Planning & organizing


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Planning & organizing

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