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Alumni ESMU-HUMANE winter school seminar Bologna 12-13 November 2004

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Alumni ESMU-HUMANE winter school seminar Bologna 12-13 November 2004

    REPORT

    on Winter School

    SECOND ALUMNI SEMINAR

    Change Management in Higher Education and

    Development of Winter School Alumni Network

    Università di Bologna

    12-13 November 2004

Friday 12 November

    Introduction/Personal experiences

Ms Ines Fabbro shared with us her thoughts and lessons-learned on important elements in the

    career of a Head of Administration -

    ? Capacity to adapt to the environment

    ? A university is an institution with resources of high quality; be aware of that

    ? “Humble skills”: Cultural curiosity, entrepreneurial role (commitment) and interpersonal

    relations

    ? A wish for projects to be realised and to believe in them

    ? To take please from the success of other people

    ? You are not the only one to bear responsibility!

Change Management

After a short reflection about the experiences in Barcelona from two alumni from 2003 and 2004

    Mr Jon Baldwin gave a stimulating presentation on the art of merger. He stressed the importance

    of judgement. (Presentation see Annex 1).

    In the discussion, he thought the single most important success factor to be vision- but the vision

    should be communicated well in order to be transformed into ownership.

    The balance between retaining a clear and radical vision and compromising (being pragmatic) for

    the sake of keeping momentum was also discussed.

    One additional element of good practice were reference groups composed of staff and students

    from all parts of the institution (To take a slice through the institution).

Presentation of a MBA programme in Higher Education by Anton j. Nijssen (Annex 7).

Saturday 13 November

Report on working groups

The working groups, that took place on Friday were able to reflect on the presentation of Jon

    Baldwin, as it touched each topic of the working group in a certain way.

    Some of the discussed topics will be further developed in ongoing working groups.

    The initiative will be taken either by the group facilitator or a member of the working group.

    The further development of the topic change management in Higher Education (based on the

    outcome of this seminar) will be looked after by the steering group of the alumni.

Profile working group:

    Important to develop vision and share it with a wide group in order to refine it towards

    implementation.

Merger working group:

    See presentation Michael Wilmes (Annex 2)

Communication working group:

    The purpose of the group was to raise awareness of everyday situations in terms of communication.

    The group decided to keep on working on the subject to develop a compendium of “keywords”.

    The immediate outcome was a list of keywords to be used in everyday practice.

? Communication is exchange

    ? People are different, so they understand in different ways

    ? Always check what you communicate

    ? Be aware: You cannot NOT communicate (P. Watzlawick)

    ? It is important who communicates

    ? Do you want to communicate information, or a (desired) change in behaviour? ? Formal versus informal (political) communication: choose which is best suited in a given

    situation (e.g. decisions in a formal way; developments informally), but use both, and mix

    ? Trust is important

    ? Keep on communicating/Do not stop after the initial phase of a project ? Differentiate in communication

    ? Its better to include more people than leaving people out

Social and cultural aspects working group:

    The role play exercise showed interesting approaches to different social styles and a high level of awareness of social styles in the group however the content of the discussion remains

    dominant.

    Social styles are important to be aware of in change management. They are however highly individual and case-dependent. It is relevant to conduct these exercises but difficult to translate into generally applicable theories.

Report on the presentation and discussion of the alumni network

    The presentation of the development of the alumni network was based on the proposal from the steering group (Annex 3) and explained the history, the vision, possible activities, a possible management structure, finances and the experiences the group made with the set up so far.

    The main pillar is the triangular approach between HUMANE, the Winter School and the alumni, implying that all the involved benefit from each other.

    The HUMANE Executive committee, the HUMANE Round Table and the Winter School steering committee agreed to the proposal (Annex 3) and assured their support for this development. Seminars and study visits have been identified as the core activities for the start up. The steering group of WS I developed with the HUMANE chairman, the executive committee and the WS steering committee a guideline for the study visits (Annex 4), based on the experiences from recent study visits of the alumni. A working group, that will be set up by WS I and WS II alumni will develop this further and promote this idea.

    The discussion of the proposal showed general support and interest for the presented ideas. To keep up with the continuity of the established development, participants approved that the steering group of Winter School I will keep on working.

    It was also agreed that 4 participants of Winter School II will be involved in the further development.

    From Winter School III one alumni will be involved.

    Once the organisation is settled in its basic structure, the management of the alumni network will be reduced to a smaller, more manageable group.

    There was also general agreement to finance activities mainly by seminar fees. In addition a small fee (possibly connected with the HUMANE membership fee) of approximately 50 Euros/year could be introduced to finance the administration of the network.

    There was further agreement to keep the strong link to HUMANE and the Winter School. Volunteers from 2

    nd WS: Esa Hamalainen, Mary Hughes, Wilma de Koning and Susan Bridgeford

    To establish a possible working format the steering group will set up working groups in which more volunteers can be integrated (WS II alumni will look for more volunteers).

Four working groups have been identified so far:

? Preparation of next Seminar (proposed location Amsterdam)

    ? Constitution/Details of Proposal/ Finances

    ? Study visits

    ? Website

    The further development of the network will be presented and discussed at the next WS alumni seminar.

Benchmarking change management in HE institutions

Presentation by Nadine Burquel see Annex 5

Report on exercise: 30% cutback by government on Bologna University budget

Strategy:

    Not a threat but an opportunity!

    Twin track: lobby to convince Minister to reduce cutback, and

    strategic review by SWOT, leading to Vision, translating into performance review that is basis for decision on which areas to cut and which to develop.

Fundraising:

    Short-term: sell assets and services

    Long-term: reach out to new public; set up new services; cooperate with industry; sell shares

Finance:

    Vacancy freeze

    Fire temporary personnel

    10% cut all units

    Cut in maintenance / building

    Cut on travel and conferences

    Benchmark

    Merge and share services

Restructuring:

    Review degree programmes, close small ones

    Cut on support staff

Risk assessment:

    Financial/academic (HEFCE Risk Assessment guide www.hefce.ac.uk)

Staff:

    Pay cut& job guarantee

    Vacancy freeze

    Training and consultancy budget

    Efficiencies, unit mergers

    Work from home-> save space, sell buildings

Communication:

    Day after

    Communication plan for short and long term, internal and external

    Meeting of leadership with stakeholders

    Feedback

List of comments:

    ? Importance of network function

    ? Choice of topics that can attract all of the alumni and not just specialist topics

    ? Keep discussion/working groups

    ? Keep small structure of network

    ? Focus on basic activities (seminars, study visits)

    ? Use Website for information

    ? Try to have high standard of presentations at seminars

Russell Ashworth - Faculty of Humanities, University of Manchester

    Liduine Bremer - Vrije Universiteit Amsterdam

    Thomas Estermann - University of Music and Performing Arts Vienna

    Giovanna Filippini - Università degli Studi di Bologna

    Walter Kühme - Universität Heidelberg

Annex 1: Presentation Jon Baldwin

    Annex 2: Presentation Working group Merger of Units

    Annex 3: Proposal for the Development of a European Alumni Network

    Annex 4: Guideline for HUMANE-ESMU Winter School certified study visits

    Annex 5: Presentation Nadine Burquel

    Annex 6: Agenda Seminar

    Annex 7: Presentation of MBA in Higher Education

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