NEW MEXICO PUBLIC EDUCATION DEPARTMENT

1. NEW MEXICO PUBLIC EDUCATION DEPARTMENT DESKTOP MANUAL WORKSHOP January 25, 2005 Quality Assurance & Systems Integration Division Quality Assurance Bureau

2. FOCUS of Workshop • purpose • design • how-to’s • maintenance • technical assistance

3. PURPOSEMaking Microwave Fudge • Designate the following roles for your group: • TheObserver: only observes, must not offer help or comments. • The Baker: bakes the fudge • The Baker’s Assistant (s): helps with baking • 15 minutes have been allotted for this activity.

4. PURPOSEDebriefing the Microwave Fudge Activity: WITH RECIPE: • What are some of the behaviors The Observer noticed? • How did the group work together to follow the recipe? • How can this be used as a metaphor for the DTM? • What did you individually experience in your role?

5. PURPOSEDebriefing the Microwave Fudge Activity: WITHOUT RECIPE • What are some of the behaviors The Observer noticed? • How did the group work together to figure out how to make the fudge? • How can this be used as a metaphor for the DTM? • What did you individually experience in your role?

6. BRAINSTORM Based on what you experienced; let’s discuss how the Desk Top Manual can be a useful tool.

7. BRAINSTORM: Ideas QAB Came Up With • EDA’s • Self Review • Setting Goals • Cross Training • New Employee Training • PAQ’s • Hiring Process

8. DESIGN A Desk Top Manual answers common questions like: • “What is my job?” • "What is the vacation policy?" • "What happens if I get called for jury duty?" and "How do I report inappropriate behavior?" • “How do I access forms and files on the PED Network?” • “What are the policies and procedures I should follow when completing my assigned tasks?”

9. DESIGN The exercise of preparing a Desk Top Manual offers a prime opportunity to evaluate the policies and procedures of your bureau.

10. DESIGNWeaving Your Core Values into Bureau Culture • Along with outlining behavior expectations, communicate your bureau’s values via the Desk Top Manual. • This will provide a reference point for bureau practices and individual behavior.

11. DESIGN Protect Your Bureau • Recognizing and reflecting values will help retain desirable employees and build a solid foundation for your bureau.

12. DESIGN Protect Your Bureau • A comprehensive Desk Top Manual protects your organization/bureau. • A Desk Top Manual describes the behavior that is expected of each employee

13. DESIGN Protect Your Bureau • It also describes unacceptable behavior, such as harassment (Title IV) or use of company equipment for personal business, and outlines the consequences of such behavior. • A Desk Top Manual addresses issues before they become problems.

14. DESIGN Practice Good Management • A good manager treats employees consistently and fairly. • A good Desk Top Manual lays the foundation for fair and consistent treatment. • When bureau policies and procedures are recorded and available for all employees to see, there is less chance for confusion or misunderstanding.

15. Individualized DTM’s • The PED’s goal is that each individual employee has a desk top manual • This manual should be built around that person’s job description • The individual’s job description should appear at the front of the manual

16. Using Desk Top Manual Template Folders on PED Network

18. HOW-TOWork Session: Break Out Groups • DTM 101: In the beginning stages of preparing the Desk Top Manual • DTM 201: Updating current Desk Top Manual

19. Storyboarding PURPOSE CARD Designing Your Desk Top Manual HEADER CARD HEADER CARD HEADER CARD DTM Sections DTM Sections DTM Sections SUBHEADINGS SUBHEADINGS SUBHEADINGS Documents within sections Documents within sections Documents within sections Documents within sections Documents within sections Documents within sections

20. Storyboarding • This process allows you to create/build/refresh your Desk Top Manual • Use the Sticky Notes and Section Templates provided to Storyboard your Desk Top Manual • Your manual should reflect your bureau’s individual needs

21. Storyboarding • Discuss with your group what sections your Desk Top Manual should include • Discuss where documents that your bureau uses often belong within the manual • Discuss ways to make the manual user friendly and accessible

22. Prototype’s Table of Sections 1. PED Organization 2.Strategic Plan 3. Position Responsibilities 4. Performance Measures 5. State Frameworks 6. Division Action Plans 7. Calendars 8. Budget

23. Prototype’s Table of Sections 9. Joint Powers Agreements (JPAs) 10. Personnel 11. Policies & Procedures 12. Public Education Commission 13. Evacuation Procedures 14. Department Protocols 15. File System Directory 16. Directories

24. MAINTENANCE • Designate one person to maintain the master copy. • We recommend you review your customized Desk Top Manual at least once per year to ensure that the Manual you hand out to new hires is correct. • If needed, you should also update current employees on any changes.

25. NEW EMPLOYEE TRAINING PPT • Having a well written New Employee Training PPT will insure that procedures are performed in a consistent and accurate manner. • It will reduce crisis and the time needed to train a new person in the job or to cross train other people in the job.

26. NEW EMPLOYEE TRAINING PPT • View an example of a New Employee PPT • This PPT will be available on the P-Drive as a template • Use your desk top manual as a guide when designing your power point

27. New Employee PPT: Using it for CROSS TRAINING • increases team work • eliminates the “It’s not my job” syndrome • provides extra hands when there is a work overload such as, when people are on vacation or away from work for other reasons.

28. New Employee PPT: Using it for documentation of job duties • The fear sometimes associated with an employee leaving or being terminated ‘because they are the only one who knows the job’ is eliminated if the work has been well documented.

29. New Employee PPT • The time and effort invested in well-written procedure/training PPTs will pay dividends many times over!

30. TECHNICAL ASSISTANCE & RESOURCES on P-Drive: • QASI Division Desk Top Manual on P-Drive • Desk Top Manual Workshop on P-Drive • Workshop Evaluation • Website Links • QAB New Employee Power Point

31. Wrap-Up • Evaluation • Ideas for future trainings • Closing

32. Evaluation DESKTOP MANUAL WORKSHOP THINK! PAIR! SHARE! In groups of three, discuss workshop strengths, opportunities for improvement, and ideas for the next training. Take two minutes to share with each other and be prepared to report out on the best suggestion and/or comment you heard.