Moving a Culture Toward Collaboration Kimberly Allain, Director, Human Resources Kimberly Villanueva, Interim Director, Strategic Project Mgmt., Planning & Budget, OE Committee Michelle Elrod, Principal Learning Consultant, Human Resources Jason Rodriguez, Strategic Initiatives Analyst, Financial Planning & Analysis, OE Committee
Topics of Discussion Jason Rodriguez Learning Outcomes OE at UCR Building a Grassroots Collaborative Culture OE & HR Strategic Partnership Moving a Culture Toward Collaboration 2
Learning Outcomes Jason Rodriguez OE & HR Partnership Build Collaborative Culture Continue Momentum E 4 Identify importance of collaboration in an efficiency initiative Inspire staff toward ownership of change initiatives Equip staff to navigate environments where leaders pose an impediment to collaboration Identify and address mindsets and behaviors that inhibit collaboration Empower staff to provide innovative solutions to the universities problems Utilize collaboration tools to build and sustain momentum 3
Jason Rodriguez What is Organizational Excellence? OE at UCR seeks to create a culture that inspires all members of our campus community to improve the use of available resources so that we operate at maximum productivity. Ron Coley Vice Chancellor, Business & Administrative Services 4
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Path to Preeminence Jason Rodriguez Excellence Research Preeminence Finish in Four Student-Faculty Ratio Reshaping & Growing Enrollment Faculty Growth Research, Scholarship, & Creative Activity Growth Surpass 25,000 students by 2020 Hire 300 new faculty members by 2020 Increase Federal Contracts & Grants by $200 million OE Foundations for Campus Health Optimal staffing Enhance efficiencies Refining and defining the use of space Diversify financing & development activities 6
Different Approaches to OE Jason Rodriguez Traditional - Top Down Grassroots - Bottom Up Senior Management Identifies solutions and directs subordinates Empowered Staff Creates innovative solutions and presents to management 7
Build Collaborative Culture Build a Collaborative Culture A Need for a Culture of Collaboration OE & HR Partnership Jason Rodriguez, Strategic Initiatives Analyst, Financial Planning & Analysis, OE Committee Continue Momentum E 4 8
Does UCR s Culture Support a Grassroots Approach? Jason Rodriguez A series of campus wide workshops were held to introduce OE to campus and begin honest conversations on the current state of affairs that proved a compelling case for change Visual Feedback Wordle - Current Challenges OE Meeting May 2015 9
Why A Culture of Collaboration is Important Jason Rodriguez Leadership Faculty Spurs innovation and idea sharing Creates synergies across campus Strengthens strategic plans Staff Develops solutions with broader impacts Provides networking opportunities Students 10
Existing Cultures Often Form by Accident Jason Rodriguez Left to inertia, environments gravitate towards silos and top-down approaches as a means to handle immediate pressures Cultures formed by Accident: A putting out fires culture A reactive culture A culture of fear A culture of power 11
Collaborative Cultures Form by Design Jason Rodriguez Moving a culture toward collaboration requires a purposeful people centered approach A Collaborative Culture Design Creates: A culture of HUMILITY Abandons bias to pursue a better way A culture of RESPECT Respects every individual s talents Practices / promotes psychological safety 12
A Model for Collaborative Culture: OE Workshops Jason Rodriguez OE Leadership debuted a collaborative model for campus at the OE workshops Provides a space to support dialogue on issues and opportunities across the campus Empowers participants to speak candidly, vote and direct the trajectory of OE Builds ownership & demand for the OE process and creates empowered networks Table Discussions Exercises Report - Outs 13
Training: Professional Development is Foundational to Organizational Excellence Jason Rodriguez Active polling and instant feedback at OE campus wide events allowed the campus to actively define the trajectory of OE and its four pillars Streamline Business Practices Create a Culture of Collaboration & Innovation Standardize Business Processes Professional & Leadership Development 14
Campus Votes are in: OE Certificate Framework Jason Rodriguez The OE Certificate program was born out of a report-out session with campus votes Professional Development Rankings Leadership Development Team Building / Collaboration Mgmt Supervisor Training Change Management LEAN Project Management Communication Skills Process Mapping 0 20 40 60 80 100 120 Training Focus May 2016 15
Support: OE Staff Ambassadors & Faculty Advocates Create a Strong OE Network Jason Rodriguez UCR has 70 staff volunteer Ambassadors enrolled in the OE program UCR Faculty have key positions and support OE workgroups in their departments Promote OE message & events across campus Support Workgroups, planning, marketing, & OE events Facilitate Campus discussion sessions during OE & Chancellor s campus events 16
Build Collaborative Culture OE & HR Partnership Collaborative Leadership & Building Community OE & HR Partnership Kimberly Allain, Director, Human Resources Michelle Elrod, Principal Learning Consultant, Human Resources Continue Momentum E 4 17
A Strategic Partnership Opportunity Kimberly Allain Capitalizing on synergies between campus needs and HR s mission created an organic partnership for collaboration on the OE Certificate program Build upon collaboration study led by HR in conjunction with faculty & staff Seize the opportunity to align the OE Certificate program to existing HR mission Strategize a collaborative roll out plan for new professional development opportunities 18
OE Certificate Foundational Course: Collaborative Leadership Kimberly Allain As themes of collaboration & culture repeatedly surfaced, we realized technical courses would not be as effective without a strong foundation of collaboration Identified Training Priorities: 1. Leadership training 2. Supervisor training 3. Team building training 4. LEAN training 5. Project & Change Management training 19
Looking Under the Hood of the Collaborative Leadership Course Michelle Elrod Course Focus: 1. Traditional vs. Collaborative Leadership styles 2. Case studies that support collaboration 3. Psychological safety & group norms Course Take Aways: 1. Be the change you want to see 2. Individual strengths builds teams 3. Agility mindset 4. Identify / overcome collaboration challenges 20
Putting It All Together Activity Modeling: How to be the Change Model Train Kimberly Allain, Director, Human Resources Michelle Elrod, Principal Learning Consultant, Human Resources Support 21
Moving a Culture Toward Collaboration: The First Collaborative Leadership Course Michelle Elrod Trailblazers I want to participate in transformation at UCR! Early Resisters Be careful, tread lightly, hopeful but cautious Persistent Resisters We have always operated a certain way Adopters Now I have ownership in the enterprise! Each Perspective Brings Authenticity to Change 22
Shifts in Culture: The Evolution of the Personal Why Michelle Elrod Our answer to resistance is the development of the participant s personal why that naturally inspires acceptance and resulted in an increased demand for the course This is an exciting opportunity that has not been presented to us before! I can hone in on skills that are underutilized in my department. No matter my title, I can be a servant leader and make a difference. I left wanting more. I value people. We can build a growth environment at UCR. 23
Michelle Elrod When a flower doesn t bloom you fix the environment in which it grows, not the flower. Alexander den Heijer 24
Build Collaborative Culture E 4 Empowerment, Effectiveness, Efficiency & Excellence The Grassroots Spread of the E 4 Initiative Kimberly Villanueva, Interim Director, Strategic Project Mgmt., OE Committee OE & HR Partnership Continue Momentum E 4 25
Empowerment: Let s Teach Collaboration to Everyone Kimberly Villanueva The Collaborative Leadership course exceeded expectations with a surge in demand for more course offerings & requests to train people in how to facilitate the course in their departments Unexpected requests for mobile department trainings New Facilitation Skills Training course & HR Certification Program Teach backs Co-facilitation Certified HR Trainer in Collaborative Leadership 122 Empowered participants have taken Collaborative Leadership course in 9 months Students Empowered to be the change you want to see Teachers 26
Effectiveness: Building Momentum Toward Collaboration with Collaborative Tools Kimberly Villanueva MS Office Yammer: Connect, collaborate, and crowd source to build community & excellence Collaborative Leadership Yammer group debuted Yammer potential to campus 30 Campus Wide Yammer Groups exist today 405 Members UCR (All Company) 103 Members - Collaborative Leadership Yammer Group Everyday new people join UCR Yammer Groups looking to connect & collaborate 27
Efficiency: Grassroots Ownership Of Department Efficiency Kimberly Villanueva At the grassroots level people were empowered to take responsibility to increase efficiencies in the processes they work with everyday Spotlight: Events Conferencing Workgroup Self-selected advisory committee and 6 subcommittees Developed a collaborative plan to streamline the event planning process across campus Identified challenges & developed a plan Hosted focus groups for process input Approached VCPB with a project proposal Supported and staffed the project with an OE Project Manager Reviewed and updated policies & procedures Developed training program for staff & customers 28
Excellence: OE Showcase Collaboration Fair Kimberly Villanueva Campus workgroups showcase OE efficiency initiatives underway in their departments Spotlight & support OE workgroups Share knowledge, best practices, tips, tricks, & lessons learned for future projects Inspire excellence & create a network of OE resources and experts Supported by leadership, faculty, students & staff 29
Momentum: Continued Collaboration & Striving for Excellence Together OE has generated a rapid number of unexpected successes, each one building off of the last and demonstrating an increased sense of ambition and ownership of UCR s culture & processes Kimberly Villanueva Current Successes: 5 new OE partnerships 3 new OE Certificate courses: Lean Forward Change Management Facilitator Certification 240 Lean Book Club Participants New department OE & LEAN onboarding efficiency initiatives Dining Excellence Event Conferencing Residential Life Next Steps: Expansion of OE Ambassador program New Chief Ambassador role Kick-off Ambassador led Lunch & Learns Development of OE Silver Certificate Development of OE Gold Certificate 2018 Second Annual OE Showcase Inaugural Class of 2018 Bronze Certificate 30
Kimberly Villanueva Culture is like the wind. It is invisible, yet its effect can be seen and felt. -Walker & Soule 2017 31
Thank you for your participation! 32
Contact Information Website: http://oe.ucr.edu Email: Organizationalexcellence@ucr.edu Kimberly Allain, Director, Human Resources kimberly.allain@ucr.edu Michelle Lynn Elrod, Principal Learning Consultant michelle.elrod@ucr.edu 33