WITH SCOTT THEENER
Every organization we work with was deeply impacted by the COVID pandemic. Care for people, economics, health and safety: every company and organization has had to adapt to a very different set of priorities.
In the thick of the pandemic lockdowns, leading up to certain businesses opening back up, a multi-campus community college came to TGG asking if we could help solve a problem that had no pre-fab solution.
New state and federal health and safety protocols required the Auditing Team team to quickly react, building new campus regulations resulting in an exponential increase in procedural tracking, documentation, and compliance reporting.
I worked with our client to track the ever-changing regulations in order to develop a method to integrate the changes into scalable processes. The engagement was successful, and engaging for the whole team because there was a vision for the future.
To begin, I had introductory sessions individually with all team members to learn what was going well and what they felt could be improved. This helped inform a prioritized list of opportunities that we could start working on. We identified opportunities to implement automation and create recurring collaboration sessions where the team drove their own solutions to group challenges, rather than deferring only to management guidance.
TGG then supported this process by performing a gap analysis of the state and federal regulation changes and creating easy to consume documents for interested parties. These analysis documents took hundreds of pages of regulation and distilled them into language that increased awareness and increased understanding of the changes. This allowed staff and faculty to quickly create health and safety plans for their colleges that ensure compliance with the regulations while also creating safer environments.
I also facilitated multiple sessions with the team to ensure new regulations were accounted for in the organization’s processes and the team felt confident the processes could continue the work.
By design, my primary function in these sessions was to ask questions to the team, usually without knowing the answer. The intention was to utilize “the wisdom of the crowd”. This philosophy states that the collection of wisdom from the people doing the work is the best way to improve and solve that team’s challenges.
Another goal we established for this engagement was to help the team become more “T-Shaped”. Each team member had a specialty and expertise they brought to the team (the vertical bar of the T) while the horizontal bar of the T represents the knowledge they gain by learning about and exercises the expertise of their teammates. While being an expert in a particular discipline or field ensures the team has a wide range of skills, a teammate who is interested in learning new skills from their colleagues, helps to expand the shared understanding of the team as a whole. For example, one result of this effort and focus was that everyone on the team expanded their data analysis and spreadsheet skills.
The final piece of the project was helping the client to level-up and automate their data collection and analysis tools. Helping the client improve their data maturity and strategic data use, helped deliver efficiencies and insights that allowed the team to focus on areas that needed more attention.
As I reflect back on this engagement, the most rewarding component of the work was knowing that the team’s investment in becoming self-organized and deeply collaborative truly helped keep staff, faculty, and students at the campuses safe and healthy. We delivered real, tangible outcomes.
The community college is now well-positioned to continue monitoring for regulation compliance, via data analysis and metrics, to help departments enable health and safety best practices. We helped deliver a safer learning and working environment for students and faculty throughout the institution. The Health & Safety team has new found confidence in their collaboration skills, preparing systems and processes, and the tools needed to successfully complete a health and safety project of this magnitude.
When I look ahead to supporting other clients in the future, I’ll be able to use this experience to advocate for the power and opportunities that data analysis and metrics provide teams, the unlocking of potential when a team sees each other as equals and values collaborations with each other, and that communicating with your partners and stakeholders with transparency and honesty is truly a non-negotiable of success.
Scott has 10 years of dedicated experience as an Agile practitioner, Scrum Master, and Product Manager coaching teams, mentoring new Agilists, and leading successful projects. With his high attention to detail and a passion for independent research and translating findings into compelling visual presentations, Scott excels at change management, team facilitation, and emotional intelligence. He is known for being a natural detective and storyteller who is committed, organized, and a responsible teammate that prioritizes consensus and transparency in all situations. Scott holds a B.A. in Mass Communication/Journalism from Boise State University. He is also a Certified SAFe 5 Agilist, Advanced Scrum Master, Scrum Master, and Product Owner. Outside of work, Scott loves exploring Oregon’s great outdoors and is an avid college football fan who loves rooting for his Boise State Broncos. He also loves Portland’s independent theaters such as Laurelhurst Theater, Hollywood Theater, and Cinema 21.