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Effectiveness in VECs

Effectiveness in VECs. Gwen Moore & Tony Bourke 27 th May 2009. Welcome. Emergency exits Toilets Mobiles Water Break & lunch Finish. Agenda. Motivating Staff in Challenging Times - 09.30 Time Management - 10.30 Conflict Resolution - 12.00 Reducing Absenteeism - 14.00

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Effectiveness in VECs

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  1. Effectiveness in VECs Gwen Moore & Tony Bourke 27th May 2009

  2. Welcome • Emergency exits • Toilets • Mobiles • Water • Break & lunch • Finish

  3. Agenda • Motivating Staff in Challenging Times - 09.30 • Time Management - 10.30 • Conflict Resolution - 12.00 • Reducing Absenteeism - 14.00 • Negotiating with Suppliers - 15.00 • Action Plans - 16.00

  4. Objective Note 2 items today that you will have implemented to make your VEC more efficient Gwen to document

  5. Managing Staff in Challenging Times

  6. Challenging Times • Salaries • Bonuses • Pensions • Taxes • Temps • - €4b Dec ‘09 • Distracted / irritated

  7. What Motivates? • Recognition • Praise • Appreciation • Acclamation • Admiration • … • Impact of 1% pay increase could be gained by frequent appreciation White Water Strategies

  8. Why People Resign • 60,000 – people • 50,000 – lack of recognition (25%) • 40,000 – lack of advancement • 28,000 – salary • 10,000 – bored • 12,000 – other SFA study – June 2006

  9. Genuine Praise • Timely + evidence + real • “Thanks” • “Thank you for locking the staffroom door I forgot to do it” • “Good job” • “You did a really good job of organising the parent-teacher meetings”

  10. Praise Training • Before training • 54% praise • 46% criticising • 25% disrupting or not working • After training • 85% praise • 15% criticising • 6% disrupting or not working Moore University study

  11. Dr David Sirota • Fairness – be treated fairly at work • Achievement – do important / useful work + be recognized for it • Camaraderie – enjoy good relationships

  12. Actions • MBWA • Listen • Update objectives • Make feel valued • Praise better – Irish challenge • To motivate staff in these challenging times?

  13. Time Management

  14. Charles Schwab • “Each evening write down things you have to do tomorrow and number them in order of importance. First thing in the morning start working on item 1 and continue it until you have finished. Then start on item 2…. Don’t be worried if you haven't finished them all. Use this system every day”

  15. TO-DO List Important Tasks Less Important Tasks (in priority order) 3 4 5 6 7 8 9 10 11 12

  16. Exercise • ‘To Do’ list should be done every evening? • Easy • Plan • Switch off • Subconscious • Start

  17. Exercise • Examples of important work?

  18. Important Work • Planning • Thinking • Strategising • What if? • Opportunities • Initiatives • Changing • Communicating • Team building • Simplifying

  19. Time Wasters • Howya’s S’cuse me’s • Email Meetings • Starting things Not delegating • Telephone Mobile • Not saying ‘No’ Desk • Web Long hours

  20. Exercise • Do your ‘To Do’ list for tomorrow • Prioritise it • Draw line beneath important ones • Action – what to do in VEC?

  21. Conflict Resolution

  22. Types of Conflict • Situation • Let’s redevelop the website • About situation – not personal • General Motors - Alfred P Sloan • Passion. Belief, Enthusiasm…

  23. Personal Conflict • Famous Irish personal conflict in 2002? • Keane & McCarthy • What was it supposed to be about? • What was it really about? • Who was at fault?

  24. Exercise • Managers often deal with personal conflict? • Let them sort it out • Come on you two and grow up • They'll get over it • Shake hands and move on • Ignore it

  25. Exercise • Golden rule in personal conflict? Nip in Bud

  26. Conflict - Escalation • You • Manager • HR • Mediator • Arbitrator • Court

  27. Mediation? • Any non-legal way of resolving dispute • Mediator = impartial • Voluntary & non-binding • Growth industry (Injuries, Ombudsman, Labour) • Pat Kenny land

  28. Mediator Process • Parties tell stories - without interruption • Mediator listens (1 emotion, 2 evidence) • Parties suggest options • Choose best solution • Memo to confirm agreement • Follow-up

  29. The 4 Rs • Receive - listen without interruption • Repeat - repeat story back • Request - views on solving issue (move on) • Review - possible outcomes John Clark

  30. Mediator & Arbitrator • Mediator - gets parties to agree • Arbitrator - imposes agreement (judge)

  31. Bully Conflict • “I did not know that” • Date, time, place, witnesses • Who, what happened, how felt, outcome • Follow procedure • Action – what to do about conflict?

  32. Reducing Absenteeism

  33. Guidelines • Encourage people to attend work • Encourage absentees back to work

  34. Exercise • Staff entitled to be paid on sick days? • ‘Normally payable’ • No legal obligation on employers to provide an occupational sick pay scheme for employees • Want sick people at work? • Want malingering?

  35. Surveys • Average absence rate = 3.4% (IBEC) • USA = 1.9% (2002) • UK = 3.2% • Switzerland = 1.8% • Sweden = 6.3%

  36. Sick Leave Guidelines • Sick person speak to own manager • Never ‘sickie’ – why? • No “welcome back” – why? • Who worse? • Joe took 5 single sick days in year • Sue took 5 continuous sick days in year • Occurrences > days (O2D) • Joe 525 = 125, Sue 125 = 5 (>80 warning)

  37. Management Do? • Management issue • Awareness • Record it • Sick for full day? • Note Dr. • ‘Back to work’ meeting

  38. Return to Work Meeting • All managers or none • All sick leave (genuine + doubtful) • “Tell me about being absent yesterday?” • “Tell me about your treatment?” • “Are you fit to work today?” • “Today, please do the …”

  39. Long Term Sick Leave • Management do? • Regular contact = back sooner • No contact = reluctant to return • Action – VECs do?

  40. Negotiating with Suppliers

  41. Negotiating • Trading, exchanging, swapping • Most important word? • If we increase order, additional discount? • Gifts not reciprocated • Don’t ask, won’t get

  42. Negotiating Tips • Plan what you want + fallback • Double preparation (call VECs) • Win-Win • Understand power = confidence • Communicate • Bad negotiators talk • Good negotiators ask

  43. Suppliers • What 2 things do suppliers want? • Understate requirement (= enlarge pie) • Large concession = more to come • Small concession = nearly finished • You document

  44. Team • Discipline (blurter) • 1 leader • Time out • Good cop – bad cop • Look at speaker • Time out – who goes?

  45. Negotiation • Swap, trade, exchange • Do more homework • Ask more questions • Win-Win • Action for VECs?

  46. Action Plans

  47. Quick Decisions • By VEC, what 2 actions are you going to have implemented when you return to your VEC?

  48. Closure

  49. Agenda • Motivating Staff in Challenging Times - 09.30 • Time Management - 10.30 • Conflict Resolution - 12.00 • Reducing Absenteeism - 14.00 • Negotiating with Suppliers - 15.00 • Action Plans - 16.00

  50. Finally • Thank you • Do actions • Evaluation • tonyb@raising-performance.com

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