Unvital Statistics (TPS Reports)

Have you ever prepared a report at work that you felt was pointless to prepare and was based on useless data?

A couple of posts ago, I'd mentioned TPS reports in passing. Here's some info. From Wikipedia: "TPS report" has come to denote pointless mindless paperwork after its use in the comedy film Office Space. In the story, a primary character is reprimanded by several of his superiors for forgetting to put the new cover sheet on his TPS report. Mike Judge, who wrote and directed the movie, said that it meant "Toilet Paper Sheet" in the movie.

TPS reports typically gather and formalize unvital statistics. Is there a correlation between the length/number of breaks and productivity? How much time is spent by the typical employee not working - blinking, walking, could be anything - how can we capture and utilize that time? Typically, these questions have common-sense answers but they need to be backed up with evidence, don't they?

What's behind the gathering of these unvital statistics? Why does it happen? Why is it so prevalent?

1. Information loss happens at each level of hierarchy. These reports are an attempt at mitigating the resultant damage.

a) Bosses get insecure because of this inevitable information loss. Already, they are losing touch with field-work and they don't want lose their utility completely. They want to take "informed' decisions and who can say for sure that these stats are, in fact not vital? Hence they want to capture as much data as possible, data being the basis for information.

b) There are TPS reports at all levels. Your TPS report is what forms the basis for your boss's TPS report!

2. It gives you, as an employee, something to do. It helps in boosting your PUF. It gives you an easy opportunity to prove your uniqueness and utility. You know what, my TPS report is the best, packs the most punch!

Data if collected has to be processed into information, interpreted and assimilated. Otherwise the effort expended on collecting the data is a waste. The time spent for interpretation and analysis of the data at each level is an acceptable transmission-loss.

My colleague (who of his own volition neither reads nor writes, hence I am obliged to document!) termed it "statistical masturbation" - because it is useful to none and, in most cases, provides satisfaction to just one! :)

- Thomas Jay Cubb

Asides (Analysis/expansion later)
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1. In information theory, entropy is a measure of the uncertainty associated with a random variable . Work is a random variable. Corporate hierarchies are based on information. The second law of thermodynamics, states that the entropy of the universe always increases.

Perceived Utility Factor

Why do we do the work we do? The answer is simple, isn't it? What we are doing is useful to somebody or for something.

1. Everybody is always doing some thing or the other. (I'm busy now, later man!)

2. These things are useful. (Aw, come on! Why would I do it otherwise?)

3. Why isn't the world a better place than it is? (Wait a minute, I didn't say anything about the world, did I?)

The simple answer was wrong, 2 is a lie. Not all work is useful; some lines of work can even be called destructive!...and damping forces (intrinsic inefficiency) are always in operation. But assuming that you are not evil and are not satisfied by the answers Just for a living/I don't care/Because I have to, why do you do it?

We do things because of their Utility Factor - we think it is/will be useful for somebody or for something. The Perceived Utility Factor (PUF) of what you do gives you a sense of significance and purpose; it puffs your ego up, so to say.

The higher the PUF, the happier you are.

So they tell you how every job has its own dignity and also how important what you are doing is (remember TPS reports!), and you are happy... to have made a difference but...

There exists a RUF (Real Utility Factor) as well! No matter how significant you think your work is (and by extension, you), ultimately it is worth only so much in the real world! The RUF can be a real motivation dampener! Reality, reality go away/Little Johnny wants to work.

The disparity between the RUF and the PUF is what leads to dissatisfaction.

The RUF will always be significantly smaller than the PUF. And that is the answer to why the world is not already a better place! :)

- Thomas Jay Cubb

Asides

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1. The dual measure for this is the Futility Index (Thanks to my friend Ashish Chaterji for putting this succinctly). There are two variants for this as well - Real and Perceived. Frustration is caused when the Perceived Futility Index exceeds or equals the Real Futility Index.

2. Satisfaction is a number! It is directly proportional to the ratio of the RUF to the PUF

The Satisfaction Index, SI = k* (RUF/PUF)

Employers need to ensure that SI never approaches k (that RUF/PUF always less than 1) because otherwise the employee will lose motivation. Sometimes they do this through promotions :)!

More on these later.

Office Heat Engine

The dictionary has it that an office is a "place of business where professional or clerical duties are performed". Do you work in an office or is it just a place you appear busy (place of business)? Scott Adams, Dilbert and probably you as well might disagree, but work actually gets done in an office environment...sometimes! :)

Even though it might seem like you have done nothing, you are exhausted by the end of a day in office, aren't you? The law of conservation of energy has it that your exhaustion means there is an expenditure of energy, and spent energy is equivalent to work done!!!

An office, if considered as an entity, can be viewed as a place where energy is expended and work is done. Thus we can draw a direct parallel to a heat engine. Terms like burnout, efficiency, exhaust etc do not seem to be merely coincidental! :)

From Wikipedia: A heat engine is a physical or theoretical device that converts thermal energy (called heat) to mechanical output (called work) .

The energy input for the office comes from the employees; they provide the heat-source for the office heat engine. The mechanical output (work) of the office may not often be directly measurable or tangible but it is sure to be there (where could it go? :)! The administrative machinery could be viewed as the valves, the rewards (monetary and other kinds) could be considered as lubricants, leave is maintenance and so on!

Now, the process of energy-release from an employee is fraught with inefficiency, as any HR functionary would readily attest. The expenditure of energy or employee-combustion :) does not guarantee that work will be done - lack of concentration, time-wastage, necessary social interactions are all degrading factors as far as the efficiency of the office is concerned. There is a definite factor of probability involved.

Hence, an office is a probabilistic heat engine!

- Thomas Jay Cubb

Asides

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*Factories and production-houses are different from offices; here, the work done is more accurately and easily measurable

*Do the other laws of thermodynamics apply?