Future Solutions Training Center.

Transcription

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2 A competency based training conducted to: SAHARA PETROCHEMICALS CO. October 26-30, 2014 Developed and Presented by: Mr. Tawfiq Algargoush SELF, STRESS & TIME MANAGEMENT 2

3 Ground Rules Break Time Mobile Silent Status Attendance Participation Understanding Others PARTICIPANTS INTRODUCTION Name Company / Dept. / Div. Job Title No. of Service Years How can you describe your self? 3

4 PROPOSED DAILY SCHEDULE Session # 1 Break Session # 2 Short Break Session # 3 Prayer/Lunch Break Session # 4 08:00. PARTICIPANTS EXPECTATIONS What do you expect from this course? 4

5 At the end of this course, participants are expected to: Identify the self management process and its components Understand the relationship between self management ant time management Set personal goals and prioritize them to maximize self-effectiveness At the end of this course, participants are expected to: Create a balance between personal and professional lives Gain better self-awareness Describe the time wasters and how to get rid of them Identify what, when and to whom to delegate 5

6 At the end of this course, participants are expected to: Gain higher self-responsibility and control Identify the stress factors and how to manage them Learn the importance of flexibility Module 1: Self Management Definition of Self Management Self Management Process Self-Awareness Self-Values Assessment Personal Goals and Planning 6

7 Module 2: Time Management Effective Time Management Dealing with Time Wasters and Interruptions Setting Priorities Delegation Tips for Better Time Management Module 3: Other Elements of Self Management Self-Responsibility and Control Stress Management Flexibility/Adaptability 7

8 Definition of Self - Management How can you define Self- Management? 8

9 Definition of Self - Management Self-Management is the process of maximizing our time and our talents to achieve worthwhile goals based on a sound value system. Process It is not an event, but an on-going process, a continuing series of behaviors that become habits as we practice them. Time and Talents This is all we have to offer. Invest them wisely Worthwhile Goals Desired results; planned-for outcomes Value System Consistent series of values 9

10 Personal Resources Time Talents Values Goals Feedback List down some of the characteristics of self-managed individuals? 10

11 Self-Control The Best Place to Gain Control of Our Lives is Within Ourselves Circle of Concern Circle of Control Self-Control The better we gain control of ourselves, the more influence we have on our Circle of Concern Circle of Concern Circle of Control 11

12 Module 1: Self Management Definition of Self Management Self Management Process Self-Awareness Self-Values Assessment Personal Goals and Planning It is our ability to examine our own thoughts, moods, and behaviors 12

13 Success in the knowledge economy comes to those who know themselves; their strengths, their values, and how they best perform. Peter Drucker Why Increase Your Self-Awareness? Establish an Understanding of Your Existing Aptitude/Talents Be Able to Continually Improve Your Skills Learn How to Self-Direct your behavior, thinking and feeling 13

14 How it can be? See a professional therapist or coach Record and review your experiences Undertake self-assessment questionnaires Get feedback from others 14

15 1. Public - behavior, thoughts, & feelings known to the person and others 2. Blind - aspects of self not known to self but apparent to others 3. Closed - behaviors & feelings known only to self but not to others 4. Unknown - aspects of self not known to self or others 15

16 Disclosure = open disclosure of feelings, thoughts, & feedback to others Feedback = behavioral process used to enlarge public area & reduce blind area Module 1: Self Management Definition of Self Management Self Management Process Self-Awareness Self-Values Assessment Personal Goals and Planning 16

17 Values are the principles and attributes that govern and direct our life and our daily activities and decisions Examples of governing values: Love Honesty Integrity Peace Kindness Cooperation Security Wealth.. Joy Teamwork Patience Service Goodness Respect Loyalty Having fun. Gentleness Faithfulness Professionalism Responsibility Self-control Creativity Helping others Independence 17

18 Social Values Personal Values Job Values Explore your governing values Write a statement about how you will exhibit each of your governing values on a daily basis. A value statement might look similar to the following: I will exhibit honesty to my employer by ensuring that I work the number of hours required of me. I will exhibit faithfulness to my family by ensuring that I spend quality time with them each evening. 18

19 Module 1: Self Management Definition of Self Management Self Management Process Self-Awareness Self-Values Assessment Personal Goals and Planning Take charge of your future, If you don t, someone else surely will do 19

20 A Goal is: A specific objective you want to achieve. A measurable expected result. A plan is: a blueprint for achieving the goal. It outlines the necessary activities, the resources to be allocated, and how the work will be assigned. 20

21 Personal Goals and Planning 3. Action plan 2. Set your goals 1. Identify your roles 5. Act & Monitor 4. Prioritize Examples of roles: Spouse Parent Friend Teacher Counselor Employee Volunteer Facilitator Brother Care Giver.. 21

22 Religion Work Health Recreation S E L F Family Education Social Community.. Personal Goals and Planning Lifetime Goal Long Term Goal Medium Range Goal Short Term Goal Daily Activity 22

23 Write at least 3 personal goals for each area of your life SMART Specific Action-oriented Time-bounded Measurable Realistic 23

24 Action Verb (Reduce) Result Area (Overtime) Measure (By 5% from 500 to 475 Hrs) Target Date (BY end of 2005) 24

25 2. Time Management Effective Time Management Dealing with Time Wasters and Interruptions Setting Priorities Delegation Tips for Better Time Management The bad news is time flies. But, the good news is you can be the pilot Michael Althsular 25

26 Managing Time is Managing Your Life & Job Time is so valuable Time Attitude Exercise 26

27 How many hours do we really have in a normal day? How do you spend your available time? (Loosely, Efficiently or Effectively) EFFICIENCY Getting work done fast and at lowest cost (Doing the things right) EFFECTIVENESS Getting the right job done at the right time in the right way -- meeting your goal (Doing the right things) 27

28 Generation 1: Notes and checklists Generation 2: Calendars and appointment books Generation 3: Daily planning, prioritizing, and goal setting Generation 4: Self Management Generations 1-3 EFFICIENCY Generation 4 EFFECTIVENESS Fourth-generation time management encompasses the best of Generations 1,2 and 3, but moves far beyond. Traditional Time Management Efficiency Practices Management Schedules Urgent Things Fourth-Generation Time Management Effectiveness Principles Leadership Relationships First Things 28

29 Crises Medical Emergencies Deadline driven projects, reports Study for tomorrow s exam Needless interruptions Unnecessary reports Unimportant meetings, phone calls, mail, Other people s minor issues Prevention Planning / Preparation Self - Development Relationship building Planned Re-creation Trivia work Irrelevant phone calls, mail, e- mail Time- wasters Excessive TV, Internet, Activities in this quadrant are activities of Necessity They must be Managed Activities in this quadrant are activities that will bring Control to your life This should be your FOCUS Activities in this quadrant are activities of Deception They should be Avoided/Controlled Activities in this Quadrant are activities of Waste They should be Avoided/Controlled 29

30 Stay out of Quadrants III and IV Minimize Quadrant I Spend most of their time in Quadrant II Avoid Time Wasters Avoid Procrastination Develop Action Plan Prioritize Delegate 30

31 A TIME WASTER is anything that prevents you from controlling your time Wasted time has an enormous effect on employees and companies Time Wasters at Work Part A Part B Part C 31

32 Telephone Interrupting Dropping Visitors Extended Breaks Misfiled Information Poor-Run meetings Socializing on the job Not setting / sticking to priorities Poor Planning Bureaucracy Having to wait Junk Mail 32

33 Module 2: Time Management Effective Time Management Dealing with Time Wasters and Interruptions Setting Priorities Delegation Tips for Better Time Management PROCRASTINATION is a bad habit of putting away things that you should do now or that should be done already 33

34 THE KEY of TIME MANAGEMENT IS DO IT NOW! PROCRASTINATION You Haven't Really Committed to Doing the Job You're Afraid of the Job You Don't Place a High Enough Priority on the Activity You Don't Know Enough to Do the Task 34

35 A Goal Action Plan Monthly Weekly Daily 35

36 Monday Tuesday Wednesday Thursday Friday Saturday Sunday Monday, April 3 Thursday, April 6 Tuesday, April 4 Friday, April 7 Wednesday, April 5 Sat., April 9 Sun., April 10 36

37 Monday, April 3 Tuesday, April 4 7:00 7:00 8:00 8:00 9:00 9:00 10:00 10:00 11:00 11:00 12:00 12:00 1:00 2:00 3:00 4:00 5:00 6:00 Evening: 1:00 2:00 3:00 4:00 5:00 6:00 Evening: A 'To-Do List' is a list of all the tasks that you need to carry out during a specific period, usually daily. To Do List 37

38 To-Do Lists Do it at the same time every day Prioritize your To Do List Don t be too organized Delegate Don t over schedule Use waiting time effectively Setting Priorities How can you fill up the jar with all rocks? 38

39 Setting Priorities Setting Priorities 39

40 Setting Priorities Setting Priorities 40

41 Setting Priorities The point is this: If you don t put the big rocks in first, you will never fit them in. Setting Priorities Recognize the important tasks. The important, or high priority tasks are those tasks that help us to reach our long-range goals 41

42 Setting Priorities A = Very Important B = Important C = Not important Work and focus on your A activities Setting Priorities 80 % It states that 80% of our routine activities contribute less than 20% to outcome of our work. So you need to prioritize your tasks in order to achieve more. 20 %

43 Develop your today To Do List and prioritize your activities Definition of Delegation Sending the work "from" you "to" someone else 43

44 Delegation What to delegate Purposes of delegation To whom to delegate Steps of delegation Delegate when someone can do it better, quicker, easier, cheaper (e.g. if their time costs less) Delegate if its their job Delegate to develop You can t delegate responsibility 44

45 Purposes of Delegation To make the best use of your time and skills. Develop and empower others skills. To Whom Should You Delegate? Factors to be considered: The experience, knowledge and skills of the individual and the availability of time and resources to provide necessary training. The individual s preferred work style (How independent is the person?) The current workload of this person 45

46 To Whom Should You Delegate? Can Do Can t Do Will Do Delegat e Train Won t Do Motivate Train and Motivate Specify (task, objective, deliverable) Provide information Provide coaching/training Provide support Keep the door open Help them to find their own solutions Monitor Reward/praise 46

47 Review your activities at (work or family). Determine what are the ones that can be delegated? To whom? Do they need training and/or motivation? Do it now! Handle a piece of paper (or ) only once Don t multitask Learn to say no Don t take other people s monkeys Keep the files you re currently working with in file organizers on your desktop Have a well-organized office Don t be too hard on yourself; keep a balance 47

48 Module 3: Other Elements of Self Management Self-Responsibility and Control Stress Management Flexibility / Adaptability 48

49 Self-Responsibility & Control You are responsible for your behavior I am free to choose and am responsible for my choices. Reactive Behavior Respond based on moods, feelings, and circumstances. 49

50 Proactive Behavior Pause and respond based on principles Self-Responsibility & Control The Best Place to Gain Control of Our Lives is Within Ourselves Circle of Concern Circle of Control 50

51 Self-Responsibility & Control The better we gain control of ourselves, the more influence we have on our Circle of Concern Circle of Concern Circle of Control Self-Responsibility & Control Behavior Thinking Feeling 51

52 Self-Responsibility & Control Pleasure and pain are the controlling forces in our lives We do more to avoid pain than to gain pleasure Stress Management Ineffective time management STRESS 52

53 Stress Management STRESS is a psychological and physiological response to events that upset our personal balance in some way. Definition of Self - Management Stress management is the ability to manage your response to situations that occur in your life 53

54 Stress is an upset in the body s balance, in reaction to an adverse or disturbing event. Not caused by an event, but by your response Sources vary from person to person McGraw-Hill/Irwin The McGraw-Hill Companies, Inc. All rights reserved. Stress Management Stress will always be a part of life. Can be minimized, but can't be eliminated. 54

55 Stress Management Stress can be a good thing. It can give you the push you need, motivating you to do your best and to stay focused and alert. However, stress most of the time become a threat to both your physical and emotional well-being. Stress Management STRESS FACTORS Job related stress Non Job related stress 55

56 Stress Management STRESS FACTORS Job related stress - Work Load - Lack of support - Audit Team - Role ambiguity - Role Conflict - Relationship at work - Organization change Stress Management STRESS FACTORS Non Job related stress - Heavy Traffic - Loss of money - Emergencies in family life - Exams - Handling multi-tasks at the same time

57 Stress Management Low productivity Anger/frustration Work related injuries Lack of concentration Anxiety Panic attacks Depression Stress Management Poor judgment Poor quality Poor customer care High personnel turnover Low morale Increased accidents Psychological and physiological effects 57

58 Stress Symptoms Emotional Symptoms Physical Symptoms Behavioral Symptoms 115 Emotional Symptoms Moodiness Agitation (anxiety) Restlessness Short temper Irritability, impatience Inability to relax Feeling overwhelmed Sense of loneliness and isolation Depression or general unhappiness

59 Physical Symptoms Headaches or backaches Muscle tension and stiffness Dizziness Chest pain, rapid heartbeat Weight gain or loss Frequent colds 117 Behavioral Symptoms Eating more or less Sleeping too much or too little Isolating yourself from others Procrastination, neglecting responsibilities Nervous habits (e.g. nail biting, pacing) Teeth grinding or jaw clenching Picking fights with others

60 Seek accurate information about your sources of stress. Learn to listen to your body talk. Prayer / Meditation Learn to accept philosophically what you cannot change and have no control over. Exercise regularly daily if possible to relieve physiological and mental tension 119 Share worries with someone you trust, love, or respect. Balance work and recreation. Avoid obsession with self. Do something for others when you are upset. Don't take yourself too seriously. Get enough rest and sleep on a regular basis. Take good care of your body

61 Identify the different types of stress you have usually experienced at work. What are the reasons of them? Is there any self-responsibility toward the existence of that stress. Definition The ability to change or be changed to fit the changed circumstances. Able and willing to: transition quickly and effectively to different tasks shift priorities and modify actions to meet changing job demands at short notice. 61

62 Adaptable/Flexible Behaviors Altering behavior to meet situational demands Open and receptive to all ideas Helpful to other crewmembers Maintain composure under pressure Adapt to both internal and external environmental changes The most flexible element in any system can control that system 62

63 REVIEW & SUMMARY Personal Resources - Time - Talents Values Values Goals 63

64 Module 1: Self Management Definition of Self Management Self Management Process Self-Awareness Self-Values Assessment Personal Goals and Planning Module 2: Time Management Effective Time Management Dealing with Time Wasters and Interruptions Setting Priorities Delegation Other Time Management Techniques 64

65 Module 3: Other Elements of Self Management Self-Responsibility and Control Stress Management Flexibility/Adaptability What is your Action Plan Towards Implementing Self- Management Skills 65

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