PLANNING AND PROBLEM SOLVING

Workshop

YOUR WORKSHOP LEADERS

Anna Baccin Rabab Gomaa Leah Jones Céleste Séguin

WELCOME!

Whether you're new to the profession or have years of experience, change will be all around you, creating challenges in the areas of:

Management Policy and Delivery of Services.

HOW CAN YOU BE READY?

With the right tools! This workshop will bring you...

Five Steps For Resolving Workplace ProblemsThree Problem Areas and their impact on Management, Policy or Delivery of Services

Examples of Ways To Focus Attention on Solutions

WHAT IS PLANNING?

Planning is preparing a sequence of action steps to achieve some specific goal. It is like a map and can reduce time and effort in achieving a goal. Following a plan shows you how much you have progressed towards the project goal and how far you are from the destination.

WHAT IS PROBLEM SOLVING?

Problem solving involves knowing the issues, considering all possible factors and finding a solution. Initially, all possible solutions are considered equally so that the best possible solution can be found.

MAPPING SOLUTIONS: THE FIVE STEPS

Define the

Problem

Analyze the

Problem

Establish

Criteria

Propose Solutio

ns

TakeAction

PROBLEM SOLVING CHALLENGE: THE WOLF, THE GOAT AND THE CABBAGE

http://jeux.lulu.pagesperso-orange.fr/html/anglais/loupChe/loupChe1.htm

THREE PROBLEM AREAS

MANAGING CONFLICT– as humans interact in the workplace

POLICY AND SYSTEMS – keeping up with rapidly changing technologies and their impact on information providers  

CHALLENGES TO DELIVERY OF SERVICES– an unstable economy has led to reduced budgets and funding and organizations are expected to “do more with less”

MANAGING CONFLICT:MANAGEMENT CHALLENGES

A manager deals with various issues. One of these is dealing with interpersonal issues when dealing with conflict in the workplace. Another is the planning that is involved in the management .

So what can a manager do?

LISTEN TO THOSE AROUND YOU

“The single biggest problem in communication is the illusion that it

has taken place.”

--George Bernard Shaw

CONFLICT WITH OTHERS IN THE WORKPLACE: PROBLEM-SOLVING SKILLSCompetition and conflict is a fairly normal aspect of a workplace environment. However, when this becomes an interpersonal issue, or an issue that your team is facing, it can make work difficult and stressful to deal with.

Let’s take a look at a YouTube video to learn more:

https://www.youtube.com/watch?v=nVupFiks9Y0

CONFLICT WITH OTHERS IN THE WORKPLACE: PROBLEM SOLVING SKILLSWhat can we take from this video?

While there are various ways of dealing with workplace conflict, the host of the video provides two alternating methods of problem solving.

Competing: Competing with others, especially if working in a team environment, is not always recommended because it can cause further conflict within colleagues. However, it is important at times to stand up for oneself or the work that one does.

Accommodating: Working with individuals can sometimes mean that you have to back down from confrontation. It is important that you are not always putting others first (being a “push-over”) but one should try and think of others when dealing with conflict.

CONFLICT WITH OTHERS IN THE WORKPLACE: PROBLEM SOLVING SKILLSLet’s put our knowledge of problem solving skills to the test. In the situation below, what would you do?

You are a supervisor within an information management company. You look over five staff members where you help them in the projects that the company is working on. You are noticing that one of your colleagues within your department is always trying to outshine you at work. Despite your best efforts to work as a cohesive team, this individual seems intent on working apart from the group in order to demonstrate to your manager how much harder they work than you. This is causing a rift within your department, and is affecting the projects that you are trying to complete.

How would you deal with this situation? How does this apply to the five steps?

MAPPING SOLUTIONS: THE FIVE STEPS

Define the

Problem

Analyze the

Problem

Establish

Criteria

Propose Solutio

ns

TakeAction

THE IMPORTANCE OF STRATEGIC PLANNING IN MANAGEMENT

Strategic planning is a structured process of looking ahead at long term goals that an establishment wishes to accomplish. Strategic Planning is a core concept of planning in most organizations.

While strategic planning is usually done by directors or managers, more and more other employees are being taught about strategic planning and how they can help.

We will look at some perks of strategic planning and look at how you can help in the strategic planning process

THE IMPORTANCE OF STRATEGIC PLANNING IN MANAGEMENT

Advantages:

Allows directors or managers to evaluate different opinions before making a final decision

Allows managers to visualize their work in a more proactive way

Requires managers and directors to bring forth a long term goal mission statement, demonstrating their vision to other employees in the organisation

Allows you to look at strengths, weaknesses, opportunities, and threats of the project (SWOT matrix)

THE IMPORTANCE OF STRATEGIC PLANNING IN MANAGEMENT

So what can we take as information professionals from strategic planning?

Be proactive

Do not be afraid to bring any ideas you have to improve the organisation to your manager or director’s attention

Work not only day-by-day, but looking towards long term goals as well.

POLICY AND SYSTEMSINFORMATION POLICY CHALLENGES

Creating an exceptional workplace environment

Policies and procedures provide a set of company rules and regulations as well as consequences for non-compliance.

Visionary statements provide inspiration and a framework for action for staff, and confidence for current and potential funders.

Policies can only keep you out of trouble if you enforce and communicate them.

Where should a policy maker start?

EXERCISE YOUR GREY MATTER

“No problem can withstand the assault of sustained thinking”

--Voltaire

THE WESTERN EXPERIENCE

Recently, workplace culture issues at Western University’s Library prompted a review of policies and practices.

Policies and procedures there were described as “cumbersome, confusing, and time-consuming”, causing employees to lose sight of long-term goals and objectives.

Librarians and Archivists at Western reported a high level of confusion and lack of clarity regarding policies and procedures that pertain to issues such as committees, Promotions and Continuing Appointments, assignments, personal evaluations, and general accountability.

This caused frustration and discontent among workers.

APPLYING THE STEPS

Step 1: Define the problem. Examine and evaluate existing policies and how they are being carried out.

Step 2: Analyze the problem. Identify how policies are perceived by management and workers and where the trouble areas are.

Step 3: Establish criteria. Consider how best each participant may be understood and appreciated and how to communicate these needs.

Step 4: Propose solutions. Consider ways to communicate the values and mission.

Step 5: Take action. Continuously review and reassess.

WESTERN LIBRARY: THE FIVE STEPS

Define the

Problem

Analyze the

Problem

Establish

Criteria

Propose Solutio

ns

TakeAction

Evaluate existing policies

How are policies perceived and carried out?

Consider how best each participant may be understood

Better communicate the values and mission

Provide opportunities for dialogue

WESTERN REPORT: RECOMMENDATION

The Western Report recommends all members of the community share the organizational vision, be active participants in the realization of the strategic goals, and understand the implementation plan and everyone’s roles and responsibilities in achieving it. The vision for Western Libraries needs to be more clearly and regularly communicated. The plan needs to be collaboratively developed by Library Management and Librarians and Archivists generally.

WESTERN REPORT: ACTION PLAN

Conduct a facilitated leadership retreat for Library Administration to build team cohesion around goals, strategic plan and vision.

Establish regular opportunities for face-to-face dialogue between Library Administration and Librarians and Archivists on the development of strategic and ongoing initiatives.

Create an implementation plan for the strategic plan which includes metrics, timelines, stated accountabilities and plans for follow-up for each unit.

Ideas: Use a Town Hall setting to articulate the vision and aspirations for Western Libraries. Conduct facilitated forums for developing an implementation strategy for the Library’s vision and strategic goals.

TECHNOLOGICAL CHALLENGE

Watch the video The traditional archiving system in your organization was replaced

by a new electronic system. You don’t feel comfortable working with it.

You and your colleague apply the problem solving steps to find a solution.

TECHNOLOGICAL CHALLENGE: THE FIVE STEPS

Define the

Problem

Analyze the

Problem

Establish

Criteria

Propose Solutio

ns

TakeAction

New archiving system

Resistance to change and to learn

Brainstorm: Personal Development and work training

Speak with supervisor Learn about University ofOttawa ESIS program

Ask for more trainingGo back to school to improve skills

DELIVERY OF SERVICES CHALLENGES

When faced with inevitable financial constraints, information professionals are required to ‘do more with less.’

It is imperative to continue to provide quality services and maintain resources while at the same time facing the inevitable escalating costs and reduced purchasing power.

Budget cuts may result in policy and management changes and responsibility changing hands. Tough choices may have to be made, and positions left unfilled.

It is necessary to develop a strategic framework for the long term, recognize the budgetary constraints, and make the necessary functional changes for the future.

Priorities and goals will need to be established, and new approaches and innovative projects will be required.

So how do you go about solving these problems?

SOLVE THE RIGHT PROBLEM

Albert Einstein said, “If I were given one hour to save the planet, I would spend 59 minutes defining the problem and one minute resolving it.”

WORKPLACE BUDGET CUTS

Cutbacks, reorganization and layoffs result in stress, anxiety and unwelcome change.

Employees feel out of control and unable to concentrate on daily tasks.

Denial sets in: ‘this can’t be happening.’

Anger and resistance: ‘I’m not going to stand by and let them do this!’

Bargaining: ‘Can’t we work out a deal or something?’

Depression: ‘It looks bad and it will never get any better.’

Acceptance of reality: ‘How can we do better with less?’

PROBLEM SOLVING STEPS

Step 1: Define the problem. Frame problems and challenges in terms of ‘desired outcomes.’ This will lead to diverse and innovative solutions.

Step 2: Analyze the problem. Recognize that everything can be improved. Never stop asking ‘how can we do this better?’

Step 3: Establish criteria. Embrace the values of innovation (capability, inclusivity, possibility, opportunity, sustainability, and responsibility) and that will spell success for your organization.

Step 4: Propose solutions. Help others understand the need to change so they can be open to new approaches.

Step 5: Take action. Review and analyze continuously; always assess the pros and cons.

PROBLEM SOLVING SKILLS: THE FIVE STEPS

Define the

Problem

Analyze the

Problem

Establish

Criteria

Propose Solutio

ns

TakeAction

Frame problems and challenges in terms of ‘desired outcomes.’

Recognize that everything can be improved

Embrace the values of innovation and that will spell success for your organization

Help others understand the need to change so they can be open to new approaches.

Review and analyze continuously; always assess the pros and cons.

BUDGET CUTS, STRATEGIC PLANNING, & DELIVERY OF SERVICES

When faced with budget cuts, the delivery of services is unavoidably impacted.

Strategic planning is required to make informed choices regarding priorities and the services that need to be provided.

Determining where to cut spending is a challenge, and there is pressure to deliver savings while at the same time, delivering a high level of services to end-users that suit their needs.

How do you solve these problems? These 5 problem-solving steps will guide you in long-term planning.

PROBLEM SOLVING STEPS

Step 1: Define the problem. Examine and evaluate current products, resources and services and identify how they are currently being used.

Step 2: Analyze the problem. Identify in detail the resources that are used in delivering these products and services.

Step 3: Establish criteria. Consider creative approaches to reduce costs  and find innovative ways to maximize resources.

Step 4: Propose solutions. Consider consolidating and eliminating duplication, streamlining services, and sharing resources whenever possible.

Step 5: Take action. Continuously review and reassess.

PROBLEM SOLVING STEPS: THE FIVE STEPS

Define the

Problem

Analyze the

Problem

Establish

Criteria

Propose Solutio

ns

TakeAction

Examine and evaluate current products, resources and services and identify how they are currently being used

Identify in detail the resources that are used in delivering these products and services

Consider creative approaches to reduce costs  and find innovative ways to maximize resources.

Consider consolidating and eliminating duplication, streamlining services, and sharing resources whenever possible.

Continuously review and reassess.

PROBLEM SOLVING AND CREATIVITY:ASK ‘WHAT IF?’ AND ‘WHY NOT?’

Creative ideas can help solve problems and smooth transitional periods.

Problems are opportunities for creativity and innovation.

Important skills to develop are creativity, resilience, adaptability, resourcefulness and improvisation.

Create an environment where these skills can be developed by: Debating assumptions Accepting chaos Taking chances Allowing experimentation Tolerating failure

WORKS CONSULTED

Bergeron, P. (2001). La gestion dynamique, Boucherville, Québec: G. Morin. 3e ed.

Collins, T. The Current Budget Environment and its Impact on Libraries, Publishers and Vendors. Retrieved March 23, 2013 from: www.ebscohost.com/upoloads/general/current-budget-environment.pdf

Denham, R. (2012). Strategic Planning: Why Bother? Feliciter, 58 (5)

Millar, E. How budget cuts could kick-start creativity in the public sector, Globe & Mail, May 16, 2012

Snyder, L.G & Snyder M.J., (2008) Teaching Critical thinking and problem solving skills, The Delta Pi Epsilon Journal, 1 (2) 2008

Stueart D. & Moran, B. (2007) Library and Information Center Management, Libraries Unlimited, Westport

Weedon, A., Doucette, L., Fuller, A., Fyfe, B., McKenzie, P., Parkin, M., Robinson, J. Report of the Joint Committee on Workplace Climate . Western University. May 31, 2012

Wikipedia (n.d.) Problem solving. Retrieved March 15, 2013 from: http://en.wikipedia.org/wiki/Problem_solving

Wikipedia (n.d.) Design thinking. Retrieved March 15, 2013 from: http://en.wikipedia.org/wiki/Design_thinking

FEEDBACK AND COMMENTS

Thank you for attending the Planning and Problem Solving Workshop.

Your workshop leaders have been: Anna Baccin, Rabab Gomaa, Leah Jones and Céleste Séguin.

Connect with us to share experiences and provide feedback for future Workshops.