By Mike Zinn

Part 3 of a 3-part series, this article will focus on planning for transition.

Review
Part 1 (see MASA's May 16, 2008, issue of the Leader ) of this article focused on the essential first steps within the facilities study process:

• Defining the Facilities Study Team role, responsibility and length of service.
• Creating a Selection Team to identify criteria for selecting Facilities Study Team members.
• Providing the Facilities Study Team with the appropriate training, organizational structure and ground rules.

• The types of information to be gathered by the team
• The need to establish clearly defined criteria and priorities for evaluation of consolidation options
• The use of task teams to address specific issues
• A format for team recommendations

Part 3 will focus on planning for transition

• Creating the Core Planning Team
• Organizing & structuring the Core Planning Team
• Creating Task Teams
• Developing a visual implementation plan
• Core Planning Team meetings
• Evaluation of the consolidation and transition process

Planning for transition
The decision to close and consolidate schools will require organizational and emotional changes for students, parents and staff members. Students want to know if their friends will be “moving” with them. Parents will be concerned with their child’s safety, transportation and environment at the “new” school. Staff members will ask about their teaching assignment and how the curriculum will be integrated. There will be additional questions regarding:

• Will the name of the school change?
• Does the consolidation require a new mascot and school colors?
• How will staff members communicate and collaborate during the transition?

Creating the Core Planning Team
A Core Planning Team composed of administrators, staff members, parents and students should be selected to manage the transition process. Possible roles and responsibilities for the team might include:

• Coordinate and facilitate the transition process
• Establish appropriate task teams to develop transition plans for specific areas of emphasis
• Identify benchmarks to evaluate and measure the success of the transition process
• Etc.

Organizing & structuring the Core Planning Team
Two (2) days should be scheduled for the team’s initial training and planning meetings. Mixing participants throughout the meeting and exercises will provide an opportunity for team members to get to know each other and interact in a number of different situations. First day activities might include: team building, interpersonal communication skills, consensus decision making, etc. The agenda for the second day could include:

• Developing Ground Rules for the team
• Selecting team leaders
• Identifying major areas for emphasis
• Assigning team members to task teams
• Organizing each task team

Creating Task Teams
Task Teams should be created to manage specific transition activities identified by the team. For example, Task Teams may be established for:

• School Spirit
• Communication
• Building Renovations
• Safety and Security
• Orientation and Opening Activities
• Historical Preservation

A brainstorming session will provide Task Teams with an excellent list of possibilities for their team to consider. Task Team members can discuss the ideas generated and determine the top priorities and desired outcomes. Task Team priorities should be reviewed, modified as necessary and accepted by the entire team. Team discussion will eliminate duplicate activities and determine where some coordination between Task Teams will be required.

Developing a visual implementation plan
Once priorities have been accepted, each Task Team must develop an implementation plan. The plan should include what needs to be done by whom and when it will be completed. For example, the School Spirit Team may be responsible for facilitating the selection of a new school mascot. Post-it notes or 3x5 cards can be used to identify and sequence all the steps required to complete the task. Adding the names of team members responsible for each assignment along with a completion date to each “note” or card will provide a road map for success. The plan for each Task Team should be presented and reviewed by the entire team. Upon acceptance, the plan can be posted on a visual planning board, inserted as a document in the team’s files and used as a basis for determining agenda items for team meetings.

Core Planning Team meetings
Initially, the Core Planning Team will need to meet every couple of weeks to get structured and organized. Once Task Team plans have been finalized, monthly meetings of the team are generally sufficient. Task Teams will meet between meetings to discuss and implement their plan. Core Planning Team agendas might include:

• Task Team status updates
• Task Team recommendations for team discussion
• Administrative updates (staffing, renovation, etc.)
• Task Team planning time
• “ Tours ” of the “new” school

Evaluation of the consolidation and transition process
Once the consolidation plan has been implemented by the district, it is important to bring closure to the process. Members of the Facilities Study Team should evaluate their process and interactions once the Board of Education has decided upon a consolidation plan. Students, parents and staff members should assess the transition process to identify strengths and “lessons learned.” Using a combination of data-driven (i.e. 1-5 rating) and open-ended questions will provide a wealth of information and ideas for the school district.

Finally, scheduling a team picnic, “Thank You” Night or “celebration” enables a team to recognize its accomplishments. These events are generally very emotional and “heart-felt.” Team members have invested a tremendous amount of time, effort and energy in the process and develop a real “esprit de corp.” And, for the district, a new generation of community leaders has been developed as team members begin to serve as Board Members, PTA participants or part of a District Committee or Task Force.