WORKSHOP ON STATISTICAL ORGANISATION AND MANAGEMENT NSO Staffing

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

WORKSHOP ON STATISTICAL ORGANISATION AND MANAGEMENT NSO Staffing – Challenges, motivating staff with limited resources. • Presenter: Anna N Majelantle Government Statistician Botswana 1 1

Contents • • • NSOs Mandate and Responsibilities Issues Emanating from Responsibilities NSO Constraints

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

Contents (contd. ) • Staff Motivation Guide ü ü ü Why do we need

Contents (contd. ) • Staff Motivation Guide ü ü ü 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 3 3

Mandate and Responsibilities of NSOs • Statutory mandate to produce and provide official statistics

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

Issues Emanating from Responsibilities • Increase in demand for information from Stakeholders. • Urgent

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

NSO Constraints • NSO Structures (some) • Under staffing, attrition rates and workloads •

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

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

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

Implications of issues and Constraints • Inappropriate structures and low remunerations • Priority given

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 8 8

Staff Turnover • • • Zero % turnover not realistic Need New ideas Turnover

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

Types of Staff Turnover • Uncontrolable (age, tunure, education, income) • Controlable (job satisfaction,

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) 10 10

Staff Motivation • Acceptable pay • Interesting work and acceptable working conditions • Job

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. 11 11

Staff Motivation Guide • One size does not fit all when it comes to

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

Why Do We Need Motivation? • “People don’t change their behavior unless it makes

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. 13 13

Motivation in the civil service cont. • • What motivates Staff (challenging jobs, efforts

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

Motivation in the civil service • What prevent staff from becoming motivated ( office

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. 15 15

Within our Own Boundary ØMotivating people at work can be achieved at two levels.

Within our Own Boundary ØMotivating people at work can be achieved at two levels. üPersonal Level and ü 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. 16 16

Within our Own Boundary cont Personal level cont - Promote owenership of problem solving

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

Within our Own Boundary cont Ø At the organizational level • • • Establish

Within our Own Boundary cont Ø 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 18 18

Motivation and Human Resource Management Ø Establish an open, flexible and caring management culture.

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

Motivation and Human Resource Management cont ü Flexible – Stop focusing on problems and

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

Motivation and Human Resource Management cont ü Caring – give emotional support to individuals

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

Staff Motivation Plan Ø When staff are shown clear expectations, are valued, trusted, encouraged

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

Staff Motivation Plan cont Ø In planning of staff motivation, consider: üAsses how motivated

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

Staff Motivation Plan cont ü Check if PMS has been fully practised. ü If

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

Staff Motivation Plan cont ü In applying personal motivational practices, use those who you

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

Conclussion Ø Motivation is the responsibility of all managers because the most valuable assets

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

Conclussion cont Ø Motivation is about communication, working together, cultivating common goals, team work,

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

Thank You All 28 28

Thank You All 28 28