Work Smart

Expectation Setting
Fundamentals of Planning Clearly defining the goal using the SMART principle

Understand the value of effective time management

Techniques for multi tasking & prioritization External tools to help in achieving goals

Planning

Why arent we structured

1. It takes too much time. 2. You dont know how. 3. You want to do it perfectly.

The price of not being structured

1. Missed deadlines. 2. Overlooked opportunities. 3. Wasted time. 4. Lost customers due to poor or slow service. 5. Wasted money.

Why Planning?

Planning helps you manage the future if you dont manage the future, the future will manage you Planning goes to the heart of what : one does why one does it how one does it and where

How to Plan 8 Basic Planning Steps

Step 1 - Preparing to Plan ensuring commitment Step 2 Analyze the Situation and Needs Step 3 Prioritize and Select the Goal and Purpose

Step 4 Develop Clear Specific Objectives

Step 5 Identify Alternative Strategies & Select the Most Effective Strategy

Step 6 Plan Implementation

Step 7 Plan for Evaluation Step 8 - Summarize your Plan

Set yourself great goals

Set short and clear goals Limit your goals to few

Set performance, not outcome, goals

State them in specific terms Write them down

Establish target dates

A goal without an action plan is just a wish Give your goals staying power

Exercise

Goals should be SMART

Inter relationships

Goal Plan

Planning
Prioritization of objectives

Analyze the Situation and Needs

What are our key strengths and advantages in this situation? What are we good at? What are our likely weaknesses or disadvantages in this situation? Who else is working in this area? What are the resources available?

What particular value, if anything, do we contribute?

What have we learned from our experience about strengths we should build on or weak areas we need to improve?

Have we buffered in time for exigencies?

Some Facts
Over your lifetime you can expect to spend:

2.5 years driving a car 6 months waiting at red lights 5 years waiting in line 6 years eating 2 years trying to return phone calls to people who never seem to be in 1 year looking for misplaced objects 23 years in bed 7 years in the bathroom 8 months opening junk mail

These activities add up to about 50 years of your life.

In a lifespan of 65 years there are only 15 years left to do productive work. (Professional as well as Personal)

Activity
Causes For each one, write down what you think causes the problem or issue. This will tell you what must change if you are to have a significant impact on the problem or issue. Problem / Issue Effects Write each problem For each one, write as clearly as you down the effects can. These should this problem or be the core issue has on the problems or issues community. This you have will tell you why identified. that issue is so important.

Time
Until you value yourself, you will not value your time. Until you value your time, you will not do anything with it
M Scott Peck

Survey - How managers spend time?

Paper work /Computer Informal discussions Meetings / Conference calls Telephone Inspection of work
: 43 % : 26 % : 16% : 6% :5%

Social interactions

: 4%

Exercise on Time wasters

Activity

Prioritization
Putting First Things First "There are two things that are most difficult to get people to do: To think & To get people to do things in order of importance."

Points to Remember
What is your long-term goal? What must be done to achieve this goal? Make a list of these tasks. Look at the list to see if any tasks must be done before you can do another.

Put the tasks in order, according to when they need to be done and how important each one is.
Focus on these tasks as you plan each day. Try not to let the things that distract you interfere with completing each task. Track your progress. Reward yourself as you achieve your goals, both small and large.

5 steps for prioritization

Think Decide Monitor & Evaluate Activities Reward

Urgent & Important Scale

Important B Important but Not Urgent Do yourself but could be later Not Urgent Urgent and Important Do yourself and now Urgent Urgent but Not Important A

Neither Important nor Urgent Dont do or delegate

Delegate or dont do D Non Important C

Not Important Important

Urgent
Crises/ Pressing problems e.g.,client has a WAN problem

Examples Preparation

Not Urgent

Prevention Planning Relationship building e.g., learning new skills

Trivia, busy work Time wasters Some phone calls Escape activities e.g., TV

Interruptions Some phone calls Some meetings Are you meeting other peoples expectations?

Urgent ? Important ? Both ?

High Importance and High Urgency:
Task must be done today. High Importance and Low Urgency: Task should be done today. High Urgency and Low Importance: Task must be done today. Low Urgency and Low Importance: Task can be delegated or addressed later

Activity

ABCD Prioritization
A The A's are assigned to projects and tasks that are important or
valuable, or that are important and need to be completed right away because of an impending deadline.

B The B's are assigned to projects and tasks that are under review
because they are not as important as any of the As, but they are still worth considering. You may need/want to do them at some future point, but you havent committed to them just yet.

C The C's are assigned to projects and tasks that you may want to do
at some future time, but you are not even considering doing them right now because they are not important or valuable enough compared to everything else on your plate.

D The D's are assigned to projects and tasks that you are not planning
to do. They are not worth your time and energy.

Pareto Principle

The priest and the politician story

After twenty-five years in the same parish, Father O'Shaunessey was saying his farewells at his retirement dinner. An eminent member of the congregation - a leading politician - had been asked to make a presentation and a short speech, but was late arriving. So the priest took it upon himself to fill the time, and stood up to the microphone: "I remember the first confession I heard here twenty-five years ago and it worried me as to what sort of place I'd come to... That first confession remains the worst I've ever heard. The chap confessed that he'd stolen a TV set from a neighbour and lied to the police when questioned, successfully blaming it on a local scallywag. He said that he'd stolen money from his parents and from his employer; that he'd had affairs with several of his friends' wives; that he'd taken hard drugs, and had slept with his sister and given her VD. You can imagine what I thought... However I'm pleased to say that as the days passed I soon realised that this sad fellow was a frightful exception and that this parish was indeed a wonderful place full of kind and decent people..." At this point the politician arrived and apologised for being late, and keen to take the stage, he immediately stepped up to the microphone and pulled his speech from his pocket: "I'll always remember when Father O'Shaunessey first came to our parish," said the politician, "In fact, I'm pretty certain that I was the first person in the parish that he heard in confession.."

Case study on multi tasking

Multi tasking principles

Greater levels of awareness Reaching the level of unconscious competence

Don't multi-task people

Only multi-task the fluff Multi-organize or Multi-mess-up

Activity-multi tasking
From the following sixteen facts, try to determine: A. Who drinks the water? B. Who owns the zebra? 1. There are five houses. 2. The Englishman lives in the red house 3. The Spaniard owns a dog 4. Coffee is drunk in the green house 5. The Ukranian drinks tea 6. The green house is immediately to the right of the ivory house 7. The Old Gold smoker owns snails 8. Kools are smoked in the yellow house 9. Milk is drunk in the middle house 10. The Norwegian lives in the first house 11. The Chesterfields smoker lives next door to the man with the fox 12. Kools are smoked in the house next to the house with the horse 13. The Lucky Strike smoker drinks orange juice 14. The Japanese smokes Parliaments 15. The Norwegian lives next door to the blue house. 16. In each house there is one nationality, one pet, one cigarette smoker and one liquid drink.
President Kennedy solved this problem in 21 minutes. The Advertising Director of a famous national magazine took over 2 hours to solve it...I am sure we can beat this?

Awareness exercise

Time Savers
1. 2. 3. 4. 5. 6. 7. 8. Manage the decision making process; not the decisions. Concentrate on doing only one task at a time Establish daily short term, mid term and long term goals Handle correspondence quickly with short letters or memos Throw unneeded things away Establish personal deadlines and ones for your organization Do not waste other peoples time Ensure all meetings have a purpose, a time limit and include only essential people 9. Get rid of busy work 10.Maintain accurate calendars and abide by them 11.Know when to stop a task, policy or procedure 12.Delegate everything possible and empower subordinates 13.Keep things simple 14.Ensure time is set aside for high priority tasks 15.Set aside time for reflection 16.Use checklist and to do lists 17.Adjust priority as a result of new tasks
Exercise

Implementation
Taking Action Meeting Deadlines

Shewhart Cycle
Plan

Do
Check Act
Dr. Walter Shewhart developed the PDCA (Plan, Do, Check, Act) cycle.While the letters and cycle look easy, it actually takes a lot of work by all the team members to complete the cycle correctly.

Activity

Activity

Having a party

The baby steps

Steps to follow Prepare dinner Check the cupboard & refrigerator for food Make a list of food I need Put the dishes away Go to the grocery store Invitations Decorations Music & Games Prioritize 1. _____________________________ 2. _____________________________ 3. _____________________________ 4. _____________________________ 5. _____________________________ 6. _____________________________ 7. _____________________________ 8. _____________________________
Ah, now I can relax!!!!!

Event Manager
Sl.No Deliverables Key components
14-Mar 15-Mar 16-Mar 17-Mar 18-Mar 19-Mar 20-Mar

Work completed Date of completion Work in progress

The Time spent working is not a measure of the effectiveness at work

We can see that you are busy --- busy doing what?

Management Tools
Diaries Computer aided planning- Ms. Outlook Time Logs Visual Reminders Being Stress Free

Activity

TimeLog converts Ideas of Time utilization into Specifics

Learn to..
. Accommodate the inevitable and unexpected as a part of scheduling. . Generate patterns which helps you sayYES and NO to the demands of others. .. Delegation Prioritize .. Effective Communication to avoid mistakes .. Effective Documentation

Survey

A survey of over 1300 managers reported that poor priority setting is common, despite the long hours worked; only 47 % of the time was taken up by managerial activities. Most of the remaining time was spent doing jobs that could be easily delegated to the subordinates, and which were familiar and less threatening activities the manager himself used to do.

Delegation
Decide what to delegate Decide who to delegate to Delegate Follow Up

Monitor and Follow Up

Monitor against your action plan to ensure the agreed actions are taking place Evaluate the effectiveness of the solutions you implement Decide what further action or data gathering, if any, is needed.

Ways to Monitor

Audits- Surprise- Periodic Set up specific meetings to review progress on major actions Documentation

Intensify your desire to achieve your goal/plan

Take a moment to think about the goal you've set for yourself.

How committed are you to achieving this goal?

Under what conditions would you give up?

What if you wanted them so badly that you knew with absolute
certainty that you would absolutely, positively never ever give up?
If you want something badly enough, then quitting is simply not an option. You either find a way or make one. You pay the price, whatever it takes.

Develop a Strong Belief

Visualization
Watch yourself enjoying the benefits of having reached your goal. Try to add as many details as possible. Add emotions to your movie!

Believing is seeing. Seeing is believing.

Your limits are only in your mind

Russian Olympian Vasili Alexander was trying to break a weightlifting record of 500 pounds.He had lifted 499 many times, but could never make 500. His trainers believed he could do it and decided to trick him. They put 501.5 pounds on the bar and rigged it to look like 499 pounds. Vasili lifted it easily. He knew it was possible!

If you set your sights high, youll fly!

Activity Planning on home purchase/Car purchase

Exercise
Areas of improvement Please indicate two areas of improvement, by ways of which you can optimize your time utilization. Name: 1: . 2: .

Summing Up
Setting a goal Plan your progress carefully Prioritize Organize Multitasking Delegation

Staying with that plan- Monitor and Follow Up

Maintain enthusiasm