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
12 April 2023Copyright of The Pivot Institute 3
12 April 2023Copyright of The Pivot Institute 4
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
12 April 2023Copyright of The Pivot Institute 5
What makes a good goal?
Specific
Measurable
Achievable
Realistic
Timely+
Challenging
Goals
12 April 2023Copyright of The Pivot Institute 6
Goal SMART GoalLose weight
Goal SMART GoalLose weight Lose 5kg by the end of June
Eliminate inefficiency in my department
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
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 in Project Logistics or Project Management, earning $70k, based in Perth.
Become a better cyclist
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 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
12 April 2023Copyright of The Pivot Institute 7
Strategic◦ Really big
Operational◦ Contribute to achieving really big
Tactical◦ Low level◦ Everyday
Reading: Setting Goals and ObjectivesAdair, J. Effective Time Management
Goals – Levels
12 April 2023Copyright of The Pivot Institute 8
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
12 April 2023Copyright of The Pivot Institute 9
An aim SMART and challenging Motivational Fit with the organisation Use them
Goals – Summary
12 April 2023Copyright of The Pivot Institute 10
12 April 2023Copyright of The Pivot Institute 11
Why? When? Where? How? What?
◦ a scheme for achieving a purpose;◦ an intended method;◦ a scheme drawn up beforehand;
The Chambers Dictionary
Plans
12 April 2023Copyright of The Pivot Institute 12
Business Planning:◦ Four Questions:
Who are we? Where are we now? Where do we want to be? How will we get there?
Planning Techniques
12 April 2023Copyright of The Pivot Institute 13
Business Planning:◦ Six steps:
Set Target List activities and responsibilities Sequence activities Communicate Implement Monitor
Planning Techniques
12 April 2023Copyright of The Pivot Institute 14
Military Techniques◦ Combat Military Appreciation Process
Mission Enemy Terrain Decision
Planning Techniques
12 April 2023Copyright of The Pivot Institute 15
Military Techniques◦ Individual Military Appreciation Process
Mission Battlespace Enemy Develop Courses of Action Analyse Courses of Action Decide and Execute
Planning Techniques
12 April 2023Copyright of The Pivot Institute 16
Personal Work Plan – Section A Work plan Template AC833-24 Performance review - Melb uni
Planning Techniques
12 April 2023Copyright of The Pivot Institute 17
12 April 2023Copyright of The Pivot Institute 18
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!
12 April 2023Copyright of The Pivot Institute 19
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…
12 April 2023Copyright of The Pivot Institute 20
How do you use it? Harvard Article Goals into Actions
Time Management
12 April 2023Copyright of The Pivot Institute 21
Types of Tasks:1. Manager-imposed2. System-imposed3. Self-imposed
Task Management
12 April 2023Copyright of The Pivot Institute 22
My Rules:1. Accept that you cannot do everything2. Prioritise3. Organise
Disorganisation4. Practise 4Ds
Do it Delegate it Defer it Ditch it
Task Management
12 April 2023Copyright of The Pivot Institute 23
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
12 April 2023Copyright of The Pivot Institute 24
1. Objective2. Strategy3. Outcome4. Resources5. Barriers6. Timings
Organise – Plan
12 April 2023Copyright of The Pivot Institute 25
Do – Execute plan Delegate
4Ds
12 April 2023Copyright of The Pivot Institute 26
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
12 April 2023Copyright of The Pivot Institute 27
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.
12 April 2023Copyright of The Pivot Institute 28
Do – Execute plan Delegate Defer – Timings in plan Ditch – File 13
4Ds
12 April 2023Copyright of The Pivot Institute 29
Procrastination◦ Why?◦ So what?◦ Schedule◦ How do you eat an elephant?◦ Aim high◦ Eat and drink
Obstacles
12 April 2023Copyright of The Pivot Institute 30
Top 5:1. Telephone interruptions2. Meetings3. Work Overload4. Unexpected Visitors5. Crises
Fixes?
Obstacles
12 April 2023Copyright of The Pivot Institute 31
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
12 April 2023Copyright of The Pivot Institute 32
A. Attack the problemB. Work on your BehaviourC. Change your viewpoint on the problem
Overcoming Obstacles
12 April 2023Copyright of The Pivot Institute 33
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
12 April 2023Copyright of The Pivot Institute 34
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
12 April 2023Copyright of The Pivot Institute 35
12 April 2023Copyright of The Pivot Institute 36
MS Outlook PDAs / Smart phones
◦ Pros◦ Cons
Constant connectivity
Time Management - Technology
12 April 2023Copyright of The Pivot Institute 37
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
12 April 2023Copyright of The Pivot Institute 38
How can you network? Plan ahead Be careful of The Peter Principle
◦ Strive for summit competence Learn from your mistakes
Professional Development
12 April 2023Copyright of The Pivot Institute 39
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