WORKSHOP ON STATISTICAL ORGANISATION AND MANAGEMENT NSO Staffing – Challenges, motivating staff with limited resources.

1. WORKSHOP ON STATISTICAL ORGANISATION AND MANAGEMENTNSO Staffing – Challenges, motivating staff with limited resources. • Presenter: Anna N MajelantleGovernment Statistician Botswana

2. Contents • NSOs Mandate and Responsibilities • Issues Emanating from Responsibilities • NSO Constraints • Implications of issues • Staff Turnover • Types of staff Turnover

3. Contents (contd.) • Staff Motivation • Staff Motivation Guide • Why do we need Motivation? • Motivation in the Civil service • Within your own Boundary • At the Organizational Level • Motivation and Human Resource Management • Your own Staff Motivation plan • Conclusion

4. Mandate and Responsibilities of NSOs • Statutory mandate to produce and provide official statistics for decision-making, policy formulation and planning purposes. • Provide advisory and technical services to users of statistics.

5. Issues Emanating from Responsibilities • Increase in demand for information from Stakeholders. • Urgent National priorities • Need to atract and retain competent, dedicated and capable Staff

6. NSO Constraints • NSO Structures (some) • Under staffing, attrition rates and workloads • Untrained Staff • Low /non response rates

7. NSO Constraints (contd.) • Resources • Inadequate expertise in IT/specialised areas

8. Implications of issues and Constraints • Inappropriate structures and low remunerations • Priority given to national challenges. • Less attention to human resource development • Eg More resources for surveys and censuses and less on HRD • Staff turnover

9. Staff Turnover • Zero % turnover not realistic • Need New ideas • Turnover is costly (recruitment and training) • Emotional and morale costs

10. Types of Staff Turnover • Uncontrolable (age, tunure, education, income) • Controlable (job satisfaction, organizational commitment and justice) (most org. rely mostly on control-base management philosophy:ie obedience over commitment, written rules over informal norms and authority over participation)

11. Staff Motivation • Acceptable pay • Interesting work and acceptable working conditions • Job satisfaction • Alignment of aims, purpose and values between staff, teams and org are aspect of motivation.

12. Staff Motivation Guide • One size does not fit all when it comes to motivation. Hong Kong Civil Service Bereau (1994)

13. Why Do We Need Motivation? • “People don’t change their behavior unless it makes a difference for them to do so” (Fran Tarkenton) • Employees want to be recognized to ascertain their value for existence. • Motivation will offer employees something valued as an incentive to work towards a goal.

14. Motivation in the civil service cont. • What motivatesStaff (challenging jobs, efforts appreciated) • Charcteristics of motivated staff (energetic, initiative, proactive. Committed, appreciate recognition, set their own achievable targets)

15. Motivation in the civil service • What prevent staff from becoming motivated ( office politics, unclear instructions, over-control, no recognition of achievements) • Signs of being de-motivated.

16. Within our Own Boundary • Motivating people at work can be achieved at two levels. • Personal Level and • Organizational level • Personal level • explain vision, mission, & values to staff and how their work aligns with them. • Delegate tasks that challenge skills and abilities of staff.

17. Within our Own Boundarycont Personal level cont • Promote owenership of problem solving • Catch people doing things right, not just catch them doing things wrongly.

18. Within our Own Boundarycont • At the organizational level • Establish staff motivation schemes • Small monitory awards or in kind. • Staff suggestion schemes. • Long service travel award scheme. • Commendation letters/certificates • Performance management systems- regular reviews and feedback • Training and development plans

19. Motivation and Human Resource Management • Establish an open, flexible and caring management culture. • Open management Culture – listen to staff suggestions and opinions. Accept their constructive criticisms and use their suggestions.

20. Motivation and Human Resource Management cont • Flexible –Stop focusing on problems and the guilty party (police behavior) and start looking for those responsible for things gone right (coach behavior)

21. Motivation and Human Resource Management cont • Caring– give emotional support to individuals and attend to emotional needs of teams members, treating them all in a fair and impartial manner.

22. Staff Motivation Plan • When staff are shown clear expectations, are valued, trusted, encouraged and motivated, they are more likely to give their best.

23. Staff Motivation Plan cont • In planning of staff motivation, consider:- • Asses how motivated your staff are (observation for signs of being demotivated). • Discucss with other managers and decide on the course of action.

24. Staff Motivation Plan cont • Check if PMS has been fully practised. • If signs of demotivation are detected, get all affected and discuss together.

25. Staff Motivation Plan cont • In applying personal motivational practices, use those who you feel are easy to manage and feel the effect. • Then test out some more (roll out to others), etc.

26. Conclussion • Motivation is the responsibility of all managers because the most valuable assets of an organization are people. • Through motivation, Managers show employees how to fullfil their needs while accomplishing organizational goals.

27. Conclussion cont • Motivation is about communication, working together, cultivating common goals, team work, giving support, direction and opportunities for growth. • Motivated Staff will ensure achievement of the organizational responsibilities with limited resources.

28. Thank You All