Secretary WorX Social business adoption

Sasja Beerendonk (e-office)Marion Vrielink (Saxion)Breda, March 17/18 2014

for secretaries

Agenda

1. Introduction

2. Context: why and when this program?

3. Preparation is everything!

• goals

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

5. Measurement results

6. Embedding in the organization

Introducing

User Adoption consultant for Saxion

e-office 1970 history teacher

collaboration consultant

Rotterdam social IBM cooking

IBMChampion

adoption cats-and-dogs travel sci-fi

spinach analytics

Saxion 1963 ICT consultant in education

collaboration Hengelo social IBM Tennis

IBMChampion

Connect cats reading Sports music

Project Manager WorX & Connect at Saxion

@Mvrielinknl.LinkedIn.com/In/MarionVrielink/

About e-office

• e-office, founded in 1991

• ICS Social software award winner 2014

• 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

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

In a nutshell…

Cascade model of goals

18-3-2014 @EngageUG #engageug 7

Saxion mission

WorX goals

Secretary WorX goals

18-3-2014 @EngageUG #engageug 8

Qualitative• Enhance personal effectivity of employees by using

available technology optimally• Enhance collaboration• Transparant and efficient, embed 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

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

Context

Connections pilot (IT project)

• efficient meetings

WorX program

• aligning technology with HR objectives

Secretary WorX 1 + 2

• leverage adoption

WorX coaching

• embedding in the organization

More

• BaU week

• Teacher WorX

• Leadership WorX

• Unified Communication

• Kudos

• WorX coaches

Seeding

• pilot coaching

• managing meeting efficiently more, and more, and more

• More WorX scenarios:• WorX videos for all scenarios

• why

• instruction

• online reference material (Wikis)

• Saxion Aacdemy workshop

Scenarios

WorX scenario videos

see all videos (dutch) on Youtube:http://www.youtube.com/channel/UC25r6XP2Aq-VoLXWy4ucwcA

Slim vergaderen

Jezelf profileren

Grip op de werkprocessen

Kennis en ervaring delen

Informatie de baas

Een lege Inbox

Why Secretaries?

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

KP

I’sO

per

atio

nal

izat

ion

mo

de

l

Pleasure• enjoying work

Personal efficiency• Availability• get knowledge (pull)• bring 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

Goals Secretary WorX

• Get to know eachother better

• Collaborate more intensively

• Share knowledge

• Professional development

• Substitutability

• Work smarter and more efficient

• more uniform work processes

human

organizationtechnology

housing

Program specification

• In-depth interviews• manager / PA

• 3 workgroups• Persona ‘Secretary in 2020’

• Learning days

• Professional work scenarios

• Kick off

• 3 Learning days

• Embedding in the organization

Interviews

Purpose 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?"

Organisatie

Impression workgroups

Workgroup persona Secretary in 2020

Alexandra OtterloAlexandra.Otterloo@saxion.nl Alexandra

Otterlo

secretaresseontgaderentime managementkennisbankapp partyGTDgo digitaalzero e-mail

The birth of fictional PA Alexandra Otterlo with all her exellent qualities that PA’s should want …

Alexandra OtterloAlexandra.Otterloo@saxion.nl Alexandra

Otterlo

secretaresseontgaderentime managementkennisbankapp partyGTDgo digitaalzero e-mail

xxxxxxxx

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.

Alexandra Otterlo Goed gedaan! U bent 5 keer bedankt voor een actie! Level 1 bagdeverdiend.

Alexandra Otterlo Nieuwe toevoeging aan de werkafspraken in onze Secretaresse Community. De werkgroep was unaniem, zo moeten we de externe meetings gaan organiseren!

Alexandra Otterlo Net terug van de tablet party! Nieuwe app’s gezien die ik ga uitproberen.

Workgroup work scenarios

3 work scenarios:

• Availability and accessibility

• Meeting smarter

• Professional development

behaviourwork arrangements

control

technology

space

Kickoff

Workgroup learning days

Executive support is a must!

Saxion spiders

spiders@Saxion Community

How did we bring interactivity and funinto the program?

Photo shoot‘Profiling yourself’

.

‘Kudos: ‘ladder points’

‘If you really knew me / Over de streep’

Meetings

Polls

Traffic light

I’m going to stop this

I’m going to continue this

I’m going to start this

Per group: tell about your actions, inspiration and your continuous organisationform

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

Health polls

Karaoke Dolly Parton’sWorking 9 till 5

Became:Working when we like!

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:

Let’s ask a secretary …

Embedding in the organization

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

• Focus on attention and time afterwards to implement WorXsuccesfully

• more Saxion Academy workshops

• banners, posters

• Little steps and just do it!

• The best secretarieswill become a buddy (WorX coach)!

The coaching triangle

yourself

The organisation advisorThe manager / director

WorX promotion materials

Examples:

• Pictures with our green WorX (work) glove

• Our scenario’s

• Roadmap

• WorX Coaches

• Certificate

WorX coachespopup boards

Certificate

Thank you