Transcript 80/20 Pareto Principle - JTC

Welcome
•Effective Personal
Management
How the session will go
Questionnaire
Motivation
Principles of Effective Personal
Management
Proactive Management
190 day Presentation
•Questionnaire
Question # 1
•What is the average
student grade results
your school now
experiences?
Question # 2
•What worked to have
these results?
Question # 3
• If you could choose to
have different results,
would you have chosen
these results?
Question # 4
•What didn’t work to
have the results you
got?
Question # 5
•If you were to continue
getting these results,
what future would your
school have?
Question # 6
•Could you be okay
with these results?
Question # 7
•Are you committed to
having different
results?
Question # 8
•What would these
different results look
like?
•Motivation
THREE TYPES OF MOTIVATION
•Fear – Temporary & External
•Incentive – Temporary & External
•Attitude – Permanent & Internal
Success

Results

Behavior - Act

Attitude – Habit of Thought

Conditioning

Spaced Repetition
Principles of Effective Personal
Management
• Tips to have you manage
what you do with your
time to get the results you
want
Which produces the greatest results?
Effective
“Doing the right things and doing them in
order of priority.”
Efficient
“Doing Things Right.”
Personal Management
Self Management
Effective Personal Management
•Accepting personal responsibility
to manage ourselves to do the
right things and to do them in
order of priority. Doing the right
things before they become urgent.
80/20 Pareto Principle
80% of unfocussed EFFORT
generates only
20% of the RESULTS
80/20 Pareto Principle
80% of RESULTS
are achieved with
20% of the EFFORT
.
High Payoff Activities (HPA)
• Six of your most important
activities that you do to earn
your income. They are
activities, if done consistently
and on a regular basis would
produce the greatest results.
High Payoff Activities
What are you being paid to do?
What do you do that produces the
greatest results?
What do you do that improves the overall
grade average of the students?
Why were you employed?
What do you do that no one else can do?
What do you do that produces 80% of the
teaching and learning outcomes?
High Payoff Activities
• Ensures that you achieve the
greatest benefit possible with
the limited amount of time
available to you
Some examples of high payoff activities are?
MAKING REPRESENTATIONS ON BEHALF OF
THE SCHOOL, BUILDING RELATIONSHIPS
WITH EVERYONE – THE COMMUNITY,
PARENTS, TEACHERS, STUDENTS,
DELEGATION, MONITOR INSTRUCTIONS ON A
DAILY BASIS – MONITOR TEACHERS, GIVE
FEEDBACK TO TEACHERS THEIR PRACTICE,
LESSON PLANS, FOCUS WALKS – OBSERVING
THE CLASSROOM SET UP, THE RESPONSE OF
THE STUDENTS, TRAINING TEACHERS,
PREPARATION, PERSONAL & PROFESSIONAL
DEVELOPMENT, PLANNING AND SETTING
GOALS.
“Crisis Mode” Management
People who are in the crisis mode
• Do first!
• Manage second!
• Communicate third!
And if they have time, they
• Plan and set goals.
•Tyranny of the Urgent
URGENT
•NOW!
DO IT NOW!
Urgent things have the
APPEARANCE of DEMANDING
our immediate ATTENTION
Examples of things that “appear” URGENT
-STACK OF MAIL LYING ON YOUR DESK
-RINGING TELEPHONE
-PILE OF MESSAGES OR PINK SLIPS LYING ON YOUR
DESK
-SOMEONE WALKING INTO YOUR OFFICE
-PARENT & STUDENT COMPLAINTS
- COMMUNITY ISSUES
Important things have to do with results.
Important things contribute to our
Vision, Mission, Purpose, Values, Goals,
and our High Payoff Activities
•Time Management
Matrix
QUADRANT I
QUADRANT II
Urgent
Important
Crisis or Problem
Imperative- Must do
Not Urgent
Important
Do not act on us
High Pay Off Activities
Opportunities, Success
Greater Results,
More Effective
REACTIVE
IT-ACTS-ON-YOU
PROACTIVE
YOU-ACT-ON-IT
QUADRANT III
QUADRANT IV
Urgent
Not Important
Deception
Busy work
Act on us
Low Pay Off Activities
Not Urgent
Not Important
eg. Meetings
Phone calls
Interruptions
Mail
Paperwork
DECEPTION
eg. Watching pointless TV shows
Time Wasters
Waiting
Trivia
Busy work
IRRESPONSIBILITY
I
Urgent
Important
II
Not Urgent
Important
YES
III
Urgent
Not Important
NO
IV
Not Urgent
Not Important
Quadrant III
•SIMPLIFY
ELIMINATE
DELEGATE
Organize and execute around
your Goals and HPAs and learn
to simplify, eliminate, and
delegate your LPAs.
•Concentrate on results,
not on being busy
Decide what to do
and do it
Decide what not to do and don’t
do it
4 D’S FOR DECISION MAKING :
1. If it is not important – DISCARD IT!
2. If it is important to do but it is not the most
valuable use of your time now – DELEGATE
IT!
3. If it is the most valuable use of your time –
DO IT NOW!
4. If you can’t delegate it because it is
something that you and only you can do –
DELAY IT! ….
In the absence of clearly defined
goals, we tend to focus on activity
and eventually become consumed
by it.
Charles Coonradt
Low Payoff Activities
• Plan to rid yourself of as many
Low Payoff Activities (LPAs) as
you can over the next two
weeks to save at least three
hours per day.
TIPS TO DELEGATING
1.
2.
3.
ROUTINE
The task is done repeatedly in exactly the same way
CLEAR INSTRUCTIONS
Clear instructions can be written and all the necessary
information is easily accessible to someone else.
AVAILABLE LEARNER
Someone who is capable of learning and performing the
task is willing to accept responsibility for it. In this case,
identify tasks you currently perform that others can do
better, in less time, for less cost, or for their development.
Manage your LPAs
Educate
Train
Delegate
HOW DO WE GET
QUADRANT II TO
ACT ON US?
4 STEPS TO PROACTIVITY
1. PLAN AND SET GOALS
2. COMMUNICATE YOUR GOALS AND
PLANS
3. SCHEDULE YOUR PRIORITIES
4. TRACK AND MEASURE YOUR RESULTS
NUMBERS
GAME
“NEXT”
“People don’t plan to fail,
they just fail to plan”
• The benefits of Planning
and Goal Setting
For every minute you spend
planning, you can save 4 – 10
times that amount in execution!
Did you know that finding an extra 30
minutes per day is equivalent to finding
22 eight hour days per year. This is one
additional month per year! What could
you accomplish if you had an extra month
per year?
EFFECTIVE PERSONAL
PRODUCTIVITY
This is a full length programme that we do. It
facilitates improving the performance of persons,
assisting them to create success at a faster pace
than under normal circumstances. We do this
by actually creating behaviour modification and
transforming attitudes. Goals are set, and
measurable results are achieved from these goals.
Our results have a long term effect because
people repeat their new behaviour until it
becomes a habit.
Success

Results

Behavior - Act

Attitude – Habit of Thought

Conditioning

Spaced Repetition
A PRACTICAL CASE STUDY
• BECAUSE OF THE PROGRAMME A PRINCIPAL WITH
AN ANNUAL SALARY OF J$ 100,000 MONTHLY OR
J$1,200,000 ANNUALLY CHANGES INTO ONE WHO:
• PLANS DAILY FOR AT LEAST 10 MINUTES
• USES THE CONFERENCE PLANNER WITH A SENIOR
TEACHER WITH AN AVERAGE OF 6 TOPICS
• EVALUATES DAILY
• SETS PRIORITIES EVERY TIME NEW SITUATIONS
OCCUR
• REDUCED I NTERRUPTIONS FROM 30 TO 12 PER DAY
• DELEGATES LOW PAY OFF ACTIVITIES WHICH
CAUSED THEM 2 HOURS IN THE PAST
FURTHER INFORMATION ON THE CASE
• THE SENIOR TEACHER THEY DELEGATED TO
HAS AN ANNUAL SALARY OF J$ 800,000 AND
IS TRAINED TO PLAN AND EVALUATE DAILY
FOR 10 MINUTES TOO.
• THIS SENIOR TEACHER TRAINED A JUNIOR
TEACHER (WITH 500,000 ANNUAL INCOME)
TO DO THE SAME AND DEMANDED MORE
OUTPUT SO THEY DELEGATED A 2-HOURS
JOB THAT WAS FORMERLY THEIRS TO THE
JUNIOR TEACHER.
FURTHER INFO ON THE CASE
• THE FACTOR OF EXTRA COSTS PER
PERSON IN THIS SCHOOL IS .50
WHAT IS THE TIME WORTH?
• PRINCIPAL: 1.5 X $1,200,000.00 / 2080 =
$865.00 PER HOUR OR $14.42 PER
MINUTE.
• SENIOR TEACHER: 1.5 X $800,000.00 /
2080 = $577.00 PER HOUR OR $9.62 PER
MINUTE
• JUNIOR TEACHER: 1.5 X $500,000.00 /
2080 = $361.00 PER HOUR OR $6.01 PER
MINUTE.
SAVINGS PRINCIPAL
• PRINCIPAL:
• PLANNING: 10 MINUTES: SAVINGS 10X6 = 60
MINUTES
• DELEGATION: 2 HOURS OR 120 MINUTES
• CONFERENCE PLANNING: 6X5 = 30 MINUTES
• INTERRUPTIONS: 18X5 = 90 MINUTES
• TOGETHER: 300 MIN.= 5 HRS. PER DAY.
• SAVINGS: 5/8 X 1,200.000.00 = J$ 750,000.00
SAVINGS SENIOR TEACHER
• PLANNING: 10min. x 6 = 60 MINUTES
• DELEGATION: 2 HOURS OR 120
MINUTES
• TOGETHER: 180 MINUTES = 3 HOURS
• SAVINGS: 3/8 x $800,000.00 = J$
300,000.00
SAVINGS JUNIOR TEACHER
• PLANNING: 60 MINUTES = 1 HOUR
• SAVINGS:1/8 X $500,000.00 = J$ 62,500.00
OVERALL SAVINGS
• TIME SAVINGS – 5hrs. + 3hrs. +1hr. =
9hrs.
• MONEY SAVINGS - $750,000.00 +
$300,000.00 + $62,500.00 =
• J$ 1,112,500.00
The Smart Principal
Does not do anything that can
be done by someone else
who earns less than them –
their time is more valuable
PROACTIVE MANAGEMENT
• PLAN & SET GOALS
Start with the end in mind
We think in generalities,
but we live in detail.
-Alfred North Whitehead (1861-1947)
English-American mathematician and philosopher
What do you want?
What does it look like?
What does it feel like?
When do you want it?
Why is it important?
S.M.A.R.T. Goals
S: Specific
M: Measurable
A: Attainable
R: Realistic
T: Tangible
SPECIFIC - ASK: WHO? WHAT? WHERE? WHEN? WHY?
MEASURABLE - ASK: HOW MUCH? HOW MANY? BY WHEN?
ATTAINABLE - ASK: WHAT HAS BEEN DONE IN THE PAST
AND WHAT CONDITIONS EXIST THAT THAT WILL
ENABLE YOU TO REACH THE GOAL BY THE
TARGET DATE?
REALISTIC - THE BEST TEST TO SEE IF A GOAL IS REALISTIC IS
TO DETERMINE IF YOU BELIEVE THE GOAL CAN
BE ACCOMPLISHED.
TANGIBLE - MAKE SURE YOU WILL CONCLUSIVELY KNOW
WHETHER YOU WON OR LOST. A TANGIBLE GOAL
IS A GOAL THAT YOU CAN TASTE, SMELL, FEEL,
HEAR, TOUCH, COUNT, ETC.
1.
2.
3.
4.
5.
WHAT IS THE GOAL?
WHY IS THE GOAL IMPORTANT?
HOW WILL THE GOAL BE ACHIEVED?
WHEN WILL THE GOAL BE ACHIEVED?
WHAT OBSTACLES MIGHT PREVENT
ACHIEVEMENT OF THIS GOAL?
6. HOW WILL THE OBSTACLES BE
OVERCOME?
7. HOW WILL PERFORMANCE BE TRACKED?
PROACTIVE MANAGEMENT
COMMUNICATE YOUR GOALS AND
PLANS
• Consider if you are not getting the
results you want you are not
COMMUNICATING
“Communication is an exchange of more than
ideas; it is an exchange of feelings and
attitudes. If there is no agreement of ideas,
you have a basis for conflict. But conflict
never develops until there is a clash of
feelings and attitudes.”
Paul J. Meyer
PROACTIVE MANAGEMENT
• SCHEDULE YOUR PRIORITIES
1. Prioritize your daily and important list
before starting your day
2. Stick to your prioritized list. Check incoming
tasks and interruptions against your
prioritized list.
3. Organize each day around your goals and
High Pay-Off Activities. Prioritize each day
PROACTIVE MANAGEMENT
• TRACK AND MEASURE YOUR PROGRESS
CHOOSE A TRACKING SYSTEM THAT
MEETS THESE CRITERIA
1. Appropriate measurement
2. Easy to use
3. Easy to interpret
Six Areas of Your Life
•
•
•
•
•
•
Spiritual & Ethical
Mental & Educational
Physical & Health
Social & Cultural
Family & Home
Financial & Career
Successful People
• POSITIVE MENTAL ATTITUDE – maintain
positive expectancy with enthusiasm and
affirm daily what they want
• GOAL-DIRECTED - plan, set goals, visualize
•
and keep the vision in mind
SELF-MOTIVATION – self starters
The Three R’s
•Rigour
•Relationships
•Relevance
My Tyme Success Planner
A tool that allows you to manage what you
do with your time and assists you in leaving
no stone unturned.
For more information contact:
Dawn Grant
587-6665
[email protected]
• “Whatever you vividly imagine,
ardently desire, sincerely believe
and enthusiastically act upon
must inevitably come to past”
• Paul J. Meyer
FIND THE GOOD SIDE TO EVERY SITUATION.
-----------------------------------------------
YOU CANNOT HAVE THE SUCCESS WITHOUT THE FAILURES.
ANY EXPERIENCE, EVEN FAILURE, CAN BE TRANSFORMED INTO
SOMETHING OF
VALUE.
EVERYTHING DEPENDS ON THE WAY YOU LOOK AT THINGS.
WHAT ARE STUMBLING BLOCKS AND DEFEAT BEFORE YOU
CAN BE STEPPING STONES TO VICTORY IF YOU REMAIN
DETERMINED.
IN ALL OF YOUR ADVERSITIES LIES THE SEEDS OF EQUIVALENT
ADVANTAGES.
IN EVERY DEFEAT THERE IS A LESSON SHOWING YOU HOW TO WIN
THE NEXT TIME.
VIEW YOUR PROBLEMS AS OPPORTUNITIES.
WHEN IT'S DARK ENOUGH YOU CAN SEE THE STARS.
•Thank you
• for the opportunity
• to contribute to you today.