DEFINE

Figure 1 Current and Future State Coaching Process

PROBLEM STATEMENT

As coaches, we recognized the time-consuming nature of administrative tasks in the coaching process for observations, specifically the need to send numerous emails and create calendar invites. We articulated this issue into a clear problem statement, acknowledging the impact it had on our efficiency and effectiveness.

GOAL STATEMENT

Our goal was to streamline the coaching process for observations, reducing the time spent on administrative tasks while maintaining the quality and impact of our coaching interactions. We aimed to improve our productivity and make better use of our time and resources.

PROCESS MAPPING

We mapped out the current and future states of the coaching process (Figure 1), visually illustrating each step from staff sign-ups to the final meeting with teachers. This process mapping exercise allowed us to identify inefficiencies and envision potential improvements.

DEFINE CUSTOMER/ REQUIREMENTS

We identified our primary stakeholders, including teachers, school administrators, and ourselves as coaches. By understanding their needs and expectations, we ensured that any changes made to the coaching process would be well-aligned with their requirements.

MEASURE

CURRENT PROCESS PERFORMANCE

We developed a plan to collect data on the time spent on administrative tasks in the coaching process, focusing on key metrics. Specifically, we tracked the number of emails sent for scheduling purposes, the time taken to create calendar invites, and the frequency of follow-up communications. We utilized Microsoft Excel spreadsheets to record and organize this data efficiently.

DATA COLLECTION PLAN

Our plan outlined specific procedures for data collection, including designated individuals responsible for recording and updating the data regularly. We implemented standardized templates within Excel to ensure consistency in data entry and formatting across different team members.

DATA RELIABILITY

We implemented measures to ensure the reliability and accuracy of our data, minimizing potential biases and errors in our measurements such as providing training sessions to team members for responsible data collection.

BASELINE DATA

We collected baseline data on the current performance of the coaching process, using this information as a reference point to gauge the effectiveness of our improvement efforts. This included tracking the number of emails sent, calendar invites created, and time spent on administrative tasks over a defined period, such as a month or a quarter. We compiled this data into comprehensive Excel spreadsheets, organizing it for further analysis in subsequent project phases.

ANALYZE

POSSIBLE CAUSES:

We employed root cause analysis techniques such as the 5 Whys and fishbone diagrams to delve deeper into the underlying causes of inefficiencies. We identified potential factors contributing to the problem, including manual processes, lack of standardized procedures, and communication gaps. By exploring these root causes, we gained valuable insights into where interventions were most needed to drive improvement.

Figure 2 Excel Pareto Chart

IMPROVE

BRAINSTORM SOLUTIONS

Drawing on our insights from the analyze phase, we e facilitated brainstorming sessions with team members to generate potential solutions. We explored a wide range of ideas from process automation to workflow redesign. we specifically considered leveraging digital tools such as Google Booking Pages, Google Docs, and Google Forms to streamline scheduling processes and reduce administrative overhead. Additionally, we identified the reduction of redundant emails as a key area for improvement to enhance communication efficiency.

SELECT PRACTICAL SOLUTIONS

After thorough evaluation and discussions, including considerations of factors such as cost, resource requirements, and implementation complexity, we concluded that leveraging Google Booking Pages was the most practical solution to address the inefficiencies in scheduling and calendar management. This decision was based on its ability to automate the scheduling process, streamline calendar management, and reduce manual intervention significantly. By adopting Google Booking Pages, we aimed to eliminate the complexities associated with manual scheduling and calendar coordination, thereby enhancing efficiency and effectiveness in the coaching process.

IMPLEMENTATION

The implementation process began with the setup and customization of Google Booking Pages to align with the specific requirements of the coaching process. This involved configuring booking options, defining available time slots, and integrating with existing calendar systems.

Training sessions were conducted to familiarize coaches and staff members with the new booking system, providing step-by-step guidance on how to use Google Booking Pages to schedule appointments and manage calendars efficiently. Additionally, communication channels were established to disseminate information about the new booking process, including instructional materials, user guides, and FAQs, to ensure clarity and facilitate adoption.

Throughout the implementation phase, ongoing support and assistance were provided to address any technical issues or challenges encountered by users. This included troubleshooting sessions, helpdesk support, and continuous improvement initiatives to optimize the user experience. As the implementation progressed, feedback mechanisms were put in place to gather insights and suggestions from users regarding the usability and effectiveness of Google Booking Pages. This feedback was used to refine and enhance the system iteratively, ensuring alignment with user needs and preferences.

CONTROL

MANAGEMENT & MONITORING

We designated process owners to oversee the utilization of Google Booking Pages and monitor adherence to new procedures. These designated individuals were responsible for ensuring that the system was used appropriately and efficiently by all stakeholders. Additionally, we defined key performance indicators (KPIs) to track the performance of the scheduling process, including metrics such as the number of bookings made through Google Booking Pages, time saved in scheduling activities, and user satisfaction ratings. Regular review cycles were established to assess the performance of the scheduling process and gather feedback for optimization. This proactive approach allowed us to continuously monitor the system, detect any technical issues or disruptions, and address them promptly, ensuring the reliability and effectiveness of the scheduling process.

PROCESS DOCUMENTATION:

Documentation was created to outline process flows, providing guidance for stakeholders on the utilization of Google Booking Pages. This documentation served as a reference tool for training, onboarding, and continuous improvement initiatives, ensuring consistency and alignment in the utilization of the scheduling system across the organization.

SHARE SUCCESSES:

We applied lessons learned from the implementation of Google Booking Pages to other areas of the organization, fostering a culture of continuous improvement and cross-functional collaboration. Knowledge-sharing sessions and a workshop for all coaches in the metropolitan area was conducted to disseminate best practices and celebrate the success of the process.