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Managing 1st Things 1st

Management Program - State Enterprise Training
by

Nic Stephen

on 29 October 2014

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Transcript of Managing 1st Things 1st

Managing First Things First
4

Copyright warning

This resource is copyrighted to State Enterprise Training

Except as permitted by the Copyright Act 1968 (Cth) or unless you have obtained specific written permission of State Enterprise Training, you must not:
·Reproduce or photocopy this resource in whole or in part
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·Store this product in whole or in part in a retrieval system including a computer
·Record this product in whole or in part either electronically or mechanically
·Resell this product in whole or in part
More detail: Reading Material Pg. 5
The Role of Manager
More detail: Reading Material Pg. 5
This study demonstrates what is commonly believed;

Writing down clear goals increases the likelihood of achieving them

Setting clear and concise goals acts as a roadmap that identifies what is to be achieved, how it is to be achieved, and who’s assistance you will need to achieve the goals set

Clear goals also keeps one focused on what is to be achieved and therefore striving towards
The Importance of Goal Setting
Profitability
Responsiveness
In Stock
Waste Reduction
T&D
Innovation
Key Result Areas (KRAs)
More detail: Reading Material Pg. 5

By cascading the objectives, and developing corresponding plans, through an effective business plan, the organisation’s vision is translated into key objectives for management at each level of the organisation
Business Plans & Work Priorities
More detail: Reading Material Pgs. 5-7
Different Types of Goals
Management Skills
Harris Polling Group
Big Rocks

Ref: Kris Cole, Supervision: The Art of First-Line Supervision
Establishing Personal Goals
More detail: Unit Guide
By the end of today you should be able to:

Develop SMART Goals (outcomes focus)
Understand the context of the managers role
Explore the planning matrix
Establish strategic work priorities
Understand concepts of self management
Develop and maintain your personal competence
Today's Objectives
Welcome!
Evacuation Procedure
Rest Rooms
Reading Material
Visit & Contact Sheet

Morning Break 10.30am
Lunch Break 12.30 (
menu on table
)
Afternoon Break 2.30pm (if needed)
Finish before 4pm
Planning
Organising
Leading
Controlling
Managers Perform 4 Key Functions
More detail: Reading Material Pg. 5
The Value of Setting Goals
In 1953 the graduates of Yale University were asked if they had written down clear specific goals and if they had a plan for achieving them.

Only 3% had taken the time to do this
Setting Personal Work Goals
noun.
The extent to which time or effort is well used for the intended task or purpose

noun.
Accomplishment of or ability to accomplish a job with a minimum expenditure of time and effort
Efficiency …..

7. Say no to new projects when you are already overloaded

8. Trim low payoff activities from your schedule.

9. For each paper that crosses your desk: act on it, file it, or toss it

10. Use a diary or similar system to manage your valuable time

11. Structure meetings so that they are efficient and effective
1. List everything you need to do today - in order of priority

2. Make time for important things, not just the urgent ones

3. Write your goals. Then write the steps to your goals

4. Set a starting time as well as a deadline for all projects

5. Slice up big projects into bite-size pieces

6. Use a bull clip to keep file notes in chronological order
11 x Strategies to
Break it up into smaller parts
Achievable milestones
Concentrate on 1 thing at a time
See each job to the end – if delayed move on to the next job, and come back
Think on paper – it makes it easier to review & revise
Set deadlines – even for small tasks
Ask for advise, or help when needed
Strategic Task Management
Delay in dealing with conflicts
Resistance to change
Scattered or too numerous interests
Too many responsibilities or tasks
Inability to say “NO”
Lack of information
Indecisiveness or overhasty decisions
Fatigue, being out of shape
Not eating breakfast, or lunch!
But wait there's more....
Time Thieves
Ever changing objectives and priorities
Absence of a weekly / daily work plan
No self imposed deadlines
Tendency to do too much, perfectionism
Lack of order, messy desktops
Insufficient delegation
Insufficient or excessive communication
The prerequisites of a high quality plan
High Quality Planning
Unexpected and prolonged phone calls
Co-workers stopping by to discuss their problems
Open plan office, “you must be available”
Poorly trained or incompetent staff
The boss or, worse, several bosses
Ineffective or out-of-date business equipment
Confused work objectives and priorities
Time Thieves
Do you spend your day putting out fires? - reactive.
Or spend your day planning and achieving? (Being pro active).
Remain focused. Stay with the priority task - don’t become sidetracked.
Handle documents once only
Decide on the action required and act upon it. Don’t handle the issue every day for weeks.
Delegate effectively
Be positive, can-do and motivated!
Are you proactive or reactive?
How efficient are you at work on any given day?
What could improve this?
How could You do this?
Which areas?
Improving Efficiencies
Being successful at work
Spending time with family
Earning lots of money
Being fit & healthy
Learning new skills
Spending time with friends
Building a career
What Drives you at work?
What about your Computer?
Organising the work area
70% of people don’t know how to arrange their computer’s files efficiently
A tidy ‘desk’ forms the basis for productive TM!
Time spent organising = saves 3 x later
Know where things are – no time wasted looking!
Goal Setting
Time Management
2
4
5
What does it involve?
20 yrs later
3% were worth more ($) than the other 97% combined
Not only were they $$ better off, but
Better off in areas such as happiness & joy from life!

What?
When?
Why?
How?
Who?


Focus
Time is an nonrenewable resource
All we can control is 'how' we use it!
Time is either managed effectively or not
What is it?
"TM refers to tools & techniques for Planning & Scheduling time"
Planning to achieve objectives
Being physically organised
Working smarter - not harder
Controlling
Leading others effectively
Having priorities
Scheduling activities
Delegating tasks
To Do lists
Diaries / planners
Software / Apps
The list goes on and on ....
Identify your greatest frustrating unplanned demand
Identify if it occurs at a particular time or place
Identify who places this demand on you (Role only)
Can you put strategies in place to avoid this unplanned demand (eg. avoid being at place or at a certain time)?
If not, plan a discussion with the person who places the demand on you to highlight the effects of the demand
Brainstorm solutions, and agree on a corrective plan
Plan a follow up discuss to assess solution
Frustrating Unplanned Demands
All Tasks can be categorised into 1 of these 4 domains:

D1 Urgent & Important
D2 Not Urgent & Important
D3 Urgent & Not Important
D4 Not Urgent & Not Important
More detail: Reading Material Pgs 13-15
Identifying how you spend your time and eliminating time wasters
Identifying how you spend your time and eliminating the work related tasks that are not what you should be doing
Identifying how you spend your time and prioritising the tasks that are essential to the success of your role
Effective Time Management
Effective time management does not mean working harder and faster.

It means working smarter – that is, doing fewer things, but doing the most important things first and doing them well
Effective Time Management
These include:
Scheduling Tools
More detail: Reading Material Pgs 16-17
Once you have identified your priorities you need to schedule your tasks into the time you have available
Scheduling
4 Domains of Time Management
Using the Task List you completed earlier, place each activity (both work & non-work related) into the appropriate time management domain

Consider each activity carefully, what may be urgent does not always mean it is important to your responsibilities
Each employee needs to set priorities daily, not just the manager

Prioritising is about determining what needs to be done, how it is to be done, and in what order it is to be done
Setting Priorities
More detail: Reading Material Pgs 15-17
Set clear work goals
Prioritise tasks to be done
Delegate tasks that other can do
Plan your time
Effective Time Management
Monthly planners can be paper-based like a diary planner; wall planner or schedule sheet

Planners can also be electronic based such as Apps, PDAs, or Microsoft Outlook
When managing your monthly planner, firstly cross out all the days you are unavailable.
This includes weekends, RDOs, training days, leave days, or meetings.
Once you do this you begin to get a true picture of just how many days out of the 30 odd you really have available
Monthly Planners
Setting Your Priorities
Complete at least 1 before next workshop
Time Management is about utilising the time you have in the most effective way

Consider your daily tasks
Task Audit

"Managers are responsible for achieving outcomes for their organisation"
To put it another way....
Purpose
Outcomes
Skills
Key Performance Indicators (KPIs)
Measurement
Quantitative
Assessable
Provides structure &
Guidance
Complete Activity 2
4 Domains
Effective priorities occurs through careful analysis...
When deciding whether or not to do something, Consider the value?

Are you wasting your resources on a low yield task?

Which tasks are worth spending more time on?
Implications for you?
A) $150,000 +
B) $49,500 /
C) 200
Costing your Time
What profit are you required to make?
Average = 33% (of $150k) = $49,500

C) What is your profitable time?
Working days = 200 productive / yr
7.5 hours day = 1500 hour / yr
Costing your Time
Salary, payroll tax, super, office space you occupy, power, phone, rent ($100k)
Equipment & facilities you use – chair, computer, desk, software, etc ($10k)
Other expenses – vehicle, uniform, business cards, admin support, HR support, % of HR costs! ($40k)
Costing your Time
Are you spending your time profitably?
Q: What do you cost?
Let’s say $150,000/year
Equation = A + B / C = What your worth!
= $997.50 day or $131.25 hr
$$$$$$$$$$$$$$$$$$$$$$
It must be written
Daily activity
Big Picture
Values | Roles | Goals | Priorities
Why?
An Example....
The Efficiency Test
Managing Frustrations....
When you feel a task / project getting overwhelming
TAKE CONTROL
Scheduling is similar to managing your monthly household budget; you identify your incoming monies and your outstanding and upcoming bills and make the two balance

Sometimes when you have more bills than incoming monies you have to prioritise which bills to pay and which to negotiate extended paying terms

Scheduling, like budgeting, allows you to identify your outstanding and upcoming tasks and plan to balance these out against your available time
There are a number of tools to assist with the planning of tasks and time.
To Do Lists
Diaries and Planners
IOS / Android Apps
Online/network planners
Meetings
Critical Path Analysis
Gantt Charts
PERT Charts
More detail: Reading Material Pgs 16-17
To Do Lists/Daily Planner
To Do Lists can be as simple as a shopping list, or a list of things to be done on a note pad page, or even a bunch of post-it notes around your computer monitor.

Daily planners help us to organise all these tasks into our available time
Complete Activity 3
List all the tasks that you need to complete. Ensure you incorporate both outstanding tasks and tasks scheduled for the day
Give each task an estimated time required to complete

Give each task a priority rating (generally A for top priority through to C for low priority)

Using your daily schedule or diary, book in times that you are unavailable (eg lunch, meetings, appointments)

Schedule in your tasks into your planner/diary, from top priority to least priority
Using this method will allow for forward planning for task that will not be completed
To Do Lists / Daily Plan
A & B = Heart & Lungs
C & D = Arms & Legs
Priority Ratings
http://www.dradamfraser.com
Personal Competence
Job and position descriptions

Formal and informal discussions with supervisors and managers

Human resource departments

Online resources

Career consultants

Industry publications and journals
Identifying Competencies
Internalised; Lacks the benefit
of seeing how other organisations
do things
Very effective
Highly relevant
Immediately productive
Coaching;
Mentoring;
Job-rotation;
User manuals;
SOPs;
Project work
Methods for Developing Competence
May not all be relevant
All may not be immediate
Time consuming
Broad knowledge base
High focus on content
Future orientated
Methods for Developing Competence
Workshops;
Seminars;
Conferences;
SET/VET institute course;
University courses   
Prepare a development plan that addresses the gap(s) between your current competencies and target competencies that you have identified you need to develop either for your current role or future roles
Activity 7:
Personal Development Plan
So, what have we covered?
The managers role
Goal Setting
The planning matrix
Prioritising & Scheduling
KRA's & KPI's
Time Management
Efficiency
Managing Frustrations
The 3rd Space
Developing Competence

Evaluation Forms
Completed Activities
Reflection Activity
Thank you!
The work environment is always changing...
Promotions
Mergers
Change in process
New manager
New owners
Legislative changes
Workforce changes
Career planning
So - we need a method of maintaining our...
You can identify the competencies for your role, or other roles, through:
On-the-job
Benefits
Pitfalls
Off-the-job
Pitfalls
Benefits
housekeeping...
If you don't know, There's a big opportunity!
Role Modeling
Complete Activity 1
See example provided
# More focus on these later in the course
?
Today's Major Headache
A
B
iPad Apps
External
Internal
Complete Activity 5
Reflection on Managing Frustrations
( In Pairs )
Activity 4
Complete Activity 6
Effective time management means:
To eliminate time wasting:
How?
Prioritising
Responsibilities
Knowledge
Achieving that OUTCOME
Measurement?
Full transcript