Orientation Introduction

If there’s anything that can be done to make your first year with the NDSU Extension Service better, please contact your supervisor (district director, assistant director or department chair) or Deb Gebeke, Assistant Director, Staff Development.
debra.gebeke@ndsu.edu

Getting organized and staying organized is both an art and a science. Everyone has their own personal style and individual set of work circumstances to address. The art and a science of this means that you can learn many tips from fellow workers, books, workshops and so on, and with practice you will find the ‘art’ of getting it together mean you will find your own personal ways to make it easier. Take advantage of the opportunities out there to learn more about how to be organized and in turn, more efficient and effective. For the purpose of getting started in your new job, we will use the following definition for ‘Personal and Organizational Management’:

The skill of conducting oneself professionally, and handling the work environment, time, resources and expenditures efficiently to accomplish the purpose of the organization.

The NDSU Extension Service website has a number of resources available to address a variety of organizational and personal management needs. The "For Employees" page is a great place to bookmark on your computer and review for resources. The Staff Resource Library contains a number of resources as well.

At times you will have a specific need that these sites will address: "What's the policy for use of the Extension Logo?" Go to "For Employees". "I need help in organizing and facilitating meeting so they get done on time with intended results." Go to "Staff Resource Library".

Other times you may want to reflect on all the components of Personal or Organizational Management and simply conduct an inventory of your skills and needs. The following outline identifies key topics and makes suggestions for your consideration. Review this list and consider taking a class or checking out a new resource from the Staff Library to learn more.

Personal Organization

A. Time Management and Work Organization

keeping a daily calendar to log ongoing events, activities, and appointments
keeping a list of tasks "to do"
prioritizing work activities
scheduling meetings, appointments and activities
organizing work flow
responding to personal contacts including:
      a. office callers
      b. e-mail messages
      c. hard copy communications
      d. telephone calls
hard copy filing including:
a. subject matter information
b. office management documents
computer file management including:
      a. setting up subdirectories to store files in WordPerfect
      b. setting up folders to store messages in Pegasus
      c. setting up a backup filing system in case of system failure

B. General Office Management

Does your office foster an appropriate local image of NDSU and the NDSU Extension Service?
Is your office neat, orderly and functional?

C. Demographics

Are you familiar with the demographics of the geographical area for which you are responsible?
Are you familiar with the demographics of your state?

D. Accountability and Reporting

Do you:

report regularly to County Commission
report regularly to District Director
report on a timely basis
meet organizational requirements for 4-H reports
meet organizational requirements for crop reports
meet organizational requirements for annual plan of work
meet organizational requirements for quarterly program reports

Working with Groups
Think about the variety of people and organizations you work with and take inventory of your skills. Consider a class or library resource to help improve your skills.

General Skills

group facilitation skills
conflict management skills
1. the win/win approach
2. Creative Response
3. Empathy
4. Co-operative Power
5. Managing Emotions
6. Willingness to Resolve
7. Mapping the conflict
8. Developing your options
9. Introduction to negotiation
10. Introduction to mediation
11. Broadening perspectives
a basic understanding of how organizations function
knowledge of Robert's Rules of Order
knowledge of basic constitution and by-laws
basic knowledge of responsibilities of an organization's officers
knowledge and practice of team building concepts
seeking and valuing diversity

Most Extension staff will work regularly with the following groups:

Advisory Groups/Work Groups/Focus Groups
County Commissioners, Legislators
Crop Improvement, 4-H Council, FCE, SCD's
Township Officers, Fair Board, Weed Board, Community Development Groups, Economic Development Groups

Resource Development/Management

Volunteer Management
A strong component of Extension work includes working with volunteers. Volunteer Management Includes:

recruiting, training, and organizing volunteers for responsibilities in program delivery
providing opportunities for volunteers to exchange ideas
recognizing volunteers for accomplishments

Staff Management
You may have a role as a supervisor of staff within Extension and this role will require additional skills in:

guiding staff to focus their strengths on the needs of the community
providing staff with opportunities for feedback and evaluation
planning and providing for training of professional staff and paraprofessionals
providing staff with opportunities to share information and ideas
providing opportunities for professional growth and evaluation of support staff

Resource Management
Extension staff are expected to be good stewards of the public funds and resources entrusted to them. It's important to:

inventory what's on hand, determining needs, and ordering educational material needs as appropriate
seek out facilities and equipment appropriate for delivery of programs
pool resources with other agencies or businesses to the benefit of mutual clientele in the community
develop an annual budget
account for where all funds come from and where they are expended
ability to search out grant opportunities and write grant applications when appropriate

Public Relations

market programs, events, and activities
utilize newsletters, news articles, fliers, radio, television, etc., to market programs

Summary

Identify an area you need to learn more about. Ask your supervisor or mentor to guide you as you get started. This simple exercise will help begin your personal professional development plan. You may find that a workshop is offered nearby to provide help, or that a book in the staff resource library will be good reading for your personal growth. Making consistent improvements in your professional development and personal organizational management will happen when you take responsibility for your growth.

Additional Resources

--For Employees
--Staff Resource Library
--North Dakota State University
--NDSU Vice President for Agriculture and University Extension
--ND Agricultural Experiment Station
--NDSU College of Agriculture, Food Systems, and Natural Resources
--NDSU College of Human Development and Education
--State Board of Agricultural Research and Education

Next Session:

Volunteers are a key part to success of many Extension programs. Working with volunteers is never the same as working as paid staff or hired individuals. Learn more about managing volunteers in the next session!