Managing yourself

Managing YourselfWork Priorities and Professional

Development Workshop – 29 March 2011

Copyright of The Pivot Institute - 2011

12 April 2023Copyright of The Pivot Institute 2

Goals Plans Time management Prioritising Technological assistance Professional Development

Scope



What is a goal?◦ an end or aim to effort or ambition; ◦ a limit, boundary;◦ the finishing point of a race;

The Chambers Dictionary

Goals


What makes a good goal?

Specific

Measurable

Achievable

Realistic

Timely+

Challenging

Goals


Goal SMART GoalLose weight

Goal SMART GoalLose weight Lose 5kg by the end of June

Eliminate inefficiency in my department



Reduce duplicated effort by 50% this Financial Year

Find a job




Find a job Find a job in Project Logistics or Project Management, earning $70k, based in Perth.

Become a better cyclist




Find a job Find a job in Project Logistics or Project Management, earning $70k, based in Perth.

Become a better cyclist Reduce ride time to and from work by 15% by the end of the year.

Have a holiday

Reduce variable costs for my pie stand at the rugby

Fix my work life balance


Strategic◦ Really big

Operational◦ Contribute to achieving really big

Tactical◦ Low level◦ Everyday

Reading: Setting Goals and ObjectivesAdair, J. Effective Time Management

Goals – Levels


Goal-setting theory◦ Not rocket science

Expectancy theory◦ Can I?◦ What if I do?◦ Is it worth it?

Reinforcement theory◦ Reward for effort

Goal incongruence◦ Incompatibilities

Goals in an Organisation


An aim SMART and challenging Motivational Fit with the organisation Use them

Goals – Summary



Why? When? Where? How? What?

◦ a scheme for achieving a purpose;◦ an intended method;◦ a scheme drawn up beforehand;

The Chambers Dictionary

Plans


Business Planning:◦ Four Questions:

Who are we? Where are we now? Where do we want to be? How will we get there?

Planning Techniques


Business Planning:◦ Six steps:

Set Target List activities and responsibilities Sequence activities Communicate Implement Monitor

Planning Techniques


Military Techniques◦ Combat Military Appreciation Process

Mission Enemy Terrain Decision

Planning Techniques


Military Techniques◦ Individual Military Appreciation Process

Mission Battlespace Enemy Develop Courses of Action Analyse Courses of Action Decide and Execute

Planning Techniques


Personal Work Plan – Section A Work plan Template AC833-24 Performance review - Melb uni

Planning Techniques



Time Management - Myths

It’s just common

sense…

I work better under pressure…

It takes all the fun out of life!

Time management

reduces freedom.

I don’t have time to

learn about time

management!


How much time do you have? Daily Time Log Now what? Analyse and then…

Time Management

Activity Total Time Spent

I Spend a lot of time…

I might have a problem with…


How do you use it? Harvard Article Goals into Actions

Time Management


Types of Tasks:1. Manager-imposed2. System-imposed3. Self-imposed

Task Management


My Rules:1. Accept that you cannot do everything2. Prioritise3. Organise

Disorganisation4. Practise 4Ds

Do it Delegate it Defer it Ditch it

Task Management


Numerical order. Why is everything number 1 priority? Pareto Principle

◦ 20% of your tasks take 80% of your time.◦ The remaining 80% of your tasks can be done in

the remaining 20% of your time.

Prioritise – Priority Management


1. Objective2. Strategy3. Outcome4. Resources5. Barriers6. Timings

Organise – Plan


Do – Execute plan Delegate

4Ds


Steps:1. Analyse the whole job2. Decide what you want to allocate3. Plan to whom you are going to allocate parts of

the job4. Ensure that the person you allocate is willing

and able to complete the tasks required5. Inform others if necessary6. Monitor the results

4Ds - Delegation


Levels:

Delegation

Level 6 Take action.Good luck

No further contact with me is required.

Level 5 Take actionKeep me posted

Let me know what you did.

Level 4 Look into it and proceed

Let me know what you want to do, and do it unless I say no.

Level 3 Look into it and recommend

Let me know what you want to do but don’t take any action until I approve.

Level 2 Look into it and analyse

Let me know all the possible solutions. Include the advantages and disadvantages of each and recommend one for my approval.

Level 1 Look into it and report

Report all the facts to me. I will decide what to do.


Do – Execute plan Delegate Defer – Timings in plan Ditch – File 13

4Ds


Procrastination◦ Why?◦ So what?◦ Schedule◦ How do you eat an elephant?◦ Aim high◦ Eat and drink

Obstacles


Top 5:1. Telephone interruptions2. Meetings3. Work Overload4. Unexpected Visitors5. Crises

Fixes?

Obstacles


Telephone interruptions Meetings Lack of objectives and

priorities Ineffective delegation Accumulating trivial jobs Too much work Confused responsibility

and authority Drop in visitors Not planning for some

unavailability Leaving tasks unfinished Lack of personal

organisation Being spread too thinly

across too many tasks Failure to say (and

mean) no

Indecision and procrastination

Not seeing the distinction between activity and results

Lack of self-discipline Accepting upward

delegation Inadequate support staff Poor communication

skills Making snap decisions. Poor health Overuse of memory Setting unrealistic

deadlines Inability to end

conversations ‘Carrying’ incompetent

employees Disruptive workspace Reacting rather and

anticipating Failing to distinguish

between symptoms and causes

Not combining activities Not trying out new

methods.

Obstacles – Time wasters


A. Attack the problemB. Work on your BehaviourC. Change your viewpoint on the problem

Overcoming Obstacles


Four months ago Michelle was promoted to Supervisor of Skadia Enterprises. Michele has worked for Skadia for a number of years and is well liked and respected. She is a good worker with excellent technical skills, knows the company well, has good people skills and is a natural choice to be made supervisor. This is Michelle’s first supervisory role and she is keen to do well.

Today Michelle is feeling exhausted. There appears to be no end to her role. Regular overtime is the norm and Michele has calculated that she is working 62 hours a week. The day is taken up with unscheduled visitors, meetings, phone calls and enquiries from employees and customers. By the end of the day Michelle feels despondent and feels that she is just not meeting her agreed key performance indicators. Evenings look a little different for Michele – even the dog is suffering as his daily walk has been cut to once a week. Evenings are now spent catching up on the paperwork that should have been completed during the day on the home computer. It crosses her mind that perhaps she is not cut out to be a supervisor and considers putting in her resignation the following week.

Time Management - Case Study


Michele is meeting a friend for lunch on Saturday and decides to talk about how she is feeling about her work. Michelle’s friend Sam listens carefully to Michelle’s woes without interrupting but while Michelle is talking Sam realises that most of the issue is to do with time – not enough time? Sam suggests to Michelle that there may be a way to solve these issues.

In your groups consider the issues that Michelle if facing and answer the following questions:

What appears to be the main problem for Michele?

What does Michelle need to do to regain control of her working week?

Time Management - Case Study



MS Outlook PDAs / Smart phones

◦ Pros◦ Cons

Constant connectivity

Time Management - Technology


Who is the best manager of your career? How do you need to prepare yourself for the

next level?◦ This course?◦ Other study?◦ Other experience?◦ Change vocations?

How do you know what skills and knowledge you need?

Seek feedback...regularly, but not constantly.

Professional Development


How can you network? Plan ahead Be careful of The Peter Principle

◦ Strive for summit competence Learn from your mistakes

Professional Development


Set SMART and challenging goals Plan to achieve those goals Determine how you use time Prioritise Use the 4Ds Avoid obstacles Learn how to improve yourself

Parting Thoughts

Documents

Managing yourself