PKP GROUP

Presents
LEADERSHIP AND TIME MANAGEMENT

LEADERSHIP

Leadership is the art of getting someone else to do something you want done because he wants to do it.
ability to influence a group toward the achievement of goals

The

Great Leaders Live with integrity, lead by example develop a winning strategy or big idea build a great management team inspire employees to greatness create a flexible, responsive organization use reinforcing management systems Great Leaders passionate about what they do love to talk about it high energy clarity of thinking communicate to diverse audience work through people (empowering

CHARISMATIC LEADERSHIP
Key Characteristics of Charismatic leaders
1.

Self Confidence- They have complete confidence in their judgment and ability. A vision- This is an idealized goal that proposes a future better than the status quo. The greater the disparity between idealized goal and the status quo, the more likely that followers will attribute extraordinary vision to the leader. Ability to articulate the vision- They are able to clarify and state the vision in terms that are understandable to others. This articulation demonstrates an understanding of the followers needs and, hence acts as a motivating force.

2.

3.

1.

Strong convictions about vision- Charismatic leaders are perceived as being strongly committed, and willing to take on high personal risk, incur high costs, and engage in selfsacrifice to achieve their vision.
Behavior that is out of the ordinary- Those with charisma engage in behavior that is perceived as being novel, unconventional, and counter to norms. When successful , these behaviors evoke surprise and admiration in followers. Perceived as being a change agent- Charismatic leaders are perceived as agents of radical change rather than as caretakers of the status quo. Environmental sensitivity- These leaders are able to make realistic assessments of the environmental constraints and resources needed to bring about change.

2.

3.

4.

THE ACTIVITIES OF SUCCESSFUL & EFFECTIVE

LEADERS
Type of Activity Description categories Derived from free Observation
Exchange Information Routine Communication Handling paperwork Planning Traditional Management Decision Making Controlling Interacting with outsiders Socializing /Politicking Motivating/Reinforcing Human Resource Management Disciplining/Punishing Managing conflict staffing

Networking

Training/Developing

WHAT SKILLS DO LEADERS NEED?

Personal Skills

Coping with stressors Managing time Delegating

2.Managing stress

1.Developing Self-awareness

3. Solving Problems creatively Using the rational approach Using the creative approach Fostering innovation in others

Determining values and priorities Identifying cognitive style Assessing attitude toward change

INTERPERSONAL SKILLS

Coaching Counseling Listening

5. Gaining power and influences

Gaining power Exercise influence Empowering others

4. Communication supportively 7. Management conflict

6. Motivating others

Identifying causes Selecting appropriate strategies Resolving confrontations

Diagnosing poor performance Creating a motivating environment Rewarding accomplishment

MANAGERS VS LEADERS
Manager Characteristics

Administers A copy Maintains Focuses on systems and structures Relies on control

Short range view

Asks how and when Eye on bottom line Imitates Accepts the status quo Classic good soldiers Does things right

Leader Characteristics Innovates An original Develops Focuses on people Inspires trust Long range perspective Asks what and why Eye on horizon Originates Challenges the status quo Own person Does the right thing

10 ESSENTIAL BUSINESS LEADERSHIP SKILLS

Lead By Example. You cant be an aloof leader, someone thats never around and incapable of getting your hands dirty. One of the best ways to lead is by example pitching in where needed, lending a helping hand, and making sure that the work you do is clearly understood by your team.

Passion. A leader without passion isnt a leader. Hes a paper pusher. Or a taskmaster. Or a government employee Passion drives a lot, and you can inspire so much in others through your own passion and enthusiasm. That doesnt mean you have to be constantly cheery, it means youve got to believe in what youre doing and what your company is doing.

Be Organized. A disorganized leader isnt leading, hes chasing his own tail. Disorganization breeds nothing but more disorganization. If youre frazzled and messy, your team will be too. When youre organized youll be much more productive and so will everyone else. Delegate. You cant do everything. A great leader needs to be able to delegate effectively. The key to delegating successfully is giving employees ownership of the work you assign them. They cant just feel like they own the work, they really have to.

The key to successful leadership today is influence, not authority....

Take Ownership and Responsibility. Although youve just delegated work and truly given your team ownership, you also have to take ownership and responsibility at all times. Your team has to know youll be there for them through the good and the bad times. That doesnt mean you absolve people from making mistakes or ignore crappy work/effort, but it does mean you take responsibility for the big picture. Communicate Effectively. Duh. Everyone knows great leaders have to be great communicators. But there are certain points of communication that many people forget. For example, its critical that you communicate to employees how their work matters in the bigger picture. Communicating success is also something leaders forget to do. People need affirmation. They want to know they did a good job. You just have to tell them. And be precise. Insecure leaders will often ramble; uninterested leaders cut things off to quickly. Whether youre giving praise, providing constructive criticism, or defining goals and to-dos, you have to figure out how much to say and in what order. Be precise, specific and concise. Get to the point.

Innovation distinguishes between a leader and a follower...

Be Brave and Honest. --- Cowardly leaders will shy away from any number of situations that crop up regularly when running a team. The project your team has worked on for 6 months just got shelved. Now what? Or you have to talk to someone about their lack of effort recently. Do you ignore the problem? Or maybe its time to take your product into a new market. Do you hobble forward, scared and nervous, or do you grab the market by the throat? Leaders are brave. And honest. Tell it like it is. Dont sugarcoat, dont obfuscate. Dont be a jerk either. You have to learn how to present things to your team in an honest but balanced manner.

Great Listener. A huge part of being a great communicator is being a great listener. If all you want to do is talk, youre not a leader. Keeping people motivated means listening to them, asking them questions, understanding their issues. When you listen more, you can respond more effectively and get to the heart of things much faster. Know Your People. You have to know your people. You dont have to be best friends or even socialize outside work, but you do have to know what makes them tick. You need to know something about their personal lives because their lives outside work matter. Their lives outside work drive a great deal of their success (or lack of) at work. Keep track of simple things: birthdays, marriages, children, etc. The more you know your people the more common ground youre likely to find, the more youll be able to connect.

Be a Follower. Benjamin Disraeli said, I must follow the people. Am I not their leader? That sums up many of the other points so beautifully. Great leaders are followers too. If youre a leader without following, youre a dictator. And as fun as that sounds Being a leader-follower means finding value in your team, getting inspired by your team, encouraging your team to communicate, brainstorm and be open.

Very few people are great leaders overnight. It takes time and practice. As long as youre open about learning along the way and working with your team on leadership versus dictating to them, most people will be happy to go on the journey with you.

TRAITS OF A GOOD LEADER

Honest Display sincerity, integrity, and candor in all your actions. Deceptive behavior will not inspire trust. Competent Base your actions on reason and moral principles. Do not make decisions based on childlike emotional desires or feelings. Forward-looking Set goals and have a vision of the future. The vision must be owned throughout the organization. Effective leaders envision what they want and how to get it. They habitually pick priorities stemming from their basic values. Inspiring Display confidence in all that you do. By showing endurance in mental, physical, and spiritual stamina, you will inspire others to reach for new heights. Take charge when necessary.

Intelligent Read, study, and seek challenging assignments. Fair-minded Show fair treatment to all people. Prejudice is the enemy of justice. Display empathy by being sensitive to the feelings, values, interests, and well-being of others. Broad-minded Seek out diversity. Courageous Have the perseverance to accomplish a goal, regardless of the seemingly insurmountable obstacles. Display a confident calmness when under stress. Straightforward Use sound judgment to make a good decisions at the right time.

Imaginative Make timely and appropriate changes in your thinking, plans, and methods. Show creativity by thinking of new and better goals, ideas, and solutions to problems. Be innovative!

If

your actions inspire others to dream more, learn more, do more and become more, you are a leader.

LEADERSHIP OBSERVATIONS

Leaders usually are ordinary people with extraordinary determination. Persistence in the name of a good cause usually overcomes resistance.

ATTRIBUTES OF LEADERS
The ability to articulate a vision. A superior capacity to select personnel. A conceptual understanding of space and money. The courage to make unpopular decisions. The ability to create a readiness to change. A large tolerance for ambiguity. A sense of humor. A minimal need for short term rewards. Broad shoulders without chips. The ability to listen.

ATTRIBUTES OF LEADERS

A large tolerance for ambiguity. A sense of humor. A minimal need for short term rewards. Broad shoulders without chips. The ability to listen.

PERSONAL PRINCIPLES

The job of a leader is to make other peoples dreams come true. Make as many of your own telephone calls as you can.

Always try to do what is right. Never give up the high ground.

PERSONAL PRINCIPLES

Never confuse power with authority. Power is an imputed phenomenon, and power is gained by not using it.
Never gripe down. If you expect excellence and convey that to the personnel, they will do more than what they themselves believed possible.

SIMPLE TRUTHS

Praise in public and criticize in private. If you and the college director agree on everything, there is a high probability that you are both wrong. Always seek out and understand the facts. Good decisions must be factually sound. Stay in charge of your calendar. Never appoint a committee to recommend allocation of space. Solve problems that have solutions. Parking problems generally do not, so delegate these to someone else. When you join an organization as a new leader, remember your first week of meetings. Virtually everyone who has called for an appointment will cause you long term trouble.

THE ART OF TIME

MANAGEMENT

TIME MANAGEMENT IS THE ART OF ARRANGING, ORGANIZING, SCHEDULING, AND BUDGETING ONES
TIME FOR THE PURPOSE OF GENERATING MORE EFFECTIVE WORK AND PRODUCTIVITY.

TIME MANAGEMENT

Determine your priorities and your goals Once articulated, they will help you judge how you wish to apportion your time and effort

TIME MANAGEMENT

IS A

MYTH

No

matter how organized we are, there are still only 24 hrs per day Time doesnt change All we can manage is ourselves and what we do with the time we have!

IMPLEMENT
Create

TIME MANAGEMENT PLAN

time management goals Find out where you are wasting time Use time management tools

Day timer or cell phone schedule and lists

Prioritize

ruthlessly Set time limits for tasks Be sure your systems are organized

NEVER PROCRASTINATE
The work will not disappear!

TIMELINESS
Attention to each problem when it arises will prevent the need to solve more pressing problems that result from failure to address the initial problem promptly.
Email Telephone calls S??? mail

Handle expediently

DISTRACTION
Never look at the mail or message until you plan to do something with it

DELEGATION
Delegate reasonable tasks

THE BIG PICTURE

Develop a conceptual understanding of space and money

REMEMBER: ROME WASNT BUILT IN A DAY, BUT

IT BURNED IN ONE...

It doesnt matter what you did yesterday, it is what you are doing today or will do tomorrow that is important

YOU CAN COMPROMISE

WITHOUT BEING

COMPROMISING

AND LAST, BUT NOT LEAST

When you meet with someone and they have a long list or agenda, ask them to start at the bottom The last item is usually the most sensitive and will require the greatest amount of time

When you prepare an agenda, put the most pressing item at the top-- it will saves hours of meeting time

EXPEDIENCY EFFICIENCY
A bird in the hand may be worth two in the bush, but...
the bird may also leave droppings in your palm There are no shortcuts to success!

DO NOT FIGHT CHANGE-IT WASTES TIME

Change is inevitable not to mention uncomfortableBUT it brings opportunities and risk Your job is to maximize the opportunity and minimize the risk

FOCUS ON OUTCOMES:

Plot a course prospectively to achieve the best outcome

CONCEPTUALIZE PROBLEMS

This is the only way you can communicate both the nature of the problem and its solutions in the simplest terms-- doing so saves enormous amounts of time. You can explain something once and it will be understood

NEVER DO SOMETHING TWICE

Do it right the first time!

I took a few shortcuts laying the foundation, but I dont think anyone will notice

MULTITASKING

You can do two things at the same time

COHESIVENESS
Constantly seek to eliminate unproductive efforts or divisive activities within the group

TIME IS LIFES MOST PRECIOUS

RESOURCE

Use your time and that of others with accountability Be on time!

Time is lifes most precious resource

Use your time efficiently
Have something to do while waiting before appointments or between meetings or classes

DEAL WITH THE CARDS YOU ARE DEALT

Trying to seek a re-deal is a waste of time and generally is not successful

DO EVERYTHING THOROUGHLY

Failure to prepare is preparing to fail

Excellence is achieved by the pursuit of perfection ALL the time

GOOD TIME MANAGEMENT IS

RARELY AN ACCIDENT It is the result of:
high intention sincere effort much thought skillful execution

WHEN YOU ARE IN A POSITION TO DO SO...

Hire people smarter than yourself

It will:
1) Save you time

2)

Make you look good

DO NOT PANIC WHEN YOU MAKE

MISTAKES

Good judgment comes from experience Experience come from bad judgment

Do not make the same mistake twice

ACHIEVE BALANCE BETWEEN YOUR

PERSONAL AND PROFESSIONAL LIFE

TIME MANAGEMENT

1.LONG TERM PLANNING

Begin each semester(year) by filling in a master schedule. (Time Management for High School Students)

Master Schedule:
First fill in things on the calendar you MUST do. (classes, work, practice, etc.) Analyze the blanks you have left and define the most effective use of these times.

ACTIVITY: LONG TERM PLANNING

2. WEEKLY SCHEDULE

Make a Daily To Do List Scheduling:

Study Time Practices Internet time Television time Work Social Time

Make sure you have the same quiet location for Study Times. ACTIVITY: WEEKLY PLANNER

3. PRIORITIZE

Its Okay to Say No.

Dont get involved or enrolled into to many activities, as it will lead you to prioritize and often times youll be hesitant to let go of an activity. (Time Management Tips for Current High School Students)

4. FINDING THE RIGHT TIME FOR YOU

Youll be more efficient if you figure out when you do your best work. (College Board)
Example: most people, for every hour of study during daylight hours, it will take them one and a half hours to do the same task at night.( Time Management for High School Students) Decrease your time spent on social networking sites. Eliminate Procrastination for its an unhealthy habit. (Time Management Tips for Current High School Students)

5. STUDY EFFICIENTLY
Dont schedule marathon study sessions, several short 50 minute sessions are more effective. Use flashcards or summary sheets to utilize unusual times to study. (like on the bus, or waiting for a ride) Review Class Notes Daily Give yourself a time budget and plan your projects accordingly and stick to it. Just Do It. HANDOUT

EVERYONE HAS THE SAME AMOUNT

OF TIME

60 minutes per hour 1,440 minutes per day

525,600 minutes per year

HOW WE WASTE TIME

Lack of discipline Indecisiveness

Inability to say NO Poor Delegation Skills

Personal Disorganization
Procrastination

Day Dreaming
Worry

TIME WASTE - CAUSED BY OTHERS

Telephone Interruptions Drop-In Visitors

Unscheduled Meetings Poor Communications

Confused chain of Authority

SIGNS OF DISORGANIZATION -CAUSES INEFFICIENCY

Desk or office cluttered with papers, files and equipment. Poor or no filing system No follow-up system Dont know where to put the papers Procrastination - Its either the fear of failure or simple indecision.

SIGNS OF DISORGANIZATION -2

Being reactive instead of proactive to the job or task at hand

-(Waiting for something to happen instead of making something happen)

Unable to identify between the urgent, the important and the unnecessary -(A problem with prioritizing)

TIME LOG

Write down everything you do for a period of time

Learn how you really spend your time Identify areas where you can improve your use of time

TIME MANAGEMENT
Time Management is only a set of skills and tools to help us more efficiently control the events of our lives. Doing a better job of managing our time is meaningless unless we are managing it to accomplish those things that are of greatest importance in our lives.

KEEP CLUTTER OUT OF YOUR LIFE

Managing Time More Productively Keeps Clutter Out of Your Life Mental Clutter-Things that occupy your mind that should be released from it. -Example - Things you should delegate to others.

KEEP CLUTTER OUT OF YOUR LIFE-2

Emotional Clutter - Things that trouble us emotionally that need to be released Examples - fear, worry, pride, jealousy, etc.

PRIORITIZING
Prioritizing means determining the relative importance and precedence of events. And it is absolutely necessary for effective planning. Prioritizing keeps us from spending time on things we dont really value. Hyrum Smith

REMEMBER

Value the time your have Nothing is worth more than this day.

Take care of today.let the calendar take care of the years.

A FINAL THOUGHT ON TIME

Many People. too little of

- Think too much of destinations and preparations - They dont realize that todays actions will determine tomorrows achievements

THANK YOU

MAY ALREADY BE A WINNER!

Each day is a new beginning Another chance to learn more about ourselves, To care more about others, To laugh more than we did, To accomplish more than we thought we could, To be more than we were before. Wishing you a life of wonderful, New beginnings, successful outcome of your initiatives

PRINCIPLE APPLICABLE TO ORGANIZATION

The organization function concerns how the manager organizes his work and his environment to become more efficient in the use of time. The first organization principle is: Principle of Delegation- Delegation of all possible work items consistent with the limitations of the manager's job is essential to providing the time needed for managerial jobs. Establishing priorities for the items of work in the daily plan consists also of deciding which of these can be delegated. All items that can be delegated should be, to free time for those jobs that only the manager can do. Principle of Activity Segmentation- Work items similar in nature and requiring similar environment surroundings and resources for their accomplishment should be grouped within divisions of the workday.

Principle of Control of Interruptions- Adequate controls and/or arrangement of activities to minimize the number and duration of unnecessary interruptions are essential to time management. If the activities are segmented such that subordinates meet with their manager at a certain time, telephone calls are Placed and returned at a certain time, a time for meetings is established, and "quiet" time is built into the day, then the efficiency of time utilization will improve as interruptions are minimized.
Principle of Minimization of Routine Work- Work items which are routine in nature and which constitute little value to overall objectives should be minimized.

MISTAKES PEOPLE MAKE WITH TIME MANAGEMENT !!!

Working from your to do list! This might surprise you, but it's actually a big time management mistake many people make. Instead of working from your complete to-do list, it's crucial to set a top priority list with a maximum of six to eight items on the list. Set this priority list at the end of each day for the next day. You should work from this priority list, working on item one first until finished then move to item number two. Keep your to do list separate and complete items on this list when you have finished items on your priority list. Also, use your to do list as a way to remember what you MIGHT want to put on your priority list.

Checking emails constantly throughout the day. The biggest problem with this is that it interrupts what you are working on. Every time you are interrupted, you lose momentum and focus. Instead, check your emails in 20-30 minute blocks one to three times per day.

Becoming distracted by elements on your computer, for example email notifications that pop up when you get new emails.

Multi-tasking - doing too many things at one time and half completing all of them. This is much less effective than doing one thing at a time and completing each item before moving to the next. Every time you change to another task you lose momentum and focus. Instead, focus in solid blocks of time from 50 minutes to two hours. Multi-tasking is okay for easy activities such as driving and listening to an educational audio program at the same time, but for anything that requires complex thought, you need to focus on one task at a time. The biggest problem is leaving many tasks incomplete. Multi-tasking is actually okay when you complete each item that you are working on then move to the next, but then that wouldn't really be "multi-tasking" if you complete each task!

Working in an environment where you are prone to being interrupted by other people, phone calls etc. If other people come in and interrupt you constantly, this will be a big time waster. Your train of thought, momentum and flow are interrupted and you won't be able to focus on your priorities.
Keeping emails in your inbox. If you keep emails in your inbox, you will likely read the same email five times before you action it. Your inbox is not meant to be your to do list. Instead, try to handle all emails when you read them. Either delete it, archive it, delegate it, action it quickly or if you can't finish the task at the time of reading the email, archive your email and put the action on your to do list. Keeping your inbox clear will also help you to keep your mind clearer and more focused.