Scope
This document attempts to set out some general principles of motivation for teams in a contact centre & servicing environment. The focus is on support, motivation, recognition, and reward. The document highlights the integral part motivation plays in the team leader role, and describes motivation methods that are effective without creating too much additional demand for management resource and budgets.
The document focuses on:
The principals of motivation
Day to day activities
Competitions
Motivational events
Examples
Section 1 – General principles & considerations
Day to day motivation is provided through direct contact between team leaders and their teams
Recognition is more important than reward
Motivation often requires reinforcement through performance management
The use of competitions etc must be infrequent to avoid diluting their impact
Competitions must be accessible to everyone involved, so that it does not become a “one horse race”
Competitions must where possible encourage specific desired behaviours or be used to reinforce relevant points
Ad hoc competitions can be used to promote specific behaviours, but these should be infrequent to avoid diluting their impact
The objectives behind competitions should be clearly understood, and targets and measures put in place so that the impact of the exercise can be measured and understood
There must me minimum disruption to operations and service
Using existing measures such as PMS reduces the additional workload competitions generate for team leaders
Competitions which recognise and reward achievement provide evidence towards the T&C requirements for managers and employees
Reward costs can be minimised through use of trophies which are passed on to the next winner, awarding holidays or free hours which have no direct cost, etc.
CSD publications and web @ work can be used to give CSD wide recognition of achievements
Displaying interim positions during competitions allows people to self-motivate towards higher achievement
Competitions that reward team performance encourage team co-operation and peer motivation
Motivational events must appeal to employees from a broad spectrum of background and age
Motivational events that involve contributions from employees (e.g. decorating an area, dressing-up, etc) must be infrequent, and where possible linked to specific events such as charity, major sporting events, etc.
Motivational events encourage team co-operation, relationship building, etc, as well as rewarding and recognising the efforts of the employees
Section 2 – Day to day motivation
Team Representatives
What?
An elected representative for the team, to facilitate communication between team leaders and their teams
The role is to facilitate communication and must not be seen as a barrier to direct communication
How?
A clearly defined set of objectives and responsibilities for the role
The role of the representatives is consultative rather than authoritative, and the responsibility for decisions remains that of the manager
In disciplinary matters, employees may wish to use their team representative as their representative for hearings
Clear communication of the role to all employees so that they may realise the benefits
A regular spot in the monthly team meeting
A monthly meeting with the team leader to discuss any issues arising
Representatives must manage their own time to communicate with the team without disruption to service
Costs?
Team Representatives will require around 2 hours per month booked out to carry out their roles. This has an approximate cost of £20 per month, but as this is included within the salary there is no direct extra cost
Team leaders meetings with the team representative form part of their role, therefore there is no direct cost associated with this
Benefits?
Employees feel their views and concerns are represented
There is a focus point for issues within the team, thereby reducing the disruption caused by individuals raising issues ad hoc with their manager
Managers are able to identify team wide issues quickly, and deal with them in a focused manner
The role is a development opportunity
Buzz meetings
What?
Daily kick-off briefing to the team
Recognition of the previous operating day’s achievements
Highlighting potential issues and equipping the team with the confidence and tools to handle them effectively
How?
Buzz meetings should be short and punchy
Where possible, face-to-face communication is the most effective for motivating the team
In the contact centre environment several meetings may be needed to ensure all team members benefit
Where face-to-face is not possible, e-mail communication should be used
In order to minimise disruption to service, agents shifts can be started 5-10 minutes prior to their “work time”, with the time given back to the agents through extended breaks
Costs?
There is no monetary cost
Timing of briefing sessions must take into account operational circumstances to avoid a negative impact on service levels
Benefits?
Starting the day on the “right note”
Ensuring the team feel equipped to deal with all foreseeable issues
Floor walking
What?
Support and encouragement for employees whilst they are performing their daily operations
Manager presence, in particular during periods of high activity
How?
Minimum 1 team leader present on the floor in each area of the contact centre during “Green” periods
Minimum 50% of all team leaders present on the floor during “Amber” periods
All available team leaders either on the floor or taking calls during “Red” periods
Costs?
Floor walking is an integral part of the team leaders’ role, and carries no additional costs
Benefits?
The team feel supported and are encouraged to achieve
Team leaders are on hand to ensure focus stays high
Team leaders are on hand to address issues as they arise
Performance & achievement displays
What?
Display showing team performance, including hard targets (e.g. talk time, wrap, etc), service levels, etc
Display showing competition results, compliments, star achievers, etc
How?
Wall display updated daily from the Aspect (Mysys) statistics
Photos recording competition winners and other exceptional performances
Costs?
There are no direct costs involved
Benefits?
Recognition of achievements
Self motivation and peer motivation
“Showing you care”
What?
Interaction with the team to show support and encouragement
Manager presence, in particular during periods of high activity
How?
Utilise floor walking time to chat with agents between calls
Drinks runs during busy times
Occasional “treats” e.g. sweets, silly toys, breakfast, donuts, etc
Costs?
Day to day activity such as drinks runs carry no direct cost
“Treats” costs vary, but typically no more than 50p - £1 per person
Benefits?
The team feel valued and supported, and are encouraged to achieve
Section 3 – Knowledge & Skills related
Friday Quiz – by section area
What?
Work related quiz every Friday.
20 product, technical, and industry questions and 5 fun office related questions.
Prize of one hour off
How?
One quiz per discipline
One winner per section
Quiz sent out Friday morning via e-mail
Answers returned via e-mail and winner announced at 2.55pm to allow 4pm finishers to leave at 3pm
A tie-breaker question to ensure only one winner per section
If the winners shift has already finished another hour can be agreed with the manager, taking into account the resource profile
If operational requirements mean the hour cannot be taken on the day of the quiz then another hour can be agreed with the manager
Benefits?
The quiz tests staffs’ knowledge in a fun environment
The questions can be used to reinforce current “hot topics”
There is no disruption to service as the test is completed between calls for the contact centre or batched tasks in servicing.
There is no direct monetary cost
Costs?
Zero direct monetary cost – equivalent resource cost for one hour equals approximately £10
Provided resource levels are sufficient to maintain service levels there should be no loss of service
Skills Contest – by discipline
What?
Competitions based around displaying certain skills such as: great brand culture, complaint resolution, telephony skills, etc
Focus for competitions will vary depending on the skills required in each area
How?
Context should be set to highlight the desired behavioural change
Time scales should be no longer than 1 week, to ensure momentum is maintained
Where possible, there should be no limit on the number of “winners” as this will encourage continuous effort throughout the competition, therefore rewards need to be token
Care must be taken to ensure other areas of work do not suffer from a lack of focus
Benefits?
Focus on encouraging skills in specific areas such as telephony, complaints, etc
Costs?
No running costs
Token prize costs around £1 - £2 per team member
Section 4 – Performance based
Quarterly individual performance competition – by CSM area
What?
Quarterly competition to identify the individual with the best performance against benchmark
The winner receives a days holiday to be taken in agreement with their manager
Winners’ details published to CSD
How?
Benchmarks and targets set for PMS
The winner is the individual achieving the highest PPM
In the event of a tie, the CSM will make the final decision, based on the individuals’ managers’ recommendations
The winners’ details are published on web @ work or similar internal publication
Winners receive a certificate
Holiday dates are offered in accordance with the workflow and resource profile
Benefits?
The competition promotes, recognises, and rewards high performance standards
As the competition is based on peoples individual performance targets and benchmarks, it is open to employees at all levels of experience
Using the PMS criteria ensures that the competition takes into account both quality and productivity, as well as personal development and overall contribution to the business
There are no direct costs associated with the competition
Costs?
Certificates produced through the Document Specialist Team therefore no direct costs
Winners displayed through web @ work and company publications therefore no direct costs
Equivalent resource cost for one day equals approximately £70 but there is no direct cost associated with this
Provided resource levels are sufficient to maintain service levels there should be no loss of service
Quarterly team performance competition – by area
What?
Quarterly competition to identify the team with the best performance against benchmark
An evening or weekend team event for the winners
Winners’ details published to CSD
How?
Benchmarks and targets set for PMS
The winner is the team that collectively achieves the highest PPM
In the event of a tie, the CSM will make the final decision, based on the teams’ business leaders’ recommendations
The winners’ details are published on web @ work and CSD publications
Winners receive a certificate
Benefits?
The competition promotes, recognises, and rewards high performance standards
As the competition is based on the performance targets and benchmarks of the individuals within the team, no team is disadvantaged by experience levels or work type
It is the performance of the team as a whole that is measured, therefore members of the team are encouraged to motivate each other towards higher achievement
Using the PMS criteria ensures that the competition takes into account both quality and productivity, as well as personal development and overall contribution to the business
Costs?
£15 per head. Average team size of 10+1 = £660 per annum per CSM = £2,640 per annum
Certificates produced through the Document Specialist Team therefore no direct costs
Winners displayed through web @ work and CSD publications therefore no direct costs
Reward event held outside operational running times so no impact on service levels
Monthly individual performance competition – by team
What?
Monthly competition to identify the individual within the team who has the best performance against benchmark
A n engraved trophy for the winner
How?
Benchmarks and targets set for ZPMS
The winner is the individual that achieves the highest PPM within the team
In the event of a tie, the team leader will make the final decision based on non-measured (not part of the PPM) performance and contribution
Winners receive a certificate, and an engraved trophy, which is passed on to the next winner each month.
Winners’ pictures displayed in the team area on a 12-month rolling basis.
Benefits?
The competition promotes, recognises, and rewards high performance standards
As the competition is based on the performance targets and benchmarks of each individual, no one is disadvantaged by experience levels
It is the performance of the team as a whole that is measured, therefore members of the team are encouraged to motivate each other towards higher achievement
Using the ZPMS criteria ensures that the competition takes into account both quality and productivity, as well as personal development and overall contribution to the business
Costs?
£15-25 per team trophy. £2 per month approximately for engraving = £50 max. per annum per team
Photographs & certificates produced through the Document Specialist Team therefore no direct costs
Section 5 – Ad hoc competitions
Focus driven – by team
What?
Ad hoc competitions designed to address a particular area for improvement e.g. Idle %, Brand behaviours, etc
Competitions run at a local level for all teams where the behavioural change is desired
How?
Context should be set to highlight the desired behavioural change
Competitions should be over a short period of time, so that the momentum is maintained – typically a week
Interim positions should be displayed throughout the competition to motivate employees to higher achievements
Where possible, there should be no limit on the number of “winners” as this will encourage continuous effort throughout the competition, therefore rewards need to be token
Benefits?
Focus on encouraging behaviours in specific areas such as quality or productivity
Costs?
No running costs
Token prize costs around £1 - £2 per team member
Fun stuff – by area
What?
Competitions, events, inter-team challenges, etc.
“Fun” is subjective, and competitions and events must appeal to a broad spectrum of employees
How?
Morale boosting competitions are effective as long as they are seen to be extraordinary events
Events must be fun, but care must be taken that they do not make employees feel they are being treated in too childish a fashion
Competitions of this nature are most required during periods of extreme workflow , either high or low, to boost energy levels and morale
Competitions during periods of high workload must be carefully planned to avoid a negative impact on service levels
Benefits?
Provide morale boost during difficult periods
Maintain energy levels during quiet periods
Build team co-operation
Costs?
No running costs, unless props are involved in which case costs should be kept to a minimum
Token prize costs around £1 - £2 per team member
Section 6 – Motivational events
Company picnic – little or no venue cost, broad appeal across age groups, food costs are low, free or low-cost entertainment e.g. ball games, “sports day” events, etc.
Comic Relief & Children in Need etc – Inter-team themed competitions, with a fundraising focus.
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