process of improving human productivity & management skills
DESCRIPTION
Process of Improving Human Productivity & Management Skills. By Syed Imtiaz Hussain. The Process Of Performance & Productivity. The Process of Mastering Change. Transformation. Personal Leadership Direction & Skills. Control. Team Building. Management. Continuos Improvement. - PowerPoint PPT PresentationTRANSCRIPT
Process of Improving Human
Productivity&
Management Skills
By Syed Imtiaz Hussain
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
MindBrainBody
Values & BeliefSystem
Performance Productivity
1. Faith2. Attitude3. Kismat4. Focus & Discipline5. Knowledge & Learning6. Experience & Skills7. Dua
Dependability
Learning &ContinuousImprovement
Low Performance Loop (LPL)
Intrinsic
Effectiveness Speed
Quality
Mental
PhysicalExtrinsic
Extrinsic
Efficiency/Speed
MotivatedAbilityEnvironment
Dream
LoveDesire
Interest
HappySatisfied
MotivatedAbilityEnvironmentHappySatisfied
High Performance Loop (HPL)
Performance Loop
FOUR UNIQUE FOUR UNIQUE HUMAN ENDOWMENTSHUMAN ENDOWMENTS1.1. Self-awarenessSelf-awareness2.2. ConscienceConscience3.3. ImaginationImagination4.4. WillpowerWillpower
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
Law of Progress
Everything has ups and downs- nothing travels in straight lines.
This applies to your own progress in any project. Keep your eye on your target, keep putting in
the effort and your reach your target despite the ups and downs.
Successful people realize that they reach their goals by continuously correcting.
We get off course, correct, and get back on course. Ships do it. Rocket and missiles do it.
Correct. Correct. Correct. Continue correction
Boss
Peers
Subordinates
ClientYOU
Role of Manager
Management LevelsWhat Is Required From You!
Top Level Manager
Middle Level Manager
First Line Manager
Operatives
Rational Decisions
Brian Storming
Unstructured probs
Scope of Job
Span of Control
Authority & Responsibility
Physical Efforts
Technical Expertise &
Motor Skills
Structured problems
Physical/Actual output
Global Environment
No management moral
Individual Orientation
Continuos DeteriorationPointing Finger
Value Depletion
Speed
No Change
CertaintySlow
No Responsibility
PakistaniBusinessEnvironment
Performance ProductivityYOU
Belief System
Value AdditionManaging Moral
Process OrientationFacing not Finger PointingConfrontationQuick change activity
Ambiguity & uncertainty Continuos learning School learning only
Global Business Environment`
The Process of Performance & Productivity
The best performers in the would have mastered HPL - at a physical, mental and /or spiritual level !!
The average performers in the world have mastered LPL !!
Strategy
Objectives
Policies
Rules
Strategy: A plan that integrates major objectives.Objectives: Goals those are specific and measurable.Policies: Guides to decision making.
Rules: Specific direction for decision-making.
Strategy
Objectives
Policies
Rules
Relationship Between Strategy, Objectives, Policies and Rules
Objectives
What Are Problems A discrepancy between an existing and a desired state of affairs.
Characteristics of a Problem
Problem
Awareness ofdiscrepancy Pressure toact
Insufficientresources todo something
TYPES OF PROBLEMS• Well-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 custommade solution
Problems Require Your Attention
Approaches to Decision Making
RATIONALITY
BOUNDED RATIONALITY
INTUITION
What, Which, How, When, Where, Why ???
Rational Way Of Problem Resolution
Six Hat Technique
•Neutral•Ignore arguments & proposals•Examine facts, figures, information
•No apology, explanation or justification of arguments•No reasoning
•Logically negative•Conscious & critical Judgment•Kill creative ideas
•Logically positive•look feasibliliy of ideas implication•Beneficial but logical approach
•Creative thinking•Additional alternatives•Lateral thinking & creative techniques
•Process control•Chairperson’s hat•Sets agenda.•Suggest next step•Summaries, conclusion & decisions.
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
The Process Improvement CycleThe Deming/Shewhart Improvement Cycle
DO Getting Work Done
REVIEWReviewing & Evaluating
Planning & Organisation
PLAN
DevelopingIdeas for IMPROVEImprovement
The Nature of PlanningWhy Do We Make Plans:
If you fail to plan, you actually plan to fail
What kind of organizational structure
Which helps us know
What kind of people we need and when PLANS Objectives Necessary for Which Effects the kind And how to of leadership andAchieve them
How most effectivelyto lead and directpeople
In order to assureSuccessof the Plans By furnishing standards of control
SOP of Human MindImportance of Developing Vision, Values & Belief Systems
MindBrain
OUTPUT OUTPUT
FEEDBACK FEEDBACK
Organization
CultureReligion
Environment
Family
Destiny
Character
Ideas Thoughts
Habits
Actions
DreamsVision
WordsFeelings
Belief Systems
Ethics &s
Values
. Crisis
. Pressing problems
. Deadline-driven projects, meetings, preparations
. Preparation
. Prevention
. Values clarification
. Planning
. Relationship building. True re-creation. Empowerment
. Interruptions, some phone calls
. Some mail, some reports
. Some meetings
. Many proximate,pressing matters
. Many popular activities
. Trivia, busywork
. Some phone calls
. Time wasters
. “Escape” activities
. Irrelevant mail
. Excessive TV
II IIII
IIIIII IVIV
UrgentUrgent Not UrgentNot UrgentIm
porta
ntIm
porta
ntNo
t Im
porta
ntNo
t Im
porta
nt
Work Plan
S#
Activities Responsibility Timeline Action Outcome
Sorting Mr. KhalidMahmood
2 days Pile the mail Done on time
Separate area wiseMake bundlesLabel the bundles
Work Plan FormatEXAMPLE
Groups & Teams
Where You Stand
How Groups Are FormedStage 1Forming
Stage 2Storming
Stage - 3Norming
Stage 4Performing
Stage 5Adjoining
Join groupDef purpose
Build structureLeadership
Characterized by uncertainty
Intra - groupConflict
Close relationshipCohesiveness
Fully functional Wrapping up Activities
Why People Join Group
Group
Status
Self esteemAffiliation
PowerGoal Achievement
Security
Group Binding & Productivity
High Low
High
Low
Strong in productivity
Decrease in productivity
No significant effect on productivity
Moderate in productivity
Cohesiveness
Alig
nme n
t of g
roup
& O
rg
goa l
sRELATIONSHIP B/W COHESIVENESS & PRODUCTIVITY
Group TeamGroup 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 interdependent too.
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 Objectivity Makes The Difference.
Unified GoodCommitment Communication
Clear
Mutual
GoalTrust
RelevantAppropriate
Skills Leadership
Negotiating External
Skills SupportInternal
Support
Effective Team
Qualities of Effective Team
Managing Teams
SupervisoryLeadership
ParticipativeLeadership
TeamLeadership
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
Business CommunicationPercentage of Time Business People Spend on Various
writing 9 %
Speaking 30 %
Listening 45 %
Reading 16 %
Receiving 45 %
Sending 45 %
Individual Attitudes
Mottos
Don’t Express / Disagree, Got less rights
Com Can’t speak, always agrees, Indirect
Char Apologetic, No self trust, Indecisive, Needy
NVC
Sorry a lot, Be with both parties, Complain, Leaves to others
VC
C&PSolFF
Effects
Never wrong, Got right, Follow me
You-me valuable, Be effective, Both haverights
Close minded, Poor listener, Interrupts, MonopolizingAchieves at others expense, Sarcastic, Bulling
Beh Never feel wrong, Put others down. Over power, never appreciateShake fingers, frown, Critical eye actions, rigid posture, yelling toneYou must, don’t ask, Just do it, AbusiveThreatens, Attacks, Must win arguments.Anger, Hostility, impatientWaste time, Angry, High price to relationship
Nodes/ Smile, Avoid eye contact, Slumped posture, Low tone.You should, I can’t, You can, Low energyAvoids, Silent, Agrees too oftenPowerlessness, Why not got credit, Seed adviceGive up self, Loses self esteem, Promote causes
Know limits, Observant, Direct, Honest, RespectsConfident, Observes, Self-aware, proactive
Knows, Plans, Action oriented, Realistic, Consistent, FairNatural gestures, Attentive, Direct eye contact,Confidentposture
I choose to, My option, What are alternativesNegotiates, Compromise, Optimistic, Confronting
Enthusiasm, Well being, Even tempered.Self-Confident, Self-Esteem, Motivated.
Communication, Business & YouYour ability to communicate (to receive, evaluate, use and pass on
information) openly, honestly and clearly increases your and yourorganization’s productivity.A manager’s work- day consists of:
– never-ending series of meetings– casual conversations (informal conversations)– speaking engagements (presentations, instructions,
orientations, etc)– phone calls– reading and writing
A Junior Employee’s Sources of Information:– Customer behavior– Supplier behavior– Equipment 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.
Communication Link With Productivity
Some Important Points to Remember· It’s the people who give productivity. Open communication climate or open
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 can easily contact the manager. This is informal communication.
· Feedback is necessary. Environment is created to bring the people at lower level near the decision makers. · Commitment to ethical communication is an important part of organizational communication. You should 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 must
changed. not be
Cont..
·
Cultural differences are there in the organizations
organization from different cultural background.
· Proficiency is need in communication technology. Your communicationbe updated with 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 message is necessary. Your efficiency is related to your
resources. Quick transformation of message is requirement of the time. It should be timely and clearly transformed to be effective.
because people join the
should It is called
Conflict Resolution
Conflict Resolution Guidelines
1. Avoidance2. Confrontation3. Changing Roles
• Difference of perception• Personal liking and disliking
A - POSITIVE CONFLICT B - NEGATIVE CONFLICT(Positive productivity & performance) (Negative productivity &
performance)
Six Suggestions for Trust Building
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.
IndependenceIndependence
DependenceDependence
InterdependenceInterdependence
PUBLICVICTORY
PRIVATEVICTORY
Seek First to Understand
… Then to beUnderstood`
Synergize
Think Win/Win
Put First Things First
Be Proactive
Begin with the End in
Mind
Shar
pen
the S
aw
The Seven Habits Paradigm
PHYSICALPHYSICALExercise, Nutrition,Stress Management
FOUR DIMENSIONS OF RENEWAL
MENTALMENTALReading, Visualizing,
Planning, Writing
SOCIAL/EMOTIONALSOCIAL/EMOTIONALService, Empathy,
Synergy, Intrinsic Security
SPIRITUALSPIRITUALValue Clarification
& Commitment, Study& Meditation
THE UPWARD SPIRAL
Learn
DoCommit
Learn
CommitDo
Do Learn
Commit
LearnCommit Do
PROACTIVE MODEL
StimulusStimulus ResponseResponseFreedomFreedom
totoChooseChoose
Self-Awareness
Imagination Conscience
IndependentWill
Lose/WinLose/WinHi
ghHi
ghLo
wLo
wWin/WinWin/Win
Lose/LoseLose/Lose Win/LoseWin/LoseCONS
IDER
ATIO
NCO
NSID
ERAT
ION
LowLow HighHighCOURAGECOURAGE
PARADIGM SHIFTSA BREAK FROM
TRADITIONAL WISDOMTOWARD
7 HABITS PRINCIPLES
Habit 1 We are a product of our environment and upbringing.
Habit 2 Society is the source of our values.
Habit 3 Reactive to the tyranny of the urgent. Acted upon by the environment.
Habit 4 Win-lose.One-sided benefit.
Habit 5 Fight, flight, or compromise when faced with conflict.
Habit 6 Differences are threats. Independence is the highest value. Unity means sameness.
Habit 7 Entropy.Burnout on one track - typically work.
We are a product of our choices to our environment and upbringing.Values are self-chosen and provide foundation for decision making. Values flow out of principles.Actions flow from that which is important.
Win-win.Mutual benefit.
Communication solves problems.
Differences are values and are opportunities for synergy.
Continuous self-renewal and self-improvement.
BE PROACTIVEI can forgive, forget, and
let go of past injustices
I’m aware that I’m responsible
I’m the creative force of my life
I choose my attitude,
emotions, and moods
EEMOTIONAL MOTIONAL BBANK ANK AACCOUNTCCOUNT
KEEP PROMISES APOLOGIZE
CLARIFY EXPECTATIONS TREAT OTHER KINDLY
UNDERSTAND OTHERS
LOYALITY TO THE ABSENT
Duplicity
Unkindness
Violatedexpectations
Outside stressand pressures
Time wasters
Interruptions
Pressingproblems
Crises
PERSONAL IMMUNE SYSTEM
Live the Seven Habits
Spend timein Quadrant II
Follow correctprinciples
Control own life
Maintain highEmotional BankAccount with selfand others
Maintain reservecapacity
Be resilientEmpower andserve others
CommunicateEmpathically
Synergize withothers using awin-win approach
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 fellow
employees, 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
Some Ideas To Think About:
• Invest in Developing 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