Ravenna City Schools

Custodial & Maintenance

Needs Assessment

March 2003

Words to Describe Department

Necessary (4) Friendly Organized Understaffed (2)Interesting(2) Ambitious Caring(2) DisarrayCaring Liasons Steady ContentiousHelpful (2) Compatible Thorough SlackersDependable (3) Supportive(2) Friends DeficientProductive Amicable Exceptional UnorganizedEfficient (3) Professional(2) Improving UnaccountableFun Cooperative Vital ComplainersDedicated (5) Hardworking (5) Important Rifts w ShiftsBusy Unique IrresponsibleLoyal(3) Prideful Overworked (2)Enjoyable Flexible NitpickingPractical Team players(2) UnfairHonest Open minded Lack PrideFamily Excellent UnderpaidSkilled Knowledgeable InconsistentDiverse Respectful

Enjoy most about job Kids(9) Everything Problem Solving Faculty/Staff (3) Job is manageable Learn something new everyday 2nd shift Taking pride in my work Being part of district Having something to do Being close to home Meeting teachers’ needs Challenges/ing (3)

When day goes as planned Doing things for others Every day is different (6) Being with other people (4) Getting building ready for next

day(2) Getting my time in Getting my job done Feeling of accomplishment at

the end of the day (2) Leaving my areas looking as

good as I can Being responsible for getting

things done Making environment pleasing

for all

Least enjoyable about my jobOld building with lots of needs Being an “outsider”Routine gets interrupted CafeteriaGets hectic When I don’t understand somethingTrying to work around all of the activities (3) PoliticsWhen things don’t go well CleaningBig events that take away from regular duties Criticism for not getting it doneCleaning up after sick kids RepetitionNot enough time to get the job done(4) Shifting gearsCan’t keep up Profane languageCan’t be as thorough as I’d like Property damageUnderstaffed IrresponsibilityDaily demands overwhelming Seeing teachers disrespectedPulled away from duties for non-emergent reasonsOther’s poor planning becomes my emergency Going homeWorking off the pager Disregard of some groupsHard physical labor( in summer) (3) Abused KidsBeing pushed around Summer workCleaning up after kids who don’t care Cleaning up after everyoneGrab us for ALL their needs whether it’s our job or notFear of proceeding when I’m not sure if I can do itMy shift

Times when proud of work Everyday (5) Saw something needed to be

done and did it! Summertime teamwork; got it

all done (2) Found valuables and turned

them in to Admin Included as part of Building staff Committee Appointment Troubleshot prob @ one of the

Bldgs Recognized for all my years of

hard work Holiday time Enhanced appearance of facility

and grounds

Citation for excellent work Promoted Teachers gave me a certificate

of appreciation Made changes from the routine Took initiative @ Xmas time to

do extras Staffing changes Selected to fill in for

supervisor(2) Hosted event Appreciated by students for

keeping school so clean Kept up with demands of

inclement weather Opening Day!

What part did you play?

Took initiative to do extra (5)

Do my best(6) Try to meet everyone’s needs

Got necessary training Responsible, reliable

Get along with everyone Trustworthy

Always pitch in for events and Worked hard to get it all done

participate in activities Made facility look great!

Hustled! (2)

Listened to everyone’s ideas Rushed and worked hard

Did some extras for staff Assumed new responsibilities

Take pride in my work (3) Good track record; can count on

Keep up with everything even if it me

means uncompensated overtime

Persistence

Worked over my lunch hourDo my job

Other contributing circumstances

Staff (Others) were appreciative (5) Pride taken in my workOthers recognized my accomplishments Liking who I work withInternal satisfaction of getting it all Principal rewarded usdone (2) Recognition of my

strengthsCompliments (5) Internal motivationPeople wanted ME in this building! Danny believing in mePrincipal & Staff see me as part of Support of others in mythe team departmentEverybody who was there went the Understaffedextra mile Worked as a teamHead custodian OK’d extra work Students thanked meAdmin approvalNeed to please staffOvertime allottedAdmin recognition for job well done (3)

Time when things didn’t go well Superintendent was unhappy Overlooked for a promotion Personal challenges Disagreements with Admin on

work conditions Favoritism Some get away with things they

shouldn’t Admin looking the other way Project fraught with problems Pleasing others to detriment of

my own health Reassigned with no input from

me

Summer and others were not doing their part

Summer scramble to get it all done

Couldn’t devote enough time to get the job done well

Promises not kept by Admin Pulled from jobs; can’t finish Short staffed Didn’t get a good evaluation Unrealistic expectations of staff Couldn’t get job done by next

day Disrespectful/angry faculty Couldn’t get job done;

understaffed(3)

What we’d like parents, students and teachers to say about us…

We make clean, attractive places to walk into

We’re a reliable, accountable and responsible crew

We’re doing a great job

Things are better than ever before

We meet their needs

We do a wonderful job with what we have

They’re always doing more with less

We have pride in what we do (2)

We’re here for the community

They’re impressed by the appearance and cleanliness of the facilities

They’re amazed by how we get it all done

We make a good environment for the kids to learn in

People feel safe and confident in our buildings

We do the best we can

Reputation (continued)We’re doing a good job (2)

The facilities are clean (2)

We work together, get along, and everybody is equal

We’re doing what we’re suppose to and we’re doing it well

Staff is friendly and courteous and the facilities are clean

Can always count on us

We’re part of the team

They’re proud to walk in our schools because of what we do

There has been great improvement in cleanliness and neatness of schools

We care about the kids and parents are comfortable with us being with their kids

We’re not just here for the paycheck

It’s a fine operation of manpower

There’s more than meets the eye

We’re friendly, efficient and produce quality work

We do the best we can

Reputation (continued)

We make a home-like, safe, secure and comfortable environment

We’re concerned and we care for kids and teachers

We always do our best and they’re pleased with what we do

They appreciate us

The schools look great and they’re clean

The buildings look great and we’re doing a great job

We’re approachable and open to feedback

We keep clean, well maintained buildings

We take pride in our work and maintain the properties

We do a good job and we’re vital to the district

Director of Business Operation’s role in our reputation…

Adequate staffing Provide training opportunities (3)

Continued interest in employees (2) Listen (3)

Reassignment of job duties Keep Danny!

Periodic allowance of overtime Be part of the crew

Allow sufficient time to complete job Work along side of us

More staffing at night Respond quicker to work orders

Provision of equipment and supplies (11) Effective communication

Re-evaluation of staffing patterns Tour the buildings

Insistence we follow “chain of command” Manage the customers

Keep communication open (2) Give feedback about what you see

Continue upgrading equipment Implement safety measures

Keep equipment in working order Provide supervisory trainings

Leadership (2) Make everyone accountable (3)

Don’t overreact to non-emergent situations Be more visible (2)

Bill’s role (continued)Don’t overreact to non-emergent

situations

Be more visible (2)

Advise staff of standards and

expectations

Confront problems/issues (3)

Recognize staffs’ time constraints

Don’t put things on the back

burner

Act on what you hear

Don’t let things fall thru the cracks

Follow up (2)

Stand behind staff

He’s doing it!

Advocate for us

Improve communication

Demo loyalty to staff

Get subs when needed

Ask us what works!Help Danny to succeed!

Danny’s role in our reputation…Troubleshoot with us (3) Respond to custodians needs

Listen to usMake sure people are pulling Ensure maintenance requests

aretheir weight (3) completed in a timely mannerEnforce accountability (2) Remember where you came

fromAddress absenteeism issue Back up supervisorsAddress substance abuse issues Support staff & supervisors

Be honest with employeesConduct spot checks (3) Believe in us!Check up on people Bring out the best in peopleBe a “watchdog” Keep on top of thingsConduct on-site inspections Communicate with BillMonitor Head Custodians to make sure Coordinate with Admin to get usthey’re where they’re suppose to do what we needSpend time at the schoolsBe more visible

Danny continued… Stay connected with staff Manage customers for us Investigate situations Help us get what we ask for Approve overtime periodically Make sure everything goes as it

is suppose to Relieve Bill of some of his duties Support us Give constructive criticism Tell people what is expected of

them Continue to be “hands-on” Distribute work more equally Follow up and follow through (2)

Get group working as a team Don’t overlook things Provide adequate staffing(2) Broaden training available to us Reassess staffing Perseverance Keep the Big Picture in view Be someone we can go to for

help Know everyone’s job and what it

takes to get it done Set appropriate expectations

and communicate them Provide supervisors with training

on how to manage their staff effectively

Danny’s role (continued)Read the “slackers” the riot act

Confront those not doing their job

Crack the whip on those who need it

Tell us like it is

Communicate directly with staff; not just through labor relations

Keep staff apprised of things going on

Ask us what we think

Engage us in finding solutions

Give prompt and valuable feedback

Problem solve

Genuinely care about staff

Advocate for us to Admin

Teach us Best Practices

Refrain from finger pointing

What we have to do for our reputation…

Stay on top of things (2)

Make sure I’m on top of things and doing my job (4)

Keep doing what I’m doing

Update my skills

Get the job done

Come in to work

Bite my tongue and just do it!

Stay on task

Do my best (7)

Ask if anyone from prior shift needs anything

Keep positive attitude

Do what I’m asked to do

Keep my head down

Our role (continued)Get along with others

Follow through

Do my work with a positive attitude and hope it spreads

Communicate expectations

Follow up

Investigate

Acknowledge jobs that are getting done

Speak up

Be straightforward with supervisor & Admin

Uphold standards and principles of quality workmanship

Take pride in my work (4)

Give input

Be part of the team

Do my job right

Share my ideas for improving something

What we would most like to change about our department…

Provide more on-site training to update skills

Cross training

Better pay

More staff (7)

Get more staff for the summer

More evening coverage

Better working conditions

Reassess efficiency

Increase Admin awareness of demand for supplies

Everyone held to the same standard of performance (2)

Workers who aren’t pulling their weight would be confronted

Better performance evaluations

For everyone to get along and past issues to be resolved

For everyone (custodians, faculty, admin) to get

Most like to change (continued)Increase budget for suppliesHave Danny take over maintenance requestsGet rid of the pop machines!Communication improved; staff get accurate information(2)Newer equipmentHaving each custodian take responsibility for their own workLess complainingBetter attendanceBetter determination of what’s an emergencyHaving supervision and help when I need itGet equipment when I request itIncrease response time to requestsClarification of who to report toOne person directing us vs Principal, Supervisor, Dir Bus. Op. etcReinstate overtimeUse subs for set-up & clean-upLimit job duties that are not routine

Incentives/Rewards that motivate us!Appreciation (14) Pat on the back (6)Kind words Thank Yous (4)Compliments (9) Respect by faculty and staff (2)Praise (4) Positive interaction between shiftsCredit for what we do More staffRecognition (from Bd of Trustees, Performance contestAdmin, Community, Parents) (11) Raising the barAcknowledgment by kids Feedback that I’m doing a good jobConcern for me as a person (2) Reinstating overtimeChange from routine Liking who I work withInternal motivation (4) More positive work attitudesPersonal satisfaction (6) Smiles on faces of those I’ve helpedInternal sense of accomplishment Small gifts (2)Challenges Provision of tools and trainingBeing treated as part of the team Getting it done!Flex/Comp time Invitation to staff eventsMoney$$$ (3)Money for good attendance (5)Increase $ for longevity

Better step increases Say YES to me when I request stuff!

Additional things you should know about us…

Summer Summer is chaos! We need additional help in the summer Standards for summer cleaning need to be

defined and enforced bldg to bldg Bill is not in touch w work demands; especially

in the summer We need to solve the grounds keeping/staffing

issues

Performance

Mgt needs to confront those who aren’t pulling their weight Everyone should be kept to same standards without exception Get Head Custodians doing what they’re suppose to be doing Head Custodians need to improve management/supervisory

skills Conduct spot checks to hold people accountable Custodians need to have more pride in what they do Everyone should be held to the same standards It’s difficult to get routine work done due to so many activities and

being understaffed Prioritize and delegate when can

People come to work under the influence of substances (3)

We should implement random drug screening

CommunicationAdmin & Supervisors need to communicate to staff what’s going on

Communication within bldgs and within dept needs to improve

Lack of communication through chain of command

Staff needs to see the “Big Picture”

Feel beaten down when bring things up and they aren’t resolved

Flow of communication gets clogged at the Admin level

Let staff speak up and hear their voices

Should get back to the person who made the request

We don’t hear back when we make requests

Should get back to the person who made the request

Chain of command should be followed

More things to know….

HiringAsk current staff for references on new hires

Get references for new hires from staff who have worked with them

Inequity in hiring, job assignments accountability

Public RelationsWe need better PR! Some perceive us as inferior

There’s so much more to our job than sweeping & mopping; wish

people knew that

People have preconceived ideas about what we do

People outside our department need to know different

classifications do different tasks

Morale

There is a subgroup of whiners, complainers, finger pointers who are “morale busters”

Negative attitudes are toxic; whiners/complainers are bad for deptNot everyone can see the difference we make in people’s livesSome staff don’t enjoy their work so they don’t go the extra mileI like my job; It really fits me

Team playing needs to improve (2)

There’s animosity among staffSeniority is undervaluedAdmin needs to demo more goodwill towards our departmentDr. Calfee was never introduced to us; made us feel unimportantFeel beaten down when bring things up and they aren’t resolved

And more to know…DiscriminationWho you know means everythingThere’s a lot of favoritism; “Who you Know”Admin hires contractors for work we could get overtime forNeed work more standardized; too much discretion for on-siteleadersSupervisory & Admin need to be more generous with positivefeedback

TeamworkThere are rifts between shiftsMost of us get along great; we’ve known each other a long time;we’ve grown up together1st shift needs to be sensitive to what they’re leaving for 2nd shiftTeam playing needs to improve (2)

And…

IntegrityStaff isn’t being candid about what/how they really feelA lot of people in the dept are telling you (Susan) what you wantto hear

Future Current Admin (Dr. Calfee) is genuinely interested in us

(2) Current Superintendent has had a tremendous impact

on this dept; Dr. Calfee is sensible, not egotistical and respectful

We need more opportunities to develop and advance our skills

Hopeful staffing changes are for the best (2) Future is looking good!