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Amy BC Tan
Amy is the Executive Director at the Centre of Organisational Effectiveness (COE Pte Ltd). She has more than 20 years of experience in human resource management and organisational development in various industries. She has held senior leadership positions with Nokia, Aon, Ministry of Manpower and Singapore 2010 Youth Olympic Games Organising Committee. She has led the transformation of the HR functions and several organisational development initiatives for multiple organisations. Amy is also trained in Creative Problem Solving and certified as Lean Six Sigma Black Belt, an accredited practitioner in executive coaching and psychological instruments such as MBTI (Myers Briggs Type Indicator®), DiSC, Harrison Assessment and Belbin Team Roles. Amy can be reached via Amy@COE-Partners.com.

Managing Volunteers

Olympic Games are unthinkable without the invaluable support of thousands of volunteers. For most organising committees, this fact alone posts a major challenge in preparing and running the games since they often do not have experience in managing an army of unpaid workers. The always available IOC ‘cook book’ is not more than a good start, since the behaviour and attitude and hence the requirements for hiring and managing the crowd of helpers depends much more on the culture of the people with their upbringings, beliefs and traits, than it is influenced by instructions and SOPs. After all, an unpaid worker has nothing to lose. If he perceives being treated unfairly, he walks!

Managing Volunteers New

Olympic Games are unthinkable without the invaluable support of thousands of volunteers. For most organising committees, this fact alone posts a major challenge in preparing and running the games since they often do not have experience in managing an army of unpaid workers. The always available IOC ‘cook book’ is not more than a good start, since the behaviour and attitude and hence the requirements for hiring and managing the crowd of helpers depends much more on the culture of the people with their upbringings, beliefs and traits, than it is influenced by instructions and SOPs. After all, an unpaid worker has nothing to lose. If he perceives being treated unfairly, he walks!
Whilst it is not unimportant to continuously engage volunteers and measure their pulse rate before the game, it is most vital to do so systematically and with very closed follow up loop during games time. Therefore, a survey (Figure 1) was designed to measure the degree of satisfaction in the categories leadership, One YOG spirit, teamwork, job capability, job satisfaction, communication and work environment. On the satisfaction chart the meaning of each category was explained as follows:
  • Leadership: My manager communicates clearly, motivates and guides me, provides feedback and can handle difficult situations.
  • ONE YOG Spirit: I perceive the cross-functional relationship as built upon respect, mutual support, trust and team spirit.
  • Teamwork: I feel being part of a team built upon solidarity, team spirit, joy and optimism, i.e. Friendship.
Figure 1: EMO Chart to Measure Volunteer Satisfaction
  • Job Capability: I have received the training and introduction necessary to perform my tasks with Excellence.
  • Job Satisfaction: I am satisfied with my Job. I feel I add value by performing my tasks.
  • Communication: I feel I am part of an effective communication system. I am receiving all necessary information timely and clearly.
  • Working Environment: The working environment enables me to perform my tasks as expected by YOG.
By placing this chart at high-traffic areas such as at the entrance to the workforce rest area, it was made sure that it would be seen and used. This chart was continuously being monitored and interventions were derived by the respective Venue Workforce Managers and Venue Managers on daily basis. This EMO-chart (short form for the word ‘Emotional’) is a simple tool, that is combined with the so called I-have-something-to-say chart (Figure 2) that served the purpose of collecting any kind of feedback from volunteers they were not willing to share directly or express openly.
The job of the Venue Workforce Managers was to look out for signs of unhappiness and their root causes amongst the overwhelmingly very positive feedback. In many cases, this strategy has led to an early detection of issues that could be tackled before they could spread widely or grow into real problems. Such information was also fed back to the YOG Main Operations Centre (MOC) on daily basis and served as a way to provide measurements for workforce matters and hence create involvement of the other operational functions on workforce management. And, it has also been very useful for the MOC to share success stories from the ground.
Figure 2: I-have-something-to-say Chart
For example could a reason for low rating in the category ‘Communication’ be identified as disappointment about last minute cancelations of training events of some sports teams. Volunteers were ready to perform but the actors were not able to make it. The organising committee took appropriate action to ensure better and faster communication.
Even if you are not able to ‘fix’ all the issues raised by workforce on these charts, they already feel better if they have a place to show their state of mind – before they do it on Facebook. These simple tools offer a way to vent for those who are bothered by something that is not big enough to be brought to their boss’s attention. Or, they just don’t want to speak up openly. Let them speak anonymously first. After earning their trust they will tell you.

Conclusion

It seems that this kind of measuring the “pulse of the workforce” tightly is appropriate for volunteers only because they need to be treated nicely otherwise they walk. Does this mean our workforce in private organisations or in public service do not deserve this kind of treatment? Is it really enough to measure the organisational climate once a year? Definitely not.
This kind of chart has been seen at the entrance of the call centre of a bank in Germany because the management understands the link between the mood of front-line staff and customer satisfaction. They wanted to measure the pulse of their staff closely. The customer on the line can feel the smile – or the frustrated face.
Measuring the pulse of your workforce was not too necessary decades ago when most employees were desperate to get employed and would sacrifice to keep their job. Now, ask yourself how many of your staff need the job you offer so badly. Probably only those whom you do not need anyway.
"innovative

What Makes a Good Leader for Change

In response to evolving conditions, you came to realise that your organisation must change. Change leadership consists of project sponsor, with overall responsibility, seconded by a project manager. These people will be your change agent – the ones upon which success of your initiative will rely.

"COE

The Best Coach I Ever Had

At some point in our life, some of us may have experienced a person who helped us to see our own strengths, who shaped our thinking and spurred us to move on. Often, this person does not even know how much impact he had on us. We probably never told him … that he is the best coach we ever had.

Recruiting the Right Mindset

There are several invaluable lessons learnt during the different phases of YOG. A significant task has been the recruitment, preparation and motivation of more than five hundred staff and of more than twenty thousand volunteers within a timeframe of less than two years.

It is not new that recruiting people means evaluating, finding skills and experience that make up the eligibility – the aptitude – on the one hand and the suitability – the attitude – on the other hand. However, it is commonly much easier to evaluate the former in detail whilst neglecting the latter.

Increase Productivity? How To…

Productivity measures the ratio of output quantity over input quantity. Increase of productivity means growing the output quantity faster than the input quantity. Output quantity can stand for anything from number of products made over number of customers served to number of donors treated or number of work passes produced. Input is usually summarising all resources needed to do this from raw material over equipment to man hours.
How is productivity increase possible?

Take Care of Your Talent – Develop your Belt

Against the common belief, statistical knowledge is not a criterion for selecting your Belts. However, the capability to acquire new technical skills, to apply these skills successfully is an important prerequisite. More important is the aptitude to involve, motivate, coach and train people, to lead and manage teams towards delivering results and to communicate effectively with different levels in the organisation.
A study by iSixSigma Magazine about the importance of different skills and characteristics for a successful Black Belt (“The Hard Truth About Soft Skills,” January/February 2008) was showing that Communication Skills is by far the most important requirement. Leadership Skills came in second and Technical Skills third. The question for the importance of Soft Skills for different roles in the Six Sigma deployment was answered by 72% for Green Belts and 99% for Black Belts with important or very important (5-point scale). Soft Skills include Communication, Collaboration, Team Leadership, Change Management, Time Management as most important to the success of the Belt.   Continue reading →

Leaders in The Driver’s Seat

In times like this, every penny counts. So, how do we ensure we get the most out of our learning & development dollars spent? Many studies prove what practitioners have known for long: formal training programmes do not deliver the promised ROI – especially when the so-called ‘soft skills’ are concerned. We must find a way to craft a learning experience for our leaders that will really make a change.
Continue reading →

Leadership Development Case Study

Our client, a leading world authority in microelectronics development and research, appointed a senior research fellow to head its entire research and development division. Could the company’s top scientist and academic researcher, who had never managed a staff of more than twenty, make the transition to effectively manage hundreds of people in his division?
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Team Effectiveness Development Case Study

Our client, a US-based IT manufacturing MNC, needed to align the efforts of its seven separate IT divisions and help division leaders think of themselves as part of one culture – one body – one department. Until this point, each leader and unit had been functioning as a separate department. The firm called on COE to help with team effectiveness development.
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Managing Conflict in Team Meetings

In the course of meetings, be it Six Sigma project team meetings or management meetings, conflict is inevitable; it is cited as one of the main reasons people dislike working in teams. Team players should find a way to manage conflict since teamwork is a key to success. Team leaders must understand that when two or more people meet, the stage is set for a potential conflict. As such, preparation is essential. Problems can be solved if these are anticipated. If a problem does happen, the result may be positive or negative depending on our approach.
Continue reading →

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