Copyright 2010, The World Bank Group. All Rights Reserved. Management Skills Section B 1

Copyright 2010, The World Bank Group. All Rights Reserved.

Management Skills

Section B

1


Make More Effective Use of Your Time:

1. Planning your work

2. Getting organized

3. Blocking interruptions

4. Handling decisions

5. Delegating to others

6. Using a computer

2


Principles of Good Time Management

1. List goals and priorities

2. Use a daily “to do” list

3. Categorize things that need doing

4. Keep asking, “What’s the best use of my time right now?”

5. Handle papers just once

6. Do it now

3


Pre-meeting Checklist

1. Ensure a specific purpose

2. Ensure an agenda

3. Clarify the leader’s role

4. Check arrangements

4


Post-meeting Checklist

1. Meeting objectives achieved

2. Evaluate leader’s impact on the meeting

3. Evaluate the group’s dynamics

4. Review the next steps

5


Time Management/Multitasking

6


The Priority Pyramid

Daily Task Planning

Immediate Goals

Long Range Goals

Values

7


The Important/Urgent Chart URGENT NOT URGENT

IMP

OR

TA

NT

I - MANAGE

ACTIVITIES:

CRISES PRESSING PROBLEMS DEADLINE-DRIVEN

PROJECTS

II – LEAD (Proactive)

ACTIVITIES:

PREVENTION, PC ACTIVITIES

RELATIONSHIP BUILDING

RECOGNIZING OPPORTUNITIES

PLANNING, RECREATION

NO

T I

MP

OR

TA

NT

III – FOLLOW (Reactive)

ACTIVITIES:

INTERRUPTIONS, CALLS

SOME MAIL, REPORTS

SOME MEETINGS QUASI PRESSING

MATTERS POPULAR ACTIVITIES

IV – HIDE

ACTIVITIES:

TRIVIA, BUSY WORK SOME MAIL SOME PHONE CALLS TIME WASTERS PLEASANT ACTIVITIES

8


Reasons Managers Don’t Delegate

1. Lack of confidence in staff

2. Fear of failure

3. Comfort in doing task themselves

4. Fear of being replaced

9


To Delegate, or not to Delegate?To Delegate, or not to Delegate?

• High or low priority task?

• Can I give low priority tasks to someone else?

• Will the other person grow and develop with this task?

• Is this task the best use of my time?

• Can I be more effective on some other task?

10


Guidelines for Delegation

1. Understand meaning and requirements of delegation

2. Specify goals and objectives for a clear understanding of what is being delegated

3. Know delegate’s characteristics and capabilities

4. Agree on areas of no delegation

5. Assess results, correct errors and reward where justified

11


Maximizing Performance

• Motivation – the desire to work

• Commitment –taking action to support goals

• Willingness to work to full potential

12


Gaining Commitment

• Set expectations

• Explain and determine values

• Provide feedback

• Provide rewards for desired performance

13


The Coaching Process

Coaching involves:

– Identifying a performance problem

– Providing balanced feedback on the work situation.

14


Performance Problem

• The gap between actual performance desired performance

• The lack of achievement of a particular agreed-upon standard

15


The Role of Feedback

• Corrects unsatisfactory behavior

• Enhances correct behavior

• Encourages good behavior

16


Balanced Feedback

Does both of the following at the same time:

Encourages/enhances positive behaviors

Corrects problem behaviors

17


Correcting Problem Behavior

• Focus on behavior not the person

• Involve employee in the solution

• Record agreed-upon goals

• Communicate confidence

• Review progress

• Praise improvements

18


How to Give Feedback

When you…

What do you think?

19

PAUSEI feel…

Because I...

Because…

I would like…


Feedback Techniques

• Directly to employee

• Immediately given

• Specific feedback

• Honestly in their control

• Equally positive and negative

20


Feedback Guidelines

• Define problem

• Discuss problem

• Provide feedback

• Discuss solution

• Follow-up

21


Prioritizing Tasks Exercise• Refer to the Urgent/Important Chart on slide 8

• Categorize the 20 tasks listed in the notes section or in your reference documents into the four quadrants of the urgent/important chart

• When you are done, compare your answers to the Prioritizing Tasks Answer Sheet located in your reference documents

The importance of this exercise is to practice prioritization so that you can manage your time, delegate tasks and then use feedback with delegates.

22

Documents

Copyright 2010, The World Bank Group. All Rights Reserved. Management Skills Section B 1