effective work practices - 1

7/31/2019 Effective Work Practices - 1

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29/05/09

Effective Work Practices

Page Garment Exports

Bangalore



29/05/09

Our Topics for today

Changes In the Environment

New Work place realities

Performance Standards

Workplace problems



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Change

Change is the only

permanent thing in thisworld



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Need to Change

“It is not the strongest

species that survive, northe most intelligent butthe ones most

responsive to change” -Charles Darwin



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Information is the new economy

Highly competitive, Lower margins

Employer- Employee commitment isshort

New challenges and new opportunities

– Corporate & Personal skills

– Changing & learning organization

– Re engineering processes



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“When the rate of change

outside your companyexceeds the rate of changeinside your company,

disaster is round thecorner.”



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New Work place realities

Smart, flexible, adaptiveorganizations will survive

Customer centric

Smooth, seamless Information/ workflow

Zero-error performance



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Performance Standards

Conformance to requirement – 100%, not „good enough‟ - (Flying)

Prevent errors and mistakes – no rectification, no second chance - (Doctor

operating)

Zero-Defect

– Not acceptable level- (Payroll) Price of Non conformance

– Really measure the cost to company-(Complaints & reworking,Millions of Rs)



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Workplace problems

All people want to succeed

Managers role is cruicial

“Team commitment to company

cannot exceed the manager‟s

commitment to team.”



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1. Lack of skills

Chances are low

Impart/ learn new skills

Co-Workers can help

Change of position/ responsibility



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2. Slow Pace

Most difficult problem to solve

Quantify minimum performance

standards

Close door meeting

Arguing employee should be movedaway, if resistance to change continues



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3. Sloppiness Most common problem

Mistakes, errors, wrong, incorrect

statements

Encourage and watch two times

Counsel in private

Have co worker „monitor‟

Efforts of Manager as mentor



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4. Delay Late, Late and late

It is a habit and can be improved

Assign cost of delay



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5. Difficult to Manage people

Life becomes absolutely miserable

Negative behaviour patterns

Perception» Not being appreciated, rewarded

Personal problems

» Family, money, bad habits

Sympathize and genuinely help

» Change timings, help overcome habits

Replace



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In conclusion-Plan of action

Caring and sharing

Greater awareness of problems

Ban for three months – NO arguments/ NO defending errors for

three months

Self assessment, sharing and help toimprove

Four Point test



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Four Point Test-Staff

Am I skilled to do this job?

Was I clearly instructed what to do?

Where did I go wrong?

How can I prevent this in the future?



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Four Point Test-Manager

Is he skilled to do this job?

Was he clearly instructed what to

do?

Where did he go wrong?

How can I help to prevent this in thefuture?



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In conclusion

Successful company, Happycompany

Caring and concerned management Great opportunity for growth,

organizational and personal

Commitment, discipline and love



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Part II

1. Responsibility-some new meanings

2. Improving responsibility factor



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The core of effective working

Responsibility

the key to succesful and effectiveworking



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Common symptoms

Excuses and arguments are thedefensive symptoms of:

• Lack of skills• Slow pace

• Mistakes

• Delay

• Difficult to manage people



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Responsibility-some observations

• People confuse „Role‟ and „Responsibility‟

• Responsibility is assumed never given

• Responsibility comes out of love

• Responsibility is not negotiable

• Lack of responsibility is a result of „Fear‟



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Responsibility-someobservations

• Excuses, Arguments are symptoms ofa disease- „lack of responsibility‟

– Forget excuses and admit mistakes

– Understand, Improve and go on

• Personal, Social, work responsibility

• “No involvement-No commitment”



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Improving Responsibility Factor



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1.Banish Fear

• Fear is a destructive force, thrives onnegative self fulfilling prophecies

• „Fear of failure‟ is a self feeding demon.

• Do not fear mistakes- fear the defensive,argumentative and inflexible attitude thatfollows mistakes

• Fear is a result of lack of knowledge, skill,information, self confidence or honesty



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1.Banish Fear…..cont

• Risk can be minimized,

– Go to the details with an alert mind

– If failure comes, admit, learn and never repeat

• If you continue to Fear and make mistakes,maybe you can quit and do something else



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2. Be Proactive

• Reactive vs Proactive – Perform before you are reminded

• Responsibility- “Response-ability”

– Do not blame conditions, circumstances,resources but act by choice

– Take initiative, even if you make a mistake

• Make a commitment and keep it

– Say what you do and do what you say• If task is big, break it down into smaller tasks

and make a beginning



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2. Be Proactive….cont

Reactive language Proactive language

There’s nothing I can do They won’t allow that If only..I must…..

I can’t…… I tried my best

Let’s look at alternatives I can convince my seniorsI willI prefer to

I can if I want toMaybe I can try differently



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2. Be Proactive….cont

• For one month banish fear, make smallcommitments and meet them

• Do not argue when you make amistake- instead own it and makeserious effort to do better

• You control your work rather than letwork control you



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3. Begin with the end in mind

• Look at the end result and plan action stepsbackward- mental picture – Athletes, doctors, entrepreneurs

• All things are created twice- once in mindsecond in reality – Carpenters rule „measure twice, cut once‟

• While you look at the road don‟t forget the

destination• Vision is Leadership, Management is second

creation



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4. Principle centered actions

• Personal mission statement – Succeed at home first

– Seek and merit divine help

– Never compromise with honesty

– Hear both sides before judging – Be sincere yet decisive

– Develop one new skill a year

– Plan tomorrows work today

– Maintain positive attitude – Do not fear mistakes- fear the defensive,argumentative and inflexible attitude that followsmistakes



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5.Put first things first

• Prioritize, some things are moreimportant than others

• Discipline to choose and stick to

• Commitment to achieve under anycircumstances

• Urgent and important things



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5.Put first things first….cont

Urgent Not Urgent

Imp

ICrisis

Pressing problemsDeadlines

IIPreventive

PlanningRelationship building

Not

Imp

IIIPhone calls, mail

Some meetingsPopular activities

IVTime wasters

Some phones, mailPleasant activities



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Urgent NotUrgent

Imp

I

StressBurnout

Crisis managementFire fighting

II

NotImp

III IV



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Urgent Not Urgent

ImpI II

Not

Imp

III

Irresponsible work behavior

Short term focusFeel victimized, out of control

IV



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Urgent Not Urgent

Imp I

IISuccess

Clear Vision and perspectiveControl and balance

Fewer problemsHappy & Balanced personal life

NotImp



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Quadrant II discipline

• Learn to say NO

– Make a list of items you can say „NO‟ to

• Learn delegation

– Make a list of items you can delegate



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In conclusion

• Banish Fear

• Be Proactive

• Begin with the end in mind• Be principle centered

• Put first things first

– Quadrant II personality



29/05/09

Thank you

&May god bless you!

effective work practices - 1

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