Time Management: Tips to Improve Efficiency

1. Time Management: Tips to Improve Efficiency CSNA 2019 Anna Meza & Aria Drexler

2. Expertise: Practical & Technical KM wizardry +1 Teambuilding ideas Creativity & crafting Harry Potter Aria Drexler, MS, RD, SNS Training Specialist WCSD6 Meet the Trainers Anna Meza, SNS Training Specialist WCSD6 Expertise: Theory extraordinaire Writing Lesson Plans Random sciency stuff Dancing like a crazy person +1 Whether scavenger photo hunting personal protective equipment for staff safety talks, masterminding training plans, or co-conspiring on how to fill a swimming pool with jello, we are WCSD 6 Team Training Squad!

3. Objectives Participants will be able to: • Explain how kitchen/workspace layout, setup and movement affect efficiency, and evaluate their current workspace(s) for effectiveness. • Utilize tools like time management studies, filing systems and task boards/sheets to keep team on track and identify areas for improvement • Identify tips most helpful to promote productivity and focus • Demonstrate how positive communication, cross-training and development promotes kitchen efficiency • Choose from different methods of promoting communication and cross-training within the kitchen

4. Kitchen Ergonomics & Flow

5. Can you define ERGONOMICS?

6. Key Factors for Kitchen Layout • Functionality • Reasonably able to carry out day to day processes • Receiving? Storage? Dish? Prep area? Volume of workers? • Designated work stations? • Flow • Is your layout logical flowing from start to finish? • Do you have awkward areas? • Take a needs assessment of your space, and do some observation studies

7. Laying Out/ Configuring Your Kitchen Bad! Good! Why? ->

8. More Bad Designs (Just for Fun) Bathroom..kitchen… put em together and what do you get?

9. Mapping Your Layout

10. Mise en Place • French Culinary term: everything in its place • A method of prepping and organizing ingredients and equipment so they are ready to go when you need them • Cuts down on time spent potentially looking for items and increasing potential food safety hazards • Example: 100 chicken salad sandwiches • Example: 25 PB&J sandwiches

11. Organized Food Prep • Labeling & Storage • Make things easy to find for employees • Date/time made, & date to be used, item, & initials • If you didn’t make it, would you know what it is? • Utilize FIFO • First In, First Out

12. Ergonomics of Movement • Mr. Miyagi • Mise en Place! • Group similar tasks together, and use all of your faculties • E.g. if making PBJs, use two hands, two scoopers to scoop out all pb onto bread at once, instead of making each individual sandwich or only using one hand at a time • Work with staff on when to use large vs small motions • Knife skills! Use cut gloves

13. Ergonomics of Movement • The way employees utilize their bodies and motion in the kitchen have a surprisingly large impact on effectiveness, efficiency and time-management! • Think about it… • Suzy G is entering her inventory for the month, she is a newer manager, new to the process and has Alice there helping her. Suzy wrote down most of her items from what she remembers and from a partial inventory that another employee did last week. Alice is helping her enter the inventory items into the computer system, but every 3rd or 4th items Suzy says “hmm, I’m not sure...let me go double check” and she walks back to the cooler. Alice knows if Suzy keeps this up, they will be there until 5 pm finishing inventory counts. • How could Suzy improve her ergonomics of movement and speed up this process?

14. Organizational Systems

15. Time Management Studies

16. Time Management Studies Step One: Activity Tracking Steps

17. Time Management Studies Step Two: Create Goals

18. Time Management Studies Step Three: Implement a Plan • Use a Planner, Phone App, Calendar, ect… • Prioritize • Learn to Delegate • Establish a Routine • Set Time Limits • Have Organized Systems • Don’t Waste Time Waiting!!!

19. YOUR TIME BELONGS TO YOU!!!

20. Filing & Org Systems • Find what works for you! • There is a place for paper and a place for electronics • Gmail, Google, & other tools • Reach out to your district for PD resources! • Binders • Operations sheets • Don’t fill your filing cabinet, desk, or desktop with redundancy

21. Operations Sheets

22. White Boards • Keep Space Organized and Clean • Communicate with Staff • Stick with the Do’s - Not the Don’ts

25. White Board Activity 6 minutes

26. Task Productivity

27. Multitasking: Helpful, or No?

28. Multi-tasking: Truth or Myth

29. Multi-tasking? • Contrary to popular belief, humans are NOT designed to effectively multi-task! (yes, even you moms out there!) • Prefrontal cortex: two stages to focusing - goal shifting and rule activation • Goal shifting = quick • Rule Activation = the brain has to gather all the “rules” • This can take a while in older adults! • Multi-tasking = more mistakes and slower total time • It takes 7 minutes for us to re-focus on a task

30. Block Scheduling • Contrary to multi-tasking, block scheduling is the way to go • Allows you to get into the “flow” • Intensive projects: inventory or orders • Helps break down projects into edible chunks • Can use Google Calendar or a physical planner to schedule • Make a to-do list, prioritize tasks • Block out 1-2 hrs or as little as 15-30 minute chunks • Set expectations with your staff ahead of time • Give them tasks to work on and ask them not to disturb you unless it is an emergency

31. Find What Helps You Focus!

32. Find and Eliminate Distractions!

33. Daily/Weekly Task Lists • Prioritize based on when you need things done! • Make a list & check it off! • Breaking tasks down into daily vs. weekly vs. monthly

34. Shortcut Guides • Ordering Guides

35. Communication and Collaboration

36. Open Communication • “Promoting a culture of open communication where employees are encouraged to share their ideas and concerns, both positive and negative, gives employees the sense that they are valued. This feeling of value in turn leads to a greater sense, for the employee, of ownership in the company's success.” • Trust, engagement, vulnerability, investment; positive reinforcement

37. Outline Your Expectations • Broken Window Theory • How can we explain sudden drops in crime or sudden jumps in performance over time? “One unrepaired broken window is a signal that no one cares, and so breaking more windows costs nothing.” KELLING & WILSON, 1982

38. Employee Manuals/Guides • Have well-established SOPs for different programs & operations • Keep your staff up to date on procedures & changes • Update SOPs regularly, especially with new regs • Do spot checks!

39. Collaborate with Your Team! • Hold morning briefings • Use your resources to communicate whiteboards, notes, email, etc. • No NS employee is an island!

40. Listen to Your Staff • Take time to observe the workflow • Help staff complete time studies • Ask your staff questions

41. How to keep the Passion and Positivity? • Be Ergonomic! • Use Organizational Systems! • Schedule and Focus! • Communicate and Collaborate

42. Questions? Resources: https://meandjulio.blog/2019/04/04/three-small-steps-for-school-success-the-broken-windows-theory/ https://www.amanet.org/articles/open-communication-vital-to-business-success/ https://www.apa.org/research/action/multitask

43. EXTRA TIME?!? Ice Breaker Fun! Each team take a ping pong ball from the container and answer the question within your circles