ASBO Matters News Journal - Spring/Summer 2016 - (Page 7)
BUDGE TING W ISELY BY SAMAR A ZIPPIN
How Do You Manage
What You Don't Measure?
team and department workflow, it is simpler
to prepare for the inevitable day-to-day challenges that arise. Here's a quick guide on three
ways you can use your data to better manage
1) Show Efficiency
iminishing budgets and staff are
becoming the new normal for
school districts, especially when
it comes to operations and facilities departments. Typically, the
operations budget is less than 15 percent of
a district's total annual budget.
As a leader at your district, you must use
your budget wisely. A key component to
this is data-driven decision making. Using
data-driven decision-making techniques,
you can better manage your team by sharing employee and team performance; having focused discussions with management
about team workload; and remaining confident in conversations asking for additional
resources, budget, or staff.
Data-driven decision making starts with
having the necessary data. Data is a strategic advantage when it comes to building a
business case for your operations and facilities' needs. The first step is collecting the
data on your operations. An automated
operations management platform can help
collect information about your district as
your team completes the work. When evaluating a software platform, consider a system that:
o Automates your maintenance, IT, and event
work flow to save your team time.
o Tracks all your work history, including time
to complete work and associated costs.
o Includes robust reporting capabilities to
share this information.
o Delivers industry benchmarks to compare
your performance to districts nationwide.
By leveraging the data available about your
Whether it's showing your team members
their day-to-day productivity or showcasing
team productivity to upper management,
use metrics and reports to demonstrate
the work of your team. These metrics can
include time allocation spent on emergency
work orders, event set-up, preventive maintenance, IT help desk tickets, and other key
To determine team efficiency, several
reports are invaluable. Districts often use a
work order completion report, which compares the number of work orders submitted
to work orders completed on a cadence of
your choice, such as weekly or monthly. The
average institution completes 63 percent of
work orders within seven days, while the top
20 percent of institutions complete 77 percent of work orders within seven days.1
To determine team productivity, another
common report is hours per employee per
week, which indicates productive wrenchturning hours each employee performs
per week. The average number of hours of
wrench-turning time is 19.58 hours per week.
The top performers clock in at 24.6 hours per
week of productive time.1 This type of report
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Table of Contents for the Digital Edition of ASBO Matters News Journal - Spring/Summer 2016
From the President
Executive Director’s Message
Budgeting Wisely How Do You Manage What You Don’t Measure?
Financial Management Managed Print Services Help PCCPS “do More With Less”
Supplier Partnerships Benefiting From a Supplier Partnership
Risk Management Balancing the Burden of Risk Management and Compliance
Innovative Classrooms Bel Air High School Opens New Aquaponics Lab
Interactive Data Schools Can Achieve Budget Transparency Online
School Environments Keeping Eyes on the Ball(s) — Creating Healthy Indoor School Environments
Professional Development (Net)work That Conference: 15 Proven Tips to Help You
Index of Advertisers
ASBO Matters News Journal - Spring/Summer 2016