Matt likes to know why.
Why is a process done a certain way? Why does a task require a specific step? Is there a better way to get the same result?
Those questions became especially important when Matt took on an expanded role overseeing the Minutes and Records division at the Clerk’s Office. With two divisions coming together as one team, Matt is reviewing the details behind the work while looking for ways to make the division stronger and more efficient.
All in the Details
Before joining the Office, Matt worked for the Putnam County Property Appraiser’s Office and the Clerk’s Office, where his supervisor there oversaw Clerk to the Board services. That gave Matt a broad understanding of the work. But taking responsibility for it himself has shown him how much happens behind the scenes.
“There is a lot that they take care of,” Matt says.
He has spent time studying Florida law, administrative rules, and internal procedures to understand why certain tasks are done the way they are.
“I’ve always been the kind of person to say, ‘Why do we perform this task? Why do we process it in this specific way?’” Matt says.
Understanding the reason behind a process makes it easier for him to see whether there might be a better way.
Moving Forward
Some processes have been in place for years. Matt believes that makes them worth examining.
“It might have been the most efficient way to do things 10 years ago because that’s what we had to work with at the time,” he says.
Technology changes. Laws change. Workloads change too.
The Office recently experienced more than double the usual number of Value Adjustment Board (VAB) petitions. The increase put existing systems and processes to the test.
Now Matt and the team are exploring whether new tools could make the work more efficient. The goal is not change for the sake of change. It is finding ways to make the work easier and more effective while continuing to meet the needs of residents.
One Team, More Skills
Bringing Minutes and Records together with Records Management also created an opportunity to build a more flexible team. Cross-training has become an important part of that effort.
Some employees came into the combined division with years of experience handling Minutes and Records. Others knew the public records request side. Now they are learning from each other and developing new skills.
“I feel like we do have a good team over here,” Matt says. “They build each other up and make sure that they cover down for everybody in the office.”
The goal is to make sure the work can continue even when someone is unavailable. Matt has also been impressed by how willing the team is to learn.
“They’re not above learning something new and developing a new skill,” he says.
Leading by Learning
Matt expects his team to learn new things, and he holds himself to the same standard. He does not want to simply assign tasks without understanding what goes into them.
“I’m never going to ask my people to do anything that I’m not also willing to do myself,” Matt says.
That means watching how the team completes tasks, asking questions, and learning the processes himself. It also means listening to the people who have been doing the work for years. Matt regularly asks team members whether they think there is a better way to accomplish something.
“You have much more knowledge about this than I do,” he says of those conversations. “What are your thoughts?”
That feedback has given the team a growing list of ideas to explore.
Life Outside the Office
Matt’s path to Northeast Florida started across the country. Born in California, Matt grew up in a Navy family. His father’s military service took the family from California to Virginia before they eventually settled in Putnam County when Matt was a young boy. He still calls Putnam County home today.
Weekdays can be busy because of his commute, so weekends are important family time with his wife and daughter. They enjoy going out to eat, visiting playgrounds, spending time with relatives, and attending local events like the Putnam Blue Crab Festival. They also enjoy trips to Ravine Gardens State Park, which is a good fit for Matt’s energetic daughter.
“She is a bundle of energy,” Matt says.
Always Asking Why
Matt is still learning the full scope of his expanded role. He is studying the details, listening to his team, and looking closely at processes that have been in place for years. He does not expect everything to change. Sometimes the existing way really is the best way.
But he believes it is worth asking why. The answer might lead to a better process, a new skill, or a stronger team.
