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EUSA November 2013

EUSA November 2013. Goals for today. Understand the cost of disorganisation due to poor systems Understand and optimise your Time Style Understand how Time Styles impact teams Understand motivation in the office environment Understand how systems impact motivation

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EUSA November 2013

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  1. EUSA November 2013

  2. Goals for today • Understand the cost of disorganisation due to poor systems • Understand and optimise your Time Style • Understand how Time Styles impact teams • Understand motivation in the office environment • Understand how systems impact motivation • Understand how to make practical changes to bring about increased motivation

  3. Overview • Disorganisation impedes motivation • Do the maths around disorganisation • Integrated Motivational Theories • Application of the Theories • Organisation enhances motivation • How do we organise ourselves? • System analysis in relation to motivation

  4. Cost Of Disorganisation • 20 min to focus your attention after an email disruption. • On average 30 min wasted every day looking for things. • On average distraction makes up for 1 hr of every day.

  5. Cost Of Disorganisation • 10 hrs every week • 520 hrs every year (less holiday periods) • 480 x €a = €b • Multiply this with each employee • b x #people = €c

  6. Exercise 1 Complete: Time Style Questionnaire

  7. Time Time Organisation Styles Time Styles • Drop and Hop • Detail Dodger • Last Minute Racer • Perfectionist • Procrastinator

  8. Time Benefits DROP & HOP • Creative thinker • Strong ability to shift focus • Loves variety • Works well on a team • High energy

  9. Time Challenges DROP & HOP Challenge: You are easily distracted. Challenge: You enjoy variety and change of pace. Challenge: You desire immediate gratification. Challenge: You get bored easily.

  10. Time Benefits Drop & Hop • Can concentrate for long periods of time • Gives a task full focus • High attention to detail • Results driven PERFECTIONIST

  11. Time Challenges Drop & Hop Challenge:You struggle to distinguish between high standards and super high expectations. Challenge:You believe you should be able to do everything yourself and do it well. Challenge:You avoid certain jobs because you are afraid of the outcome. PERFECTIONIST

  12. Time Benefits Drop & Hop • Quick at completing tasks • Gets things done • Not bogged down • Big picture thinker • Creative Perfectionist DETAIL DODGER

  13. Challenges Time Drop & Hop Challenge:You like focusing on the bigger picture. Challenge:You’re too impatient to handle follow through. Challenge:You move quickly, resist routine tasks. Challenge:You’re responsible for too much. Perfectionist DETAIL DODGER

  14. Time Benefits Drop & Hop • Don’t rush into things • Good sounding board • Thinkers • Team player Perfectionist Detail Dodger PROCRAS- TINATOR

  15. Challenges Time Drop & Hop Challenge:You don’t know what you really want. Challenge:You’re afraid of making the wrong decision. Challenge:You don’t know how to start. Challenge:You’re afraid of the unknown. Challenge:You feel you don’t have enough information. Challenge:You have too many alternatives. Perfectionist Detail Dodger PROCRAS- TINATOR

  16. Time Benefits Drop & Hop • Can get focused quickly • Works through an enormous amount in a short time • Gives everything when the race is on Perfectionist Detail Dodger Procrastinator LAST MINUTE RACER

  17. Time Challenges Drop & Hop Challenge:You estimate your time inaccurately. Challenge:You feel you are energised when the pressure is on. Perfectionist Detail Dodger Procrastinator LAST MINUTE RACER

  18. Exercise 2 Take a few minutes to jot down what you think your team’s different Time Styles are. Let’s discuss the challenges you face in this context.

  19. Motivation In The Workplace

  20. The Q’s Veterans: What Must I do? Boomers: What does it mean? GenX: Does it work? Millenials: How do we build it? GenZ: What’s next?

  21. Motivation Theories In The Workplace

  22. The Groupings • Instinct Theories • Incentive Theories • Drive Theories • Arousal Theories • Humanistic Theories Combination = Best Understanding

  23. n-ach Intrinsic Innovation n-power Skills Motivation n-affil Tasks Extrinsic Tacit Explicit Knowledge

  24. effort spent + ability + perception of the task + accomplishment of the task + fairness of the reward = satisfaction = motivation

  25. effort spent (system dependent) ability (system dependent) perception of the task (system dependent) accomplishment of the task (system dependent) fairness of the reward (system independent) = satisfaction = motivation

  26. Current Systems Filemaker PRO SugarSync AtMail/Outlook/MacMail GCal (not a tech driven organisation)

  27. Essentials Communication Area (yes) (messages, tasks, notebooks) Thinking Area (no) (calendars, notebooks) Planning Area (partly) (project planning, calendars) Doing Area (partly) (tasks) Measurement Area (partly) (tasks, other tools)

  28. Lists & Blueprints Master List Weekly List Daily List Specific Lists Weekly Blueprint (NOT time or date specific)

  29. UHOH! Email

  30. Email • The experiment • The transformation • The understanding: • Changing the way we communicate • Changing your company culture • Repurposing email

  31. Email Best Practice • Never in the morning • Never in the evening • Only twice in the day for a set period • Internal vs. external • Pockets of time • The inbox is not a task list • Stop the inbox chasing

  32. Rescue Time/idonethis/Wunderlist

  33. Implications? • Understand the natural inclination towards time • The system has to support motivation • The reward has to match the Time Style, the functional level, the knowledge level, the motivational drive

  34. Implications? • Rewards come in many forms • Tasks should drive the day, not hours • n-affil: group activities, family orientation • procrastinator • n-pow: developmental activities with an emphasis on outcome • last minute racer, perfectionist • n-ach: development activities with the focus on process • drop and hop, detail dodger

  35. ?

  36. Snap Shots Of The Day

  37. References • Participant Motivation • Consumer Motivation • Motivational Need’s Theory • Maslow and Herzberg • Porter Lawler Theory

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