12 months after opening Te Takere, a review of the organisational structure was carried out by the Management Team before filling a number of vacancies. This slideshow accompanied the change proposal handed out to staff communicating the change.
4. • Problems:
* One team
* Commerce vs community
* Strengths based approach
* Administration
* Finance and Communications
5. Direct Reports to CEO
CEO
Customer
Experience
Manager
Customer
Experience
Manager
Administration
and Finance
Executive
Assistant
6. Management Clusters
CustomerExperience
• Colleen H
• Communications
Coordinator
• Deborah
• Heritage
Coordinator
• JD
• Kerry
• Larissa
• Louise
• Mike
• Millie
• Pippa
• Ramon
• Sandra
• Youth Assistant
CustomerExperience
•Aroha
•Beth
•Catherine
•Colleen T
•Corrine
•Dorothy
•Grace
•Kiri
•Linda J
•Linda Lake
•Maire
•Michelle
•Monique
•Students
•Administrative
Asst.
Administration
• Celle
• Ema
• Wendy
7. Business plans
Children’s Services, Digital services, Educations, Heritage, Library, Youth.
Representation: Youth and Education Forum.
Customer service, Events, Exhibitions, Function Centre, Seniors, Visitor Information.
Te Ao Maori.
Representation: Seniors Forum.
Overall Management , External relationships.
Representation: Community Wellbeing Executive.
12. Organisation
Chart
CEO
Joann
Manager Customer Experience
Wendy
Collections Librarian
Larissa
Sandra, Aroha 0.25, Millie 0.25,
Beth 0.25
Youth
Louise 0.75, Ramon 0.5 - 0.75,
1 FTE vacant
Heritage Coordinator
Vacant 0.5
Digital Services
JD and Mike
Childrens Services
Deborah and Colleen
Kete Content
Pippa 0.25
Community Learning
Kerry
Manager Customer Experience
Ema
Customer Service Lead
Kiri
Michelle 0.6, Millie 0.5,
Catherine 0.8, Monique 0.5,
Corrine 0.25, Aroha 0.25,
Grace 0.25, plus all students.
AA Lead: Linda J.
with Beth 0.5, Monique 0.5
Branches
Linda L 0.25, Corrine 0.5,
Beth 0.25, Aroha 0.25, Grace 0.25,
Dorothy 0.25
Events and Exhibitions Lead
Barbara (then Ema)
Louise 0.25, Ramon 0.25 - 0.5,
Colleen T 0.25
Volunteers
Ema
Function Centre Coordinator
Maire 0.6
Visitor Information Lead
Colleen T
Grace 0.5, Millie 0.25, Aroha 0.25,
Michelle 0.25, Corrine 0.25
plus a 0.5 travel agent (vacant)
Executive Assistant
(Finance and Administration)
Celle
Administrative Assistant
0.5 - 1 FTE Vacant
Communications Coordinator 0.5
Vacant
Grant Writer (on contract)
Brian
4 staff leavingOpportunity for Management Team to review how the original structure is working for usTalk you through it, handouts, 10 days to come ask questions.Acknowledge Lance, Monique, Anna and Brian. Today: outline process, present the new reporting lines, questions.
On top for us,Immediate problem – staffEver present concern – income generation Management strategy that we employ is to sift out the rocks from the gravel which fills our daily jar.Identify what is really important to address.
Sorting the rocks:Income generation is directly affected by the performance of Function Centre, Visitor Information and Community Learning. These need to be built on solid bedrock of Systems and Relationships.1st solution: New Structure2nd one: Business Focus Group for 6 months.Function Centre, VIN and Community Learning with Business Mentors to develop these into high performing business units.We getthese right – then income generation is just gravel
Managers identified a handful of things we felt were holding us back with the current structure:1 team only partially successful,Commerce vs community hard to reconcile in some areasStrengths based approach neededAdministration was killing us – 50-60 hr working weeks for ManagersNew roles in house: finance and communications
1 team with 2 Customer experience managersSmall Administration team
Divide all staff up over the 2 managers
And divide up the strategic plans over the 2 managersMany staff will work over more than 1 strategic area – and for more than one manager.Little change for most people: title changes, new reporting lines, a few new positions, some new responsibilities.Some areas are to be renegotiated with HDC: Community and Business Dev.
Management Team now 2 ManagersExecutive assistant to shoulder more of the admin work
Brian’s team reallocated - some to WendyCommunity Learning and youth
And some to Ema: Events and function centre
Communications, finance will sit with Celle and support the entire organisation – across all teams
This diagram is in the handout – identifies individuals and vacant positions.
What we are achieving with this new plan is to combine 3 teams into 1 to really get some traction
Any questions?Read the proposal, talk to a ManagerTimeframe: AA 1.0 urgently, rest over next month or 2.Vacancies: Youth 1.0, Heritage 0.5, Communications 0.5, Admin .5, AA 1.0,