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WORKSHOP ON STATISTICAL WORKSHOP ON STATISTICAL

ORGANISATION AND MANAGEMENTORGANISATION AND MANAGEMENT NSO Staffing – Challenges, motivating staff with NSO Staffing – Challenges, motivating staff with

limited resources.limited resources.

• Presenter:

Anna N MajelantleGovernment Statistician

Botswana

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ContentsContents

• NSOs Mandate and ResponsibilitiesNSOs Mandate and Responsibilities

• Issues Emanating from ResponsibilitiesIssues Emanating from Responsibilities

• NSO ConstraintsNSO Constraints

• Implications of issuesImplications of issues

• Staff TurnoverStaff Turnover

• Types of staff TurnoverTypes of staff Turnover

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Contents (contd.)Contents (contd.)

• Staff MotivationStaff Motivation• Staff Motivation GuideStaff Motivation Guide

Why do we need Motivation?Why do we need Motivation? Motivation in the Civil serviceMotivation in the Civil service Within your own Boundary Within your own Boundary At the Organizational LevelAt the Organizational Level Motivation and Human Resource ManagementMotivation and Human Resource Management Your own Staff Motivation planYour own Staff Motivation plan

• ConclusionConclusion

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Mandate and Responsibilities of Mandate and Responsibilities of NSOsNSOs

• Statutory mandate to produce and Statutory mandate to produce and provide official statistics for provide official statistics for decision-making, policy formulation decision-making, policy formulation and planning purposes.and planning purposes.

• Provide advisory and technical Provide advisory and technical services to users of statistics.services to users of statistics.

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Issues Emanating from Issues Emanating from ResponsibilitiesResponsibilities

• Increase in demand for information Increase in demand for information from Stakeholders.from Stakeholders.

• Urgent National prioritiesUrgent National priorities

• Need to atract and retain competent, Need to atract and retain competent, dedicated and capable Staffdedicated and capable Staff

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NSO ConstraintsNSO Constraints

• NSO Structures (some)NSO Structures (some)

• Under staffing, attrition rates Under staffing, attrition rates and workloadsand workloads

• Untrained StaffUntrained Staff

• Low /non response ratesLow /non response rates

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NSO Constraints (contd.)NSO Constraints (contd.)

• ResourcesResources

• Inadequate expertise in Inadequate expertise in IT/specialised areasIT/specialised areas

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Implications of issues and Implications of issues and ConstraintsConstraints

• Inappropriate structures and low Inappropriate structures and low remunerationsremunerations

• Priority given to national challenges.Priority given to national challenges.• Less attention to human resource Less attention to human resource

developmentdevelopment– Eg More resources for surveys and censuses Eg More resources for surveys and censuses

and less on HRDand less on HRD• Staff turnoverStaff turnover

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Staff TurnoverStaff Turnover• Zero % turnover not realisticZero % turnover not realistic

• Need New ideasNeed New ideas

• Turnover is costly (recruitment and Turnover is costly (recruitment and training)training)

• Emotional and morale costsEmotional and morale costs

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Types of Staff TurnoverTypes of Staff Turnover

• Uncontrolable (age, tunure, Uncontrolable (age, tunure, education, income)education, income)

• Controlable (job satisfaction, Controlable (job satisfaction, organizational commitment and organizational commitment and justice)justice)

(most org. rely mostly on control-base (most org. rely mostly on control-base management philosophy:ie obedience over management philosophy:ie obedience over commitment, written rules over informal commitment, written rules over informal norms and authority over participation)norms and authority over participation)

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Staff MotivationStaff Motivation

• Acceptable payAcceptable pay

• Interesting work and acceptable Interesting work and acceptable working conditionsworking conditions

• Job satisfactionJob satisfaction

• Alignment of aims, purpose and Alignment of aims, purpose and values between staff, teams and org values between staff, teams and org are aspect of motivation.are aspect of motivation.

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Staff Motivation GuideStaff Motivation Guide

• One size does not fit all One size does not fit all when it comes to when it comes to motivation.motivation.

Hong Kong Civil Service Bereau (1994)Hong Kong Civil Service Bereau (1994)

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Why Do We Need Motivation?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.

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Motivation in the civil service Motivation in the civil service cont.cont.

• What motivatesWhat motivates StaffStaff (challenging (challenging jobs, efforts appreciated)jobs, efforts appreciated)

• Charcteristics of motivated staffCharcteristics of motivated staff (energetic, initiative, proactive. (energetic, initiative, proactive. Committed, appreciate recognition, Committed, appreciate recognition, set their own achievable targets)set their own achievable targets)

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Motivation in the civil serviceMotivation in the civil service

• What prevent staff from becoming What prevent staff from becoming motivatedmotivated ( office politics, unclear ( office politics, unclear instructions, over-control, no instructions, over-control, no recognition of achievements) recognition of achievements)

• Signs of being de-motivated.Signs of being de-motivated.

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Within our Own BoundaryWithin our Own Boundary

Motivating people at work can be Motivating people at work can be achieved at two levels.achieved at two levels.

Personal Level andPersonal Level and Organizational levelOrganizational level

– Personal levelPersonal level - explain vision, mission, & values to staff explain vision, mission, & values to staff

and how their work aligns with them.and how their work aligns with them.- Delegate tasks that challenge skills and Delegate tasks that challenge skills and

abilities of staff.abilities of staff.

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Within our Own BoundaryWithin our Own Boundary cont cont Personal level contPersonal level cont

- Promote owenership of problem solvingPromote owenership of problem solving- Catch people doing things right, not just catch Catch people doing things right, not just catch

them doing things wrongly.them doing things wrongly.

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Within our Own BoundaryWithin our Own Boundary contcont

At the organizational levelAt the organizational level

• Establish staff motivation schemesEstablish staff motivation schemes• Small monitory awards or in kind.Small monitory awards or in kind.• Staff suggestion schemes.Staff suggestion schemes.• Long service travel award scheme.Long service travel award scheme.• Commendation letters/certificatesCommendation letters/certificates• Performance management systems- regular Performance management systems- regular

reviews and feedbackreviews and feedback• Training and development plansTraining and development plans

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Motivation and Human Resource Motivation and Human Resource ManagementManagement

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.

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Motivation and Human Resource Motivation and Human Resource ManagementManagement

cont contFlexibleFlexible – – Stop focusing on problems and the Stop focusing on problems and the

guilty party (police behavior) and start looking for guilty party (police behavior) and start looking for those responsible for things gone right (coach those responsible for things gone right (coach behavior)behavior)

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Motivation and Human Resource Motivation and Human Resource Management contManagement cont

Caring – give emotional support to individuals and attend to emotional needs of teams members, treating them all in a fair and impartial manner.

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Staff Motivation PlanStaff Motivation Plan

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

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Staff Motivation Plan contStaff Motivation Plan cont

In planning of staff motivation, consider:-In planning of staff motivation, consider:-Asses how motivated your staff are Asses how motivated your staff are

(observation for signs of being (observation for signs of being demotivated).demotivated).

Discucss with other managers and Discucss with other managers and decide on the course of action.decide on the course of action.

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Staff Motivation Plan cont Staff Motivation Plan cont

Check if PMS has been fully practised.Check if PMS has been fully practised. If signs of demotivation are detected, get If signs of demotivation are detected, get

all affected and discuss together. all affected and discuss together.

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Staff Motivation Plan contStaff Motivation Plan cont

In applying personal motivational practices, In applying personal motivational practices, use those who you feel are easy to manage use those who you feel are easy to manage and feel the effect. and feel the effect.

Then test out some more (roll out to others), Then test out some more (roll out to others), etc.etc.

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ConclussionConclussion

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.

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Conclussion contConclussion 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.

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Thank You Thank You AllAll