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Spiders in the web at Saxion! Saxion WorX is the New Way of Work (NWOW) program at Saxion. Saxion WorX stands for result-oriented, efficient and enjoyable work, regardless of place and time. It uses innovative technology to guide our students’ studies as optimally as possible. IBM Connections is used as the primary platform for collaboration and knowledge sharing, called ‘Connect’. Secretary WorX is a co-creation secretary adoption program that focuses on secretaries and PA’s. Secretaries started their journey together to define their persona, define their work and their role as ‘spiders in the web’. As they went along they also defined all the tools, agreements and behaviour necessary to be this result-oriented, efficient worker that enjoys doing her work from any place and time – provided that secretaries become more personal effective for them selfs and the organization. This actually got them to ‘get’ Connections for what it can do for them. Join this session if you want to learn about the program, the way we did this and how we made it fun and ‘of themselves’.
Citation preview
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.
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 [email protected]
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