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Sustainability Officers 1.0 to 2.0 Toolkit: Strategic
and Sane Workload Management of People, Projects,
          and Programs on Your Campus




                    Smith Getterman, Baylor University
                      Tavey Capps, Duke University
           Lindsey Cromwell Kalkbrenner, Santa Clara University
                  Mieko A. Ozeki, University of Vermont
Session Overview
Sustainability staff are involved in many initiatives at a time, and often these
   are run in collaboration with multiple stakeholders.


Sustainability Offices (SOs) go through different stages of development:


 •    Version 1.0 consists of one staffer--it was easy to determine priorities,
      manage workflow, and keep track of programs and contacts.

 •    Version 2.0 consists of multiple staff (or students) and a bigger presence
      on campus. The priorities, workflow, and people management have become
      increasingly complex.

Faced with more “hands in the toybox” and increasing demands from the
  campus community....
... The work of the Sustainability Officer can feel less sustainable and feel
more insane.
Practitioner Questions
How do we juggle multiple
concurrent projects, share
institutional memory,
nurture relationships with
campus contacts, repeat best
practices, and avoid past
mistakes?


                               &     Source: sheknows.com


                                   How do we create a sense of
                                   personal sustainability within the
                                   professional operation of our
                                   sustainability programs?

Source: illumine.co.uk
Presenters




Smith Getterman     Tavey McDaniel            Lindsey Cromwell          Mieko A. Ozeki
Sustainability      Capps                     Kalkbrenner               Sustainability Projects
Coordinator         Environmental             Sustainability Director   Coordinator
                    Sustainability Director


Baylor University   Duke University           Santa Clara University    University of Vermont
Waco, TX            Durham, NC                Santa Clara, CA           Burlington, VT

~15,300 FTE         ~15,000 FTE               ~8,000 FTE                ~13,000 FTE
Undergraduate and   Undergraduate,            Undergraduate and         Undergraduate,
Graduate Students   Graduate, Professional    Graduate Students         Graduate, Medical
                    Students                                            Students
Four Institutions...Four Different
  Organizational Structures




  Baylor University        Duke University
Office of Sustainability   Sustainable Duke
Four Institutions...Four Different
    Organizational Structures




Santa Clara University     University of Vermont
Office of Sustainability   Office of Sustainability
We do not claim to be Zen masters of managing our campus
                    Sustainability Offices. "
"
    We are practitioners, like you, who have experienced
  implementing projects and programs through trial by fire."
"
 We hope to provide you with some frameworks and tools for
   managing your office efficiently, effectively, and sanely.!
Managing and Engaging Collaborators
   and Stakeholders on Campus
Sustainability Committees and Student Advisory
                    Boards
Campus Sustainability Committees      Student Advisory Board
 • Variety of ways to organize and     •  Purpose and role:
   lead                                    o  What are your expectations?
 • Reps from across campus -           •  Board makeup:
   faculty, staff and students             o  Representative of student
 • Roles and purpose dependant on             population
   your campus                         •  Application process:
 • Subcommittees on specific topics        o  Needs to be seen as an
   with key stakeholders as chairs            honor to serve
                                       •  Tasks:
                                           o  Use them!

                                           o  Earth Week/Creation Week,

                                              Campus Ops Feedback, etc.
Managing and Engaging Students
•    Student Environmental Leaders Summit
      o  Semi-annual student gathering
      o  Include key staff sustainability contacts
      o  Listserv of student leaders of groups
      o  Challenges - cataloguing throughout the
         year – wiki?

•    Campus Sustainability Project database
      o  Maintained by Sustainable Duke
      o  Updated quarterly
      o  Proactive way to propose sustainability
         project ideas that would benefit Duke
      o  Challenges - tracking existing/previous
         projects
Managing and Engaging Students

             Student Interns
             •   Specific audiences/topics
             •   Weekly team meetings
             •   Co-sponsor: engage from within


             SCOOPS
             •  Leaders from student orgs.
             •  Space to nurture collaboration
             •  Prevent burn-out
To Tweet or Not to Tweet?
Using Social Media
•  Facts/updates
•  Pictures
•  Behind-the-scenes
•  Direct communication
•  Reporting to Office

Measuring effectiveness
Strategies to Integrate Sustainability
          Priorities with Campus Community
•    Use your website as key tool for information:
        Sustainability 101 data: provide the basic info that students need about campus
          initiatives
        Specific information on utility data - what is available - real time, monthly data, what
          buildings, etc. - helps student/faculty have realistic expectations for projects
        Standard project data request form - quick resource for students/faculty to fill out that
          provides details that campus staff need to evaluate potential projects and provide
          information.
Websites for Transparency & Outreach




Archive data, stories, & news   Share stories via video.
(Drupal-based website)          (Vimeo)
Certifications
What other tools or methods do you use on your
  campus to collaborate and engage campus
                  community?
Managing Projects and Programs
Is it a Project or a Program?
  A project is:                             A program is:

  Temporary in that it has a defined        A group of related projects managed
  beginning and end in time, and            in coordinated way to obtain benefits
  therefore defined scope and               and control not available from
  resources.                                managing them individually


  Unique in that it is not a routine                         Trash
                                                              Sort
  operation, but a specific set of                            Day
  operations designed to accomplish a
  singular goal.
                                                                  Fall
                                                                 Bulb
* Professional Development opportunity*                          Swap



Become a PMP (Project Management
                                                            Farmers
Professional) via PMI (Project Management                    Market
Institute). See www.pmi.org
Snapshots of Project &
Program Management
  From an office of 1 to Many
Offline Management Tool: Project Management
    via White Boards at Baylor University
Major initiative


                    Worker tasks
                       and
                   communication




   New and
ongoing projects    Hardware
                     requests



  Work space
                     Blue Sky
                       ideas
Online Management Tool:
    Project Management via Google Docs at
            Santa Clara University
Why Google Docs?

   o    Free
   o    Access anywhere
   o    Students have Gmail accounts
   o    Living document backed up in
        the cloud
Types of Documents
•  Project Outlines
   o    Think before we act
                               •  Instructions
   o    Project management
                               •  Journals
   o    Institutional memory
                               •  Collaborative docs
   o    Future planning
Sustainability Officers 1.0 To 2.0 Toolkit  Strategic And Sane Workload Management Of People, Projects, And Programs On Your Campus
Organizing multiple google docs
Hybrid Model of Project & Program Management: Using offline
         and online tools at the University of Vermont
Strategic Level Planning from 30,000 ft




 Step 1: Brain Dump
                                            Step 2: Mind Map




                                          Step 3: Get colorful w/Post-it notes to review
 Step 4: Individual Work plan             programs & projects w/collaborators
Project and Program Level Planning

①  Develop project
   scope.

②  Create a schedule and
   milestones.

③  Create work
   packages, including
   tasks to address
   specific project goals.

④  Post scope, schedule
   and milestones, tasks
   on PM tool-
   Basecamp.

⑤  Post documentation
   and check off
   completed tasks, etc.
What project management tools and techniques
 do you use to help you succeed in your work?
Lessons Learned
Document, document, document...especially when
closing a project.

Share lessons learned by making it easily accessible
whether through online or offline tools.

Research, try out, select, and then customize your
management tools to match how your group works
on projects.
Online Tools
Free Services:                       Low-cost Services:
•    Google Apps:                    •    37 Signals Suite:
     •  Docs, Hangout, etc.                o  Basecamp, High Rise,
•    Do.com                                   Backpack
•    YouTube                         •    Issuu.com
•    Dropbox                         •    Vimeo
•    Evernote
•    Free Conference Call
•    Skype
•    Doodle
•    Yammer
•    Asana
•    Hootsuite
Recommended Books
•  Getting Things Done by David Allen	

•  The Mind Map Book by Tony Buzan	

•  ReWork by Jason Fried	

•  Influence by Robert Cialdini	

•  Switch by Chip Heath and Dan Heath	

•  The Leadership Challenge by Kouzes and Posner	

•  Presentation Zen by Garr Reynolds	

•  Nudge by Richard Thaler and Cass Sunstein
As a Sustainability Officer, think of three skills or
 knowledge areas that you would like to learn or to
improve on in the next week, month, or year to help
                  you at your job?
Thank you

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Sustainability Officers 1.0 To 2.0 Toolkit Strategic And Sane Workload Management Of People, Projects, And Programs On Your Campus

  • 1. Sustainability Officers 1.0 to 2.0 Toolkit: Strategic and Sane Workload Management of People, Projects, and Programs on Your Campus Smith Getterman, Baylor University Tavey Capps, Duke University Lindsey Cromwell Kalkbrenner, Santa Clara University Mieko A. Ozeki, University of Vermont
  • 2. Session Overview Sustainability staff are involved in many initiatives at a time, and often these are run in collaboration with multiple stakeholders. Sustainability Offices (SOs) go through different stages of development: •  Version 1.0 consists of one staffer--it was easy to determine priorities, manage workflow, and keep track of programs and contacts. •  Version 2.0 consists of multiple staff (or students) and a bigger presence on campus. The priorities, workflow, and people management have become increasingly complex. Faced with more “hands in the toybox” and increasing demands from the campus community....
  • 3. ... The work of the Sustainability Officer can feel less sustainable and feel more insane.
  • 4. Practitioner Questions How do we juggle multiple concurrent projects, share institutional memory, nurture relationships with campus contacts, repeat best practices, and avoid past mistakes? & Source: sheknows.com How do we create a sense of personal sustainability within the professional operation of our sustainability programs? Source: illumine.co.uk
  • 5. Presenters Smith Getterman Tavey McDaniel Lindsey Cromwell Mieko A. Ozeki Sustainability Capps Kalkbrenner Sustainability Projects Coordinator Environmental Sustainability Director Coordinator Sustainability Director Baylor University Duke University Santa Clara University University of Vermont Waco, TX Durham, NC Santa Clara, CA Burlington, VT ~15,300 FTE ~15,000 FTE ~8,000 FTE ~13,000 FTE Undergraduate and Undergraduate, Undergraduate and Undergraduate, Graduate Students Graduate, Professional Graduate Students Graduate, Medical Students Students
  • 6. Four Institutions...Four Different Organizational Structures Baylor University Duke University Office of Sustainability Sustainable Duke
  • 7. Four Institutions...Four Different Organizational Structures Santa Clara University University of Vermont Office of Sustainability Office of Sustainability
  • 8. We do not claim to be Zen masters of managing our campus Sustainability Offices. " " We are practitioners, like you, who have experienced implementing projects and programs through trial by fire." " We hope to provide you with some frameworks and tools for managing your office efficiently, effectively, and sanely.!
  • 9. Managing and Engaging Collaborators and Stakeholders on Campus
  • 10. Sustainability Committees and Student Advisory Boards Campus Sustainability Committees Student Advisory Board • Variety of ways to organize and •  Purpose and role: lead o  What are your expectations? • Reps from across campus - •  Board makeup: faculty, staff and students o  Representative of student • Roles and purpose dependant on population your campus •  Application process: • Subcommittees on specific topics o  Needs to be seen as an with key stakeholders as chairs honor to serve •  Tasks: o  Use them! o  Earth Week/Creation Week, Campus Ops Feedback, etc.
  • 11. Managing and Engaging Students •  Student Environmental Leaders Summit o  Semi-annual student gathering o  Include key staff sustainability contacts o  Listserv of student leaders of groups o  Challenges - cataloguing throughout the year – wiki? •  Campus Sustainability Project database o  Maintained by Sustainable Duke o  Updated quarterly o  Proactive way to propose sustainability project ideas that would benefit Duke o  Challenges - tracking existing/previous projects
  • 12. Managing and Engaging Students Student Interns •  Specific audiences/topics •  Weekly team meetings •  Co-sponsor: engage from within SCOOPS •  Leaders from student orgs. •  Space to nurture collaboration •  Prevent burn-out
  • 13. To Tweet or Not to Tweet? Using Social Media •  Facts/updates •  Pictures •  Behind-the-scenes •  Direct communication •  Reporting to Office Measuring effectiveness
  • 14. Strategies to Integrate Sustainability Priorities with Campus Community •  Use your website as key tool for information:   Sustainability 101 data: provide the basic info that students need about campus initiatives   Specific information on utility data - what is available - real time, monthly data, what buildings, etc. - helps student/faculty have realistic expectations for projects   Standard project data request form - quick resource for students/faculty to fill out that provides details that campus staff need to evaluate potential projects and provide information.
  • 15. Websites for Transparency & Outreach Archive data, stories, & news Share stories via video. (Drupal-based website) (Vimeo)
  • 17. What other tools or methods do you use on your campus to collaborate and engage campus community?
  • 19. Is it a Project or a Program? A project is: A program is: Temporary in that it has a defined A group of related projects managed beginning and end in time, and in coordinated way to obtain benefits therefore defined scope and and control not available from resources. managing them individually Unique in that it is not a routine Trash Sort operation, but a specific set of Day operations designed to accomplish a singular goal. Fall Bulb * Professional Development opportunity* Swap Become a PMP (Project Management Farmers Professional) via PMI (Project Management Market Institute). See www.pmi.org
  • 20. Snapshots of Project & Program Management From an office of 1 to Many
  • 21. Offline Management Tool: Project Management via White Boards at Baylor University
  • 22. Major initiative Worker tasks and communication New and ongoing projects Hardware requests Work space Blue Sky ideas
  • 23. Online Management Tool: Project Management via Google Docs at Santa Clara University Why Google Docs? o  Free o  Access anywhere o  Students have Gmail accounts o  Living document backed up in the cloud
  • 24. Types of Documents •  Project Outlines o  Think before we act •  Instructions o  Project management •  Journals o  Institutional memory •  Collaborative docs o  Future planning
  • 27. Hybrid Model of Project & Program Management: Using offline and online tools at the University of Vermont Strategic Level Planning from 30,000 ft Step 1: Brain Dump Step 2: Mind Map Step 3: Get colorful w/Post-it notes to review Step 4: Individual Work plan programs & projects w/collaborators
  • 28. Project and Program Level Planning ①  Develop project scope. ②  Create a schedule and milestones. ③  Create work packages, including tasks to address specific project goals. ④  Post scope, schedule and milestones, tasks on PM tool- Basecamp. ⑤  Post documentation and check off completed tasks, etc.
  • 29. What project management tools and techniques do you use to help you succeed in your work?
  • 30. Lessons Learned Document, document, document...especially when closing a project. Share lessons learned by making it easily accessible whether through online or offline tools. Research, try out, select, and then customize your management tools to match how your group works on projects.
  • 31. Online Tools Free Services: Low-cost Services: •  Google Apps: •  37 Signals Suite: •  Docs, Hangout, etc. o  Basecamp, High Rise, •  Do.com Backpack •  YouTube •  Issuu.com •  Dropbox •  Vimeo •  Evernote •  Free Conference Call •  Skype •  Doodle •  Yammer •  Asana •  Hootsuite
  • 32. Recommended Books •  Getting Things Done by David Allen •  The Mind Map Book by Tony Buzan •  ReWork by Jason Fried •  Influence by Robert Cialdini •  Switch by Chip Heath and Dan Heath •  The Leadership Challenge by Kouzes and Posner •  Presentation Zen by Garr Reynolds •  Nudge by Richard Thaler and Cass Sunstein
  • 33. As a Sustainability Officer, think of three skills or knowledge areas that you would like to learn or to improve on in the next week, month, or year to help you at your job?