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Effective Policy and Procedure Management for FMs

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Discussion about Policies and Procedures related to Facilities Management of Churches. Basic design, implementing a program, and maintaining policies and procedures for churches.

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Effective Policy and Procedure Management for FMs

  1. 1. Effective Policies and Procedures
  2. 2. Lesson Objectives Motivations / Benefits Need Design Strategy Creation Institution Enforcement
  3. 3. Motivation
  4. 4. Small things - lead to - Big things
  5. 5. When no Lines are Drawn
  6. 6. Motivation: What is the problem? Inconsistency Low Customer Satisfaction Downtime Cost Rework Confusion / Frustration / Morale Inability to grow / climb to next rung
  7. 7. Motivation: Examples of the need Sunday MorningWorship Cooling not working VBS Decorations lead to excessive rework / cost Newly Built Classroom Cubbies easily broken Baptistry does not fill, wasting time and water Gas left on with no pilots lit in kitchen
  8. 8. Motivation: Imagine Clarity Predictability Confidence in CompletedWork No Customer Complaints
  9. 9. Benefits
  10. 10. Benefits: Creating Important communication device Consistent each time Documents the why – provides understanding Posted results from past debate Agreed starting point for future improvements
  11. 11. Benefits: Publishing Review / Share / Revisions Reduction in future re-work Make accessible Accountability Compliance with some laws Customer Expectation
  12. 12. Benefits: Enforcing / Improving Customer Satisfaction Equipment Life / Reduced Cost Employee Productivity Business Continuity Foundation for Future Improvement
  13. 13. Need
  14. 14. Need when process is: Lengthy Complex Routine, but Critical Demand for Consistency Involves Documentation
  15. 15. Need when process is: Significant change Serious consequence if wrong Similar repeated questions People seem confused Interpreted multiple ways
  16. 16. Successful Implementation
  17. 17. Success will include: Whole team Understanding the why Clear purpose and goal Ownership Visual content Staying positive Updates / Revisions
  18. 18. GettingStarted Basic Strategy
  19. 19. Basic Design Simple Organized Prioritized Assessable
  20. 20. Simple Clear Repeatable Facility / Campus specific Simplified owner’s manual Checklist, maps, color coded Wording related to user Volunteers able to complete Makes training easier
  21. 21. Organized Code System Formatting text Systematic Logical
  22. 22. Prioritized
  23. 23. Accessible Posted Unlocked After Hours Online Trained on Laminated
  24. 24. FirstSteps Detail Strategy – Plan / Design
  25. 25. Starting Point Take an Inventory List Job Descriptions Critical to Mission or Success Lesson’s Learned
  26. 26. ListSpecific Procedural Needs Workflows Processes Existing forms Needs for Data Collection Codes All Guidelines Unwritten Rules
  27. 27. Facilities Examples Facilities Specific:  PM’s / Operational Procedures / Checklist  Baptismal  Trailer use checklist  Elevator monthly  Time sheet  Sewage pumping station  Quarterly HVAC cleaning / filter change  Carpet cleaning procedure and checklist  Fire alarm testing
  28. 28. Campus Examples CampusWide:  Employee Handbook  Benevolence Policy  Vehicle Policy  Vacation / Time off Request Policy  Wedding Policy  Facility Use Policy  Kitchen Policy  Security Policy  Childcare Guidelines  New Ministry Start-up Request
  29. 29. Define Types Policy Guideline Procedure Process Map Work Instruction
  30. 30. Examples byType  Workflows  1. Once Contracts are signed move to In Progress Folder  2. Archive all Financial related Documents for 7 years, purge older  Processes  1. Key Request form routed to Pastor, Maintenance, Front office  2. Room Set-up request reviewed, approved, follow-up, assignment.  Existing forms  1. Key Request  2. Equipment Borrow Request  Needs for Data Collection  1. Fire AlarmTest  2. Oil /Water Separator Report  3. Food Storage FreezerTemp /Time
  31. 31. NextSteps Detail Strategy – Create / Implement
  32. 32. Group Categorize Prioritize the List Number / Code Template
  33. 33. Templates Format Standardize Format Required portions Readable Breaks into searchable parts
  34. 34. Create Fill in the Blanks Cut and Paste from OEM WithTemplate it becomes Cookie Cutter Ensure Safety Steps Include Site Specific Details Remember Language
  35. 35. Publish Edit Review Sign-offs Training Print / Post / Upload / Attach Electronic /Workflow Process Matches
  36. 36. Implement Launch New Normal Institutionalize Consistency Accessible Checklist /Workflow
  37. 37. Enforce Audit Review Carrot or Stick Extreme Ownership Example Process Improvement Example Annual Policies Review Employee Refreshers – Document in file
  38. 38. Examples Discussion
  39. 39. Trailer
  40. 40. Coffee
  41. 41. Baptistry
  42. 42. Pressurized SewageAir Release Valve
  43. 43. NACFM Resources
  44. 44. NextSteps Never quit Restart Look deeper Never satisfied Improve training programs
  45. 45. Questions
  46. 46. References  MarieWelch, NACFM Research Paper, Development and Implementation of Effective Policies and Procedures for Church Facilities, April 29, 2005 taken from NACFM.com member login  http://virtualproductivitysolutions.co.za/2011/11/02/5-key- benefits-of-a-standard-operating-procedures-manual/  7 Reasons toWrite Business Policies and Procedures JANUARY 20, 2016 BY PATRICIA LOTICH  http://www.businessperform.com/articles/human- resources/writing_procedures.html  http://thethrivingsmallbusiness.com/7-advantages-to- writing-business-policies-and-procedures/  https://www.iso.org/home.html, https://www.iso.org/files/live/sites/isoorg/files/archive/pdf/ en/how-to-write-standards.pdf  https://www.mindtools.com/pages/article/newTMC_78.ht m

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