Staff Away Day - Exercise Help

WeirdoMagnet

Hello,

This isn't an employment issue and probably seems quite trivial, but hoping someone can cast their eye over this idea for me.

I work for a small charity as Marketing Manager. We've got a staff away day in January. We have been asked to tell the team (briefly and simply) about our job description, how the post is funded, projects we currently manage (I have three distinct projects I look after in addition to the marketing stuff), and targets for each project and/or core activities. I can manage this bit, it's the next bit I'm struggling with.

Using a format of our choice, we then need to lead the team through an exercise/discussion/activity to help them think creatively about how to make the most of my time, maximise the impact of my projects and get the most out of the funding available (in terms of delivery and also in terms of building resources/ skills/ legacy). The whole lot needs to take about 40mins.

My main challenge that I would like to show the team is that I don't have enough time in my week, so am constantly playing catch up, doing what is priority that week, being reactive rather than proactive, not really having a proper plan that I stick to, and basically struggling to stick to deadlines and deliver a complete job. I was thinking that I could give each person a real-life scenario of what could/has happened in my week, they have to read it, digest it and then work together to come up with a schedule for the week, all of the time thinking of the best use of time, impact of the project, building resources. As they're doing this, I was thinking that as they're getting their heads round it, I could introduce other stuff that might not be planned for but could be added in - trustees popping in for a chat, the opportunity to attend an event, etc etc.

But, that all sounds really dull. Without spending stacks of time thinking about it and developing an activity (putting me even more behind!) - what can I do? Any ideas or inspiration out there?

Thanks for reading!

Georgina

getmore4less

Push back.

You are already unable to do your job effectively so why are you adding more work.

or make the investment now to get a return later

Use the opportunity to look for ways to offload the work or get others to do more before they hand over to you.

Part one you highlight the areas under time pressure on projects and day to day.

Part two is where you are looking for others to help you solve the time problem.


Sounds like you need to be prioritising much sooner rather than on a weekly catch up basis, or getting more hours, or delegating more.


if the others are all over loaded then as a team you need to look for productivity improvements ideally ways to eliminate tasks.

WeirdoMagnet

Thanks GM4L - you're right of course. I was thinking that this is just adding to my workload, but worried that I would just be perceived as negative towards the away day, not a team player etc, which is why I just wanted to toe the line and prove the point via the exercise!

I have a meeting with my manager on Wednesday - think I will raise this then.

Thanks for responding.

Evilm

Look at stuff like information gathering. One way I do this is a pot of stones. give everyone a pot (or a few people) and tell them thats their 'time' for the day.

Everytime they have to give you something they didn't give you in the first brief which was obviously required they lose a stone. You loose one or two stones. Core tasks take a few stones but less than the little 'bits' that you need to fill in because they werent' done right at the time.

Then after doing that look at what stones they've got left and how little time they've got to do other core necessary tasks.

For example: Prepping a request to you in one go(1hr): 4 stones them 4 stones you.
an hour or two later hunting down one bit of info that would have taken a couple of minutes in that 'hour' (15 mins): 1 stone from them, 2 from you.

Do that a couple of times over a day and you soon see something that cost you a 10th of a stone when focusing on the project costs you and them an entire 'project' worth of stones.

I do the same with people over things like moaning or overanalysing past projects and their failures or niggles. A 2 stone cost once that turns a bit of each future project from 2 stones each to 1 stone each? worth it. a 2 stone loss that changes nothing for the future or actually increases the cost for future projects to 3 stones or more? Bad.

getmore4less

You need to plan time for this, so that will mean something will have to give leading up to the day.

Time to discuss priorities and what can be put off for a few weeks to make room for this extra project.

one thing that may be worth doing is look back over the last 3 months and work out how time has been spent especially all the off project time like the chats with trustees other meetings etc.

Then look the next 3 months and do some advanced planning.

cazziebo

Can you phrase your job description into a one liner? Write it at the top of a flip chart. On the flip chart draw the urgent important grid

On post it notes write down all the tasks you do on a day to day basis. Include all the informal stuff - some of which is important. Then ask the attendees to stick the task on the grid, making a judgement on how important you think it is.

The value of this will be in the discussion. Some people might not understand the real purpose of your role and it's good to make that clear and reinforce it. Also, some people might not recognise the impact of shunting yet another project onto your shoulders.

Sum it up with three learning points you take away from this. e.g. Say no more often and because of this exercise people should understand why you have to).

Funky_Bold_Ribena

I'd also do the 7 habits time management grid activity.
Have them initially write down all the things they think you do; and counter that with all the things that you actually do.
They put them into the grid as a team.
You all discuss what you need to concentrate on [the non urgent but important stuff].
How they can help by keeping their ear to the ground and communicating any potential opportunities directly to you.
Give them the framework for the opportunities that you need to know about.
Perhaps offer a lunchtime talk on your dept or a work shadowing opportunity for half a day to each other dept.

WeirdoMagnet

Thank you all so much for your ideas and support - it is much appreciated.