improving human productivity

8/3/2019 Improving Human Productivity

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Process ofImproving Human

Productivity

&Management Skills

By

Syed Imtiaz Hussain


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The Process Of Performance &Productivity

Team Building

Transformation

Control

Continuos

Improvement

awarenessUnderstanding

Proactive

Choice

Management

Creating Values

Personal Leadership

Direction & Skills

The Process of Mastering Change


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MindBrain

Body

Values &

Belief

System

Performance

Productivity

1. Faith

2. Attitude3. Kismat

4. Focus & Discipline

5. Knowledge & Learning

6. Experience & Skills

7. Dua

Dependability

Learning &ContinuousImprovement

LowPerformanceLoop (LPL)

Intrinsic

EffectivenessSpeed

Quality

Mental

Physical

Extrinsic

Extrinsic

Efficiency/Speed

Motivated

Ability

Environment

Dream

LoveDesire

Interest

HappySatisfied

Motivated

Ability

EnvironmentHappySatisfied

High

PerformanceLoop (HPL)

Performance Loop


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FOUR UNIQUEFOUR UNIQUE

HUMAN ENDOWMENTSHUMAN ENDOWMENTS

1.1.Self-awarenessSelf-awareness2.2.ConscienceConscience3.3.ImaginationImagination4.4.WillpowerWillpower


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The Process of Performance &Productivity

Review your dream and vision.

Check the state of your body and mind

Set short, intermediate and long term goals

Make your plan

Identify competencies that need to be developed. Have SWOT based strategy

Implement

Reflect review and evaluate

Develop ideas for improvement

Check the quality and direction of time Check the emotional quotient

Manage the attitude for determining the altitude

Persist with continuos learning and improvement

The Checklist of Managing HPL


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Law of Progress

Everything has ups and downs- nothingtravels in straight lines.

This applies to your own progress in any project.

Keep your eye on your target, keep putting inthe effort and your reach your target despite theups and downs.

Successful people realize that they reach theirgoals by continuously correcting.

We get off course, correct, and get back oncourse. Ships do it. Rocket and missiles do it.

Correct. Correct. Correct. Continue correction


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Boss

Peers

Subordinates

ClientYOU

Role of Manager


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Management LevelsWhat Is Required From You!

Top Level Manager

Middle Level Manager

First Line Manager

Operatives

RationalDecisions

Brian Storming

Unstructuredprobs

Scope of Job

Span of Control

Authority &Responsibility

PhysicalEfforts

Technical Expertise

&Motor Skills

Structuredproblems

Physical/Actualoutput


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Global Environment

Nomanagement moral

Individual

Orientation

ContinuosDeterioration

PointingFinger

ValueDepletion

Speed

No

Change

Certainty

Slow

NoResponsibility

Pakistani

Business

Environment

PerformanceProductivityYOU

BeliefSystem

Value

AdditionManagingMoral

ProcessOrientation

Facing notFingerPointing

ConfrontationQuickchangeactivity

Ambiguity&uncertainty Continuoslearning

Schoollearning only

GlobalBusiness

Environment`


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The Process of Performance &

Productivity

The best performers in thewould have mastered HPL -at a physical, mental and /orspiritual level !!

The average performers in the worldhave mastered LPL !!


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Strategy

Objectives

Policies

Rules

Strategy: A plan that integrates majorobjectives.Objectives: Goals those are specific andmeasurable.Policies: Guides to decision making.

Rules: Specific direction for decision-making.

Strategy

Objectives

Policies

Rules

Relationship Between Strategy,Objectives, Policies and Rules

Objectives


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What Are Problems

A discrepancy between an existing and a desired state of affairs

Characteristics of a Problem

Problem

Awareness ofdiscrepancy

Pressure toact

Insufficientresources to

do something


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TYPES OF PROBLEMSWell-Structured Problems:

Straight forward, familiar, easily defined problems

Ill-Structured Problems:

New problems/ information is ambiguous or incomplete

TYPES OF DECISIONS

Programmed decision: Routine one.

Non Programmed decision:Unique decisions, require a custom

made solution

Problems Require YourAttention


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Approaches to Decision Making

RATIONALITY

BOUNDED RATIONALITY

INTUITION

What, Which,

How, When,

Where, Why ???


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Rational Way Of ProblemResolution

Six Hat Technique

Neutral

Ignorearguments &proposals

Examine facts,figures,information

No apology, explanationor justification ofarguments

No reasoning

Logically negative

Conscious & criticalJudgmentKill creative ideas

Logically positive

look feasibliliy ofideas implication

Beneficial butlogical approach

Creative thinkingAdditionalalternatives

Lateral thinking &creative techniques

Process controlChairpersons hatSets agenda.Suggest next step

Summaries,conclusion &decisions.


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Have you ever been stung by a mosquito?

Have you ever been stung by a bee?

Have you ever been bitten by an elephant?

PLAN

Th P I t C l


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The Process Improvement CycleThe Deming/Shewhart Improvement Cycle

DO Getting

Work

Done

REVIEW

Reviewing &Evaluating

Planning &

Organisation

PLAN

DevelopingIdeas for IMPROVE

Improvement


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The Nature of PlanningWhy Do We Make Plans:

If you fail to plan, you actually plan to fail

What kind oforganizational

structure

Which helps us know

What kind ofpeople we needand when

PLANSObjectives Necessary for WhichEffects the kindAnd how to ofleadership andAchieve them

How most effectively

to lead and directpeople

In order to assureSuccessof the Plans

By furnishing standards of

control

SOP f H Mi d


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SOP of Human MindImportance of Developing Vision, Values & Belief Systems

Mind

Brain

OUTPUT OUTPUT

FEEDBACK FEEDBACK

Organization

CultureReligion

Environment

Family

Destiny

Character

Ideas

Thoughts

Habits

Actions

Dreams

Vision

WordsFeelings

Belief

Systems

Ethics &s

Values


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. Crisis

. Pressing problems

. Deadline-drivenprojects,meetings,preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationshipbuilding

. True re-creation. Empowerment

. Interruptions, some

phone calls. Some mail, some

reports. Some meetings. Many proximate,

pressing matters. Many popularactivities

. Trivia, busywork

. Some phone calls

. Time wasters

. Escape activities

. Irrelevant mail

. Excessive TV

I III

IIIII IVV

UrgentUrgent Not UrgentNot Urgent

Impo

rtant

Important

NotI m

por

tant

NotImpor t

ant


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Work Plan

S

#

Activities Responsibility Timeline Action Outcome

Sorting Mr. KhalidMahmood

2 days Pile the mail Done on time

Separate area wise

Make bundles

Label the bundles

Work Plan FormatEX

AMPLE


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Groups & Teams

Where You Stand


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How Groups Are Formed

Stage 1Forming

Stage 2

Storming

Stage - 3

Norming

Stage 4

Performing

Stage 5Adjoining

Join groupDef purpose

Build structureLeadership

Characterized byuncertainty

Intra - groupConflict

Close relationshipCohesiveness

Fully functionalWrapping up

Activities


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Why People Join Group

Group

Status

Self esteemAffiliatio

n

PowerGoalAchievement

Security


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Group Binding & Productivity

High Low

High

Low

Strong inproductivity

Decrease inproductivity

No significanteffect

on productivity

Moderate in

productivity

Cohesiveness

Alig n

me

nto fg r o u p &

Or g

g o a ls

RELATIONSHIP B/W COHESIVENESS &PRODUCTIVITY


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Group Team

Group consists of people Team also consists of people

Interaction is necessary among itsmembers

Interaction is a must among themembers of a team

Members are interdependent.Team members are interdependenttoo.

In group objectives are low/weak.In team objectives are high/strong.

Group members are not necessarilydetermined, dedicated & devoted.

Team members are determined,dedicated & devoted.

Team Vs. Group

The ObjectivityMakes The Difference.


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Unified GoodCommitment Communication

Clear

Mutual

Goal

Trust

Relevant

Appropriate

Skills

Leadership

NegotiatingExternal

Skills SupportInternal

Support

Effective Team

Qualities of Effective Team


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Managing Teams

Supervisory

Leadership

Participative

Leadership

Team

Leadership

Direct People Involve People Build trust & inspireteam work

Explain decisions Get input for decisionsFacilitate & supportteam decisions

Train individuals Develop individualperformance

Explain teamcapabilities

Manage one-on-oneCoordinate group effortCreate a team identity

Contain conflict Resolve conflict Make the most of teamdifferences

React to change Implement change Foresee & influencechange


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Business Communication

Percentage of Time Business People Spend on Various

writing9 %

Speaking30 %

Listening45 %

Reading16 %

Receiving45 %

Sending45 %


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Individual Attitudes


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MottosMottos

Dont Express /Disagree, Gotless rights

ComCom Cant speak,always agrees,Indirect

CharChar Apologetic, Noself trust,Indecisive,Needy

NVCNVC

Sorry a lot, Be withboth parties,

Complain, Leavesto others

VCVC

C&PSolC&PSolFFFF

Effect

s

Effect

s

Never wrong, Goright, Follow me

You-me valuable,Be effective,Both haverights

Close minded, Polistener, InterrupMonopolizingAchieves at otheexpense, SarcastBulling

BehBeh Never feel wrongPut others down.

Over power, nevappreciateShake fingers,frown, Critical eyactions, rigidposture, yellingtone

You must, dontask, Just do it,

AbusiveThreatens,Attacks, Must wiarguments.Anger, Hostility,impatientWaste time,Angry, Highprice to

Nodes/ Smile,Avoid eye contact,Slumped posture,Low tone.You should, I cant,

You can, Low

energyAvoids, Silent,Agrees too oftenPowerlessness,Why not got credit,Seed adviceGive up self, Losesself esteem,Promote causes

Know limits,Observant,Direct, Honest,RespectsConfident,Observes, Self-aware, proactiveKnows, Plans,Action oriented,

Realistic,Consistent, FairNatural gestures,Attentive, Directeyecontact,ConfidentpostureI choose to, Myoption, What are

alternativesNegotiates,Compromise,Optimistic,ConfrontingEnthusiasm, Wellbeing, Eventempered.Self-Confident,Self-Esteem,Motivated.


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Communication, Business & You

Your ability to communicate (to receive, evaluate, use and pass oninformation)openly, honestly and clearly increases your and your

organizations productivity.

A managers work- day consists of:

never-ending series of meetingscasual conversations (informal conversations)

speaking engagements (presentations, instructions,orientations, etc) phone callsreading and writing

A Junior Employees Sources of Information:

CustomerbehaviorSupplierbehaviorEquipment performance

Everything is forwarded by operatives to the management.Marketing myopia is when these people do not forward negativeinformation. They like themselves so much that they forget to see

their bad aspects.


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Communication Link WithProductivity

Some Important Points to Remember

Its the people who give productivity. Open communication climate or op

culture. In case of organizational communication the drawback is lack of

upward communication.

Managers should keep their doors open for anybody who has problem he

easily contact the manager. This is informal communication.Feedback is necessary. Environment is created to bring the people at low

level near the decision makers.

Commitment to ethical communication is an important part of organizatiocommunication. Youshould not insult anybody. You should not abuse

anybody.If you want to reward somebody do it in open and if you want to punish

somebody do it in private.

Forgiveness also works according to situation.

Flexibility is also necessary. Plans may be altered but objectives mustchan ed.not be


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Cont..

Cultural differences are there in the organizations

organization from different cultural background.

Proficiency is need in communication technology. Your communica

be updatedwith time. You have to keep your audience in mind.

audience

-

centered approach.

What do they need and what do they want. You will not like to be stagnant.

What is your goal. You have to further groom yourself.

Efficient flow of messageis necessary. Your efficiency is related to your

resources. Quick transformation of message is requirement of the time.should be timely and clearly transformed to be effective.

because people join the

should

It is called


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Conflict Resolution

Conflict Resolution Guidelines

1. Avoidance

2. Confrontation

3. Changing Roles

Difference of perception

Personal liking and disliking

A - POSITIVE CONFLICT B - NEGATIVE CONFLICT

(Positive productivity & performance) (Negative productivity &performance)


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Six Suggestions for TrustBuilding

1. COMMUNICATE.Keep informed & accurate feedback.

2. BE SUPPORTIVE.

Available & Approachable.

3. BE RESPECTFUL.

Delegate authority, listen ideas.

4. BE FAIR.

Give credit, generous with your praise.

5. BE PREDICTABLE.

Consistent in daily affairs. Make good on your explicit and implied promise.

6. DEMONSTRATE COMPETENCE.

Respect & demonstrate technical and professional abilities.

The Seven Habits Paradigm


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IndependenceIndependence

DependenceDependence

InterdependenceInterdependence

PUBLICVICTOR

Y

PRIVAT

EVICTORY

Seek Firstto

Understand

Then tobe

Understood`

Synergize

ThinkWin/Win

Put FirstThingsFirst

BeProactive

Beginwith

the Endin Mind

Sh

arp

en

th

e

Saw

The Seven Habits Paradigm

FOUR DIMENSIONS OF RENEWAL


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PHYSICALPHYSICALExercise,Nutrition,

StressManagement

FOUR DIMENSIONS OF RENEWAL

MENTALMENTALReading,

Visualizing,Planning,Writing

SOCIAL/EMOTIONALSOCIAL/EMOTIONALService, Empathy,Synergy, Intrinsic

Security

SPIRITUALSPIRITUALValue

Clarification

& Commitment,

THE UPWARD SPIRAL


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THE UPWARD SPIRAL

Learn

DoCommit

Learn

CommitDo

Do

Learn

Commit

LearnCommit

Do

PROACTIVE MODEL


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PROACTIVE MODEL

StimulusStimulus ResponseResponseFreedomFreedom

toto

ChooseChoose

Self-

Awareness

Self-

Awareness

ImaginationImagination ConscienceConscience

Independent

Will

Independent

Will


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Lose/WinLose/Win

High

High

Low

Low

Win/WinWin/Win

Lose/LoseLose/Lose Win/LoseWin/Lose

C

ONSID E

RATIO

N

CONSID E

RATIO

N

LowLow HighHigh

COURAGECOURAGE

PARADIGM SHIFTS


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PARADIGM SHIFTSA BREAK FROM

TRADITIONAL WISDOMA BREAK FROM

TRADITIONAL WISDOMTOWARD

7 HABITS PRINCIPLESTOWARD

7 HABITS PRINCIPLES

Habit1Habit1

We are a product of ourenvironment andupbringing.Habit

2Habit2

Society is the source ofour values.

Habit

3

Habit

3

Reactive to the tyranny

of the urgent. Actedupon by theenvironment.Habit

4Habit4

Win-lose.One-sided benefit.

Habit

5

Habit

5

Fight, flight, orcompromise when facedwith conflict.

Habit6Habit6

Differences are threats.Independence is thehighest value. Unitymeans sameness.

Habit7Habit7

Entropy.

Burnout on one track -t icall work.

We are a product of ourchoices to ourenvironment andupbringing.Values are self-chosen andprovide foundation fordecision making. Valuesflow out of principles.Actions flow from that

which is important.

Win-win.Mutual benefit.

Communication solvesproblems.

Differences are values andare opportunities forsynergy.

Continuous self-renewal

and self-improvement.

BE PROACTIVE


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BE PROACTIVEI can forgive, forget, and

letgo of past injustices

Im aware that Imresponsible

Im the creative force ofmy life

I choose myattitude,

emotions, andmoods


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EEMOTIONALMOTIONAL BBANKANK

AACCOUNTCCOUNT

KEEPPROMISES APOLOGIZ

E

CLARIFYEXPECTATIONS TREATOTHER

KINDLY

UNDERSTANDOTHERS

LOYALITYTO

THEABSENT

PERSONAL IMMUNE SYSTEMPERSONAL IMMUNE SYSTEM


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Duplicity

Unkindness

Violatedexpectations

Outsidestressandpressures

Timewasters

Interruptions

Pressingproblems

Crises

PERSONAL IMMUNE SYSTEMPERSONAL IMMUNE SYSTEM

Live the SevenHabits

SpendtimeinQuadrant

II

Follow

correctprinciples

Controlown life

MaintainhighEmotional

BankAccount withselfand others

Maintainreservecapacity

BeresilientEmpowerandserveothersCommunic

ateEmpathicallySynergize

with

others usingawin-winapproach


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Code Of Ethics

Honest and trust worthy in all our relationship.

Reliable in carrying out assignments and responsibility.

Truthful and accurate in what we say and write.

Cooperative and constructive in all work undertaken.

Fair and considerate in our our treatment of fellowemployees, customer and all other persons.

Law abiding in all our activities.

Committed to accomplishing all task in a superior way.

Economical in utilizing comply resources. Dedicated in services to our and to improvement of the

quality of life in the world in which we live.

Back To The Future


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Back To The Future

Some Ideas To Think About:

Invest inDeveloping the Quality of your software Learn to Manage Pressure

Develop a Personal Vision for Focus on your Competencies Perform By Goals and Objectives

Master Communication Skills Learn to be a Problem Solver Develop a passion for Continuous Improvement


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improving human productivity

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