Certificate IV

Business Administration

Faculty of Business & Computing

BSB404B Develop Work Priorities

Faculty of Business

Unit Descriptor This unit covers the skills and knowledge required to:  plan one’s own work schedules  Monitor and obtain feedback on work performance and development  Take responsibility for one’s own career planning and professional development

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Learning Outcomes  Plan and complete own work schedule  Monitor own work performance  Coordinate professional development

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Delivery Schedule and Assessment Plan

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Session 1

Establish Personal Work Goals

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Why Plan ?

What are the advantages?

 You – individually  The – organisation  The – family  The – community  The industry that you work in

Importance of Planning

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Anyone who fails to plan, plans to fail!

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Work Objectives/Outcomes



KRAs

–Key result areas 

KPIs

– Key performance indicators

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Planning Cycle

Strategic Plan Business Plan Operational Plans Position Summaries or Job Descriptions Work Plans

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The Power of a Paradigm  What is your understanding of a paradigm?

 Why is it important in this unit?

 Small group discussion.

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The Power of a Paradigm  Behaviour  Attitude  Mind Maps of Perception

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Paradigm Defined  Covey says paradigm was “ originally a scientific term . . . more commonly used today to mean a model, theory, perception, assumption, or frame of reference ” .

Page 23, Covey, Seven Habits of Highly Effective People  Perception includes: filtering, arranging, responding to what we sense.

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Mind Maps   The way things are – REALITIES The way things should be – VALUES Our attitudes and behaviours grow out of these assumptions.

The way we see things is the source of the way we think and the way we act.

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Positive Organisational Role Model  Who are role models for you?

 What is it that they do that makes them a Role Model in your eyes?

 Why is it important that we have consistent performance?

 What sort of issues are most important to achieve consistent outcomes?



Activity

– Design an effective Role Model

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Using the Readings and Teachings of Stephen Covey to Manage Self

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Seven Habits to Maximise Performance

HABIT 1

– Be Proactive

HABIT 2

– Begin With the End in Mind

HABIT 3

– Put First Things First

HABIT 4

– Think Win/Win

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Seven Habits to Maximise Performance cont..

HABIT 5

– Seek First to Understand, then to be Understood

HABIT 6

– SYNERGISE

HABIT 7

– Sharpen the Saw Effectiveness Maintaining P/PC Balance

HABIT 8

– Find Your Voice and Encourage Others to Find Theirs

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HABIT 1 – Be Proactive Stimulus Response

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Habit 1 Based upon  Imagination  Conscience  Independent Will  Self-awareness Based on  ‘I can change’

Language

Reactive Language

That’s just the way I am There is nothing I can do

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If only I can’t

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Language

Proactive Language

I choose I control my own feelings I will Let’s look at the alternatives

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Circle of Concern/Influence

Circle of Concern

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Expand Your Circle of Influence How can you expand this circle?

Circle of influence

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Personal SWOT Analysis  Strengths  Weaknesses  Opportunities  Threats

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Personal Creed G ive me the courage to change the things which can and ought to be changed, the serenity to accept the things which cannot be changed, and the wisdom to know the difference.

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Habit 2 – Begin With the End in Mind  Means to start with understanding of what is important to you.

 You may be very busy and very efficient but you will only be effective when you are working towards what really matters to you.

 Based on principals of personal leadership.

 Develop a Personal Mission Statement – based upon your values and principles.

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Habit 3 –Put First Things First Time Management Matrix URGENT NOT URGENT IMPORTANT NOT IMPORTANT

SURVIVAL INEFFICIENCY PROSPERITY WASTE

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Goal Setting for Change  What one thing could you do (you are not doing now) that if you did on a regular basis, would make a tremendous positive difference in your personal life?

 What one thing in your work life would bring similar results.

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Long Term Organising

Mission Statement Roles Goals

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Short Term Organising

Roles Goals Plans Schedule Delegate

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Habit 4 – Think Win/Win High Low

A T I O N C O N S I D E R Lose / Win Lose / Lose Win / Win Win / Lose COURAGE

Low High

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Habit 5 – Seek First to Understand, Then to be Understood  Principles of Empathic Communication  Empathetic listening gets inside another person’s frame of reference. You look out through it, you see the world the way they see the world, you understand their paradigm, you understand how they feel.

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Habit 6 – SYNERGISE Principles of Creative Cooperation  When you see only two alternatives – yours and the “wrong one” – you can look for a synergistic third alternative.  There’s almost always a third alternative, and if you work with a win/win philosophy and really seek to understand, you usually can find a solution that will be better for everyone concerned.

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Levels Of Communication

T R U S T High Synergistic (Win/Win) Respectful (Compromise) Defensive (Win/Lose or Lose/Win) Low High COOPERATION

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Habit 7 – Sharpen the Saw Principles of a Balanced Self – Renewal  Physical Dimension  Spiritual Dimension – your core and values (very private part of your life)  Mental Dimension – development, education  Social/Emotional Dimension

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Reading, Visualizing, Planning, Writing Balanced Self

PHYSICAL

Exercise, Nutrition, Stress Management

SOCIAL/EMOTIONAL

Service, Empathy, Synergy, Intrinsic Security

SPIRITUAL

Value Clarification & Commitment, Study & Meditation

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Session 2 Set and Meet Own Work Schedule

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Competing Demands are Prioritised to Achieve Personal, Team and Organisation ’ s Goals and Objectives.

 Work expectations  Managing work expectations  Balancing work and family demands  Priorities of demands on your time  Techniques for managing time effectively  Meeting work priorities

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Work Expectations

What are some of the expectations you face at work?

Expectations from:  Customers  Teams  Suppliers  Ourselves  Managers  Roles  Employees  Industry

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Balancing Work and Family Demands

How do you balance work and family demands?

 Personal resources – income/health  Family resources - support  Support from employer – flexi time  Build a support network - talking with others  Cope with work/family stress - exercise

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Priorities of Demands on Your Time

First, stack the cards in your favour

 use your biological rhythms to your advantage  optimise your work environment  safeguard blocks of work time

Priorities of demands on your time, cont…

Second, prioritise the things you wish to do.

STEP 1: develop an overview of everything that you want to accomplish STEP 2: organise your goals according to their priority:  distinguish between urgent and non-urgent goals, then  separate the pile of items into important and non-important.

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Priorities of demands on your time, cont…

Third, plan ahead according to your priorities:

 Make a long range timetable,  Remember your day to day personal maintenance (personal time out), and  Plan each day and week as you go through the timetable.

Fourth, avoid over-planning

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Techniques to Manage Time Effectively

What techniques do you use to manage time effectively?

 Identify your personal and work-related priorities.

 Translate priorities into goals with activities.

 Identify deadline to each activity.

 Use monthly calendar or planning diary.

 Learn to say

NO

to requests that take your time and don’t move you forward.

 Identify your own barriers.

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Meeting Work Priorities

What do you do to ensure you meet your work priorities?

  Set achievable goals Availability of appropriate resources     Believe in your abilities Have a feasible plan Must be committed Must practice discipline   Willing to defer things that would be nice now for the things you really want Do not spread yourself too thinly

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Technology is used Efficiently and Effectively to Manage Work Priorities and Commitments

What technology have you used at your work place?

Have you used it effectively?

Issues to consider:

 Training on equipment/software  Technical help at the time of need  User friendly  Security  Cost  Availability  Confidentiality

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Benefits of Technology  Savings on time and money  Can produce up to the minute information  Minimise paper wastage  Improve decision making  Can distribute information to the chosen employees  Share and manipulate information quickly

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Re-Cap  Work expectations  Managing work expectations  Balancing work and family demands  Priorities of demands on your time  Techniques for managing time effectively  Meeting work priorities  Technology - issues to consider  Benefits of technology

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Session 3

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Develop and Maintain Professional Competence

Key Questions

 Why is this important?

 What ’ s changed to make it critical?

 So WII-FY ???

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Some Key Changes  staff participation and empowerment  teams and self-management  provide career paths  quality and best practice programs  increased competition  technological changes  government and legal requirements  greater community expectations  workplace diversity

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Management Skills for the 21st Century

What attributes have been identified

 Technical Expertise  Management expertise  Leadership  Entrepreneurial skills  Acceptance of responsibility  Cross cultural skills  Future focused outlook  Soft Skills

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Develop and Maintain Professional Competence 

Assessment against standards

• what standards are appropriate • organisational requirements • Individual skills audit 

Individual training plan

• personal career focus • organisational goals focus

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Develop a Career Plan 1 Self-analysis 2 Environmental analysis 3 Career objectives 4 Occupational interests 5 Implement action plan 6 Evaluate progress

WHY ???

Success in Your Career

The following recommendations may help achieve success during your career:

 Demonstrate competence  Make meaningful contributions  Learn to adapt  Make a commitment  Continue to learn  Prioritise your loyalty

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Getting Feedback !!!

Identifying ways to improve competence

 feedback from others  performance management systems  change in work practices  results of work achievements  mentors or workplace coaches

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Professional Associations  Identifying appropriate membership  Benefits they offer  Networking

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So What ’ s the Result of all That ???

Creating a personal competitive advantage - KEY to future security So what do you need to do now???