Kom verder. Saxion.

Secretary

Social business adoption

Sasja Beerendonk (e-office)Nienke Peek (Saxion)Zurich, june 28th 2013

for secretaries

Kom verder. Saxion.

IntroducingProgramme manager WorX at Saxion

Communications specialist 1978 Understanding

peoples motives & behaviour pioneer

creative Saxion, Getronics, Ministery of

Internal Affairs BE the change to want to see

Machu Pichu Utrecht different cultures & food

Less is MORE

User Adoption consultant for Saxion

e-office 1970 history teacher

collaboration consultant

Rotterdam social IBM cooking

adoption cats-and-dogs travel

sci-fi spinach analytics

Kom verder. Saxion.

About e-office

• e-office, founded in 1991

• We are IBM Premier Partner

• We employ about 100 specialists, located in Houten

• We propagate a good balance between people, organization and technology to fit the way of working in this century: work21

– We implement the latest IBM and mobile technologies

– We guide the organizational and behavioral changes necessary to improve work processes (user-adoption)

– We advise organizations on how they can use technology to improve collaboration and to work more efficiently, regardless of time or place

Kom verder. Saxion.

About Saxion

• Saxion University of Applied Sciences

‘durft, kiest & doet’

• one of the largest institutions of higher education in the Netherlands

• 2,400 employees

• Over 25,000 students (and growing) with a total of 55 different nationalities

• 4 Locations: Enschede, Deventer, Apeldoorn, Hengelo

• 293 studies/schools

• Proposition: Living technology

Kom verder. Saxion.

Agenda

1. Context: why this program?

2. Preparation is everything!

3. The program –keys to success: interactivity & fun

4. Measurement results

5. Embedding in the organization

Kom verder. Saxion.

an introduction• Saxion’s vision of the new way of working (nwow)

• Creating a professional work climate in which we use state of the art IT tools that will make work more effective andefficiënt

• Increasing the flexibility of the organizations and the staff

• Work concepts that contribute to employee satisfaction

• Not about the tools, about starting the move to ‘the way we work new’ that matches our ambitions, making use of new technology. Technology is necessary to make the move possible: “Living Technology”

1.

Kom verder. Saxion.

objectives

• Enhance employees’ personal efficieny by optimallyusing available technology.

• Enhance collaboration and co-creation• Transparant and efficient, securing and continuity• Enhance employee welfare, engagement and workpleasure

• Being an attractive, modern employer; contribute to‘Living Technology’

• Decrease perceived work-pressure

1.

Kom verder. Saxion.

Secretary

WorX01-10-2012 tot

01-06-2013

Mobile

Devices01-10-2012 tot

01-08-2013

Business as

Usual week01-10-2012 tot

30-04-2013

WorX

Leadership01-05-2013

tot

31-12-2014

Teachers

WorX01-10-2013

tot

01-05-2014

Buddy

Systeem01-09-2013

tot

01-04-2014

Line

Adoption01-05-2013

tot

31-12-2014

Qualitative

• Enhance personal effectivity of employees by using available

technology optimally

• Enhance collaboration

• Transparant and efficient, embed and cntinuity

• Enhance employee well-being, engagement and work pleasure

• Be an attractive employer, contribute Living Technology

• Lower perceived d work pressure

Mission summary

• Enhance co-creation internally and in partnership with organizations

• Personal leadership

• Profiling in the domain High Tech Systems & Materials

• Offer inspiring learn- and work environment / attractive employer

• Enhancing well-being employees

• Enhancing available knowledge within Saxion and in partnership with organizations

• A well-oiled organization with clear business processes is necessary

Quantitative

• Smart, more with less, quality education

• Less travel time and cost per location

• Lower perceived work pressure by

decreasing time spent on meetings with

20%

• Less email (40% less)

> Implication: Investment in time and focus

requires a different way of working (Courage

and intelligence required!)

Qualitative

• Enhance pro activity MA’s

• Shift the foundational attitude of MA’s to

unburdening

• Enhance availability and accessability of

Academies or Services

Saxio

n g

oals

Wo

rXg

oals

Traveling

circus01-01-2014

tot

01-08-2014

Research

WorX01-02-2013

tot

15-07-2013

Digital Learning and

Work Environment01-08-2013

Tot

31-12-2014

Secretary

WorX 201-09-2013

tot

01-03-2014

Kudos

Unified

Communications

Quantitative

• Allow for substituteability

• Lower time spent on calendar

delegation, meetings and reports with

20%, so the time can be spent on pro

activity and unburdening

1.

Kom verder. Saxion.

in a nutshell…

1.

http://youtu.be/QocHYwTqDdg

Kom verder. Saxion.

Do you think secretaries (PA's) would be a good group to do a social business adoption program?

• Yes

• No

• Maybe

Go to www.vot.rsand enter 88 29 15

to vote

Kom verder. Saxion.

You can still vote! www.vot.rs

and enter 88 29 15to vote

Kom verder. Saxion.

Why Secretaries?

1.

Kom verder. Saxion.

qualitative• Management’s perception of

proactivity• Enhance the perception of

unburdening by management

quantitative• Functional substitutability• Time reduction calendar management• Time reduction deliberation (meetings)• Time reduction reports

KPI’s

Opera

tional m

odel

Pleasure• Increase

fun in work

Personal efficiency• Availability• Times fetching knowledge

(pull)• Times bringing knowledge

(push)

Process efficiency• Predicatble

meeting process

Time reduction• Hours saved per week

Proactivity• Times proactive acts per week

Unburdened manager• Perception of being unburdened

1.

Kom verder. Saxion.

Goals Secretary WorX

• Get to know each other better

• Collaborate more intensively

• Share knowledge

• Professional development

• Substitutability

• Work smarter and more efficient

• More uniform work processes

1.

human

organizationtechnology

housing

Kom verder. Saxion.

Program specification

• In-depth interviews

• 3 workgroups

– Persona ‘Secretary in 2020’

– Learning days

– Professional work scenarios

• Kick off

• 3 Learning days

• Embedding in the organization

2.

Kom verder. Saxion.

InterviewsPurpose of interviews:

• Get a good look at secretaries current work activities & time spent

• Develop a Secretary Persona and Work Scenarios

Outcome:

“Often we re-invent the wheel" “There sometimes are too many and too long meetings” "We often are so busy"

"there is a lot of freedom to do the job role, that’s what makes it

unclear“ "I often have plans to make things better, but then rarely

come around to do it" “What does the Board and management want?"

2.

Kom verder. Saxion.

Organisatie

Impression workgroups

2.

Kom verder. Saxion.

Workgroup persona Secretary in 2020

The birth of fictional secretary Alexandra Otterlo with all her exellent qualities that secretaries should want …

2.

Kom verder. Saxion.

Alexandra OtterloAlexandra.Otterloo@saxion.nl

Alexandra Otterlo

secretaresse

ontgaderen

time management

kennisbank

app party

GTD

go digitaal

zero e-mail

x

x

x

x

x

x

x

x

Als secretaresse ondersteun ik de sector Beweging en Vitaliteit.

Van 10.00 – 13.00 uur is ons bureau open voor alle vragen en

persoonlijke afstemming. Daarna vind je me meestal op de 6e verdieping,

maar als je me nodig hebt kun je me het beste online vinden.

In mijn werk laat ik alles digitaal. Zo is het altijd beschikbaar op laptop of

tablet. Met het mailen van bestanden ben ik maar gestopt. Dat leverde

meer werk op dan dat het mijn directeur ontzorgde. Ik ben een groot

voorstander van onze nieuwe werkwijze. Iedereen blij.

Ik werk samen met Jennifer, als je een vraag hebt kun je zien of een van

ons online is. We geven altijd antwoord, want we werken op dezelfde

manier en in dezelfde systemen.

2.

Kom verder. Saxion.

Workgroup work scenarios

3 work scenarios:

• Availability and accessibility

• Meeting smarter

• Professional development

behaviour

work arrangements

control

technology

space

2.

Kom verder. Saxion.

Workgroup learning days

2.

Kom verder. Saxion.

Kickoff

3.

Kom verder. Saxion.

Executive support is a must!

3.

http://vimeo.com/64256565

Kom verder. Saxion.

Saxion spiders

3.

Kom verder. Saxion.

spiders@Saxion Community

3.

Kom verder. Saxion.

How did we bring interactivity and fun into

the program?

3.

Kom verder. Saxion.

Photo shoot‘Profiling yourself’

.3.

Kom verder. Saxion.

‘Kudos: ‘ladder points’3.

Kom verder. Saxion.

‘Crossing the line’3.

3.

.

Kom verder. Saxion.

Meetings

3.

Kom verder. Saxion.

Polls

3.

Kom verder. Saxion.

Per group: tell about your actions, inspiration and your continuousorganisation form

Everybody: Do we believe this group will succeed? Are we going to do this as well?

Healthy polls

3.

Kom verder. Saxion.

Traffic light

I’m going to stop this

I’m going to continue this

I’m going to start this

3.

Kom verder. Saxion.

Karaoke Dolly Parton’sWorking 9 till 5

Became:Working when we like!

3.

Kom verder. Saxion.

Measurement results

• O measure

• 1 measure

• 2 measure

1. how would you rate your job satisfaction at the moment?

2. how do you see your personal effectiveness?

3. To what extent do you ‘get’ or ‘bring’ knowledge to your fellow secretaries?

4. how do you value the current meeting process?

5. my perception of my time constraints is as follows ....

6. I use my tablet at the moment!

7. By using skills I can save … time each week.

8. when it comes to pro-activity towards my supervisor or customer group, I see myself now:

4.

Kom verder. Saxion.

Pleasure from work

0%

50%

100%

hardly a little good top

0 measure

Pleasure from work Pleasure from Team

Pleasure from Saxion

0%

50%

100%

decreased the same increased

1 measure

Pleasure from work Pleasure from Team

Pleasure from Saxion

0%

50%

100%

decreased the same increased

2 measure

Pleasure from work Pleasure from Team

Pleasure from Saxion

4.

Kom verder. Saxion.

Personal effectivity0,00% 5,56%

61,11%

33,33%

0 measure

below measure limited average fine

0,00%

77,27%

22,73%

1 measure

decreased the same increased

0,00%

85,71%

14,29%

2 measure

decreased the same increased

0,00% 50,00% 100,00% 150,00% 200,00%

decreased

the same

increased

change

1 measure 2 measure

5.

Kom verder. Saxion.

Take or bring knowledge

0

0,2

0,4

0,6

0,8

0 measure

I 'get' knowledge I 'bring' knowledge

0%

50%

100%

minder hetzelfde meer

1 measure

I 'get' knowledge I 'bring' knowledge

0%

50%

100%

less the same more

2 measure

I 'get' knowledge I 'bring' knowledge

0%

31,82%

68,18%

0%

50,00% 50,00%

0%

20%

40%

60%

80%

less the same more

I ‘get’ knowledge

1 measure 2 measure

0%

45,45%

54,55%

0%

67,87%

32,14%

0%

20%

40%

60%

80%

less the same more

I ‘bring’ knowledge

1 measure 2 measure

5.

Kom verder. Saxion.

when it comes to pro-activity towards my supervisor or customer group, I see myself now:

5,56%

19,44%

63,69%

11,11%13,64%

27,27%

36,36%

22,73%

10,71%

21,43%

50,00%

17,86%

0,00%

10,00%

20,00%

30,00%

40,00%

50,00%

60,00%

70,00%

be lived by the issues of

the day

some forethought quite a bit proactive I've got it before it happens

to me

pro-activity

0 measure 1 measure 2 measure

4.

Kom verder. Saxion.

Embedding in the organization

• Just 3 learning days doesn’t cut it ...

• Focus on attention and time afterwards toimplement WorX succesfully

• Little steps and just do it!

• Parade: presentations to management

• The best secretaries will become a buddy!

5.

Kom verder. Saxion.

The triangle

yourself

The organisation advisorThe manager / director

5.

Kom verder. Saxion.

Secretaries are great to get social business adoption spread in my organization

• I agree

• I don’t agree

• I’m still not sure

Go to www.vot.rsand enter 40 60 41

to vote

Kom verder. Saxion.

Inspired to get started in your organization?

• Yes

• No

• Not now, maybe another time

Go to www.vot.rsand enter 91 21 86

to vote

Kom verder. Saxion.

Thank you