Certificate IVBusiness Administration

BSB404BDevelop Work Priorities

Faculty of Business & Computing

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Unit Descriptor

This unit covers the skills and knowledge required to:

¨ plan one’s own work schedules

¨ Monitor and obtain feedback on work performance and development

¨ Take responsibility for one’s own career planning and professional development

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Learning Outcomes

¨ Plan and complete own work schedule

¨ Monitor own work performance

¨ Coordinate professional development

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Delivery Scheduleand

Assessment Plan

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Session 1 Establish Personal Work

Goals

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Why Plan ?

What are the advantages?¨ You – individually¨ The – organisation¨ The – family¨ The – community¨ The industry that you work in

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Importance of Planning

Anyone who fails to

plan, plans to fail!

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Work Objectives/Outcomes

¨KRAs

–Key result areas

¨ KPIs

– Key performance indicators

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Planning Cycle

Strategic Plan

Operational Plans

Work Plans

Position Summaries or Job Descriptions

Business Plan

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What is your understanding of

a paradigm?

Why is it important in this

unit?

Small group discussion.

The Power of a Paradigm

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The Power of a Paradigm

Behaviour

Attitude

Mind Maps of Perception

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Paradigm Defined

¨ Covey says paradigm was “originally a scientific term . . . more commonly used today to mean a model, theory, perception, assumption, or frame of reference”.

Page 23, Covey, Seven Habits of Highly Effective People

¨ Perception includes: filtering, arranging, responding to what we sense.

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Mind Maps

The way things are – REALITIES The way things should be – VALUES

Our attitudes and behaviours grow out of these assumptions.

The way we see things is the source of the way we think and the way we act.

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Positive Organisational Role Model

Who are role models for you? What is it that they do that makes them a Role

Model in your eyes? Why is it important that we have consistent

performance? What sort of issues are most important to

achieve consistent outcomes?

Activity – Design an effective Role Model

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Using the Readings and Teachings of Stephen Covey to

Manage Self

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HABIT 1 – Be Proactive

HABIT 2 – Begin With the End in Mind

HABIT 3 – Put First Things First

HABIT 4 – Think Win/Win

Seven Habits to Maximise Performance

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Seven Habits to MaximisePerformance cont..

HABIT 5 – Seek First to Understand, then to be Understood

HABIT 6 – SYNERGISE

HABIT 7 – Sharpen the SawEffectivenessMaintaining P/PC Balance

HABIT 8 – Find Your Voice and Encourage

Others to Find Theirs

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HABIT 1 – Be Proactive

Stimulus Response

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Habit 1Based upon¨ Imagination¨ Conscience¨ Independent Will¨ Self-awareness

Based on ¨ ‘I can change’

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Reactive Language

Language

There is nothing I can do

That’s just the way I am

If only I can’t

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LanguageProactive Language

Let’s look at the

alternatives

I control my own feelings

I choose

I will

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Circle of Concern/Influence

Circleof Concern

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Expand Your Circle of Influence

How can you expand this circle?

Circleof influence

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Personal SWOT Analysis

¨ Strengths

¨ Weaknesses

¨ Opportunities

¨ Threats

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Personal Creed

Give me the courage to

change the things which can and ought to be changed,

the serenity to accept the things which cannot be changed,

and the wisdom to know the difference.

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Habit 2 – Begin With theEnd in Mind

¨ Means to start with understanding of what is important to you.

¨ You may be very busy and very efficient butyou will only be effective when you are working towards what really matters to you.

¨ Based on principals of personal leadership.

¨ Develop a Personal Mission Statement – based upon your values and principles.

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Habit 3 –Put First Things First

Time Management Matrix

URGENT NOT URGENT

IMPORTANT SURVIVAL PROSPERITY

NOTIMPORTANT INEFFICIENCY WASTE

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Goal Setting for Change

¨ What one thing could you do (you are not doing now) that if you did on a regular basis, would make a tremendous positive difference in your personal life?

¨ What one thing in your work life would bring similar results.

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Long Term Organising

RolesMission

Statement Goals

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Short Term Organising

Roles Goals Plans

Delegate

Schedule

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Habit 4 – Think Win/Win

Lose / Win

Lose / Lose

Win / Win

Win / Lose

COURAGE

Low High

Low

High CONSIDERATION

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Habit 5 – Seek First to Understand,

Then to be Understood¨ Principles of Empathic Communication

¨ Empathetic listening gets inside another person’s frame of reference. You look out through it, you see the world the way they see the world, you understand their paradigm, you understand how they feel.

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Habit 6 – SYNERGISE Principles of Creative

Cooperation

¨ When you see only two alternatives – yours and the “wrong one” – you can look for a synergistic third alternative.

¨ There’s almost always a third alternative, and if you work with a win/win philosophy and really seek to understand, you usually can find a solution that will be better for everyone concerned.

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Levels Of Communication

TRUST

COOPERATION

Defensive (Win/Lose or Lose/Win)

Respectful (Compromise)

Synergistic (Win/Win)

Low

High

High

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Habit 7 – Sharpen the Saw

Principles of a Balanced Self – Renewal

¨ Physical Dimension

¨ Spiritual Dimension – your core and values (very private part of your life)

¨ Mental Dimension – development, education

¨ Social/Emotional Dimension

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Balanced Self

PHYSICALExercise, Nutrition,

Stress Management

SPIRITUALValue Clarification

& Commitment, Study &Meditation

SOCIAL/EMOTIONALService, Empathy,

Synergy, Intrinsic Security

MENTALReading, Visualizing,

Planning, Writing

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Session 2Set and Meet Own

WorkSchedule

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Competing Demands are Prioritised to Achieve Personal, Team and

Organisation’s Goals and Objectives.

¨ Work expectations

¨ Managing work expectations

¨ Balancing work and family demands

¨ Priorities of demands on your time

¨ Techniques for managing time effectively

¨ Meeting work priorities

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Work Expectations

Expectations from:

¨ Customers

¨ Suppliers

¨ Managers

¨ Employees

¨ Teams

¨ Ourselves

¨ Roles

¨ Industry

What are some of the expectations you face at work?

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Balancing Work andFamily Demands

How do you balance work and family demands?

¨ Personal resources – income/health

¨ Family resources - support

¨ Support from employer – flexi time

¨ Build a support network - talking with others

¨ Cope with work/family stress - exercise

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Priorities of Demandson Your Time

First, stack the cards in your favour

¨ use your biological rhythms to your advantage

¨ optimise your work environment

¨ safeguard blocks of work time

Second, prioritise the things you wish to do.

STEP 1: develop an overview of everythingthat you want to accomplish

STEP 2: organise your goals according totheir priority:¨ distinguish between urgent and non-urgent

goals, then¨ separate the pile of items into important

and non-important.

Priorities of demands on your time, cont…

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Priorities of demands on your time, cont…

Third, plan ahead according to your priorities:

¨ Make a long range timetable,

¨ Remember your day to day personalmaintenance (personal time out), and

¨ Plan each day and week as you go through

the timetable.

Fourth, avoid over-planning

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Techniques to Manage Time Effectively

What techniques do you use to manage time effectively?

¨ Identify your personal and work-related priorities.

¨ Translate priorities into goals with activities.

¨ Identify deadline to each activity.

¨ Use monthly calendar or planning diary.

¨ Learn to say NO to requests that take your timeand don’t move you forward.

¨ Identify your own barriers.

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Meeting Work Priorities

What do you do to ensure you meet your work priorities?¨ Set achievable goals¨ Availability of appropriate resources¨ Believe in your abilities ¨ Have a feasible plan ¨ Must be committed¨ Must practice discipline¨ Willing to defer things that would be nice

now for the things you really want¨ Do not spread yourself too thinly

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What technology have you used at your work place?

Have you used it effectively?

Issues to consider:¨ Training on equipment/software¨ Technical help at the time of need¨ User friendly¨ Security¨ Cost¨ Availability¨ Confidentiality

Technology is used Efficiently and Effectively to Manage Work Priorities and

Commitments

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Savings on time and money

¨ Can produce up to the minute information

¨ Minimise paper wastage

¨ Improve decision making

¨ Can distribute information to the chosen employees

¨ Share and manipulate information quickly

Benefits of Technology

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Re-Cap¨ Work expectations¨ Managing work expectations¨ Balancing work and family demands¨ Priorities of demands on your time¨ Techniques for managing time effectively¨ Meeting work priorities¨ Technology - issues to consider¨ Benefits of technology

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Session 3

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Develop and MaintainProfessional Competence

Key Questions

¨ Why is this important?

¨ What’s changed to make it critical?

¨ So WII-FY ???

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Some Key Changes¨ staff participation and empowerment

¨ teams and self-management

¨ provide career paths

¨ quality and best practice programs

¨ increased competition

¨ technological changes

¨ government and legal requirements

¨ greater community expectations

¨ workplace diversity

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Management Skills for the

21st CenturyWhat attributes have been identified¨ Technical Expertise¨ Management expertise¨ Leadership¨ Entrepreneurial skills¨ Acceptance of responsibility¨ Cross cultural skills¨ Future focused outlook¨ Soft Skills

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Develop and MaintainProfessional Competence

¨Assessment against standards•what standards are appropriate•organisational requirements•Individual skills audit

¨Individual training plan•personal career focus•organisational goals focus

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Develop a Career Plan

1 Self-analysis

2 Environmental analysis

3 Career objectives

4 Occupational interests

5 Implement action plan

6 Evaluate progress

WHY ???

Success in Your CareerThe following recommendations may

help achieve success during your career:

¨ Demonstrate competence

¨ Make meaningful contributions

¨ Learn to adapt

¨ Make a commitment

¨ Continue to learn

¨ Prioritise your loyalty

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Getting Feedback !!!

Identifying ways to improve competence

¨ feedback from others

¨ performance management systems

¨ change in work practices

¨ results of work achievements

¨ mentors or workplace coaches

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Professional Associations

¨ Identifying appropriate membership

¨ Benefits they offer

¨ Networking

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So What’s the Result of all That ???

Creating a personal competitive

advantage - KEY to future security

So what do you need to do now???