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In meeting with many educational operational professionals, I see trends of what people want to track: where did we go, what do we need to do, is it an emergency, is it waiting on something, who is doing it? The question I wish I hear more people say is "I need to show why we had to do something".
Think of it like this. Your teenager asks for money. Most parents ask one of two questions: "What for?" and/or "Why?" How is a business official or board supposed to ask anything different, especially if you need something for the future or if they ask about what you did in the past?
Also, many people want to see a history of what was done or how often something needed to be serviced. Again, if I am trying to justify purchasing a replacement, I have to justify the why. Numbers give more insight than a guesstimate of "a buncha times", so trend the purpose or reason of your work to answer that "why".
In many cases that I bring up this point, the conversation shifts to an "a-ha" moment when I give examples such as "how much overtime is spent on afterhours events?" or "how many times did you deal with vandalism?" Very few outside of your department have a true sense of what you do, so it's up to you to be able to show it.
On that note, let's review a few examples.
Vandalism: great category, one we provide as a default option in MaintenanceDirect and ITDirect. But what about Accidental Damage? Sometimes, someone didn't mean to break it.
Preventive Maintenance: shows you were proactive, not reactive, and is very handy in case someone needs to show they've done due diligence in providing a safe, functional learning environment.
Now let's review an example that I am famously known for disliking: General Maintenance. That is a break-only-in-case-of-emergency category. In my view, it's an equivalent of "other" or "miscellaneous" because it tells me very little. It's like someone asking me what I do and I respond by saying "oh, you know...stuff".
So, if I'm not a fan of General Maintenance, what are other options to consider? Here are ones that I've come across over the years:
Certainly, there are plenty more options to consider. I hope this list inspires conversation about knowing and showing the "why" behind your staff's work and needs. Nothing has more impact than a visual, so use graphs to look at trends or comparisons in the counts and the costs of you and your team's efforts.