Simple Guidelines for Motivation at Workplace

SIMPLE GUIDELINES FOR
MOTIVATION AT WORKPLACE

‘House-keeping’ in organisations helps to maintain the work place clean and tidy. If we keep our work place clean, we will be psychologically motivated to work with involvement and enthusiasm. We can realise that our performance at work place increases when the work place is clean and tidy.

House-keeping includes keeping all things around us in order in the work place. This also contributes to increase in the performance. ‘Order’ can be achieved, if we adopt the principle, “Allocating a specific place for every thing and keeping every thing only in its specific place”. Good house-keeping also provides a pleasant and motivating work atmosphere. It minimises delay, frustration, fatigue, accidents and so on.

The 5-S approach of Japanese Quality Management involves Seiri (avoid unnecessary things), Seiton (keeping things in order), Seiso (clean the work place), Seiketsu (personal cleanliness) and Shitsuke (discipline in work place).

The following can act as simple guidelines / check list that could help us to achieve good house-keeping and thereby get psychologically motivated at our work place. These guidelines are, no doubt, simple and well known; but most often, we do not follow even these simple guidelines in the work place.

How many of us allocate a specific place for all the items like papers, stationery, files, forms, equipments and so on? And more importantly, how many times, do we keep all items in the allocated place, without altering locations? How frequently do we keep things without getting scattered on the tables, floors or aisles?

Have we allotted places for frequently used items very close to our seat so as to have very quick reach, places for rarely used items farther from the seat and places for normally/moderately used items within moderate reach?

Have we allotted files for all the purposes/subjects? Have we numbered them? Do we file all the papers in their respective files immediately after the work is over? Do we leave loose papers on the table, on the racks, on the side table, and on the floor?

Have we codified all the files? Is the codification system meaningful? Is it easy to remember and maintain the files?

Do we maintain an index of file numbers and names for quick identification of files? Have we pasted it on the filing cabinet so as to enable us to have quick reference? Are the numbers and names pasted in such a way as to facilitate quick identification?

Do we replace the files immediately after they are used, without accumulating them on the table causing a bad look and creating confusion?

Have the registers, log books, etc. been wrapped and labelled in order to facilitate easy identification and in order to avoid accumulation of dirt? Are the labels visible enough for easily identifying them?

Is there sufficient number of dust bins placed in appropriate and easily reachable places? Does the accumulated waste get disposed off every day?

Are the tables, chairs, cup boards and racks, cleaned daily to prevent accumulation of dust?

Are the buffer computer sheets kept inside the shelf in an easily identifiable manner so that they do not get accumulated outside? Do we place a paper weight over the computer sheets when they are waiting for printing job so that they do not fly off and create problem?

Are specific locations earmarked (for stationery items such as ink pad, rubber stamp, stapler, punch, scale, white sheets, etc.) on the main table/side table itself, so that searching is avoided?

Is there a small diary-cum-calendar along with scribbling pad available on the table for quickly noting down hints while conversing with others over phone or in person? Is a pen/pencil attached to it so as to avoid searching for it?

Are pens, pencils, rubber bands, pins, eraser, sharpener, etc. kept in table top stand itself to facilitate easy reach? Is the stand cleaned frequently to avoid dust formation?

Are the telephone, computer, printer and other equipments cleaned every day to prevent dust formation?

Do we dispose off unwanted papers now and then, without allowing them to get accumulated?

Do we bundle up old files and store them in a separate area? Are only current and recent files kept in the nearby racks? Do we periodically review the files with a view to dispose the old and unwanted ones?

Is the stock of white papers, computer sheets, letter-heads, envelopes, stapler pins, rubber bands, tags, etc., replenished even before the stock is completely used? Have the white papers / computer sheets been classified based on size / quality / brand name? Have the identification tags been hung at visible points so as to help in quick retrieval of the papers when needed?

Do we use in-trays, process trays, out-trays, etc. for easy identification of incoming papers, papers being worked upon and papers to be sent out of the table (or to be filed) respectively? Do we segregate the papers and place them in such trays properly? Are the papers in out-trays regularly cleared and sent to the addressees?

All these simple guidelines will help us to: minimise delays in the functions, avoid stress / tension at work place, avoid frustration, have neat and orderly work atmosphere, improve our motivation level and increase our interest and productivity in the job.