effective work practices - 1
TRANSCRIPT
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Effective Work Practices
Page Garment Exports
Bangalore
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Our Topics for today
Changes In the Environment
New Work place realities
Performance Standards
Workplace problems
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Change
Change is the only
permanent thing in thisworld
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Need to Change
“It is not the strongest
species that survive, northe most intelligent butthe ones most
responsive to change” -Charles Darwin
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Changes In the Environment
Information is the new economy
Highly competitive, Lower margins
Employer- Employee commitment isshort
New challenges and new opportunities
– Corporate & Personal skills
– Changing & learning organization
– Re engineering processes
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Changes In the Environment
“When the rate of change
outside your companyexceeds the rate of changeinside your company,
disaster is round thecorner.”
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New Work place realities
Smart, flexible, adaptiveorganizations will survive
Customer centric
Smooth, seamless Information/ workflow
Zero-error performance
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Performance Standards
Conformance to requirement – 100%, not „good enough‟ - (Flying)
Prevent errors and mistakes – no rectification, no second chance - (Doctor
operating)
Zero-Defect
– Not acceptable level- (Payroll) Price of Non conformance
– Really measure the cost to company-(Complaints & reworking,Millions of Rs)
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Workplace problems
All people want to succeed
Managers role is cruicial
“Team commitment to company
cannot exceed the manager‟s
commitment to team.”
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1. Lack of skills
Chances are low
Impart/ learn new skills
Co-Workers can help
Change of position/ responsibility
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2. Slow Pace
Most difficult problem to solve
Quantify minimum performance
standards
Close door meeting
Arguing employee should be movedaway, if resistance to change continues
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3. Sloppiness Most common problem
Mistakes, errors, wrong, incorrect
statements
Encourage and watch two times
Counsel in private
Have co worker „monitor‟
Efforts of Manager as mentor
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4. Delay Late, Late and late
It is a habit and can be improved
Assign cost of delay
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5. Difficult to Manage people
Life becomes absolutely miserable
Negative behaviour patterns
Perception» Not being appreciated, rewarded
Personal problems
» Family, money, bad habits
Sympathize and genuinely help
» Change timings, help overcome habits
Replace
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In conclusion-Plan of action
Caring and sharing
Greater awareness of problems
Ban for three months – NO arguments/ NO defending errors for
three months
Self assessment, sharing and help toimprove
Four Point test
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Four Point Test-Staff
Am I skilled to do this job?
Was I clearly instructed what to do?
Where did I go wrong?
How can I prevent this in the future?
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Four Point Test-Manager
Is he skilled to do this job?
Was he clearly instructed what to
do?
Where did he go wrong?
How can I help to prevent this in thefuture?
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In conclusion
Successful company, Happycompany
Caring and concerned management Great opportunity for growth,
organizational and personal
Commitment, discipline and love
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Part II
1. Responsibility-some new meanings
2. Improving responsibility factor
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The core of effective working
Responsibility
the key to succesful and effectiveworking
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Common symptoms
Excuses and arguments are thedefensive symptoms of:
• Lack of skills• Slow pace
• Mistakes
• Delay
• Difficult to manage people
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Responsibility-some observations
• People confuse „Role‟ and „Responsibility‟
• Responsibility is assumed never given
• Responsibility comes out of love
• Responsibility is not negotiable
• Lack of responsibility is a result of „Fear‟
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Responsibility-someobservations
• Excuses, Arguments are symptoms ofa disease- „lack of responsibility‟
– Forget excuses and admit mistakes
– Understand, Improve and go on
• Personal, Social, work responsibility
• “No involvement-No commitment”
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Improving Responsibility Factor
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1.Banish Fear
• Fear is a destructive force, thrives onnegative self fulfilling prophecies
• „Fear of failure‟ is a self feeding demon.
• Do not fear mistakes- fear the defensive,argumentative and inflexible attitude thatfollows mistakes
• Fear is a result of lack of knowledge, skill,information, self confidence or honesty
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1.Banish Fear…..cont
• Risk can be minimized,
– Go to the details with an alert mind
– If failure comes, admit, learn and never repeat
• If you continue to Fear and make mistakes,maybe you can quit and do something else
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2. Be Proactive
• Reactive vs Proactive – Perform before you are reminded
• Responsibility- “Response-ability”
– Do not blame conditions, circumstances,resources but act by choice
– Take initiative, even if you make a mistake
• Make a commitment and keep it
– Say what you do and do what you say• If task is big, break it down into smaller tasks
and make a beginning
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2. Be Proactive….cont
Reactive language Proactive language
There’s nothing I can do They won’t allow that If only..I must…..
I can’t…… I tried my best
Let’s look at alternatives I can convince my seniorsI willI prefer to
I can if I want toMaybe I can try differently
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2. Be Proactive….cont
• For one month banish fear, make smallcommitments and meet them
• Do not argue when you make amistake- instead own it and makeserious effort to do better
• You control your work rather than letwork control you
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3. Begin with the end in mind
• Look at the end result and plan action stepsbackward- mental picture – Athletes, doctors, entrepreneurs
• All things are created twice- once in mindsecond in reality – Carpenters rule „measure twice, cut once‟
• While you look at the road don‟t forget the
destination• Vision is Leadership, Management is second
creation
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4. Principle centered actions
• Personal mission statement – Succeed at home first
– Seek and merit divine help
– Never compromise with honesty
– Hear both sides before judging – Be sincere yet decisive
– Develop one new skill a year
– Plan tomorrows work today
– Maintain positive attitude – Do not fear mistakes- fear the defensive,argumentative and inflexible attitude that followsmistakes
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5.Put first things first
• Prioritize, some things are moreimportant than others
• Discipline to choose and stick to
• Commitment to achieve under anycircumstances
• Urgent and important things
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5.Put first things first….cont
Urgent Not Urgent
Imp
ICrisis
Pressing problemsDeadlines
IIPreventive
PlanningRelationship building
Not
Imp
IIIPhone calls, mail
Some meetingsPopular activities
IVTime wasters
Some phones, mailPleasant activities
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5.Put first things first….cont
Urgent NotUrgent
Imp
I
StressBurnout
Crisis managementFire fighting
II
NotImp
III IV
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5.Put first things first….cont
Urgent Not Urgent
ImpI II
Not
Imp
III
Irresponsible work behavior
Short term focusFeel victimized, out of control
IV
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5.Put first things first….cont
Urgent Not Urgent
Imp I
IISuccess
Clear Vision and perspectiveControl and balance
Fewer problemsHappy & Balanced personal life
NotImp
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Quadrant II discipline
• Learn to say NO
– Make a list of items you can say „NO‟ to
• Learn delegation
– Make a list of items you can delegate
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In conclusion
• Banish Fear
• Be Proactive
• Begin with the end in mind• Be principle centered
• Put first things first
– Quadrant II personality
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Thank you
&May god bless you!