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 your department. 1) Show Efficiency D 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 operations functions. 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 ASBO MATTERS NEWS JOURNAL * 7

Table of Contents for the Digital Edition of ASBO Matters News Journal - Spring/Summer 2016

From the President
Executive Director’s Message
Association News
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