Constructive Collaboration
Constructive Collaboration
Phil Spitz, M.A. Associate University Registrar
Stanford University
Celeste Fowles, Ed.M. Assistant University Registrar
Office of the University Registrar
Stanford University
Private research University founded in 1891 in Stanford, California
Our Student Body 6,689 Undergraduates 8,201 Graduates
Our Faculty 1,807 Tenure-line faculty 65 Academic departments and interdisciplinary programs
Die Luft der Freiheit weht
Stanford University • Office of the University Registrar
What is Collaboration? Collaboration is a structured, recursive process where two or more people work together toward a common goal — typically an intellectual endeavor that is creative in nature — by sharing knowledge, learning and building consensus. In particular, teams that work collaboratively can obtain greater resources, recognition and reward when facing competition for finite resources. Structured methods of collaboration encourage introspection of behavior and communication. These methods specifically aim to increase the success of teams as they engage in collaborative problem solving. — Wikipedia
Stanford University • Office of the University Registrar
A Collaborative Definition of Collaboration Stanford University • Office of the University Registrar
What is Collaboration? Collaboration is a structured, recursive process where two or more people work together toward a common goal — typically an intellectual endeavor that is creative in nature — by sharing knowledge, learning and building consensus. In particular, teams that work collaboratively can obtain greater resources, recognition and reward when facing competition for finite resources. Structured methods of collaboration encourage introspection of behavior and communication. These methods specifically aim to increase the success of teams as they engage in collaborative problem solving. — Wikipedia
Stanford University • Office of the University Registrar
Why Collaborate?
Successful outcomes The sum is greater than its parts Share best practices and lessons learned Support from key partners Improved service to the constituents
Job satisfaction Energizes employees Professional development Builds relationships
Stanford University • Office of the University Registrar
Collaboration within the University ¾
Undergraduate Advising and Research
¾
Petition transition ¾ Goal ¾ Strategy ¾ Takeaways
¾
Collaboration in Registrar’s office ¾ Systems
“Our conversations have led to productive and interactive meetings which have resulted in more streamlined and effective practices.” - UAR
Stanford University • Office of the University Registrar
Collaboration within the University “Our work with the Office of the Registrar has led to improved communication, novel and innovative programs, superior service to students, and provided a sense of community and collegiality. I now know that I have an entire team that I can rely on to get informed and well-thought out advice and support.” — Undergraduate Advising and Research Advisor
Stanford University • Office of the University Registrar
Collaboration within the University ¾
Vice Provost for Graduate Education ¾ Joint Degree Policy development ¾ Graduate Academic Policies manual
¾
Feedback from VPGE: “Walk the Talk” ¾ Phone calls ¾ Thank you’s ¾ Effective meetings ¾ Involve partners early
Stanford University • Office of the University Registrar
Collaboration within the University PARTNERS
PROJECT
COLLABORATION
Office of Postdoctoral Affairs
Quarterly meetings
Summer Session
Alternative summer Grassroots. Overcome schedule deadlines common problem
Schools and Central Offices
Student Services Forum
Grassroots. Benefits community
Subcommittee of students, faculty, staff
Joint degree programs
High level policy development
Stanford University • Office of the University Registrar
Traditional model
Collaboration in the Region ¾
Bay Area Registrars Group ¾ Gatherings ¾ Common issues ¾ Mentoring and Networking ¾ Website
Stanford University • Office of the University Registrar
THE WISDOM OF THE CROWD
Stanford University • Office of the University Registrar
Mass Collaboration ¾
University Registrar Wiki: registrar.wikia.com
Stanford University • Office of the University Registrar
Mass Collaboration ¾
Stanford University • Office of the University Registrar
Facebook: University Administration Collaboration
Mass Collaboration ¾
Confluence
Stanford University • Office of the University Registrar
Collaboration Strategies
Stanford University • Office of the University Registrar
Barriers to Collaboration Participants
Reluctance to change Lack of agreement Lack of commitment Lack of mutual understanding and respect
Resources
Staff constraints Financial restraints Time constraints
Organization
Different organizational cultures Fragmented organizational structures Individual mentality Lack common vision Organizational reluctance
Stanford University • Office of the University Registrar
Collaboration Strategies
“In authentic partnerships, collaborators share work, planning, goal setting, decision making, and problem solving, as well as vision, philosophy, values, and ideas.” —
Charles Schroeder in “Using the Lessons of Research to Develop Partnerships”
Stanford University • Office of the University Registrar
Key Collaborative Success Factors Culture of collaboration Listening Open-mindedness Creativity Risk taking Enthusiasm Relationship building Teamwork
Stanford University • Office of the University Registrar
Stages of Team Development
Performing
Norming Storming Forming
Stanford University • Office of the University Registrar
Collaboration Strategies – Stage 1
VISION STATEMENT Mutually define shared vision Return to it often
PARTNERS Identify collaborators Involve partners early and often Build relationships
Stanford University • Office of the University Registrar
Collaboration Strategies – Stage 2
AGREEMENTS Roles and responsibilities Procedures Written contracts
COMMUNICATION Decide on method Effectively and often Conflict Resolution
Stanford University • Office of the University Registrar
Collaboration Strategies – Stage 3
Stanford University • Office of the University Registrar
DEVELOP A PROJECT PLAN Keeps project on track Example of plan
Collaboration Strategies – Stage 3
Stanford University • Office of the University Registrar
EFFECTIVE MEETINGS Agenda Action items
Collaboration Strategies – Stage 4
ASSESSMENT Measure small victories along the way Celebrate achievements
PERSERVERANCE Patience and time Hard work Goal-oriented Positive attitude!
ACHIEVEMENT
Stanford University • Office of the University Registrar
What will you take back to your office?
Stanford University • Office of the University Registrar
Resources
Our colleagues! VPUE, VPGE, Registrar’s Office, ….
James Cook and Christopher Lewis, The Divine Comity: Student and Academic Affairs Collaboration (NASPA, 2007).
Kate Powers, Powers Consulting, www.sustainablechange.org
Charles Schroeder, “Using the Lessons of Research to Develop Partnerships,” Student Service: A Handbook for the Profession 4th Ed. (San Francisco: Jossey-Bass, 2003)
Don Tapscott and Anthony Williams, Wikinomics: How Mass Collaboration Changes Everything (Penguin, 2007).
Kate Watson, “Supporting Knowledge Creation: Using Wikis for Group Collaboration. (Educause: Volume 2008, Issue 3).
Stanford University • Office of the University Registrar
Our Contact Information
Phil Spitz Associate University Registrar Stanford University [email protected]
Celeste Fowles Assistant University Registrar Stanford University [email protected]
Stanford University • Office of the University Registrar
Thank you! Q & A and Discussion
Stanford University • Office of the University Registrar
Phil Spitz, M.A. Associate University Registrar
Stanford University
Celeste Fowles, Ed.M. Assistant University Registrar
Office of the University Registrar
Stanford University
Private research University founded in 1891 in Stanford, California
Our Student Body 6,689 Undergraduates 8,201 Graduates
Our Faculty 1,807 Tenure-line faculty 65 Academic departments and interdisciplinary programs
Die Luft der Freiheit weht
Stanford University • Office of the University Registrar
What is Collaboration? Collaboration is a structured, recursive process where two or more people work together toward a common goal — typically an intellectual endeavor that is creative in nature — by sharing knowledge, learning and building consensus. In particular, teams that work collaboratively can obtain greater resources, recognition and reward when facing competition for finite resources. Structured methods of collaboration encourage introspection of behavior and communication. These methods specifically aim to increase the success of teams as they engage in collaborative problem solving. — Wikipedia
Stanford University • Office of the University Registrar
A Collaborative Definition of Collaboration Stanford University • Office of the University Registrar
What is Collaboration? Collaboration is a structured, recursive process where two or more people work together toward a common goal — typically an intellectual endeavor that is creative in nature — by sharing knowledge, learning and building consensus. In particular, teams that work collaboratively can obtain greater resources, recognition and reward when facing competition for finite resources. Structured methods of collaboration encourage introspection of behavior and communication. These methods specifically aim to increase the success of teams as they engage in collaborative problem solving. — Wikipedia
Stanford University • Office of the University Registrar
Why Collaborate?
Successful outcomes The sum is greater than its parts Share best practices and lessons learned Support from key partners Improved service to the constituents
Job satisfaction Energizes employees Professional development Builds relationships
Stanford University • Office of the University Registrar
Collaboration within the University ¾
Undergraduate Advising and Research
¾
Petition transition ¾ Goal ¾ Strategy ¾ Takeaways
¾
Collaboration in Registrar’s office ¾ Systems
“Our conversations have led to productive and interactive meetings which have resulted in more streamlined and effective practices.” - UAR
Stanford University • Office of the University Registrar
Collaboration within the University “Our work with the Office of the Registrar has led to improved communication, novel and innovative programs, superior service to students, and provided a sense of community and collegiality. I now know that I have an entire team that I can rely on to get informed and well-thought out advice and support.” — Undergraduate Advising and Research Advisor
Stanford University • Office of the University Registrar
Collaboration within the University ¾
Vice Provost for Graduate Education ¾ Joint Degree Policy development ¾ Graduate Academic Policies manual
¾
Feedback from VPGE: “Walk the Talk” ¾ Phone calls ¾ Thank you’s ¾ Effective meetings ¾ Involve partners early
Stanford University • Office of the University Registrar
Collaboration within the University PARTNERS
PROJECT
COLLABORATION
Office of Postdoctoral Affairs
Quarterly meetings
Summer Session
Alternative summer Grassroots. Overcome schedule deadlines common problem
Schools and Central Offices
Student Services Forum
Grassroots. Benefits community
Subcommittee of students, faculty, staff
Joint degree programs
High level policy development
Stanford University • Office of the University Registrar
Traditional model
Collaboration in the Region ¾
Bay Area Registrars Group ¾ Gatherings ¾ Common issues ¾ Mentoring and Networking ¾ Website
Stanford University • Office of the University Registrar
THE WISDOM OF THE CROWD
Stanford University • Office of the University Registrar
Mass Collaboration ¾
University Registrar Wiki: registrar.wikia.com
Stanford University • Office of the University Registrar
Mass Collaboration ¾
Stanford University • Office of the University Registrar
Facebook: University Administration Collaboration
Mass Collaboration ¾
Confluence
Stanford University • Office of the University Registrar
Collaboration Strategies
Stanford University • Office of the University Registrar
Barriers to Collaboration Participants
Reluctance to change Lack of agreement Lack of commitment Lack of mutual understanding and respect
Resources
Staff constraints Financial restraints Time constraints
Organization
Different organizational cultures Fragmented organizational structures Individual mentality Lack common vision Organizational reluctance
Stanford University • Office of the University Registrar
Collaboration Strategies
“In authentic partnerships, collaborators share work, planning, goal setting, decision making, and problem solving, as well as vision, philosophy, values, and ideas.” —
Charles Schroeder in “Using the Lessons of Research to Develop Partnerships”
Stanford University • Office of the University Registrar
Key Collaborative Success Factors Culture of collaboration Listening Open-mindedness Creativity Risk taking Enthusiasm Relationship building Teamwork
Stanford University • Office of the University Registrar
Stages of Team Development
Performing
Norming Storming Forming
Stanford University • Office of the University Registrar
Collaboration Strategies – Stage 1
VISION STATEMENT Mutually define shared vision Return to it often
PARTNERS Identify collaborators Involve partners early and often Build relationships
Stanford University • Office of the University Registrar
Collaboration Strategies – Stage 2
AGREEMENTS Roles and responsibilities Procedures Written contracts
COMMUNICATION Decide on method Effectively and often Conflict Resolution
Stanford University • Office of the University Registrar
Collaboration Strategies – Stage 3
Stanford University • Office of the University Registrar
DEVELOP A PROJECT PLAN Keeps project on track Example of plan
Collaboration Strategies – Stage 3
Stanford University • Office of the University Registrar
EFFECTIVE MEETINGS Agenda Action items
Collaboration Strategies – Stage 4
ASSESSMENT Measure small victories along the way Celebrate achievements
PERSERVERANCE Patience and time Hard work Goal-oriented Positive attitude!
ACHIEVEMENT
Stanford University • Office of the University Registrar
What will you take back to your office?
Stanford University • Office of the University Registrar
Resources
Our colleagues! VPUE, VPGE, Registrar’s Office, ….
James Cook and Christopher Lewis, The Divine Comity: Student and Academic Affairs Collaboration (NASPA, 2007).
Kate Powers, Powers Consulting, www.sustainablechange.org
Charles Schroeder, “Using the Lessons of Research to Develop Partnerships,” Student Service: A Handbook for the Profession 4th Ed. (San Francisco: Jossey-Bass, 2003)
Don Tapscott and Anthony Williams, Wikinomics: How Mass Collaboration Changes Everything (Penguin, 2007).
Kate Watson, “Supporting Knowledge Creation: Using Wikis for Group Collaboration. (Educause: Volume 2008, Issue 3).
Stanford University • Office of the University Registrar
Our Contact Information
Phil Spitz Associate University Registrar Stanford University [email protected]
Celeste Fowles Assistant University Registrar Stanford University [email protected]
Stanford University • Office of the University Registrar
Thank you! Q & A and Discussion
Stanford University • Office of the University Registrar
