reasons why an idea will not work. That ‘but’ stops the thought process. Instead, Chic says we should try responding with “Yes, and…” This phrase invites the speaker to keep going, which accelerates possibilities and allows a dialogue.
I have found this idea of stopping at ‘but’ to be quite true, and something that I have done with my own ideas a lot. For example, I will come up with an invention in my head and get super excited and feel ready to go on Shark Tank right away! But then my mind says, “but….” This is mostly because I would fear the legal aspect, budget limitations, or possibly just being overwhelmed with the process and not knowing where to start.
Instead, I want to try the ‘Yes, and’ method. Instead of thinking about all the things that could go wrong, I’ll explore all the things that could go right. I challenge you to try it too. Even if you don’t have an idea for a new invention, try it out on a work related challenge. Like Chic said, “Be curious first, critical second!” Change your mindset to encourage creativity, and see if you can overcome the obstacle by responding with “yes, and...” You might be surprised at the results!
Friday, July 7, 2017
The American Heart Association (AHA) recommends 150 minutes of moderate physical activity per week to improve overall cardiovascular health. However, 80% of Americans don’t make exercise a regular habit, with 14% saying they don’t exercise at all. So how do we overcome this exercise aversion?
Try making a connection between exercise and something that matters in your life specifically. Making a personal goal to get active will keep you accountable and remind you why being active is important to you. Some examples include: losing weight, being able to keep up with your active grandchildren, getting better sleep at night, and even increasing productivity at work.
To see how increasing physical activity can improve your everyday wellbeing, check out these three ways that regular physical activity can help boost your performance at work:
1. Energy and Awareness
Research has shown that exercise can help increase productivity at work through increased energy and mental awareness. When you exercise, your body makes energy through the production of ATP in the mitochondria of the cell. Not only is this energy made during exercise, but physical activity stimulates the development of new mitochondria, meaning your body will be capable of producing more energy throughout the day. This energy can be used to fuel your muscles as well as your brain, boosting mental awareness!1
2. Work Output
With the increase in energy and mental awareness comes increased work output. A study found that out of 700 workers surveyed, those who participated in cardiorespiratory fitness were more efficient in completing a greater amount of work, and those who engaged in moderate to vigorous activity were more likely to rate their job performance higher2. Overall, sharpening time-management skills and mental awareness from increased physical activity have been shown to increase work production by 15%!3
3. Mental Health
In addition to energy and awareness, physical activity stimulates the release of the neurotransmitter serotonin, which sends messages to the body to stimulate mood and emotion4. It has been shown that happy workers are 12% more productive, while unhappy workers can be up to 10% less productive.5
Need ideas to get moving throughout your day?
The “Exercising at the Office” links on the Hoos Well website show that it can be easy AND fun to get active at work! Scroll toward the bottom of the page and check them out!
Make a personal goal to join the Hoo’s Well Fall Fitness Challenge starting August 1st. Complete exercise goals to earn rewards – your body and your budget will thank you for it! Stay tuned for details about the Challenge and ways you can stay active at UVA this fall.
Friday, June 30, 2017
Have you ever been told that you’re too quiet or that perhaps you should consider speaking up more? Well, it has happened to me more times than I care to admit. Most times I take it in stride, but every now and then it bothers me. I have explained many times that I am a thinker and I prefer to process things. Believe me; those who know me well know there are times when I have a lot to say and I say it!
Actor Emma Watson (a.k.a. Hermione Granger from Harry Potter) once said, “If you’re anything other than an extrovert you’re made to think there’s something wrong with you.” That may sound a bit dramatic, but sometimes people do that or they make comments such as, “You’re so quiet; are you sure you’re okay?”
Recently I was reminded of Susan Cain’s book, “Quiet: The Power of Introverts in a World That Can’t Stop Talking.” I had heard about it years ago but never read it. Well, I’m reading it now and I invite you (introverts and extroverts) to read it too. You may learn a thing or two about yourself or others.
You may also want to check out Cain’s TED Talk, The Power of Introverts. In this TED Talk, Cain distinguishes the difference between shyness and introversion. She says shyness is about fear of social judgement, while introversion is more about how you respond to stimulation, including social stimulation. According to Cain, extroverts crave large amounts of stimulation, whereas introverts feel most alive in a quieter, more low-key environment. She also says that our schools and workplaces are designed mostly for extroverts and their need for lots of stimulation - - think open floor plans where there is constant noise and everyone is in plain view because there are no or very low walls. Cain also noted that introverts are routinely passed over for leadership positions; however, research shows that extroverts and introverts are equally successful in leadership roles overall, and that introverts, in certain situations, actually make better managers.
Carl Jung, a psychologist who popularized the terms introvert and extrovert, said there is no such thing as a pure introvert or a pure extrovert. Some people fall in the middle of the introvert/extrovert spectrum, and we call these people ambiverts because they have qualities of both. Sounds like the best of both worlds to me!
As you round out your summer reading list, be sure to add Cain’s book. You won’t be disappointed. You may also want to check out her website at Quiet Revolution. The CLE is looking out for you too! We’ll offer Professional Development for the Introvert later this year.
The main thing to remember is that it’s okay to be quiet! As stated in The Quiet Revolution Manifesto, “In the long run, staying true to your temperament is the key to finding work you love and work that matters.”
Friday, June 23, 2017
We all know what safe space is, right? We articulate it as an environment that allows us to discuss controversial topics with honesty, sensitivity, and respect. We use safe space frequently in our CLE classes as a way to ensure participant confidentiality and encourage honest sharing. Recently I learned of a new way to frame how we talk about controversial issues. It’s called brave space, and we now incorporate this in our classes and workshops on diversity and inclusion.
But let me back up a bit and tell you how I learned about this idea and why we are using it.
Currently the CLE offers two classes, Multicultural Fluency and Growing Deeper: The Power of Privilege, which have been popular both as open enrollment classes and as workshops for our learning groups, and for UVA teams and departments.
The Multicultural Fluency class was created by Tabitha “Tab” Enoch from Student Affairs and John Alexander from Shanti, both of whom have been facilitating this for more than three years. The class lays the groundwork for exploring the crucial topic of diversity and inclusion as employees at UVA. The need for this exploration and training continues to grow, which is reflected partially by the increasing requests for this workshop from departments and schools. As such, Tab, John, and I realized we needed to expand our small group to include more people who could assist with creating and delivering classes and workshops about diversity and inclusion. To this end, we gathered a group of four other UVA staff to discuss, explore, and in particular, to lend expertise to professional development opportunities for staff and faculty.
In one of our first meetings, a new member named Val shared an article with us, From Safe Spaces to Brave Spaces by Brian Arao and Kristi Clemens. At its core, brave space recognizes that difficult conversations rarely mean being free of discomfort or difficulty and that labeling space as “safe” encourages staying in an “I’ll agree to disagree” position which does little to foster real understanding or learning. When exploring and learning about diversity and inclusion, we must create ground rules that encourage us to stretch our understanding and comfort zones to see things from another’s perspective. The honesty, sensitivity, and respect that are invoked by “safe space” remains vital, but the exploration is deepened as we encourage ourselves to be brave as well.
This slide we use in our classes helps rephrase the environment we wish to create:
Making the change to brave space seems to resonate with our class participants and helps in diving deeper into the topic, which of course helps in learning!
By the way, we call our group of seven staff from around Grounds, Hoos Brave! I’m very grateful to be a part of a group that allows me to continue educating myself about diversity and inclusion issues in our culture and in our University and whose members assist in creating and facilitating classes and workshops for us all.
I encourage you to attend these classes and practice being a brave Hoo!
Thank you to the rest of the Hoos Brave team!
Friday, June 16, 2017
We often think we’re delegating when we ask someone to do something for us. But delegation is more than simply assigning tasks. Real delegation is asking someone else to be accountable for results. You’re giving the responsibility, along with the authority, to do what’s needed to take action and get the job done.
There are three parts of this process: who, what, and how.
Who you are delegating to is an important consideration. You need to take into account their experience, abilities, strengths, and professional development needs. What involves matching the assignment with the appropriate person, not just choosing the closest person at hand or the person who always says ‘yes’. And the how – you need to give clear expectations of what you want, communicate boundaries and requirements such as budget and deadlines; but not the nitty gritty details of how to do it.
Because we feel we can accomplish the task best, delegating may feel uncomfortable at first. Maybe you don’t want to overload your colleagues, or think you can get it done quicker yourself, or you simply like the task and don’t want to give it up. These reasons can send messages of ‘I don’t trust you’, or ‘I’m a control freak’.
Keep in mind that delegating doesn’t mean abdicating responsibility. Involving others helps them grow professionally and although it may be true you can do it better or more quickly yourself, the time and effort you spend up front will be worth it in the long run.
For some great tips, take a look at the Delegator’s Dozen: A Preparation Checklist included in this SHRM article.
Friday, June 9, 2017
I recently read William Bridges’ Managing Transitions and co-facilitated a workshop with Bryan Garey on change and transitions for a cohort program I manage. In the book, Bridges talks about how change is transactional but transitions are psychological. He introduces a model that may seem paradoxical on the surface; namely, that transitions always start with an ending and end with a beginning. This premise makes sense when you think about it: a change, especially a transformational one, always starts by stopping the current practice and ends by starting the new. Furthermore, the ending represents a loss, including how people knew they were successful and how they were rewarded, and therefore it must be acknowledged and processed.
In between the ending and the beginning is the neutral zone, which is the land of the most opportunity, according to Bridges, and therefore is a powerful step in the transition process. This zone occurs after most of the loss has been acknowledged and processed, and the impact of the beginning is just starting to take shape. It’s when people can either start to get excited about the change or it’s when they decide they must resist the change. This zone is also when those who decide they aren’t on board with the change often decide to leave the organization.
I have been through many organizational changes in my career, and have seen the neutral zone first hand (though I didn’t know it had a name at the time). Based on my experience, the neutral zone is indeed the land of opportunity. Organizations who seize on the opportunity to show people what’s in it for them with regard to the change stand to reap the most benefit, both for the organization and the employee. Change is hard, to be sure. But, positively managing the transitions of change is what can make or break the change effort.
What changes are you currently experiencing? How are you managing the transitions? How do you think you’ll harness the power of the neutral zone?
Friday, June 2, 2017
Q: What song would you sing at karaoke night?
A: Save Tonight by Eagle-Eye Cherry.
Q: What does leadership mean to you?
A: To me, leadership means responsibility. It means having the ability to listen, inspire, empower, and encourage others.
Q: Your favorite place to eat in Charlottesville?
Q: What is your proudest/greatest achievement outside of the professional realm?
A: Learning to listen to my inner voice, my amazing little daughter, and moving to Hawaii on my own to pursue my education.
Q: What are three things you love about UVA?
A: The sense of community, the architecture, and the gorgeous gardens.
Q: Do you collect anything?
A: Basically anything awesome from Goodwill.
Q: Why did you choose your profession?
A: Graphic design gave me the opportunity to share my artsy, creative side with others. It was something that I was always interested in, and it came somewhat naturally for me.
Q: What are you usually doing on the weekend or during time off?
A: Making jewelry, doing photography sessions, gardening, and most of all, spending time with my husband and 2 year-old daughter.
Q: What is the best advice anyone ever gave you?
A: My mom has always been supportive of me. From the day I could hold a crayon, she encouraged me to do what I love, no matter what. She would always tell me: Look at the birds of the air- they neither sow nor reap nor gather into barns, and yet your Heavenly Father feeds them…Therefore do not worry about tomorrow, for tomorrow will worry about itself. She helped me to understand that it’s better to live a life full of doing what you love then to do what everyone thinks or tells you to do. When you live a happy life, everything else is taken care of.
Q: What about you would surprise us?
A: I was dance club president in college and loved performing in front of large crowds- just don’t ask me to do any public speaking!