2. Building a Master Task List (MTL)
October 2nd 2014
Martin Klubeck, University of Notre Dame
Don Padgett, University of Notre Dame

3. Building a Master Task List (MTL)
Concepts
Practicum
Identifying Tasks
The Awesome Attributes
Skill Evaluations
Bonus Benefits
What's Next? 4

4. WHY Bother? Why don’t you hire workers who are 100% skilled?
Because you can’t afford them
The largest recurring expense for most organizations _________
are salaries
But in most organizations the training budget tends to be the smallest
Your organization’s greatest assets are __________,
your people
so don’t you find it strange that we
Don’t train
Use inferior training vehicles
Train on the wrong things
Don’t know what workers really can do
Don’t know what workers really do
Don’t evaluate skill levels
Don’t know what workers really can do
Use inferior training vehicles
Don’t know what workers really do
Don’t train
Don’t evaluate skill levels
Train on the wrong things 6

5. Who needs one?
EVERYONE 7

6. Building blocks The Task is KEY You pay people for what they DO
- not what they know!
You pay people for what they know
You don’t pay a person for their knowledge; you pay them to APPLY that knowledge!
The Task is KEY 8

7. Sources for Tasks Job Descriptions
(Brainstorm)
Job Descriptions
Qualifications / Minimum Requirements
Operation Manuals
Performance Evaluations
Resumés
The person doing the work 9

8. Building Your MTL Finding the Bricks
Minimum Qualifications
-Collaborate with partners across Development to understand information needs and interface with upstream data owners to integrate key data sources to be used in reporting environment. Leverage a leading edge data architecture design to provide maximum flexibility, scalability, and usability of data for reporting and analysis  -Work with internal customers to develop tools and services such as dashboards, scorecards, data insights, and ad-hoc analyses.  -Promote self-service data retrieval model within Development by providing consultative services on data analysis, reporting tools and reporting best practices.  -Assist in every stage of information use from creating communication and solicitation segmentation, development of KPI metrics and dashboards to track fundraising performance, to the creation of standard and ad hoc reports.  -Maintain data governance policies and procedures to ensure standard data definitions and uses across the department.  
Collaborate
partners
Promote
data retrieval
development
dashboards
Maintain
policies 11

9. Sources for Tasks Job Descriptions
Qualifications / Minimum Requirements
Operation Manuals
Performance Evaluations
Resumés
The person doing the work 12

10. Documenting the Task Ensure actually a task for this job
Lead with an Action Verb
Avoid compounds! 13

11. Attributes Worksheet Task
Frequency
Complexity of Task
Complexity to Learn
Criticality
Establish effective working relationships with superiors and associates
Maintain effective working relationships with superiors and associates
Establish effective working relationships with general public
Maintain effective working relationships with general public
Enter data (submitting grant reports)
Carry out successful reference interview (assist patrons with) 14

12. The Awesome Attributes
Frequency
How often is this task
performed?
Daily
Weekly
Monthly or more
High
Medium
Low
Complexity of Task
How complex is this task?
Very complex
Complex
Not complex
Complexity to Teach/Learn
High
Medium
Low
How complex is this task?
Very complex
Complex
Not complex
High
Medium
Low
Criticality
How important is it to get it right the first time?
Very critical
Critical
Not critical
High
Medium
Low 16

13. Attributes Worksheet Task
Frequency
Complexity of Task
Complexity to Learn
Criticality
Establish effective working relationships with superiors and associates H M
Maintain effective working relationships with superiors and associates L
Establish effective working relationships with general public
Maintain effective working relationships with general public
Enter data (submitting grant reports)
Carry out successful reference interview (assist patrons with) 14

14. Training Requirements Thorough Instructions?
Results Worksheet
Task
Frequency
Complexity of Task
Complexity to Learn
Criticality
Training Requirements
Knowledge Item?
Checklist?
Quality Check?
OJT?
Thorough Instructions?
Formal Training?
JITT
Job Aids
Establish effective working relationships with superiors and associates H M Y N
Maintain effective working relationships with superiors and associates L
Establish effective working relationships with general public
Maintain effective working relationships with general public
Enter data (submitting grant reports)
Carry out successful reference interview 14

15. Determining Required Skill Levels
5 - Expert
Rare!
4 - Proficient
3 - Experienced
Employee View
2 - Developing
And the Winner is…
Supervisor view
Rare! 18
1- Novice

16. Skill Requirement Worksheet
Task
Required Skill (supervisor)
Required Skill (Worker)
Final Score*
Establish effective working relationships with superiors and associates 3 4
Establish effective working relationships with general public
2.5
Carry out successful reference interview (assist patrons with)
Conduct online research (assist patrons with)
Conduct print research (assist patrons with)
3.2
Find online reference materials (assist patrons with) 2
Search online catalog (assist patrons with)
Develop programs to highlight the collection
Develop programs to meet the needs of the public
Develop themes for book displays
3.5
3.75 14

17. Evaluating current Skill Levels
5 - Expert
Rare!
Supervisor view
4 - Proficient
3 - Experienced
Employee View
2 - Developing
And the Winner is…
1 - Novice 19

18. Current Skill Worksheet
Task
Current Skill (supervisor)
Current Skill (Worker)
Final Score*
Establish effective working relationships with superiors and associates 3 4
Establish effective working relationships with general public 2
Carry out successful reference interview (assist patrons with)
Conduct online research (assist patrons with)
Conduct print research (assist patrons with)
Find online reference materials (assist patrons with)
3.5
Search online catalog (assist patrons with)
Develop programs to highlight the collection
3,5
Develop programs to meet the needs of the public
Develop themes for book displays
2.75
3.25 14

19. Evaluation Results Worksheet
Task
Required Skill (Agreed)
Current Skill (Agreed)
% Trained
Establish effective working relationships with superiors and associates 4 3
75%
Establish effective working relationships with general public 2
67%
Carry out successful reference interview (assist patrons with)
Conduct online research (assist patrons with)
Conduct print research (assist patrons with)
50%
Find online reference materials (assist patrons with)
100%
Search online catalog (assist patrons with)
Develop programs to highlight the collection
Develop programs to meet the needs of the public
Develop themes for book displays
3.75
2.75
73% 14

20. Congratulations!

21. Bonus Benefits Build a database of job tasks Build Skills Database
Simplify cross-training
Makes training for new positions easier
Identify suggested training vehicles
Identify suggested Job Aids
Clearly Define What Each Position DOES 21

22. Next Steps Create job aids (optional) Identify training sources
Schedule the training
Evaluate the effectiveness of the training
Repeat and rinse until reach desired skill levels 22

23. Questions? 23

24. Why Organizations Struggle So Hard to Improve So Little
SUGGESTED REFERENCES
Why Organizations Struggle So Hard to Improve So Little
The Professional Development Toolbox 24

25. Available via the Course Agenda site at
Don’t forget to download the MTL worksheet
Available via the Course Agenda site at

26. Building a Master Task List (MTL)
Please take a few minutes to complete the Online Survey at or on the Educause 2014 App
Help us help you! 25

27. Contact Us Martin Klubeck mklubeck@nd.edu Don Padgett dpadgett@nd.edu26