After 97% of StateOrg’s staff completed their “workplace issues” survey, Rodd sent out emails to all personnel and attaching the results for all five Regions. Everybody was going to see everything about what people said about all eight categories of workplace annoyances:
- Lateness of assignments, projects, or people;
- Poor quality work and clarity of work standards;
- Difficult people;
- Lack of teamwork, collaboration and coordination;
- Poor planning and workload overwhelm;
- Insufficient resources, support, and training;
- Lack of accountability; and
- Incomplete communications.
He also instructed everyone to pay the most attention to the top-ranked issues in their own Regional Office, telling them, “These survey results show us the different types of non-productive situations you see around us all. When I come to your office next week, we’ll talk about the ones that are the biggest headaches in your Region.”
Rodd also attached a copy of the five Recommendations Reports for each Region’s survey – again, everything to everybody. But he encouraged people to focus on the recommendations for their own Region, so they could get the idea of resolving these issues by changing their conversations with other people, in their own office as well as in other StateOrg groups.
When made his one-day visits with each Regional Office, Rodd asked the attendees to tell him the top three issues and he wrote those on the whiteboard. “That should keep our attention on improving these issues”, he said.
Then he reviewed all four “productive conversations”, giving people a handout that summarized the basics of each one. This opened the discussion of how all four conversations occurred in each office, either internally or with people in other Regions and other agencies or community organizations. They saw their daily communication in a new light, as well as where its strengths and weaknesses were.
Then Rodd asked, “Which one conversation – out of these four – is the one that each of you thinks you’re already pretty good at having? Everybody, choose one conversation.” He had people raise their hand as he read out each of the four conversations: Initiative proposals, Understanding dialogues, Performance requests and promises, and Closure completion of projects and agreements. Then he had people get into sub-groups, one for each of those conversations, to talk about how their conversation could be applied in the office. The discussion was lively, with people writing notes and ideas on the flip-charts around the room.
At the end of the session, Rodd gave them an assignment: “Keep your groups going in your Region, and put your insights to work on those “Top Three” situations in your workplace. It’s time to make those disappear!”
He closed the meeting by announcing an upcoming all-staff meeting at the State Capitol in the near future. “This should be a fun gathering,” he told them. “All five Regions getting together in the same room! We are going to take on communicating better and improving our coordination and collaboration across all the Regions. I know it sounds either impossible or like really hard work, but I promise to provide a really good lunch.” Everybody laughed – they had enjoyed a good afternoon.
Each “conversation group” took away their flip-chart notes, agreeing to keep working on collecting new ways of communicating in various situations and testing them out every day. Rodd was pleased to see that people were energized and, as one staffer said, “We’re finally going to clean up our language!”