organizational leadership - time management and execution skills

7/28/2019 Organizational Leadership - Time management and Execution skills

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- ,

Management, and Execution

Skills

Presented by:

Jishnu Roychaudhuri - 11BM60010

Prasenjit Barik - 11BM60014

Aveek Mukhopadhyay - 11BM60056

Pritam Datta - 11BM60107


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Concepts of Self Discipline

Self-discipline is self-leadership. It is the ability to consciously take control

of all those typical human propensitieswhich are always easier, morecomfortable.

Its there in yourself. You just need tolearn the execution style and practice it

over and over. Self disciplined people are self-

disciplined because they choose to beso.

Self-denial is implicit in self-discipline.


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Importance of Self-discipline

Time Management

Stewardship

Execution

Followership

Leadership

If you could kick the person responsible for most of your

troubles, you wouldnt be able to sit down for weeks. John C

Maxwell


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Self-discipline and Time

Management Stress (on you and on others) Lost credibility with followers Missed appointments Poor follow through on commitments Inattention to detail Ineffective execution Poor Quality

Decreased Productivity Declining Customer Satisfaction Performance stagnation


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10-points to assess SD

Quotient Arrive work on time or not? Arrive on time for meetings or not?

Submit assignments on time or not?

Keep up with your domain developments or

not? Keep up with work-readings or not?

Promptly return telephone calls or not?

Promptly return mails or not?

Begin meetings on time or not? End meetings on time or not?

Follow through your promises or not?


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TIME MANAGEMENTPROBLEMS ANDWHAT TO DO ABOUT

THEM


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The most common causes of time management problems are

predictable:

1.Unexpected Crisis:

Crises go with the job for most technical professionals. Even with good

planning, crises will happen.

Events over which you have no control can create unexpected circumstances

The following strategies can minimize the amount of time

devoted to putting out fires:

Do not become an adoption agency for the unrelatedproblems of others:

Leaders should take the initiative and solve the problem but not always

Offer advice and make helpful referral for the problems which are personal in

nature.

Do not become an adoption agency for the personal problems of your direct

report

Problems that relate to your job and area of responsibility should receive

your full attention.

Do not overbook:

Problem of overbooking is commonly seen in doctors office

All it takes is one crisis with a patient. and the rest of the day is thrown offschedule


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2.Telephone Calls:

Telephone can rob you of valuable time.

Wastage of time because of seemingly unending options available oncomputerized answering machine

The following strategies will help us to minimize the amount of time that istied up by the telephone:

Increase your use of email:

Use of email will help us to avoid wasting time on hold or listening toendless array of irrelevant options.

Preliminary research shows that people are better about promptlyreturning email queries than they are about returning telephone calls.

Separate important, routine, and unimportant calls:

Time invested in helping secretarial personnel learn to distinguishbetween important and unimportant calls and between important androutine calls is time well spent

Train him/her to take comprehensive ,detailed telephone messages andgive them the priority list.

Return telephone calls between meeting and during breaks:

Time can be saved by taking telephone messages to meetings andusing your cellular telephone to return them during breaks and betweenmeetings.


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Block out call-return times on your calendar:

To minimize the amount of time you waste playing tag, block out times onyour calendar for returning calls, and let the times be known to callers wholeave messages(like scheduling two 30 minutes blocks in each day)

In this way the caller will make a point of being available during one ofthese times

Get to the point:

Save time on the telephone by simply getting to the point and by tactfullynudging callers to do the same.

Stay focused, stay on task, and help callers learn to follow suit.

3. Poor Planning

The more effort you put into planning, the less effort you will waste dealingwith crisis. The following strategies can help improve the planning:

End each day planning for the next Devot just 10-15 minutes to review and plan for the next day.

Forgotten meetings, overlooked obligations, and missing documentationare three of the most persistent causes of crises.

End each day by making a quick review of the next days meetings andobligations, documentation that will be needed, and creating a to dotomorrow list with the items listed in priority order.


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Consider that most tasks take longer to complete than youthink they will:

No matter what it is you have planned to do, experience shows that it willprobably take longer than you think it will.

If extra time is left then put that to good use by returning telephone calls or

getting a head start on other obligations.

4.Trying To Do Too Much Leaders are people who take the initiative and seek responsibility.

It is also the reason for one of those ironic situations in which the goodnews and the bad news are the same.

When you take the initiative and seek responsibility, it is easy to take on toomuch and get out of balance. So the following strategies can help you :

Write down all current and pending tasks, projects andobligations:

Make a list of commitments and prioritize them and for each entry each thequestion: What will happen if I dont do this?

Once you have eliminated obligations you dont really need to do, prioritizethe rest.

Eliminate all outside activities:

Participation in the outside activities is an excellent way to grow as a leaderand benefit your organization .However balance is the key

Certain amounts of the right types are essential, but too mucheven ofright types-can be bad for the leader.


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5. Unscheduled Visitors

People who just drop in unannounced can rob you of valuable time. The

following strategies can help minimize the time lost in your day to drop-in

visitors: Do not allow drop-in visitors during peak times:

During peak hours, it is best to tell drop-in visitors to come back at another

time when you can give them your undivided attention-unless it is very

important to attend them.

Train secretarial personnel to rescue you:

Work out an arrangement with secretarial personnel to rescue you after a

set amount of time(say 5 min) Example: Whenever a drop-in visitor has

been in your office, the secretary looks at you and says "It time for your

next meeting. This will tactfully get the drop-in visitor on his way.

Remain standing

One way to convey the message that you are busy without having to

actually say it is to remain standing when an unannounced visitor walks

into your office.

In this way we convey the message that, "I can give you a few minutes,but only a few.


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6. Poor Delegation

Some leaders find it difficult to let go of work they are

accustomed to doing themselves. Some suffer from nobodycan do it right but me "syndrome.

These two phenomenon can result in poor delegation

Task that do not require your level of expertise should be

delegated.

If Subordinates cannot perform the task satisfactorily, you haveeither a training or a human resource problem, neither of which

should be solved by refusing to delegate work.


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Personal Disorganization

One should carefully check ones desk & pending basket & get rid ofthings that are no longer pertinent

Keeping ones desk clean

Work is often stacked in the order it comes. Thus irrelevant work canbe placed on top of important work, causing the latter to go unnoticed& wastage of time going through the former. So, all incoming workshould be screened & organized according to priority before puttingthem in pending files, inbox, to-do-stack etc.

Screening & prioritizing incoming work

Different work with differing requirements should be organizedseparately in different folders, allowing one to get right at the neededwork without wasting time sorting through stacks of paperwork. E.g.Paperwork only requiring ones signature can be put in a folder namedsignature whereas paperwork which only reads reading but no otheraction can be put in a read folder.

Using categorized work files


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Inefficient Use of Technology

One should be well-acquainted with the various functions on ones regular & cellular telephone

One should learn to dictate correspondence using microcassette recorder

One should know the use of all icons on ones computer

One should be able to operate ones fax machine

One should be aware of the time-saving functions on ones copy-machine

One should know to use all features of ones electronic calendar

One should be able to do certain basic office work from ones car

Technology can help save time only with efficient usage. Without proper

knowledge and use of the technology, even the best of technologies cannot be

of any help


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Unnecessary & Inefficient

Meetings

Poor preparation, idle chit-chat, comic remarks, interruptions, coffee,goodies & social interaction, loss of focus, no agenda, no priorbackup material distribution are some of the major causes of timewastage in meetings

Understanding the cause of wasted time in meetings

At times, regularly scheduled meets continue more out of habit thanto serve any real purpose. These meets can be done away with orbe held less frequently or replaced by other forms of communication

(email, written updates)

Carefully examining regularly scheduled meetings

Brief meets called to quickly convey information to a select groupcan be held standing up

Holding impromptu meetings standing up


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Unnecessary & Inefficient

Meetings

The purpose of the meet, the start & end time, a list of agenda itemswith a responsible person for each item & relevant backup materialsshould be provided to all the participants well in advance. All participantsshould be required to read the agenda & backup material beforeattending the meeting

Preparing before meetings

The meeting should begin on time. Minutes of the last meeting to betaken up as the first item on the agenda, to follow up on assignments &commitments made during the last meeting. The meeting should stick tothe agenda without distraction. The last agenda item should becomments from the floor , enabling participants to bring up critical &

bona fide emergency issues not on the agenda, without getting themeeting sidetracked before agenda items have been disposed of.Participants cellular phones to be switched off to avoid distractions

Staying focused during meeting

Action items from the minutes of the meeting should be followed up after

allowing enough time for participants to act

Following up quickly after meetings


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Effective Execution & Self-

Discipline

Knowing oneself, ones people & ones business

Being realistic, having clear goals & priorities

Following through

Rewarding the better performers

Expanding peoples capabilities

Maintaining focus

Developing tracking systems

Timely knowledge of how implementation is going & where problemsexist, is critical

Establishing regular, formal interviews

Assigning selected responsibilities to key people & periodic status

updates in their areas of responsibility

Execution of a plan often sees unforeseen difficulties which were

overlooked during the planning stage. The following strategic leadershipbehaviors promote effective execution:-


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LESSONS OF SELFDISCIPLINE FROMSELECTED LEADERS


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Franklin D. RooseveltThrough selfdiscipline a leader can

overcome even the most challenging

obstacles between him and success

32nd president of USA served for 12years (4 terms) during WWII

Endured one of the most difficult times as

president. Was crippled by polio and led from a

wheelchair.

Faced immense day to day challengesbut never uttered a word.

Travelled round the world meetingleaders and troops at a time when therewas no special arrangements for aperson on wheelchair.

Courage, determination and calmendurance were his hallmark.

Born: January 30,

1882

Died: April 12,

1945

Presidential term:Mar 1933

Apr1945

Party: Democrati

c Party


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Born: May 29,

1917

Died: November

22, 1963

Presidential term:

Jan 1961

Nov1963

Party: Democrati

c Party

John F. KennedyThrough selfdiscipline a leader can

overcome even debilitating health problems

and do what is necessary to inspire hisfollowers to excel

Youngest American president to die in

office. He was only 46.

Projected an image of youthfulness, vigor

and vitality despite having a poor healthand debilitating injuries.

Very few new about his chronic and

incapacitating back pain. Result of an

injury that he suffered wile playing football

at Harvard. Underwent two surgeries in1955.

PT boat commander in WWII. Decorated

for courage under fire.

Dealt with the Cuban missile crisis.

Under constant public scrutiny and media


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Joined Caterpillar

1956

Chairman &

CEO: 1990

1999

MBA form MIT

Sloan School of

Management -

Class of 1971

Donald V. FitesExecution lessonHaving a good plan is

important, but effectively executing the plan is

more important. Japanese earth-moving equipment

manufacturers were pushing Americancompanies out of business.

CAT was under immense pressure.Business analysts wrote off CAT.

Thanks to the dynamic CEO - Don Fites,CAT not only survived, but took the fight tothe Japanese.

Knew his company and competition (both)in and out.

Goal outperform the Japanese in theglobal marketplace

Methods corporate restructuring,aggressive cost cutting andcomprehensive cost improvements.

Decentralized CAT. Empowered his

personnel. Effective Execution!


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THANK YOU

organizational leadership - time management and execution skills

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