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 Understand how to make practical changes

to bring about increased motivation

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

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.

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

Exercise 1

Complete: Time Style Questionnaire

Time Organisation Styles

Time

Time Styles

Drop and Hop Detail Dodger Last Minute Racer Perfectionist Procrastinator

BenefitsTime

DROP & HOP

Creative thinker

Strong ability to shift focus

Loves variety

Works well on a team

High energy

Challenge: You are easily distracted.

Challenge: You enjoy variety and change of pace.

Challenge: You desire immediate gratification.

Challenge: You get bored easily.

Challenges

Time

DROP & HOP

Benefits

Time

Drop & Hop

PERFECTIONIST

Can concentrate for long periods of time

Gives a task full focus

High attention to detail

Results driven

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.

ChallengesTime

Drop & Hop

PERFECTIONIST

BenefitsTime

Drop & Hop

Perfectionist

DETAIL DODGER

Quick at completing tasks

Gets things done

Not bogged down

Big picture thinker

Creative

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.

ChallengesTime

Drop & Hop

Perfectionist

DETAIL DODGER

Don’t rush into things

Good sounding board

Thinkers

Team player

BenefitsTime

Drop & Hop

Perfectionist

Detail Dodger

PROCRAS- TINATOR

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.

Challenges Time

Drop & Hop

Perfectionist

Detail Dodger

PROCRAS- TINATOR

Benefits

Can get focused quickly

Works through an enormous

amount in a short time

Gives everything when the

race is on

Time

Drop & Hop

Perfectionist

Detail Dodger

Procrastinator

LAST MINUTE RACER

Challenges

Challenge: You estimate your time inaccurately.

Challenge: You feel you are energised when the pressure is on.

Time

Drop & Hop

Perfectionist

Detail Dodger

Procrastinator

LAST MINUTE RACER

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.

Motivation In The Workplace

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?

Motivation Theories In The Workplace

The Groupings

Instinct Theories Incentive Theories Drive Theories Arousal Theories Humanistic Theories

Combination = Best Understanding

Innovation

Skills

Tasks

Knowledge

TacitExplicit

Extrinsic

Intrinsic

Motivation

n-ach

n-power

n-affil

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

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

Current Systems

Filemaker PROSugarSyncAtMail/Outlook/MacMailGCal

(not a tech driven organisation)

EssentialsCommunication 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)

Lists & Blueprints

Master ListWeekly ListDaily ListSpecific ListsWeekly Blueprint

(NOT time or date specific)

UHOH! Email

Email The experiment The transformation The understanding:

Changing the way we communicateChanging your company cultureRepurposing email

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

Rescue Time/idonethis/Wunderlist

•

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

•

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 processdrop and hop, detail dodger

?

Snap Shots Of The Day

References

Participant Motivation Consumer Motivation Motivational Need’s Theory Maslow and Herzberg Porter Lawler Theory