Motivating Administrative Staff
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This document discusses motivating administrative staff in organizations. It defines motivation and lists key elements like intensity, direction, and persistence. Motivation is important for organizations as it leads to improved employee efficiency, achievement of goals, and stability. The top reasons employees stay somewhere include career growth, meaningful work, recognition, and flexibility. Elements of a successful motivation program include knowing employees, giving feedback, employee involvement, business literacy, and vision/values. Practices to motivate include recognition, developing flexible schedules, upward feedback, and training. A proposed solution is creating a private social network for the organization where employees can recognize each other and be recognized.
Motivating Administrative Staff
- 1. Motivating Administrative Staff Ali Mohammad Hossein Zadeh 1101600641 Anahita Ghanad 1101600847 Hadis Pourshaban 1112300005 May 2012, Multimedia University, Cyberjaya
- 2. What is Motivation? Motivation is the result of the interaction between the individual and the situation. “ The only way to get people to like working hard is to motivate them. Today, people must understand why they're working hard. Every individual in an organization is motivated by something different.“ -Rick Pitino
- 3. Key Elements of Intensity Direction Persistence
- 4. Importance of motivation Motivation is very important for an organization because of the following benefits it provides: 1) Puts human resources into action 2) Improves level of efficiency of employees 3) Leads to achievement of organizational goals 4) Builds friendly relationship 5) Leads to stability of work force
- 5. The top reasons employees remain where they are: Career growth, learning, and development Exciting work and challenge Meaningful work, making a difference and a contribution Great people Being part of a team Good boss Recognition for work well done Fun on the job Autonomy, sense of control over my work Flexibility, for example, in work hours and dress code Fair pay and benefits Inspiring leadership Pride in the organization, its mission, and quality of product Great work environment Location Job security Family-friendly employer Cutting-edge technology
- 6. Elements of a Successful Motivation Program 1. General Principles of Motivating Employees Know your staff Give feedback Partner with staff in achieving their goals Educate employees Keep employees informed and involved Use rewards that have mutual benefit
- 7. 2. Employee Involvement Supervisors can help employees develop their perspective by regularly discussing strategic issues, and by supporting involvement in campus organizations, committees, and training programs such as the University Perspective Program . 3. Business Literacy Business literacy is a popular concept in employee motivation research. Business Literacy is defined as employees “thinking like strategic business partners, "or in higher education, thinking like department heads. Elements of a Successful Motivation Program cont.
- 8. 4. Vision and Values When employees are involved in developing operational strategies to carry out the vision and values of their work unit, a new level of engagement is achieved. Participating in a group process toward this end can be highly motivating, and it lends itself to strengthened teamwork. Such a process allows individuals to link their own values and work to the strategic vision of the unit. Elements of a Successful Motivation Program cont.
- 9. Practices to inspire motivation Say thank you Nothing can beat receiving personal thanks when employee achieved a goal. Get to know employee One incentive may not work with all so It is important to ask staff : “what motivated them”
- 10. Developing a flexible work schedule It provides a powerful tool for management that can be used to fulfill business needs and help employees achieve a better work-life balance. Upward feedback Upward feedback allows employees to provide constructive input about business practices. Practices to inspire motivation cont.
- 11. Faculty and staff assistance program It designed to provide assistance to faculty and staff for personal or work related concerns that may interfere with job performance. Recognition and Training activities Provide reasonable assurance that recognition awards, rewards and prizes distributed by the university. Practices to inspire motivation cont.
- 12. Recognition Is: ◦ First motivational factor ◦ A leadership tool ◦ What is important to the leaders ◦ Behaviors that are valued Why recognition? ◦ Reinforces, recognizes and motivates behaviors that a manager wants to see ◦ Attract and retain employees
- 13. Recognition in universities Normally, universities have an award program Money as reward Each Year MMU (Staff and students MMU Awards)
- 14. Normal award systems Announcing the date and categories Application ◦ Fill in the nomination form ◦ Describe duties and actions ◦ Supporting documents ◦ Recommendation letters Applications will be evaluated by a review committee
- 15. What Makes a Good Reward? Jim Brintnall says it’s got to be SMART: Sincere Meaningful Adaptable Relevant Timely
- 16. A Solution
- 17. Social Network Services A social networking service is an online service, platform, or site that focuses on facilitating the building of social networks or social relations among people who, for example, share interests, activities, backgrounds, or real-life connections.
- 18. Why social networks? Make connections with people with similar interests and goals Events Sharing Knowledge 53.6 percent of academics in MMU accessed social networks on their hand phones.
- 19. MMU Private Social Network MMUPSN Profile Friends / Connections Groups Posting Stories Sharing Award System
- 20. MMUPSN Awards System Stories should be confirmed Users can like stories Users can suggest someone Users can nominate themselves just by one click Candidates will be selected by users Anytime, Anywhere
- 21. Wow Moments (Engagement Strategies Magazine) TD Canada Trust is the personal, small business and commercial banking operation of the Toronto-Dominion Bank (TD) in Canada. TD Canada utilizes its internal social network (Wow Moments) for employee motivation and recognition Employees can post stories on the internal social network about things they’ve done or observed others doing in support of providing a positive customer experience
- 22. Wow Moments cont. Someone scans the stories, mostly for privacy issues Managers and employees get a monthly report on where they rank versus their peers 35,000 employees and 65,000 stories Culture of Recognition Benefits : ◦ Increasing retention and discretionary effort ◦ Reinforcing corporate culture and building institutional memory ◦ Fostering collaboration ◦ Improving talent spotting
- 23. Q & A
Editor's Notes
- #13: Recognition is a leadership tool that sends a message to employees about what is important to the leaders and the behaviors that are valued. Managers can use this tool to help employees understand how their jobs contribute to the agency’s overall goals and how their performance affects the achievement of those goals.
- #16: Sincere. Above all else, a good reward should reflect a genuine expression of appreciation. Token acknowledgements leave something to be desired.Meaningful. To endure a motivating influence, rewards should be aligned with the values, goals, and priorities that matter the most.Adaptable. The diverse workplace demands alternatives. Consider creative options to keep your program fresh. No single reward format works for everyone all the time. [Recognition should be adapted and valuable to the receiver.]Relevant. Some personal dimension is essential to a good reward. No matter how formal or informal, expensive or affordable, the relevance of any recognition will be improved with a personal touch - - it’s a little thing that makes a big difference. [Recognition should be provided by someone of significance to the receiver.]Timely. It is important that rewards respond to the behavior they are intending to reinforce. Don’t let too much time pass or the reward may be devalued and credibility eroded.
- #23: Increasing retention and discretionary effort – Public validation by your peers makes you feel valued. If you believe that your efforts matter, then you’ll be less likely to leave and more likely to make greater contributions.Reinforcing corporate culture and building institutional memory – The program serves as a repository of stories that would otherwise go untold. The act of publically celebrating these stories helps to shape the culture of the company.Fostering collaboration – Searching and browsing the stories in the program is easy and interesting. It’s easier to connect with distant colleagues after you’ve read a compelling story about them.Improving talent spotting – When your peers recognize your contributions, they’re publicly validating your skills. Since the program is searchable, your successes are seen by the entire company. The sender also benefits by visibly demonstrating managerial skills.