How to practically organize work in public administration

1. How to practically organize work in public administration Office communication PO – 02

2. What others say … • Out of all the things you could say, choose the things you should say to accomplish your goal. • (unknown) • The art of communication is the language of leadership. • (James Humes) • Offering advice when another is expressing themselves is not a form of listening. Asking a question is. • (unknown) • In absence of communication the mind is left to speculate. Speculation is the mother of mistrust. • (unknown) • Two monologues do not make a dialogue. • (Jeff Daly) • … what do you say?

3. What about you ? • Knowing how office communication works – What is in it for you as a leader? • Knowledge about • handling information more efficient • organizing more efficient meetings • communicating more efficiently and use tools like agendas, meeting minutes, reports • … will make you a leader others follow!

4. Organization and information Creating, generating: Activities to manifest information and to bring it into existence Using:Activities to support access, exchange, share, disseminate, etc. Preserving: Activities to ensure that information is authentic, available, reliable, understandable, and usable for as long as required

5. Bad knowledge management will lead to • poorer quality decisions • a higher risk • a lack of trust • lost opportunities • increasing costs • a loss of the organizations memory • …etc.

6. The knowledge management circle

7. Methods to improve knowledge (1) • Job Rotation • Yellow and blue pages

8. Methods to improve knowledge (2) • “Lessons learned” • Mind map

9. Types of meetings There are different types of meetings for which agendas and minutes must be prepared: Official meetings that are demanded by law, such as meetings of boards or committees. Meetings of the various teams, departments, project groups, task forces, etc. staff meetings regular exceptional regular exceptional

10. Reasons for meetings • Coordinating, planning • Solving a problem • Making a decision • Reaching an agreement • Discussing, informing • …etc. !But note: Only distributing information is NOT a good reason to call for a meeting.

11. Think before you meet • What outcome do you want to reach by the end of this specific meeting? • To achieve this particular meeting outcome, what do you have to do during the meeting? And how much time will each item require? • What idea building processes can you use? • Who needs to attend the meeting? • What should you send the participants in advance? And what information should be available at the meeting (i.e. a report, proposals, etc.)? • Inform all about needed preparations.

12. Organization and arrangement of meeting conditions • Among other things, the organizer of a meeting should pay attention to the following aspects: • Meeting room • Seating arrangement • Media technology and equipment • Environment

13. Components of meeting organization and logistics: Announcing the meeting and inviting participants. Preparing material, drafting the agenda and sending it to participants and asking for additions and material to bring. Organization and arrangement of the meetingconditions and the equipment used during the meeting.

14. Effective meetings • Start right on time • Set definite timings • Be action- and output-driven • Establish rules (mobiles off, etc.) • Define objective and write an agenda • Who has to be present? • Write minutes or have someone to do it • Close meeting with clear aims • Prepare yourself

15. Agenda guidelines • Collect the relevant topics and bring them into order. • Prepare the agenda in advance and hand it out to the participants beforehand. • Agree on a standard for agendas in your ministry. Essential contents are: • Name of the ministry (and logo) at the top • Meeting title, date, time and venue • Objective, leader, participants, please bring list • Agenda items in different columns with headings (e.g. what, how, who, time, desired outcome) • Next meeting: Date, time and venue • Format agreements like font size and colors • File name

16. Tool XYministry

17. Recommendations for writing minutes • Use the agenda as a guideline to format the minutes. • Don’t try to include everything said by everyone. • Distribute the minutes quickly after the meeting. • When possible, the minute taker shouldn’t be a participant. • Record all assignment or responsibilities, write down the responsible persons. • Record timelines in “time lines” column. • If someone talks too fast or doesn’t peak clearly, ask for clarification. • Before the group moves to a new topic, ask for any missing information (e.g. who is responsible for an action, etc.). • Attach documents handed out during the meeting. • Proofread your minutes.

18. Guidelines for minutes: • Name of the ministry (and logo) at the top • Name of committee, team, department and program • Meeting title, date, time and venue • Minute taker‘s name • Participants of the meeting and persons who were planned to attend but who were absent • Minute contents in columns with headings (e.g. topic, summary, responsibility and time lines) • Format agreements like font size and colors • File name

19. XYministry Tool

20. Reasons for reports Project Defining the problem Generating an aim Specifying the objectives Identifying the resources Choosing the strategy Implementing Need for reports Monitoring Redesigning

21. Features of all reports • They explain a series of facts which are based on evidence. • They provide information which can usually be checked. • They inform in a way which is most useful for the reader. • They usually aim readers with a very specific interest in the subject.

22. Planning your report • Audience • Purpose • Remit

23. Structure of a report • Title of report  • Name of author • What is it all about? • Highlights • Progress • Recommendations • Appendices

24. Research tips for reports • Reports have to be factual and based on evidence. You should record the following information if you state a source of data: • Title of the work • Author, if you are able to find out • Title of the book, paper, journal from which the information was taken • Publisher • Date of the publication • Hint: If you write down this information immediately when you go through the research material it will save you a lot of time when you will finally have to write the report.

25. How to write a better report? • Think of your target group • Write reports concise • Write short reports • Leave out unnecessary aspects • Write in a simple language • Use simple and short sentences • Use a good structure • Avoid the passive voice • Hint: Use the “KISSprinciple” (“Keep It Short and Simple”)