productivity

by @paulcarder (References at footer)

You are probably quite familiar with the term “evidence-based design” (or EBD) as a corporate real estate, FM or workplace professional. In fact, there is a new EBD Journal. You may not have heard of “evidence-based management”, but it is a logical extension of practice started in healthcare, where ‘evidence’ to support decisions is clearly vital, and must be based on science (not just opinion). I’m sure we have all witnessed management decisions seemingly made on the basis of personal choice, politics, or fad. So, bringing sound evidence in to support management decision-making must be a good thing.

Denise M. Rousseau, Ph.D., is the H.J. Heinz II University Professor of Organizational Behavior Management Collaborative at Carnegie Mellon University, and editor of one of a number of books on the subject, including “The Oxford Handbook of Evidence-based Management”.

Denise Rousseau and Eric Barends (2011) applied the principles to human resource management (HR), and open their paper on ‘becoming an evidence-based HR practitioner’ with a useful definition:

Evidence-based HR (EBHR) is a decision-making process combining critical thinking with use of the best
available scientific evidence and business information.

It seems to me that this practice could (and should) be applied to Facilities Management (FM).

Evidence-based FM

There has been much discussion in recent years about the similarities between HR and FM, and the need for the two disciplines to work more closely together in organisations. This lengthy extract from Rousseau & Barends (2011), I believe, could equally have been written about FM:

Managers have diverse disciplinary backgrounds. HR practitioners have no single credential that authorises their expertise, and the occupation is open to those with no degree and those with several. There are no regulatory requirements regarding the education or knowledge an individual must have to become a manager or an HR professional. The HR industry associations SHRM (Society for Human Resource Management) and CIPD (Chartered Institute of Personnel and Development) administer examinations to certify member expertise. At present, the SHRM exam is not highly evidence-based, instead supporting industry standard practice. In contrast, CIPD (active in Ireland, Britain and elsewhere in Europe) focuses more on science-based knowledge and aligns with masters’ level university programmes throughout Europe.

If you swapped ‘HR’ for ‘FM’,…’SHRM’ for ‘IFMA’,…and ‘CIPD’ for ‘RICS’ this statement could almost be written about FM. So, what is good for HR could be good for FM.

Example: knowledge-worker productivity

One leading consultancy in the UK, Advanced Workplace Associates (AWA) has been digging into this subject, with their research partners, the Center for Evidence-Based Management (CEBMa). Together, using an evidence-based management approach, they have identified what they call “the 6 factors of knowledge worker productivity” (AWA, 2015). This has been a thorny subject for many years, with a lot of opinions being traded, but often without a scientific approach. AWA and CEBMa have put aside opinion, and reviewed 161 papers, after screening for relevance excluding 102, leaving 59 relevant studies.

(nb., you can read the full process in Barends, Plum & Mawson (2015) listed below. This is part of Eric Barends’ published PhD thesis, and therefore detailed and robust).

Having worked with a few consultancies and service providers in the FM sector, this level of robust analysis of scientific evidence is rare, in my opinion. And could mark the start of a movement towards ‘evidence-based FM’, if the approach was copied by others in the sector.

The team set out to answer the following key questions:

1.What is “knowledge work”?

2.Which of the factors that have an impact on the performance of knowledge workers are most widely studied and what is known of their effect?

3.How do these factors enhance the performance of knowledge workers and how can they be measured? In addition, what are the implications of the findings for management practice?

Reviewers from CEBMa conducted a Rapid Evidence Assessment (REA) of the available scientific literature and AWA used its knowledge and experience to translate the academic findings into practical guidelines.

Results: practical guidelines

Eric Barends (2015) PhD thesis, Chapter 5, Annex 1 lists the practical measures (in the form of a useful questionnaire) derived from the scientific literature: Measuring the 6 factors

(The level of each factor can be scored as follows: Strongly agree = 5; Somewhat agree = 4; Neither agree or disagree = 3; Somewhat disagree = 2; Strongly disagree = 1. When the aggregate team score is low (e.g. below 3.5), this is a strong indication for low team performance)

When reviewing the 6 factors below, an FM/Workplace manager could useful consider how the physical working environment provided, and the facilities and services in the FM provision, may help to raise the score to 4 or 5. 

Factor 1: Social Cohesion

1.Members of our team like to spend time together outside of work hours

2.Members of our team get along with each other

3.Members of our team would rather get together as a team than go out on their own

4.Members of our team defend each other from criticism by outsiders

5.Members of our team help each other on the job

Factor 2: Perceived supervisory support

1.My supervisor is willing to extend him-or herself in order to help me perform my job the best of my ability

2.My supervisor takes pride in my accomplishments at work

3.My supervisor tries to make my job as interesting as possible

4.The organization values my contribution to its well-being

5.The organization strongly considers my goals and values

6.The organization really cares about my well-being

Factor 3: Information sharing and TMS (transactive memory system)

1.Our team members share their work reports and official documents with other team members.

2.Our team members share their experience or know-how with other team members.

3.Information to make key decisions is freely shared among the members of the team

4.Our team members trust that other members’ knowledge is credible.

5.Our team members are confident of relying on the information that other team members bring to the discussion.

Factor 4: Vision and goal clarity

1.This team has clearly defined goals

2.Our team goals are clear to everyone who works here

3.It is easy to explain the goals of this team to outsiders

4.I have specific, clear goals to aim for in my job

5.If I have more than one goal to accomplish, I know which ones are most important and which are least important.

Factor 5: External communication

1.Our team members use information obtained from external teams everyday

2.Our team is contacted by outside teams for knowledge and information

3.Our team scans the external environment for ideas and solutions

Factor 6: Trust

Horizontal trust

1.Our team members withhold information from each other

2.Our team members withhold information from the management

3.Our team members in general trust each other

Vertical trust

1.The management trusts the team to do their work well

2.The team members can trust the information that comes from the management

3.The management withholds important information from the team members

4.The team members are able to express their views and feelings towards management

Application to FM and Workplace/management

It can be readily seen how the evidence from the almost 60 papers reviewed in detail has delivered these ‘6 factors’ as set out above, and how a consultant or in-house change manager could drop these factors into a spreadsheet tool and create a useful survey tool.

It is less easy to see how an FM/Workplace manager could use these ‘6 factors’ directly. But it does provide a sound list of the factors which affect knowledge worker productivity, working in organisations and teams. However directly applicable, the advantage of this evidence-based approach, above the many lists created by knowledgeable consultants and FM practitioners, is that the ‘6 factors’ above can be traced back to scientific evidence from peer-reviewed academic journals.

Academic partnerships to create new knowledge in FM

What is set out above is a great example of a consultancy partnering with academics, to bring robust academic findings into FM and Workplace practice. It would be good for the developing FM profession to see far more of these academic-practitioner partnerships, which would deliver knowledge into FM practice. There is a large amount of peer-reviewed academic knowledge ‘locked away’ in academic journals which, as AWA and CEBMa have shown, can be collated and transferred into practice.

 

References

Advanced Workplace Associates, AWA (2015) “The 6 factors of knowledge worker productivity” available at: http://www.advanced-workplace.com/wp-content/uploads/2015/04/6_Factors_Paper.pdf

Barends, E.G.R., Plum, K., & Mawson, A. (2015). “The Added Value of Rapid Evidence Assessments for Managers and Organizations“; in Barends, E (2015) In Search of Evidence Empirical findings and professional perspectives on evidence-based management, PhD Thesis, VU University of Amsterdam, pp. 93-120. available at http://hdl.handle.net/1871/53248.

Rousseau, D. M. and Barends, E. G. R. (2011), Becoming an evidence-based HR practitioner. Human Resource Management Journal, 21: 221–235 available at: https://www.researchgate.net/publication/227792752_Becoming_an_evidence-based_HR_practitioner

Rousseau, D. M. (2012), The Oxford Handbook of Evidence-based Management, Oxford University Press.

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It’s Five O’ Clock Somewhere

by Paul Carder on May 20, 2015

I hope that Alan Jackson and Jimmy Buffett really have lived this way! https://www.youtube.com/watch?v=BPCjC543llU

It’s five o’clock BST here in the UK, and off they all go….

Into crowded trains, and traffic jams….

Wikipedia says “The title refers to a popular expression used to justify drinking at any time of day, given that somewhere in the world it’s 5:00 p.m. (the end of the work day for a traditional “nine-to-five” worker).”

And many people sigh, and think…. yes, that’s me! …and some of us remember when we did 9-5 too (or 8-6, or longer!).

But, let’s be inspired by the line, “”It’s only half-past twelve but I don’t care. It’s five o’clock somewhere” as ain’t that the truth! In this globalized always-switched-on world… who really cares what time it is?

Can’t we thin-slice our time?

7-8am: breakfast with whomever you love 🙂

8-9am: school run, walk? emails;

9-10am: leisurely travel to work with no commuters 🙂

1-3pm: long lunch, shared with friends – bit of business? some ideas? fun!

3-7pm: meetings, work, coffee (perhaps 🙂 with a potential customer;

7-8pm: leisurely travel from work with no commuters 🙂

8-10pm: dinner with whomever you love 🙂

10pm…. well, that’s for you to decide 🙂 You’ve done a good day’s work. You’ve avoided a lot of stress. You may just be in the mood to enjoy yourself, howsoever you choose…

It’s five o’clock somewhere….but really, who gives a…..

C-Suite do please take note – HR Directors especially – just delete “Hours of work” from your contracts of employment, and replace with “we do not expect you to waste time sitting in overcrowded trains or traffic jams….but we reserve the right to fire you if you cannot do your job in an average 37 hours a week, over the course of each year of employment”…. #EmployeeEngagement ? too right friends – that will make ’em think.

P x

@paulcarder

@occupiers

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Productivity is important at a macro-economic level. How much a country produces, measured by GDP, is still important.

Productivity at an organization level is also important, when measuring ‘output against inputs’, usually turnover and profitability.

But, unless an organization is a simple ‘producer’ (e.g., manufacturer of items for sale), then productivity is yesterday’s issue. This is now one of the key challenges for any non-manufacturing organization – and even many parts of the manufacturer, not directly working on the production process.

A government organization delivers output, not measurable in ‘units’. An advertising agency originates ideas, sometimes a spark of genius, or sometimes the result of a process of team brainstorming and analysis. The productivity of the work process is hard to measure – maybe impossible.

Traditional ‘productivity’ is about “stuff” made/time taken. So, time is the measure. But, non-manufacturing organizations do not work that way. How long the Creative Director takes to produce a new TV advert may become a problem if the project is running late. But, equally, the whole concept could come quickly as a flash of inspiration, as ideas bounce around a bright team of thinkers. Where does productivity come into that process?

Society (and therefore corporations delivering products to society; consumers) needs creativity. And, that creativity needs inspiration. It needs many other things also, as the process of innovation is not just about ideas. It needs knowledge, and people who are engaged in what they are doing – not just going through the motions. For more about the innovation process, read John Kao, who we heard speak at the CoreNet Global Summit San Diego in 2012 – certainly a process, but can it be measured by ‘productivity’?

Post-productive Places must inspire people to be creative. Places must also make people feel valued, and part of the organization, to be fully engaged in their work. Increasingly ‘places’ are also one element of the process to attract good people to work for an organization (or at the least, not to dissuade them from enquiring!). The result should be engaged people, working together in “places” designed (and managed) to inspire.

We need ways to measure the success of such places – but, it is not “productivity” as such – it is more about performance. Human performance, leading to team performance, leading to organizational performance.

Paul Carder (paul.carder@occupiersjournal.com); Twitter @occupiers

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