Efficiency & Effectiveness

--- a place for everything and

everything in its place.
Elma Seraphelle M. Bulagao
What is work efficiency?
• Work efficiency is the greatest amount of tasks and labor
accomplished with the least amount of time and effort.
• Excellent work efficiency can lead to high levels of
productivity.
• Organizations might often encourage employees to
improve their work efficiency because this can promote
success in the business.
• Focuses on inputs
What is effectiveness ?
• Working effectively means maximizing the time you
spend at work so that you are productive when you need
to be.
• It also means taking care to not have to work longer or
harder than you need to in order to achieve your goals.
• Those who work effectively don't necessarily work longer
hours or work harder all day than their coworkers, they
just have a good understanding of how they work and
how to schedule their time effectively.
• Focuses on output.
 THE CONCEPT OF
EFFICIENCY &
EFFECTIVENESS
• Efficiency: Is doing things right.

• Effectiveness: Is doing the right things. Peter F. Druker, 1909-2005

EFFICIENCY vs
EFFECTIVENESS
Efficiency: Effectiveness:
• Getting the maximum output • Measures if actual output meets
with minimum input (objective desired output.
perforamance) • Takes into onsideration the long
• takes into consideration the term strategy.
present state. • Having desires or new ways of
• Doing things repetitively. doing things (innovatively)
• Focuses on the process or • Focuses on the result, Output or
“means”. end.
5 Important Factors Affecting the Efficiency.
1. Personal Qualities of the Worker
• Racial & Hereditary Qualities: It has been seen that every
person inherits certain qualities from the race to which he
belongs.
• Moral Qualities: Moral qualities increase the efficiency of a
worker. Man is moral animal. In a man, not only self-alertness
is present but all moral alertness and self morality is present.
An honest, sincere and good character helps increase
efficiency.
• Individual Qualities: If a worker is mentally alert, possesses
good physique, is intelligent, sober, honest and resourceful and
is responsible, he will be more efficient than others.
• General Education & Intelligence: There are certain qualities
which a worker acquires by education, general and technical.
Honest intelligence, perseverance, judgement, physical &
mental health, resourcefulness and Sense of Responsibility-
these attributes has great implications to efficiency.
• Standard of Living: Good nourishing food, suitable clothing,
ventilated, comfortable home with healthy surroundings
tend to increase the efficiency of workers.
2. Working Conditions

• Environment & Place of work: If workers are required to work in

healthy surroundings I which the area is well ventilated, there is
sufficient space for movement, provision of fresh water refreshment
and rest between work, their efficiency will be higher.
• Working Hours: It must be remembered that small working hours
with tea and lunch break, rest and recreation always help increase the
efficiency of labour. It has been proved that long hours mean low
efficiency.
• Rate & Regularity of Wages: Efficiency of worker depends to a great
extent on wages which he receives. A worker who receives sufficiently
high wages will ensure an adequate standard of living will have high
efficiency. A low-paid worker will always grumbles and is unable to
put his heart into the job. Consequently, his efficiency will be low.
Regular payment of wages on a due date fixed increases efficiency of
labour because workers adjust their budgets accordingly, otherwise
they are put to much more inconvenience when wage payment is
irregular and they are not able to devote themselves whole heartedly
to their work which reduces their efficiency.
3. Conditions of the Country:
• Climatic Conditions: The climate of a place also determines the
efficiency of labor in a country. Workers who live and work under hot
climate becomes tired soon both physically and mentally. As a result
their efficiency declines. On the other-hand workers living and
working in cold and temperate regions are more alert and hence their
efficiency is high.
• Social Conditions: If the society to which the workers belong is
backward and is based on caste and creed relationships, workers will
not work in co-operation with workers belonging to other castes. This
labor efficiency will be definitely low.
• Political Condition: If the government of the country in which the
worker lives is strong enough to preserve peace at home and provide
security from foreign aggression, his efficiency will be high as against
that worker who leads a life of insecurity in a country full of internal
disturbances and constant threat of war from abroad.

• Cultural and Religious Traditions: The cultural and religious traditions

of a country also affects the efficiency of a laborer, less educated
people or illiterate people always fear with religion and they don’t
want to take such steps which may affect their normal efficiency.
• Social Security: If a worker is to give his best, he must have
reasonable assurance that in the event of injury, sickness,
unemployment, disablement or death in service, he or his
dependents must be compensated suitably. If such provision is
available this will definitely increase the efficiency.

• Economic System: Form of economic system in a country also affects

the efficiency of labor. A laborer of an under-developed country will
get less wages or salary in comparison to a developed country.
4. Organizational and Managerial Ability
• Efficient Management: Efficient management of the organization
affects the efficiency of labor. The worker will start working efficiently.
In inefficient management efficiency of worker will decrease and
working capacity will reduce.
• Proper Relationship between Employer and Employee: Efficiency of
labor also depends upon the employer-employee relations. If the
relations between the two are friendly and cardinal, efficiency of
labor will be high. But the relationship between the employer and
employees itself dependents upon the behavior of the employer
towards the employees and that of trade unions towards the
employer.
5. Other Factors
• Labor Policy of the Government: Labor policy of the government also
affects the efficiency of a laborer. If the policy of the government is
favorable towards laborer, it will create confidence in laborer and
their efficiency will improve. If policy is unfavorable the laborer may
feel disappointed.
• Trade Unions: If trade union is well organized the workers will have
upper hand and they will get more wages and their standard of living
will improve.
• Sense of Patriotism: Country in which workers are loyal to the
country and have sense of patriotism the efficiency of workers will
automatically go up. Love for the country encouraged them to do
more efficiently.
12 Strategies to improve work
efficiency
1. TAKE BREAKS
• Taking breaks while working on tasks can allow your mind to rest and
reset. If you estimate a task is going to take two hours to complete,
consider taking a 15-minute break between hours to grab a snack or
go for a walk. Breaks can promote efficiency because they help you
return to work with a fresh mind and renewed energy.
2. Establish realistic goals
• Goal-setting can provide an effective means of managing the steps to
reach your goal and measuring your progress. It's important to ensure
your goal is achievable and realistic so that you're able to meet it. This
can promote motivation and excellent time management and provide
a sense of accomplishment after achieving a goal.
3. Measure your time
• To evaluate your productivity levels, consider measuring how much
time you use while completing each job task. This can help you
understand what tasks take more time and give you the opportunity
to evaluate why. You can then work on improving the efficiency of
those specific tasks, along with using time-management skills to
handle your daily task list.
4. Commit to deadlines
• Try writing your deadlines in a planner as reminders to improve your
time management. It may be helpful to use these reminders to design
a personal timeline for yourself and what steps can help you
successfully meet a deadline. Though some deadlines may be flexible,
committing to a deadline can help organize your process and
motivation and assist with developing skills for efficiency.
5. Concentrate on your task
• Focusing on one task at a time can help you measure your progress as
you accomplish and celebrate completing each one. Some job roles
may require multiple assignments or duties to complete each day.
This may increase your desire to multitask in an attempt to handle
more of your checklist. However, it's often more helpful to keep a
single focus on each task and work toward steady completion, as your
concentration may help you increase the quality of your work along as
well as the quantity of tasks.
6. Create a routine
• onsider treating your daily routine as a task list and commit to
completing each task. This can help you set expectations and goals for
your day and develop any needed strategies for time management.
Include your work duties and time for self-care. It's helpful to turn
portions or all of your daily routine into habit because then your brain
and body expect these commitments. Developing these habits can
improve your chances of successfully reaching your work goals and
allow you to take care of yourself in and out of workplace settings.
7. Design a relaxing work environment
• Choose a work environment that encourages motivation. If you work
in an office, consider adding personal items such as family photos or
plants that help you relax. Some individuals may thrive in clean,
isolated and organized workspaces, while others enjoy and find
motivation in community workspaces. Even if you share a workspace,
you can still design a healthy and relaxing environment that improves
your efficiency.
8. Develop a healthy balance between work
and personal life
• Create a schedule that allows you to accomplish your tasks during
work hours in order to have dedicated off-hours time for your family,
friends or free time. Keeping established times for relaxation and
personal goals can help you maintain your well-being, which in turn
helps you fulfill your job duties. A healthy balance can also promote
personal satisfaction, as it may enable you to meet both your
professional and personal needs in life.
9. Organize a to-do list
• Writing and evaluating a task list can help you prioritize obligations
and create an action plan with steps in a specific timeline. Written to-
do lists may also increase your motivation to fulfill tasks and promote
rewarding feelings. Crossing off a task after completing it can be a
visual representation of you making progress.
10. Minimize interruptions
• Find or create a quiet work space with minimal interruptions and
distractions. When you can increase your focus on work, your
efficiency and productivity increase as well. Some ways to minimize
interruptions in the workplace may include scheduling appointments
or meetings with coworkers, setting an away message on a chat
system and closing personal technology to prevent seeing
notifications. If you work in an environment where distractions are
unavoidable, try to schedule a small block of daily quiet time when
you can get a maximum amount of efficient work accomplished, such
as in the early morning.
11. Ask for feedback, ALWAYS.
• Seek continual input and evaluation from your team members and
managers. Feedback can provide insight into improvements you can
make and help you create new strategies for improvement. Your
managers may also teach you new skills and strategies for work
efficiency. A one-on-one meeting with your manager is often the best
format as it provides the privacy to speak freely about workplace
habits, express concerns and ask questions.
12. Create incentives and celebrate
accomplishments
• Celebrating work accomplishments can boost your confidence and
give you the encouragement to complete more challenging tasks.
Creating an incentive for achieving a work goal or completing a high-
priority task can also help you gain motivation. Allowing yourself
personal rewards can improve work efficiency because they inspire
you to meet your deadlines and produce quality work.
USEFULNESS OF EFFICIENCY &
EFFECTIVENESS

• Efficiency & effectiveness are useful management terms.

• Both concepts are to be used concurrently or interrelatedly.
• To achieve maximum results, efficiency and effectiveness are to be
considered as effective tool.
• Very useful for both management and employees.
• Helps to have a clear mind for creativity.
• Innovation becomes unavoidable.
• Both are performance indicator.
USEFULNESS OF EFFICIENCY &
EFFECTIVENESS
• Help to ensure a mopre fulfilled feeling.
• Ability to get things done and on time
• ability to avoid mistakes
• One feels the desire to work, determined and with desire
effort.
• Present with positive mentality attitude towards - work,
people, and colleagues.
• Ready feelings and willing to learn something new.
TO BE EFFICIENT &
EFFECTIVE
• Corporate when directed
• Avoid stressful things and being stressed.
• Identify the different cultural diversity at the work environement and
relate well.
• Learn to create interest at wherever you find yoyurself, e.g. at the
workplace.
• You need to be inspired and inspire others.
Mental Health Affects Productivity in The
Workplace
• From an economic standpoint, the cost of mental ill-health at work
stems from workers’ reduced productivity. Absence rates are 5%
higher amongst workers who have poor mental health, but what
about the impact on mental health and productivity in the
workplace?
• Now, please take this self test
5S, a Japanese Method for Harmonizing
Your Workplace (and Your Thinking)
• Among those who practice Japanese Zen, the term samu, referring to the
ability to perform the simplest tasks of daily life with concentration,
energy, and order, is a simple method of meditation.
• 5S – named for the five terms beginning with S – is a modern method of
organizing work spaces in which the principles of samu resonate. The
technique involves the arrangement of space to work with greater
efficiency and speed.
• It was first developed in Japan and perfected by companies such as
Toyota, who implemented it their production facilities overseas. Later
companies all over the world adopted its methodology and techniques. It
has truly become a world productivity system. Yet it has at its heart the
values and practices of traditional Japanese culture.
THE FIVE S'S
• The 5S quality tool is derived from five Japanese terms beginning with
the letter "S" used to create a workplace suited for visual control and
lean production.
• The pillars of 5S are simple to learn and important to implement:
1. Seiri
2. Seiton
3. Seiso
4. Seiketsu
5. Shitsuke
Seiri ( Organize)

• To separate needed tools, parts, and instructions from unneeded

materials and to remove the unneeded ones.
• Implies the correct ordering of the workspace to avoid possible
obstacles while working. The principle also refers to the need to
discard unusable material, to remove them from the field of vision
and to prevent their acting as distractions.

• Eliminate whatever is not needed by separating needed tools,

parts, and instructions from unneeded materials.
Seiton (Orderlines)
• To neatly arrange and identify parts and tools for ease of use.
• To the maintenance of order in the tools used for work and to a
classification of them according to their use so that they can be found
when they’re necessary and to avoid their loss. It’s also important to
maintain Seiton constantly. The ability to find the tools needed for work
is a great time and energy saver.

• Organize whatever remains by neatly arranging and identifying parts

and tools for ease of use.
Seiso (cleanliness)
• To conduct a cleanup campaign.
• Invites us to clean the space where we work each day. This not only
prevents distraction but helps to keep tools in their optimum
condition and to prevent them from being worn out. Working in a
comfortable, pleasant space will always make work easier.

• Clean the work area by conducting a cleanup campaign.

Seiketsu (standardize)
• To conduct seiri, seiton, and seiso daily to maintain a workplace in
perfect condition.
• Standardizing work implies that all team members clearly know what
their responsibilities are. Each of the tasks to be performed should have
a defined method, and this prevents setbacks and confusion within the
workplace.

• Schedule regular cleaning and maintenance by conducting seiri, seiton,

and seiso daily.
Shitsuke (discipline)
• To form the habit of always following the first four S’s.
• Could be translated to “doing without being asked.” The principle
involves personal discipline to regularly review the results of our work
and to improve them when necessary, even when no one has
explicitly requested it.

• Make 5S a way of life by forming the habit of always following the first
four S’s.
5’s
Diagnostic
Checklist
LEAN 5S PROGRAM BENEFITS
Benefits to be derived from implementing a lean 5S program include:
• Improved safety
• Higher equipment availability
• Lower defect rates
• Reduced costs
• Increased production agility and flexibility
• Improved employee morale
• Better asset utilization
• Enhanced enterprise image to customers, suppliers, employees, and
management
5S EXAMPLE
During meetings with internal and external stakeholders, Kaiser Permanente
Colorado’s Medicaid Enrollment Project Team used the lean 5S tool to improve the
enrollment template, as well as the template process. They implemented the 5S pillars
as follows:

• The fields were sorted and unnecessary fields were eliminated.

• The fields were set into order based on stakeholder input.
• The team shined by creating a Microsoft Access database that would not allow
duplicate entries.
• The spreadsheet was standardized by protecting it and making it a template.
• A self-sustaining system was created by using Microsoft Access (to control data
format and duplication) and Microsoft Excel templates (to control spreadsheet
format and order).