1. Model T(eamwork) in The Aid Office
Rebecca Cassely
Patricia Fidler
Christina Coviello

2. “Coming together is a beginning. Keeping together is progress
“Coming together is a beginning. Keeping together is progress. Working together is success.”- Henry Ford
Model T

3. This session will cover:
Fostering a true team atmosphere
Building a positive, motivated office culture
Encouraging professional development
Removing barriers to effect change

4. Where do you begin??
Create a positive office culture that motivates and is receptive to change

5. Brainstorm! What is your mission? Why does the work we do matter?
What isn’t working?
What barriers stop you from making changes?

6. Keys to Success: Positive Thinking
Encourage professional development and growth
Empower staff to be all they can be!

7. Building the Office Culture:
“The BU Story”
2006
Office Retreat
Brainstorm goals and challenges
Group together similar goals and challenges
Result??????????????????

8. Interoffice Committees!!!
Involve– talk to staff to get buy-in! (Retreat)
Specific Goals to improve processes (7 Committees to address office needs)
Resulted from the 7 groups of office goals and challenges

9. Interoffice Committees….
Does that mean just another meeting?

10. Get Staff Buy-In: Communicate (communicate, communicate, communicate)
Gather feedback
Be honest
Information is powerful

11. BU OFA Committees: Empower staff at all levels to participate
Provides professional development
Differing perspectives (customer service, systems, loan area, counseling– and generational differences)
Foster a true team atmosphere- working with staff you may not normally interact with
Tips for organizing committees
Engage everyone
Part of job responsibility
Creative and collaborative office culture

12. Team Toolkit: General Scope and Purpose of committee: Committee Name:
Committee goals for 2018?:
Establish general meeting rules (agenda, length of meeting, how often to meet)
Assign Team Roles:
Co-Chairs (leadership opportunities)

13. The Big 7: BU OFA Committees

14. BU OFA Committees: Kaizen:
Charged with the continuous improvement of office functions and communications. Kaizen is responsible for the prioritizing and assigning tasks from annual improvement lists.
We have a model of continuous feedback– but were the improvement lists being reviewed and getting done? Transparency!

15. BU OFA Committees: Outreach:
Improve and establish relationships within and outside the university community
Financial Literacy- SMART$101
Public speaking skills, creating presentations

16. BU OFA Committees: Print Prose:
Maintain and improve the financial assistance website, print publications and other marketing materials for all clients.
Ensure consistent and proper use of BU branding standards.

17. BU OFA Committees: Quality Assurance:
Ensure that we adhere to the Department of Education’s federal verification program in all of our policies and procedures.
Analyze data in order to make recommendations to improve training, communication and work systems.

18. BU OFA Committees: Training Committee (Name is TBD):
Monitor office procedures to ensure they meet best practices for clarity, consistency, and accessibility by all staff and that they are compliant with federal regulations and policies.
Consistency, clarify and brevity are top-of-mind when we review procedures and produce trainings.
Implement fun, creative, and informative training modules for staff to ensure high performance on interoffice requirements and job duties.

19. BU OFA Committees: OFAPD (Professional Development):
Develop and promote professional development opportunities for staff
Plan and organize a monthly All-Staff Meeting (1st Monday of the month)
Create a sense of community for all staff in OFA
Social events- ‘Sweet Treat’
Monthly Wrap-Up (share positive news)

20. BU OFA Committees: Insight:
Create surveys, conduct interviews, and utilize other assessment tools to compile accurate and measurable data that can be used to inform the development of OFA policy, procedures, and communication strategies.
 Establish ways to obtain frequent feedback from students and families in a way that improves the financial aid application and delivery process.
Qualtrics

21. Tips to consider:
Continue to review committee members– co-chairs? All levels and areas of office represented? New staff, add to committee after first 3 months.
Committee participation is part of our annual performance evaluation– develop a template for committee chairs to share feedback.
Annual setting of goals and reviewing past year accomplishments.
Is committee still needed? Can it evolve?

22. What outcomes should you expect?
Staff retention
Motivation
Improved customer service
More transparency
Respect and appreciation of the process
Teamwork (!!)
Professional development

23. Committees:
What isn’t working in your office/department and what committees could be formed to solve these problems?

24. Questions? Thank you! Rebecca Cassely- rcassely@bu.edu
Christina Coviello-
Patricia Fidler-