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Showing posts with label management. Show all posts
Showing posts with label management. Show all posts

Wednesday, 27 September 2017

Rewards or Punishments? What Motivates YOU


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The 18th-century polymath Jeremy Bentham once wrote, “Pain and pleasure govern us in all we do, in all we say, in all we think.” Modern neuroscience strongly supports Bentham’s intuition. The brain’s limbic system, which is important for emotion and motivation, projects to the rest of the brain, influencing every aspect of our being, from our ability to learn, to the people we befriend, to the decisions we make.
Image result for managementIt is not surprising, then, that when we attempt to motivate people, we try to elicit an anticipation of pleasure by promising rewards (for example, a bonus, a promotion, positive feedback, public recognition), or we try to warn of the pain of punishment (a demotion, negative feedback, public humiliation). But what’s not always clear is: Which should we be using — the promise of carrots or the threat of sticks? And when?
A study conducted at a New York state hospital provides some answers. The goal of the study was to increase the frequency by which medical staff washed their hands, as sanitization in medical settings is extremely important for preventing the spread of disease. The medical staff is repeatedly made aware of this, and warning signs about the consequences of unsanitized hands are often placed alongside sanitization gel dispensers. Yet cameras installed to monitor every sink and hand sanitizer dispenser in the hospital’s intensive care unit revealed that only 10% of medical staff sanitized their hands before and after entering a patient’s room. This was despite the fact that the employees knew they were being recorded.

Then an intervention was introduced: An electronic board was placed in the hallway of the unit that gave employees instant feedback. Every time they washed their hands the board displayed a positive message (such as “Good job!”) and the current shift’s hand-hygiene score would go up. Compliance rates rose sharply and reached almost 90% within four weeks, a result that was replicatedin another division in the hospital.
Why did this intervention work so well? The answer provides a general lesson that goes beyond hand washing.
The brilliance of the electronic board was that, instead of using the threat of spreading disease, the common approach in this situation, the researchers chose a positive strategy. Every time a staff member washed their hands, they received immediate positive feedback. Positive feedback triggers a reward signal in the brain, reinforcing the action that caused it, and making it more likely to be repeated in the future.

But why would inconsequential positive feedback be a stronger motivator than the possibility of spreading disease? This may seem odd, but it fits well with what we know about the human brain.
Neuroscience suggests that when it comes to motivating action (for example, getting people to work longer hours or producing star reports), rewards may be more effective than punishments. And the inverse is true when trying to deter people from acting (for example, discouraging people from sharing privileged information or using the organization’s resources for private purposes) — in this case, punishments are more effective. The reason relates to the characteristics of the world we live in.
To reap rewards in life, whether it is a piece of cherry pie, a loved one, or a promotion, we usually need to act, to approach. So our brain has evolved to accommodate an environment in which often the best way to gain rewards is to take action. When we expect something good, our brain initiates a “go” signal. This signal is triggered by dopaminergic neurons deep in the mid-brain that move up through the brain to the motor cortex, which controls action.
In contrast, to avoid bad things — poison, deep waters, untrustworthy people — we usually simply need to stay put, to not reach out. So our brain has evolved to accommodate an environment in which often (though not always) the best way to not get hurt is to avoid action altogether. When we anticipate something bad, our brain triggers a “no go” signal. These signals also originate in the mid-brain and move up to the cortex, but unlike “go” signals, they inhibit action, sometimes causing us to freeze altogether. (Even in situations where real danger is imminent, the freeze response often precedes the fight-or-flight response that may follow it, like a deer in the headlights.)
Image result for managementThis asymmetry partially explains why electronic positive feedback was more successful at motivating the medical staff to wash their hands than the threat of illness to themselves and others. There are a number of other reasons too, such as social incentives, that I uncovered when researching and writing my book.
Other work demonstrates how we are biologically wired such that anticipating rewards elicits action. In an experiment led by neuroscientist Marc Guitart-Masip, which I and others collaborated on, we found that volunteers were quicker to press a button (that is, to act) when we offered them a dollar (anticipating a reward) than they were to press a button to avoid losing a dollar (anticipating punishment). However, they did a better job when they were asked not to press buttons (to not act) to avoid losing a dollar than they did when we offered them a dollar in return. In the latter case they sometimes instinctively pressed the button.
While we should be cautious translating such basic research to real-world situations, it would seem that creating positive anticipation in others (perhaps with a weekly acknowledgment of the most productive employee on the company website) may be more effective at motivating action than threatening poor performance with a demotion or pay cut. Fear and anxiety can cause us to withdraw and give up rather than take action and improve. In line with this notion, studies have shown that giving people small monetary rewards for exercising or eating healthily was more effective at changing behavior than warning of obesity and disease.

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There is another reason why warnings often have limited impact. Our researchhas shown that the brain encodes positive information (such as learning that the likelihood of obesity is lower than previously thought) better than negative information (such as learning it is higher). In fact, people often assume negative information is unrelated to them, but view positive information as very much relevant, which generates an optimistic outlook.
When we notice others making suboptimal decisions, we automatically fast forward in our heads and visualize their failure, leading us to warn them about the devastation we envision. But what the research here suggests is that we need to consciously overcome our habit of trying to scare people into action, and instead highlight the rewards that come with reaching our goals.



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Wednesday, 25 November 2015

Go Paperless! Using Evernote as a Document Management System in the Transport and Logistics Industry

DSC_1787Express Direct Services (EDS) operates a fleet of 300 trucks providing transport and logistics across Australia. Based in Western Sydney, the company is family-owned and has been in business since the 1940s. The founder’s grandson, Matthew Wilmot joined the business after a 15-year career in IT. With operations staff based mainly on the Eastern seaboard, EDS has 50 full-time employees supporting a large fleet of vehicles.


Matthew noticed that staff spent a lot of wasted time looking for files, and they used a significant amount of bandwidth in emailing files to one another. The main transport management office in Western Sydney is accessed remotely from all other sites. All devices in the network run Windows, and all mobile staff have a company iPhone.  An audit of common business practices revealed that large volumes of information were locked away under paperwork, with staff members moving from desk-to-desk looking for it.
Matthew set out to make better file sharing a priority, and sought ways to allow the company to manage workflow more productively. Recognising an opportunity to improve the flow of information and save paper, Matthew introduced a new system for note-taking, file-sharing and scanning by deploying Evernote Business. By using Evernote Business as a document management software, EDS was able to increase productivity and streamline workflows. We spoke to Matthew about how moving file-sharing away from a Windows server model into Evernote has led to “huge cost-savings” in vital parts of the business.
Name: Matthew Wilmot
Profession: Business Systems Manager
Company: Express Direct Services (EDS)
Location: Australia
Website: http://www.expressdirect.com.au/
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Getting the workspace right

I joined the family business after fifteen years in various IT roles, and immediately recognised that there was scope to improve the flow of information in the company, as well as reduce the paper trail quite significantly. There were two ways we could have gone; improve our use of the current Windows document management system, which is something I would have had to police quite rigorously, or introduce Evernote Business, which would give us the power to create our workflows the way we wanted to.
I LOOK AT EVERNOTE AS A BLANK SLATE, ON WHICH I CAN BREAK DOWN OUR DAILY USE INTO KEY COMPONENTS, AND PUT IT TOGETHER EXACTLY THE WAY I WANT SO WE CAN ALWAYS FIND WHAT WE NEED.

18662331265_9749505271_o-2On-boarding the most important company assets

As a family owned and operated company, we have a very high staff retention rate, and as such we have business practices that have been in place for a long time. It can be hard to get people to change sometimes, but we decided to sell the Evernote idea by proving that it would cut down on some of the repetitive tasks that staff were doing, like scanning and printing. We set up Evernote to work with our Sharp scanners, and information to travel automatically through one of the many third-party apps that Evernote interacts with. We managed to get the document scanning routine down to a two-touch process, and staff were sold on it. We save paper by scanning rather than printing, and staff have more time to focus on important tasks, rather than printing and filing.
EDS scanners are configured to save scanned documents directly into notebooks in Evernote

scantoevernoteVisibility, availability and reliability

The roll-out of Evernote Business began with the Sales team at Express Direct Services, and has expanded from there to HR and legal. The information in each quote that Sales provides to a customer is vital to the rest of the business, but the information wasn’t flowing through to the people who needed to see it. Now we start a new workflow in Evernote, create the customer profile, and that information is immediately available for each internal stakeholder to see. We don’t have to have a network connection to get the data – the system would still function if the Internet is down.
EDS uses Evernote as a CRM system

We CAN see the wood for the trees

evernoteascrmSince all our document storage is now with Evernote Business, we know that our files are saved just where we want them. Customer service relies on it a lot. Before, staff would spend wasted time searching for the file they needed, which was often buried beneath the paper trail somewhere. There was a lot of walking from desk-to-desk looking for files. Now we have processes in place that allow people to find the file they need almost instantly, and everyone that is invested in that task can access the files in real time. What Evernote has taught me is it doesn’t matter if you put a quote in a notebook or tag it, Evernote will find it.
“EDS HAS REDUCED THE PAPER LOAD IN THE OFFICE BY AS MUCH AS 75 PER CENT.”

Setting the record straight

Once Evernote Business was up and running smoothly, we delved into the company’s archives and digitised lots of older material, building a series of data stores for larger customer accounts. Some of these may have as many as 4,000 documents on record, so information that takes up a lot of physical space as well as time. The digitising of our archives to Evernote has been an absolute godsend for keeping track of things like legalities.
Files being digitized and archived within Evernote

Work Chat the way it was meant to be

18662184815_38b8fd4705_oWe have also recently started using Work Chat, which has already cut down on our keystrokes and sending files around the office. We don’t email each other anymore, we message each other instead – the email inbox is now just for customer communications. The team can interact on a project in real time, see who is accessing it and what page they are on. We also use Evernote Business for meetings, allowing staff to collaborate on notebooks as a project is discussed, then share them throughout the company when the meeting is concluded. Other parties are able to add notes and files to the discussion at a later stage.

The bottom line…

Express Direct Services has also reduced cost significantly by using Evernote Business. We have revolutionised our pallet receiving system, and ended up saving a lot of time and money. What used to cost the equivalent of a year’s salary in outsourced labour can now be done in-house, and only takes a few hours a week.
“WE LOOKED AT GETTING A CRM FOR THE SALES TEAM RECENTLY, BUT REALISED THAT SINCE WE ARE USING EVERNOTE BUSINESS, IT IS NOT NECESSARY.”
DSC_1794Now we use a few key notes to on-board customers, and our sales team is always able to surface the information they need straight out of whatever function they happen to be using.
“EVERNOTE REALLY IS AN OPERATING SYSTEM. THERE IS MORE AND MORE I CAN DO WITHIN EVERNOTE THAT I USED TO DO OUTSIDE OF IT. ALL OF MY INFORMATION IS WITHIN EVERNOTE. IN MY MIND, IT IS THE BEST HUB WE CAN HAVE FOR ALL OUR BUSINESS INFORMATION”.

Article extracted from Evernote 2015.07.08