Best Wishes for a Bright Future

This is my last blog post as Vice President of the Institute for Public Service. I have enjoyed 31 wonderful years at UT, most of them at IPS. The results of the work of this place touches every Tennessean; they just don't know it. You help keep their taxes low, their government more efficient, their businesses healthy and their law enforcement well trained. You help create leaders for today and tomorrow, and champion great causes in many areas including economic development. I could not be more proud to have served a career helping to guide this place.

I've said many times, I understand that it is the staff who make things happen and do the good work. I held the fortunate position of being able to brag about it to others.

• The President and his senior staff are much more aware of the work of IPS than they were a decade ago and we have on-going partnerships with every campus and institute.
• The Board of Trustees understands the importance of what we do and they support our mission.
• Even though we've seen tough economic times during the last decade or so, MTAS received a $550K increase in state appropriation, LEIC received a $500K increase in state appropriation and the Naifeh Center received a $75K increase in state appropriation, in addition to the other increases that the state funded for salary increases, benefits and operating.

That's not a bad track record, and I didn't make it happen. The staff and their excellent work speaks for itself.

Also during this time we have:

• increased staff salaries by an average of 40 percent while the cost of living during the same period increased 32 percent.
• We've made it a priority and provided funding for a minimum of 32 hours of professional development every year to keep skills and knowledge current.
• We improved our performance measures and therefore our accountability to the tax payers who provide our funding whether it be through federal tax dollars, state tax dollars or local tax dollars.
• The Balanced Scorecard demonstrates our progress and I believe the Baldrige criteria will move our organization toward greatness.

I am not a perfect leader, but I have led with dedication and conviction to do the right thing, to treat everyone fairly, and to create opportunities for all. I have been an advocate for IPS and, at times, I've been a pain in the side for some. I accepted my role, and I have just a few "do-overs" I wish I could get to.

This is a GREAT place. It accomplishes amazing work. And, this is not a job, it is a calling. To serve the public is not for the faint of heart. I appreciate all the opportunities that have been provided to me by many mentors along the way. Gary Baskette hired me into IPS. Tom Ballard mentored me into a leadership role. Hank Dye could not have been a stronger advocate, and there are many more to whom I am eternally grateful. Joe DiPietro is a great president and he is moving the university toward excellence. I appreciate  all the friends and colleagues that I have made along the way. And, I most appreciate the support I've been provided by those who also believe in our mission.

Special thanks to the Central Office staff who have made coming to work a joy every day. We laugh together. We play together. And, sometimes we cry together. I love them all!

I look forward to hearing great things in the future. There is much work left to be done. God speed to all of you.

Sincerely,
Mary

What a wonderful staff

Well, I keep getting really nice notes and I can't possibly post them all, but I have a few more I'd like to share.

I got back from the APWA Conference in Toronto this past Friday evening. Saturday I got up and moved my oldest son (a Jinks  Scholarship Recipient) to Mississippi to start a new job as a Quality Control Chemist for Drexel Chemical Company. Sunday (starting Saturday night) we were in Sharon, TN, for the baptism of my two grandnephews. So, when I finally got to catch up on my mail Monday, I found a very nice note from you. I want to thank you so much for the personal note. The issue about donating employee sick leave that I brought up in that IPS ERC meeting meant something to me, as the Jackson Office had wanted to do just that, and the rules wouldn’t let us do what we wanted to do. You pointed out to me that I should always remember from the fact that those rules are now being changed that one person can make a difference. Well, this one person could not have made a difference if you had not chosen to champion the issue. When it was discussed that the UT rules were the way they were, and that they were not in alignment with the state, you were the one who said that it wouldn’t hurt to ask if they could be changed. So, thank you for that. I will remember that one person can make a difference. Also, thank you for endowing the Jinks Scholarship. Both of my sons have been recipients and our whole family appreciates what you did. 

Thank you for the time that you and Jack took to talk to my son, David, at this year’s annual conference. With David being interested in a law enforcement career, he appreciated Jack sharing his experience and advice. Speaking of making a difference, and of championing, thank you for championing IPS and MTAS.  Good and bad, it is the best job I have ever had. I feel like we make a difference to Tennessee, and I am proud to tell people that I work here. Best Wishes, John (Chlarson, MTAS)

Thank you for sending the kind note and also for the opportunity to work here with the Institute for Public Service. As a first generation college grad, the University of Tennessee means a lot to me too. I hope your next endeavors are rewarding and meaningful and continue to impact our state and our communities. Kim (Raia, CTAS)

 

Thank you so much for forwarding the copy of Exchange which announced the OTI Ed Center rollout. Also, thank you for your kind remarks in the enclosed card. I have often said that coming to IPS/CIS was one of the best career decisions I ever made. The overall success of this organization has happened in no small measure due to your dedication and leadership. I thank you for your service to my University and my state. I hope that once you can navigate past some of the short term challenges, that you and Jack can enjoy a happy joyful retirement. If you guys ever find yourselves in the Dandridge area, Patty and I would love to have you drop by for a visit…we have plenty of porches for sitting (and sippin…) Kind Regards, Walter (Idol, CIS)

 

Hello, Mary. I recently became aware of your announcing your imminent departure from IPS and just wanted to send you a note. Thank you for giving me the opportunity to continue my work in public service through several years of employment at UT, and thank you also for the opportunity to participate in the IPS Leadership Academy. I always found encouragement in your confidence and support through some very difficult times at MTAS. I wish you and your family the very best in days ahead. Sincerely, Gary (Petree, former MTAS)
 

As you move into the next amazing chapter of your life, know that our very best wishes and thoughts go with you. Thank you for your dedication and hard work. Tammy (Gage, CIS)

I just wanted to send you best wishes on your up-coming retirement.  I hope you get to do all the things you’ve wanted to do and spend lots of time spoiling the grand kids!!  J Best wishes, Sherri (Cooper-Duru, CIS)

 

I wish you well in your retirement endeavors.  Thank you for the opportunity that you gave me to come back to UT and serve the university and its interests. Regards, Keith (Ridley , CIS)

 

VP Messages to/from Staff

It is difficult in a leadership position with 150 employees to get to know each and every person in a personal way. But, when you've been with an organization as long as I have, I come to learn a lot about staff. Kay Stegall's family loves horses. Emily Miller has sweet two-year old twins. Brad Harris loves to garden. Pat Hardy has a heart larger than life. Andre Temple has had his picture taken with more people than Elvis. Terri Kinloch has lots of funny jokes (don't get her started). We have a slew of Veterans working in IPS and I appreciate their service to our country. Wendy Eddy is a competitive dancer, and I still have the Christmas present Brian Spears gave me in 1992 - a basket of potpourri. Chuck Shoopman and his dog Winston take morning walks. I could go and on, but I won't. Suffice it to say I have enjoyed getting to know each person who has passed my way.

The day after I announced my retirement, I started writing notes to every staff member. The purpose was not to receive praise in return, but to express my sincere appreciation for what each and every one of you do for your agency, IPS, UT and the citizens of Tennessee. You make a difference and I have tried to use every venue possible to tell your story.

So, it was with much joy and a little sadness that I began receiving notes in return. Thank you for your kindness.

I’ve received the nice card you recently mailed to me and was truly touched by your sentiment and thoughts.  It reminded me that after every hospital stay I’ve had over the past 13 years, there was always a get-well card from you waiting in my mailbox when I got home....   I hope that you will enjoy this new phase of your life to the fullest.  And that you will keep in touch with all of us. Thanks for all you did for UT, IPS and MTAS.  And for your friendship, tolerance and encouragement. David (Angerer, MTAS)
 

I was deeply touched by your kind note. You did a great job leading IPS to another level. I am grateful for your support of TREEDC and please stay in touch- hopefully, our paths will cross soon. Thank you for everything. You are a class act! Regards, Warren (Nevad MTAS)

I want to thank you for the personal note you sent … very classy and much appreciated. I’m sure I only know a tiny fraction of what you have done to make IPS a better place for all of us to work.  Having worked for many different organizations, I appreciate what you have done to make our salaries competitive.  That takes a long, persistent effort in higher education.  I hope you enjoy some well-deserved time off until you take on your next project, whatever that may be. I also hope our paths cross again. All the best, Martha (Kelly CIS)

I got your note in the mail on yesterday and wanted to Thank You.   I would think that you would have a millions things to do before next week so thanks for thinking of me.  I wish you well in your retirement and hope to see you around.  Thanks again for all of your support over the years!!!! Jon (Walden CTAS)

Thank you for the kind letter and the Exchange newsletter.  That was an interesting project for Don and me.  I wish it had been more successful.  We have been through a lot in my 18 years at IPS and the University. Please enjoy your retirement and being a grandma.  I have four grandchildren and it is always a pleasure to see them and then give them back to mom and dad. Best wishes. John (Erdmann, CIS)

Thank you Mary for all your hard work at IPS in making it the best that it could be. Thanks also for your kindness to me through our years of working together. Armintha (Loveday, MTAS)

I just wanted  to say you will be missed. I appreciate all you've done for me. Thanks for your words of encouragement along the way.... Vicki (South, MTAS)

Thank you for your very nice note.  I have enjoyed working with you and wish you the very best.  Enjoy your retirement and spoil that grandbaby! Wendy (Eddy, CIS)

 

I received you card in the mail yesterday and wanted to thank you for the kind words that you said. Since I’m out in the field in Middle Tennessee a lot with my job, you and I never got to see much of each other, however, the time that I did get to spend with you I enjoyed. I hope that you enjoy retirement ..... Tell Jack that I said hello and I think of him anytime a county starts talking about enhancing ambulance billing. I’m only 40 but I’ve noticed that life seems to be a circle and I keep running into folks that I haven’t seen in a while, so hopefully we will see each other again on this “something new every day”journey through life. Until then, Doug (Bodary CTAS)

 

 

 

You can be Vice President

I've never shared my "story" very broadly, but as I reflect on my life and career, I thought it might inspire you to believe you can be a university vice president some day, or something even greater.

I was birthed at Jackson Madison County General Hospital by Dr. Thomas Ballard; how ironic that another Tom Ballard would eventually have such an influence on my life.

My father was a Captain with the Jackson Fire Department and my mother was a stay-at-home Mom of three. I am the middle child and only girl. My father died at the scene of a fire when I was six years old. My mother had few coping skills and to say my childhood was a little unusual would be an understatement. I was fortunate to have a great-grandmother and an aunt and uncle who provided stability in my life.

At the age of 14 I was removed from my home, sent to Nashville, and placed in a state-run residential facility for "dependent and neglected" children. Some may think, how sad. For me, it was the best possible scenario. Upon graduation I received a full scholarship to any four year public school in the state. I chose UTK because I had read it was a good school and it was far away from "home."

I started UTK during the summer quarter (yes we were on the quarter system, not the semester system in the "old" days.) My high school guidance counselor had me convinced that I was not smart enough nor did I have the coping skills to succeed in such a large school. He underestimated my determination and will to be successful. I went on to graduate in four years with a bachelor's in business administration and a concentration in public administration, while enduring the painful murder of my older brother by a drug addict looking for money while robbing a convenience store. Meanwhile my younger brother took a different path and has spent a good part of his life in the justice system.

I had several major influences during my college experience; among them Dr. Bob Cunningham. He and Dr. Otis Stevens asked me about attending graduate school. No one in my family had ever graduated from college, so I had certainly never considered graduate school as an option. But, I was admitted on provisional status to prove that I could do the work. I did indeed succeed and graduated with a master's in public administration with a concentration in public finance in two year.

During undergraduate and graduate school I worked at UTK in various student positions and eventually a graduate assistant position. When I graduated with my master's I was fortunate to obtain a full-time position in what was then known as "residence halls" as their business manager. Every day I walked pass signs that said "Institute for Public Service." I didn't know what they did, but I thought it sure sounded like something that I would enjoy.

In the meantime I had married and had one child, my wonderful daughter Amanda. I saw a job opening for a business assistant in IPS, interviewed and was eventually hired by Gary Baskette. Thus began my long career in IPS. I worked for Gary and then Tom Ballard and Sammie Lynn Puett. I moved to Nashville and served as training consultant for cities and counties while also serving as assistant director of the Center for Government Training. Tom eventually asked me to come back to Knoxville where I served in a variety of roles including IT, HR, publications, etc.  Truly I know IPS inside and out better than any other human on earth. That's why I love it so.

Tom eventually retired. Hank Dye became my new mentor. He also loved the mission of IPS and eventually convinced the president that he had too many responsibilities and that IPS should have its own VP. So, in 2008 I was promoted to VP. What a great place UT is to work. What great opportunities are available to us to learn and grown. What a career!  I wouldn't take any of it back.

So, the moral of the story is, no matter where you start in life, you can be a vice president or whatever you want to be, if you are willing to work hard enough, take risks, lean on your mentors, and learn every step of the way. Are these United States not truly the land of opportunity?

A Call to Serve

A few years ago at an ASPA conference I picked up a little book called "A Call to Serve: Quotes on Public Service" compiled by Marc Holzer, Mahako Etta, and Yetunde A. Odugbesan. A few of the quotes include:

On a call to serve: "And so, my fellow Americans, ask not what your country can do for you, ask what you can do for your country." John F. Kennedy

On compassion: "How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and strong."  George Washington Carver

On quality of life: "The care of human life and happiness is the first and only legitimate objective of good government." Thomas Jefferson

On purpose: "When you cease to make a contribution, you begin to die." Eleanor Roosevelt

On ethics: "My creed is that public service must be more than doing a job efficiently and honestly. It must be a complete dedication to the people and to the nation with dull recognition that every human being is entitled to courtesy and consideration, that constructive criticism is not only to be expected but sought, that smears are not only to be expected but fought, that honor is to be earned, not bought. Margaret Chase Smith, Senator from Maine

On citizenship: "You must be the change you wish to see in the world." Mahatma Gandhi

On volunteerism: "A volunteer is a person who can see what others cannot see; who can feel what most do not feel. Often, such gifted persons do not think of themselves as volunteers, but as citizens - citizens in the fullest sense; partners in civilization. George H.W. Bush

Guest blog from Beth Phillips

Beth is a leadership academy participant and program manager at CIS.

A Cluster Approach at CIS

                Industry clusters have been around for a long time, but the focus on clusters in economic development is getting a lot of attention recently.  We are all aware of the automotive cluster that grew around Detroit, the technology cluster that developed in the Silicon Valley, and the music industry that has grown in Nashville.  In short, clusters are groups of inter-related industries that drive wealth creation in a region.  But, clusters are more than a collection of companies in a particular region that share similar business interests.  An entire value chain exists within a cluster, where suppliers, manufacturers, distributors, academic institutions, researchers, and workforce training providers, as well as those who provide relevant support services draw a competitive advantage from each other.

                The cluster approach to economic development has been around for a while (the concept was popularized by Michael Porter in 1990 as an approach to help regions achieve a competitive advantage), and the economic development community is watching its effectiveness as an economic development strategy.  There is agreement, however, that a targeted, partnership approach that focuses resources across all elements of the economic ecosystem is needed.  In today’s global economy, companies, both large and small, recognize the value of doing business in regions that allow them to make strategic connections with each other and with resources that can enhance their growth and development.  And, states and regions are increasingly building economic development strategies and investments around nurturing key drivers of their economies.  The cluster development approach also extends to the federal level, where significant investments are being made in developing the partnerships, programs, and infrastructure needed to grow regional clusters.

                The Center for Industrial Services is actively engaged in three federally funded initiatives aimed at growing key clusters in Tennessee by extending growth and innovation resources to companies.  Two federal Jobs and Innovation Accelerator initiatives are accelerating the growth of clusters in East Tennessee: the ACE Accelerator project, which is focused on growing the advanced composites/carbon fiber cluster; and the Advanced Manufacturing Prototyping project, which is focused on growing the advanced manufacturing cluster in the region.  And, CIS is a key partner in the recently awarded Investing in Manufacturing Communities Partnership DRIVE initiative led by IPS, which will focus efforts of 14 state and regional partners in growing the dynamic automotive supply chain that exists within a 69-county, 4-state core region of the Tennessee Valley.  These three initiatives are part of a framework at CIS and IPS that leverages the key innovation assets of our state, including the University of Tennessee, Oak Ridge National Laboratory, Board of Regents Institutions, the State of Tennessee, and regional economic development organizations to improve regional economic competitiveness and strengthen economic vitality.

                While CIS has long focused its services to specific sectors through programs such as the Manufacturing Extension Partnership, the Procurement Technical Assistance Center, and the SBIR Assistance Center, these new initiatives provide an opportunity to join other key stakeholders in taking an in-depth look at what is needed to capitalize on opportunities for job and cluster growth and develop and deliver specialized services to its customers.

Guest Blog from Misty DePriest

Misty is a Solutions Consultant in CIS and a soon to be Leadership Academy Graduate.

 

As part of my Leadership Academy experience, I recently had the opportunity to attend the 2014 Tennessee Association of Chiefs of Police Conference in Chattanooga. While at the conference, I not only had the opportunity to witness upcoming innovations in police technology and put my hands on the latest and greatest law enforcement weaponry, I had the extreme pleasure of hearing Dr. Dale Henry speak about leadership and change.

Dr. Henry is a University of Tennessee graduate and grew up in Harriman. He started his career as an educator and, throughout the years, transitioned to the field of consulting and public speaking. Dr. Henry has spoken at both company engagements (Wal-Mart, AT&T) and educational engagements (Harvard Business School/Clemson University). He has the unique style and ability to weave his personal day-to-day experiences and stories from growing up on a farm into public discussions on topics like leadership, culture change, public service, and communication. Dr. Henry is less a presenter (he uses no presentation aides) and more a story teller.

The main topic of Dr. Henry’s discussion at the conference was Change Requires a Leader. During the “presentation”, he shared an intriguing analogy about leadership. Dr. Henry suggests that all employees are leaders regardless of job title. He likens leadership to the duct work that brings heat and air through a building. If you trace the term duct back to its Latin origin ductus, one definition is channeling or leading. Dr. Henry’s interpretation of that meaning is that a duct “brings the best of what is available to where it is needed most”.  In reflecting on my position at UT CIS, this analogy is very indicative of my “bringing the best manufacturing solutions we have available to the companies that most need them” – I am a leader.

Dr. Henry also suggests that, while we are all “ducts” (leaders) in serving our customers, we tend to be “vents” in our internal day-to-day business interactions. As vents, we direct or manage “stuff” – moving it from one point to another – or even stopping its progress if we see fit. Applying this to my own position, I think of the policies and procedures we follow internally to accomplish tasks – travel, contracts, information requests from managers/co-workers, etc. – I am also a vent.

As Dr. Henry indicated to the Chiefs of Police audience, we are operating in a system that was started years ago. In order to move to the next level, we need a new philosophy. We need more “ducts” and fewer “vents”. The ductus is interested in how to help “the other person or the team” win – not in how “I can win”. Throughout my Leadership Academy engagement, I have read several leadership books, heard numerous speakers with different backgrounds, and been exposed to various “themes” on how to be a leader.  However, for me, I think the notion of do I want to be a “ductus” or a “vent” is perhaps the simplest explanation of how to be a good leader – regardless of job position or title. Everyone can be a leader just by making sure we “bring the best of what is available to where it is needed most” – or, to quote the United States Marine Corps Officer Candidates School motto – Ductus Exemplo.

Guest Blog from Kim Raia

Each member of the Leadership Academy II is authoring a guest blog. This blog is from Kim Raia, an environmental consultant with CTAS.

When I first started working for CTAS 15 years ago comparative data was so hard to come by! Creating a database often required driving to a county office and hand recording local hard copy files. We spent a lot of time gathering both baseline data and programmatic data. While we still spend time collecting programmatic and comparative data, the baseline demographic information is much easier to come by.

One of the primary functions of our work is to help our customers make informed decisions. Often, we help them do this by showing comparisons between neighboring communities. That’s why it’s exciting we now have so many resources available for graphically exploring baseline data.

I’d like to highlight a couple of these tools.  First, I’d like to show our own CTAS Tennessee Population and Economic Data Portal, developed by Mike Meyers with help from UT CBER and UT Geography. This is a tool for exploring baseline data and it serves as a good start for the foundation of comparative reports. Here are a few quick maps and charts I was able to graph and map on the fly:

This table shows educational attainment across Tennessee. Darker blue counties have highest percentage of population with a bachelor’s degree. I could download a table with this information for each county or export the data and map as a PDF. I also can change the map colors and method for classifying (quantiles, equal intervals, natural breaks, etc.).

In this screen shot you can readily see which communities are doing the best in providing health care insurance. The blue highlighted counties have over 88 percent of residents insured in either public or private programs.

Conversely, here are the counties with the lowest percentage of health care coverage in Tennessee.

The Data Portal will also allow you to explore local or regional data. Here is a set of information on the 16 County East Tennessee Development District showing Census tracts with over 25 percent of population still working in manufacturing jobs.

Here is a screenshot showing Census tracts with a high percentage of grandparents responsible for raising grandchildren. If I were in elected office this information would be very valuable in directing limited resources and services in my district.

The data sets available in the Data Portal include information from the US Census, UT’s Center for Business and Economic Research, TACIR, and CTAS.  Take a look by following this link:

 http://ctasdata.utk.tennessee.edu/

The second resource is more useful if you live or are doing research in the Knoxville MSA. The ET Index is an assembly of economic and quality of life data for the eight county area surrounding Knoxville. The project came out of the work of PlanET, a Regional Partnership of East Tennessee Communities. ET Index uses 87 indicators to give a quick view of the overall health and status of the region.

The developers wanted to use easy to understand indicators covering broad areas of importance.  The regional dashboard considers education, transportation, neighborhoods, housing, the economy, the environment, and quality of life. For demonstration, by clicking on one of the indicators, “Annual Change in Jobs” I have displayed an overview of the metric (why it’s important) and the status of the metric (jobs in region --“Rising”).  A user can interactively plot a chart for export or can download data tables based on a filter.

Here I’ve graphed the Annual Change in Jobs for Tennessee, the East Tennessee Regional MSA and Blount County for comparison.

This graph comes from the Indicator on Financial Well-Being and shows the percent of children under 18 living in poverty. Between 2008-12 over 20 percent of the children in the region lived in poverty, compared with 25 percent statewide. Since 2000 this trend is not moving in a positive direction for any county.

This shows how 8^th graders are testing in mathematics over time.  I’ve selected comparisons between Anderson, Blount, Jefferson, Loudon, and Roane in this example.

I hope you have a chance to look at both of these resources. In the age of the Internet, there is no shortage of data, but filtering through data can be time consuming. These tools are very useful for quickly gathering baseline information about Tennessee at the state, region, county, or municipal level. We can help our customers and our communities by helping them make more informed decisions.

Guest Blog from John Chlarson

Each member of the IPS Leadership Academy was asked to write a blog post. Today's post comes from MTAS Consultant John Chlarson.

A worthwhile meeting: planning one, running one, following through on one.

Earlier this year, I observed a CIS Advisory Committee meeting. The meeting was chaired by a CIS client, Alan Eddington. It was an interesting and productive meeting. (Chuck Shoopman had promised me that it would be a real stem-winder, and it was.)

Last week UT was involved in daily meetings with a team of supervisors from the Memphis Public Works Department. Our team included Ronnie Neill from MTAS and Michael Codega and Keith Groves from CIS. The meetings went very well and were a great success. This can be attributed, to a great degree, to the preparation by the UT team and to the experienced facilitation by Keith and Michael.

What did these meetings have in common? They both:

• Started on time
• Showed proper preparation
• Followed the agenda
• Were focused (digressions were politely corralled and the participants brought back on task)
• Accomplished their purpose
• Ended on time

Having attended numerous meetings that failed on all or several of these accounts; I was very impressed on both occasions. What was the difference between these meetings and less successful ones? What makes a good meeting?

Is the meeting necessary? Or, does it fill a blank on a checklist? Is the meeting worth the resources it represents? There is an old expression: “The game’s not worth the candle.”

“This phrase relates to occupations, games etc. that were thought so lacking in merit that it wasn't worth the expense of a candle to create enough light to partake in them. Candles were as significant a drain on household expenses as is the electricity bill today. …” (www.phrases.org.uk/meanings/)

In this worthwhile meeting: share information and seek an exchange of ideas and to build on those ideas. You should have a checklist to plan the meeting:

• The meeting is necessary
• Why are you meeting? (if this takes more than two sentences to explain, one meeting may not meet your needs)
• Who should attend? (as few as possible, but those whose input or information is critical)

Now move to your agenda. The agenda should identify:

·        The time, date, location, and duration of the meeting

·        A summary of the purpose of the meeting, including the deliverables that you expect from the meeting

·        The sequential steps in the process that you are going to take to produce the deliverables, within the time limit that you have set (agenda items)

The participants should receive the agenda far enough in advance of the meeting so that they can prepare properly.

The agenda is an implied contract with the participants. You are contracting to:

·        Start on time

·        Finish on time

·        Be prepared

·        Cover the items that are on the agenda

·        Keep the meeting on track

·        Produce the identified deliverables

·        Follow through

Starting on time. This can impact the entire tone of the meeting. You expect the participants will be on time and they expect that you will. Respect everyone’s time.

State the purpose of the meeting, including the expected deliverables.

Go over the ground rules (e.g., this is business, not personal; don’t leave in silent disagreement; problems are opportunities for us to identify improvements; B.H.N., Be Here Now (no phone calls, texts, emails, net surfing, etc.) and any others that you might identify).

Go over the agenda. People need to know what to expect.

Re-state the deliverables. People need to know what is expected.

Make sure that someone is taking notes that can be reproduced for the group

Keep the meeting on track. Don’t allow folks to: “chase rabbits” (digress); engage in side conversations; interrupt or to talk over others. Keep the atmosphere open and respectful. In Memphis, we used a “parking lot” to help keep things on track. The validity of ideas and issues was recognized by putting them on the parking lot. This ensured they wouldn’t be lost, that they can be followed up on outside the meeting, but allowed this meeting to stay on track.

Schedule breaks at a decent interval. Once an hour may be too often, but two hours is too far apart. A 10 or 15 minute break every 90 minutes is just about right. That allows for personal needs, phone calls and emails, etc. without losing momentum.

If you notice that someone has not been participating, ask them a specific open-ended question; that is, one that requires an answer other than yes or no.

Finish the meeting on time. Honor the contract. Reward participants for a job well done and make your future meetings less of something to dread.

Show some appreciation. Remember that the participants’ regular work accrued while they were in this meeting. (No one has the shoemaker’s elves looking after them.) A sincere thank you is a good way to end on a positive note.

Following through. I love the immediate gratification I get from seeing the results when I do woodworking. Everyone likes a sense of accomplishment. Inform participants of the results.

So, to recap:

• Start on time
• Go over the purpose of the meeting, including deliverables
• Go over the ground rules
• Recognize the meeting participants
• Go over the agenda
• Re-state the deliverables
• Keep the meeting on track
• Encourage participation
• Finish the meeting on time
• Conclude the meeting on a positive note of appreciation
•  Follow through

If you follow these guidelines, you should have a worthwhile meeting.

Guest Blog from Stephanie Allen

Stephanie is a Leadership Academy participant and Legal Program Manager in MTAS.

Public Service by Day.  Community Service by Night.

 

Many people we work with at IPS spend most of their days and nights giving back to our state and their local communities. Most likely, you are one of those people. According to the Corporation for National and Community Service (“CNCS”) one in four adults (or 26.5 percent) in America volunteered through an organization in 2012. In Tennessee, that percentage is a little lower at 24.8 percent, which leaves Tennessee ranked at 37^th among the 50 states and Washington, D.C. While I do not have numbers to prove it, I am certain that the percentage of IPS employees’ involvement is much higher and can probably be attributed, at least in part, to our knowledge of local communities and the needs of our community. Many co-workers have spoken of leaving the world a better place than they found it or, as a more personal benefit, a way to connect to others in the community. I asked some of our colleagues to share ways that they are involved with community or charitable organizations. Some of us have joined organizations that work throughout the year for a certain cause. Others of us have developed family traditions of volunteering for events or seasons.  Here are just a few examples of how are colleagues are giving back to the community:

·         Warren Nevad, management consultant with MTAS, volunteers with Big Brothers Big Sisters of East Tennessee. Warren has a little brother who he takes to movies and UT sporting events, shows him how to work out at the YMCA, and even helps him with homework. Warren has spoken on many occasions of how much his little brother has grown since they met and how much satisfaction Warren gets out of helping someone who might not otherwise have a good male influence in his life. If you’re interested in being a Big Brother or Big Sister, you may contact Warren for more information.

·         Sherri Brown, MTAS administrative specialist, and her family volunteer for the Empty Stocking Fund (“ESF”) by working Wing Fest, which raises funds for the ESF, and filling boxes during the holiday season. In addition, Sherri and her granddaughter use their crafty talents to knit “kemo caps” for the Blount Memorial Cancer Treatment Center.

·         Keith Groves, CIS resource program manager, is on the board of Area Relief Ministries of Jackson, which focuses on homeless and youth work including two after school programs for 50-75 youth. 

·         Brad Harris, financial consultant with MTAS, works with several organizations including the Civitan Club in Athens. The Civitan Club primarily serves adults with developmental disabilities.  Brad shared that “working with them is one of the greatest joys of my life and helps to keep me grounded.” Brad also works with Centers of Hope Missions International and Community Partners in Christ. If you are interested in any of these groups, Brad explained that they are all open for volunteers.

 I received numerous other examples of how our colleagues are volunteering time.  In case you are interested in getting involved in any of these organizations or in other opportunities, I have listed more examples at the bottom of this blog article.

 Recognizing that interests and abilities might be different, I wanted to make sure you were aware of a few opportunities to give back that cost you nothing and take virtually no time:

 

·         Like to shop online?  Give back *for free* through AmazonSmile and register for a charitable beneficiary instead of just plain old Amazon. According to AmazonSmile’s FAQ page, “AmazonSmile is a simple and automatic way for you to support your favorite charitable organization every time you shop, at no cost to you. When you shop at smile.amazon.com, you’ll find the same low prices, vast selection and convenient shopping experience as Amazon.com, with the added bonus that Amazon will donate a portion of the purchase price to your favorite charitable organization. You can choose from nearly one million organizations to support.” 

·         Like to run, walk, or bike and have a smart phone? Download the free Charity Miles app and use it when you’re running, walking, or bike to earn 10-25¢ per mile. According to Charity Miles’ FAQ, “Charity Miles is a free iPhone and Android app that enables people to earn corporate sponsorships for charity while walking, running or biking. Just launch the app, choose a charity and either walk, run or bike. The selected charity then earns money for every mile covered.  Walkers and runners earn 25¢ per mile; bikers earn 10¢ per mile.

·         Like to take a mental break at least once a day for 30 seconds?  Visit First Tennessee’s 150 Days of Giving webpage and vote for your favorite charities to receive $5,000. According to the website, between March 13, 2014 and August 21, 2014, “First Tennessee will be 150 years old on March 25, 2014! To celebrate our long tradition of serving our communities, the First Tennessee Foundation will give away $5,000 to a different Nonprofit Organization every day for 150 days.”

 

For all of you who give back to your community in one way or another in addition to your role in daily public service, I want to personally thank you for giving of your time, energy, and resources to make our communities and this state a better place than it was yesterday. I found this quote very fitting for our colleagues at IPS:

“Those who can, do. Those who can do more, volunteer.” – Author Unknown

 

 

Below are other examples of community volunteers, their organizations and information on how you can get involved (if available). If you are involved in any community service and would like to share with others how to get involved, please share that information in the comments.

 

·         Stephanie Allen, MTAS legal program manager, volunteers with the Junior League of Knoxville (“JLK”) by serving on the board, fundraising, volunteering on projects, and researching community needs, and Alpha Omicron Pi Fraternity (“AOII”) by serving as an advisor and volunteer working with college students on leadership, organizational management, and crisis prevention skills. For women in the Knoxville area, you may apply for JLK membership in February and March of each year. Everyone may contribute to JLK by donating to JLK, make JLK the beneficiary of your AmazonSmile orders, and by voting for JLK on First Tennessee’s 150 Days of Giving.

 

·         Rhonda Campbell-Clay, IPS development director, volunteers with the National Coalition of 100 Black Women – Greater Knoxville Chapter by holding HIV/AIDS awareness workshops for African American women (aged 14- up), providing HIV/AIDS testing at community health fairs, and holding workshops on financial planning for AA women. African American women are invited by current members during open enrollment period in the spring.

 

·         Macel Ely, MTAS training program manager, volunteers with Barnabas Ministries International, which is a worldwide missions organization founded by his parents, and the Victoria Houston Memorial Foundation, which is a foundation for assisting families who have children with pediatric cancer, in memory of his 3-year-old niece who died of neuroblastoma. You can get involved by making a monetary donation, volunteer your time, or help with fundraising efforts.

 

·         Pat Hardy, MTAS municipal program manager, volunteers with Habitat for Humanity by building houses and fundraising; Interfaith Hospitality Network by housing a group of homeless three or four times per year, and special fundraising efforts (an example of which can be found here).  You can get involved by making a monetary donation, volunteering your time, or helping with fundraising efforts.

 

·         Kelley Myers, MTAS codes coordinator, volunteers through the Smoky Mountain Paralegal Association, which supports different causes throughout the year such as Big Brothers Big Sisters, Mission of Hope, the Juvenile Diabetes Research Foundation, etc., as well as with Graveston Baptist Church, which supports the Corryton Food Pantry, Medical Clinic, as well as other charities. 

 

·         Justin O’Hara, MTAS IT Consultant, volunteers with the Boy Scouts by helping with the Board of Reviews for scouts who are ranking up and with camping trips.

 

·         Kim Raia, CTAS GIS consultant, volunteers with Little River Watershed Association by coordinating work plans, chairing meetings, writing grants, fundraising, managing the website, managing the volunteers, etc. You can get involved by going to the website and Facebook page, joining a river clean-up or other event, participating in a paddle trip, donating through Campus Chest, or volunteering with Stream Monitoring Program. 

 

·         Susan Robertson, IPS information specialist, volunteers for Alzheimer’s Tennessee and as an Alzheimer’s Awareness Advocate in Tennessee and Southwest/Central Virginia by raising money for both organizations and participating in fundraising activities such as the awareness walks.

 

·         P.J. Snodgrass, MTAS training consultant, volunteers with the University of Tennessee Gardens with planning committees and at fundraising events. The UT Gardens is free and open to the public and hosts many educational classes such as Books and Blooms to get children in the garden and close to nature. Information on how to volunteer can be found at UT Gardens.

 

·         Dale Wolfe, MTAS business manager, volunteers with Remote Area Medical Clinic by helping with registration and crowd control, serving on the board as treasurer, producing promotion videos, and facilitating founder’s visits on UT campus. You can get involved by contacting Dale for the volunteer coordinator’s contact information.

Guest Blog from PJ Snodgrass

Each member of the IPS Leadership Academy was asked to write a blog post. Today's post comes from MTAS Training Consultant, PJ Snodgrass.

Resilience

Surely for all our professional lives we have heard about change. Change is good, change is constant, cope with change, change is stressful and on and on. But when the change knocks you off your feet, blindsides you, or you make a serious mistake what skills do you need to recover? According to Rosabeth Moss Kanter, resilience is that skill.

 

Change can include a new job, office, computer, promotion, moving offices and things that sometimes we have control over, sometimes not. Resilience is a skill one might need when there is serious adversity, when you have to find a new path, when you have to start all over. These situations require more than just adjusting to change. They require resilience.

 

What are some of the traits of someone who is resilient? Humility and an authentic desire to serve are two. Resilience has attributes that cause one to draw from strength of character, provides the ability to pick oneself up because that’s what you do, and affords a willingness to admit defeat and learn from it. Powerful skills. Skills that we all need but are particularly essential for good leaders.

According to Gwen Morgan, a freelance writer, six habits of resilient people are that they:

o   Build relationships

o   Reframe past hurts

o   Accept failure

o   Have multiple identities (multiple sources of defining yourself)

o   Practice forgiveness

o   Have a sense of purpose.

 

During the Leadership Academy, we read several books on leadership. The different books espoused the attributes of good leaders such as honesty, integrity, being approachable, trustworthy, telling the truth even in difficult times.  Good leaders have to be able to bounce back, believe in their purpose, build relationships, solve seemingly unsurmountable problems and much more. These skills are also the skills of resiliency.

 

When Abraham Lincoln was sworn in as the 16^th President of the United States, the very fabric of the young democracy was wearing thin. Before his inauguration, seven states adopted an ordinance of secession. Six of these adopted a constitution and declared themselves to be a sovereign nation. And then things got worse. But Lincoln held true to his belief that the union was worth saving and was willing to pay the price. As a leader, Lincoln exhibited courage, strength, and resilience. He came back to his core purpose after many failures and stayed true to that.

 

In our work today, our challenges don’t even come close to Lincoln’s but we can learn from his and many other leaders’ resilience and sense of purpose. As an agency that serves the people of the state of Tennessee, we see the challenges, the shortcomings and the inequities but we keep on trying. We build relationships, accept our failures when they come, and set our minds to overcoming the barriers. We continue to challenge ourselves, remain committed to our purpose and keep a positive outlook for our state and ourselves.

IPS Communications Team Update

The IPS Communications Team (Susan Robertson and Jessie Stooksbury) are busy supporting the communication needs of the agencies as well as the institute as a whole.

Susan recently provided a quarterly report to the IPS Senior Leadership Team and I thought this might be interesting information for all employees to see.

Thanks to Susan and Jessie for their excellent work!

Senior Leadership Team Presentation

The Senior Leadership Team set as one of its priorities for this year to purposefully share, on a more regular basis, the major projects we are working on as a team . That's why you hear about these projects when the VP and AVP make quarterly visits, when the IPS leadership team meeting minutes are posted, and in agency staff meetings. And, we wanted all staff to hear about them at the same time, thus the presentation time at this year's annual conference.

All staff can review the presentation by logging on to the IPS Intranet site using your NetID.

Here is a link to the senior leadership Powerpoint that accompanied the presentation at the IPS Annual Conference.

Working the Plan

• Promoting Good Government
• Strengthening Economic Vitality
• Building Capacity
• Ensuring Organizational Excellence
– Continuous Improvement
– Employer of Choice

IPS Agencies Submit TNCPE Level Three Applications

Agencies Submit Applications to TNCPE   Several years ago, the Institute for Public Service (IPS) made it a priority to strive for excellence by participating in the Tennessee Center for Performance Excellence's (TNCPE) program to measure continuous improvement through a methodology based on the Baldrige Performance Excellence Program.   This internationally recognition, proven methodology makes all organizations betters, but it's not an east journey. Especially in the beginning when processes and procedures have not been documented in the way Baldrige expects, the time requirement is extraordinary. However, all four IPS agencies have made it through the 35 page application and are waiting for site visits. The most valuable part of the process is the feedback report where we receive praise for the things we are doing well and suggestions for opportunities for improvement.   I am excited about this year's process. All agencies have already been recognized at Level Two and we're seeking Level Three this year. Congratulations to all staff who were involved in the application writing process.  I encourage everyone to read your agencies applications, and take the time to read a peer application. You might be surprised to learn who similar your work products are!   IPS staff can read the applications on our Intranet site by logging on with your NetID.     Find all of the applications on the intranet under the tab IPS Information.