Programs & Facilities- Fostering Synergy for

Positive Outcomes

Programs & Facilities- Fostering Synergy for

Positive OutcomesJan Bilgen & Jay Craggs

UW-WhitewaterJan Bilgen & Jay Craggs

UW-Whitewater

Our BackgroundOur Background

Jan – Started as a Union Programmer/Tech Coordinator in 1989

Jay- Started as a tour performing artist

Currently:Jan – Supervises programming staff outside

of unionJay – Technical Services Coordinator for UC

and campus wide events and systems

Jan – Started as a Union Programmer/Tech Coordinator in 1989

Jay- Started as a tour performing artist

Currently:Jan – Supervises programming staff outside

of unionJay – Technical Services Coordinator for UC

and campus wide events and systems

Ground Rules TodayGround Rules Today

Open MindSpeak plainly and honestlyLook for the best possible outcome

not an “individual win”Let’s Check in; Who is here?

Open MindSpeak plainly and honestlyLook for the best possible outcome

not an “individual win”Let’s Check in; Who is here?

StereotypesStereotypes

Programs – Want it allLast MinuteNot Enough DetailTrash the Place

Programs – Want it allLast MinuteNot Enough DetailTrash the Place

Facilities-Not FlexiblePut Up Road BlocksQuick to say “no”Programs are a

burden

Facilities-Not FlexiblePut Up Road BlocksQuick to say “no”Programs are a

burden

Cultures & PerspectivesCultures & Perspectives Programs

> Single Event Focus> Reputation of group with

local and with artists> Multiple priorities

inside 1 event> Road Blocks:

Temperamental Artists

BudgetsAdvertising

Limits Staying CurrentAudience

SatisfactionReservations

Policies

Programs> Single Event Focus> Reputation of group with

local and with artists> Multiple priorities

inside 1 event> Road Blocks:

Temperamental Artists

BudgetsAdvertising

Limits Staying CurrentAudience

SatisfactionReservations

Policies

Facilities> Multiple Event Focus Programmers not always

viewed customers Standards

ReservationsEvent Support

Road Blocks:Unions/Staffing

3rd Party ContractsFixed Revenue

StreamLack of User Data

Facilities> Multiple Event Focus Programmers not always

viewed customers Standards

ReservationsEvent Support

Road Blocks:Unions/Staffing

3rd Party ContractsFixed Revenue

StreamLack of User Data

In Order to Have Positive Synergy

In Order to Have Positive Synergy

Proactive and not ReactiveCommunication

In PersonUse of Technology

Need to see things from multiple perspectives to collaborate

Proactive and not ReactiveCommunication

In PersonUse of Technology

Need to see things from multiple perspectives to collaborate

Key TraitsKey Traits

Meeting of the MindsCommon LanguageAgreed Expectation in regards to

performance and communicationAccountabilitySystemic/Enabling Mechanism

Meeting of the MindsCommon LanguageAgreed Expectation in regards to

performance and communicationAccountabilitySystemic/Enabling Mechanism

Meeting of the MindsMeeting of the Minds

Understand each others needs.Realize neither stakeholder can do it

as well alone.Stakeholders are both professionals

in what they do.There is always room for

improvement. Students are at the heart of what

we all do.

Understand each others needs.Realize neither stakeholder can do it

as well alone.Stakeholders are both professionals

in what they do.There is always room for

improvement. Students are at the heart of what

we all do.

Common LanguageCommon Language

World of Acronyms and Abbreviations

Use of Technology Hot Buttons Values Benchmarks History

World of Acronyms and Abbreviations

Use of Technology Hot Buttons Values Benchmarks History

Agreed ExpectationsAgreed Expectations

Broken down by expertise and mission

Create roadway for flexibility and exceptions

Realistic Take into consideration

institution’s values/mission

Broken down by expertise and mission

Create roadway for flexibility and exceptions

Realistic Take into consideration

institution’s values/mission

Accountability/Evaluation

Accountability/Evaluation

Clear specific expectations Mechanism to address lack of

performance Periodic reviews by stakeholders

to address change or new parameters

Inclusion of front line workers

Clear specific expectations Mechanism to address lack of

performance Periodic reviews by stakeholders

to address change or new parameters

Inclusion of front line workers

UW-Whitewater HistoryUW-Whitewater History

Facilities and Programmers inside Union Supervisory and Staffing Structure

Facilities and Programmers in separate Supervisory and Staffing Structure

Facilities and Programmers inside Union Supervisory and Staffing Structure

Facilities and Programmers in separate Supervisory and Staffing Structure

Systemic Enabling Mechanism

Systemic Enabling Mechanism

Not solely based on “word” or history

Stakeholder InvolvementFrontline Worker InvolvementCommon Goals

Volume in UnionFacilities UpkeepHappy Students

Not solely based on “word” or history

Stakeholder InvolvementFrontline Worker InvolvementCommon Goals

Volume in UnionFacilities UpkeepHappy Students

UW-W Programming Agreement

UW-W Programming Agreement

Created environment to examine relationship

Formalized existing relationships Created Expectations for all

stakeholdersCreated Mechanism for check in

and course adjustments

Created environment to examine relationship

Formalized existing relationships Created Expectations for all

stakeholdersCreated Mechanism for check in

and course adjustments

Key to the Agreement Success

Key to the Agreement Success

Admin Buy In neededFront Line development and

feedbackDissemination/Posting of AgreementCommitment to FlexibilityNon-Emotional, Collaborative,

“no turf” Problem Solving

Admin Buy In neededFront Line development and

feedbackDissemination/Posting of AgreementCommitment to FlexibilityNon-Emotional, Collaborative,

“no turf” Problem Solving

Why Won’t It Work on Your Campus

Why Won’t It Work on Your Campus

“So and So” is a jerk Resistance to change Programmers are 2nd class citizens We’ve always done it that way…”

“So and So” is a jerk Resistance to change Programmers are 2nd class citizens We’ve always done it that way…”

Make It WorkMake It Work

Lead -"Leadership is an influence relationship among leaders and followers who intend real changes that reflect their mutual purposes."

- Joseph C. RostRelinquish Power

Create Allies - Enable Others to ActInvest Time for a better more

effective future

Lead -"Leadership is an influence relationship among leaders and followers who intend real changes that reflect their mutual purposes."

- Joseph C. RostRelinquish Power

Create Allies - Enable Others to ActInvest Time for a better more

effective future

Questions/ThoughtsQuestions/Thoughts

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