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Prepared by: Arminder Singh Sethi Project Coordinator PLANNING & ORGANIZING

Planning & organizing

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  • 1.Prepared by:
    Arminder Singh Sethi
    Project Coordinator
    PLANNING & ORGANIZING

2. Background
The ability to manage time is an often-overlooked skill, but a skill that is vital to achieving goals.
In our day-today activities, we go through the process (consciously or subconsciously)of setting goals and identifying the relevant steps to achieve them, but only to be side tracked or distracted by the lack of time to achieve all the goals we have set for ourselves.
For this we need to develop or enhance our skills and ability to successfully manage our time with respect to achieving our goals.
3. OBJECTIVES
To enable participants appreciate the importance of Time Management.
To indicate effective ways of dealing with time wasters.
To highlight practical methods for better Time Management.
4. CONTENTS
Planning & Organizing.
Time Management.
Attitudes to time and work.
Importance V/s Urgency
Analyzing Time Habits, Time Log
Goal Setting
Work Prioritization
Time Saving Techniques
What makes an effective executive?
Seven habits of highly effective people.
Proactive Approach
Delegation
5. SELF ASSESSMENT 1
Please see the print outs given to you- Exercise 1. When you go home please do it in calm environment and be truthful to yourself because no one is judging.
How well do I plan and Set goals?
6. Behavioral Checklist
Formulates goals that contribute to the organizations mission.
Conducts SWOT Analysis.
Determines distinctive competences to formulate competitive strategies. (Porters Five force and Value Chain Analysis).
Establishes specific and challenging goals for each key task.
Explains how task goals contribute to individual needs and Values.
Allows the subordinate to actively participate in goal setting.
Prioritizes goals according to difficulty and importance.
Specifies Deadlines for each goal.
Builds in feedback mechanisms to assess goal progress.
Commits rewards contingent on goal attainment. (Both Monetary and Non monetary).
7. ORGANIZING
A review about how to arrange matters so that people can work together effectively and efficiently. A lot can be done to improve team work and cooperation, particularly in large organizations where many experts have to work together in teams.
Organization Charts.
Division of Work.
Types of Departmentalization
Delegation of Authority
Span of Control and Managerial Work
Span of Control and Organizational Shape
Work Done (Responsibility Carried) at Different Levels
Relationships between People at Different Levels
Coordinating Work between People.
Behavior between Managers and Subordinates
Behavior between Managers and Work Groups.
8. Work Smart Not Hard
Managing Time:
Pond Effect.
Time Nut
Keep your cup empty.
The Book of Life.
Past, Present & Future.
5 Ps.
9. Working Smart
Means organizing yourself invest in value adding activities. (Spoken words, sped arrows and time spent do not come back.)
10. Contd
PLANNING: is organizing.
DOING: is carrying out the plan as decided.
INTERACTING:is working with other people.
TICK YOUR STYLE
11. CONTD
12. CONTD
Are you a plus or a minus manager?
b)Does it tally with what others think of you?
13. The Time Management Matrix
URGENT
NOT URGENT
IMPORTANT
STRESS
BALANCE
NOT IMPORTANT
REGRETS
WASTE
14. Larkin Six Rules
List Goals & Set Priorties.
Make a daily to-do list.
Start with As and not with Cs.
What is the best use of my time right now?
Handle each piece of paper only once.
Do it now.
Parettos Rule: 20% of work force contributes to 80% of wealth.
15. Goal Setting
If you are bored with life, if you dont get up every morning with a burning desire to do things, you dont have enough goals.
First It restores a sense of focus in your world.
The second reason that goal setting works is that it keeps you alert to opportunities.
The third reason goal setting works is that clearly defined goals commit you to a course of action.
Stimulus & Response
16. How to work more in few hours?
Anticipate the requirements of the day and arrange for the same before the start of the day.
Decide on priorities of the day work & stick to them.
Develop self motivation to convert have to do things into want to do things
Establish deadlines for work in realistic manner and adhere to them.
Avoid tactfully the casual chatters, interruption in your work.
Be decisive and not speculative when facts are clear.
Avoid making commitments you would prefer not to make or meet and learn to say No.
Be clear on what you want to accomplish during telephonic conversation lest you should fall into a long drawn talk resulting in waste of time.
Develop attention listing to understand the things right the first time itself and avoid wasteful efforts.
Cultivate the Pencil & Paper Habit to note down what things to do instead of scratching the memory.
Do it now and avoid procrastination.
Change postures of working to reduce fatigue.
Look for simple methods and short cuts in accomplishing routine things.
Use the spare time at your disposal to explore ideas of doing things better.
Calculate the value of time to the job you do and you may realize you are doing some minor jobs which can be conveniently delegated.
Set an example to others by being punctual.
Follow only those techniques that help you.
17. 7 Habits of Highly Effective People
Be proactive.
Begin with the end in mind.
Put first things first.
Think Win/ Win.
Seek to understand, then to be understood.
Synergize.
Sharpen the Saw.
18. Meetings:
How to be effective participant:
Come with a good objective.
Come with an open mind
Come prepared
Speak clearly & to the point
Be a good listener
Be tactful & polite
Be patient
Believe in teamwork
Be bold & assertive
Be supportive to the chair
Do not misuse the meeting
Have a positive mind
Have faith in the whole process.
19. How to be effective meeting leader?
Present yourself confidently
Be assertively in control
Be visible & empathic
Be alert & observant
Be a good listener
Be humble
Encourage fair play
Be an advocate of good causes
Be yourself
Be tactful & flexible
Be well informed & knowledgeable
Enjoy your work as a leader.
20. Time Management
For every thing there is season and a time for every matter under the heaven:
A time to be born & a time to die;
A time time to plant and a time to pluck;
A time to kill and a time to heal;
A time to break down and a time to build;
A time to weep and a time to dance;
A time to cast away stones and a time to gather stones;
A time to embrace and time to refrain from embracing;
A time to seek and a time to lose;
A time to keep and a time to cast away;
A time to rend and a time to sew;
A time to keep silence and a time to speak;
A time to love and a time to hate;
A time for war and a time for peace.
A religious book.
21. The Value of Time
A Decade: Someone who has come out after serving rigorous imprisonment.
A Year: A student who has a backlog of two semesters.
A Month: A mother who has given birth to a premature baby.
A Day: A daily wage laborer.
An Hour: Him, whos waiting for his girl friend.
A Minute: Someone who has missed his local train.
A Second: Someone who has survived an accident.
A Millisecond: The Olympics Athletics Bronze Medalist.
22. THANK YOU