This post is the continuation of a mini-series of stories on how Personal Kanban has infiltrated the fastest growing university in Ohio in an organic way. Previously we looked at the story of the Finance office and the effect that it is having on the team despite only having used it for a relatively short period of time. Now we will look at the story of the Recruitment and Marketing experience that has a longer period of time adapting it to fit the needs, and the evolution / results of that adaptation.
Time management has always been a topic of interest and organization is something I need and crave in order to function on a daily basis. So when Marian explained to me the Kanban method, over a year ago, I was immediately hooked. I first started using the online version which worked well, but I eventually abandoned the virtual method because I had to log in to view the Kanban board; therefore, I could also choose not to log in and at least pretend I did not have a â€˜to doâ€™ list.
Now, that I’m working in a true office setting, the traditional white board with post-it notes is my preferred method. In fact, I have a total of 2 boards in my office.
The first board lists all the recruitment related items I know I need to get done on a daily and weekly basis as the AVP of Enrollment and Marketing for the College of Adult and Graduate Studies. When I accumulate enough post-it notes in the â€œDoneâ€ column, I transfer that information to a Word document titled â€œSilviaâ€™s accomplishmentsâ€ and I sort it by month.
The second board lists all the marketing related items I, along with my Marketing Coordinator, need to get done. With this board, the â€œDoingâ€ section also has 2 subsections â€œWaiting on Karinâ€ (thatâ€™s the graphic designer we work with) and â€œWaiting on Othersâ€ (feedback needed on various advertising pieces). The reason for these 2 subsections is simple â€“ we found that a lot of the projects in the â€œDoingâ€ column were almost done, but we could not move them to the â€œDoneâ€ column until we received the revised advertising pieces or feedback from other individuals within the university.
I like and will continue to use the Kanban method for multiple reasons:
- The white boards in my office stand as a constant reminder of what tasks still need to be completed; projects simply cannot be ignored.
- A recent motto of mine is â€œProgress not Perfectionâ€; the Kanban method allows me to make progress with a certain project and list that project under the â€œDoingâ€ column until it is truly â€œDoneâ€.
- I love colors and color coding so using different colored post-its for each individual responsible for a project makes it easy to track what progress has been made at any moment.
- A Kanban board shared by multiple team members lets each of them know what stage the various projects are in, allows for accountability, and offers a sense of accomplishment when projects are moved to the â€œDoneâ€ column.
Contributed by Silvia Lucaschi-Decker, Assistant Vice President of Enrollment and Marketing at Ohio Christian University