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 UrgentImportant Crisis or Problem Imperative- Must do REACTIVEIT-ACTS-ON-YOU QUADRANT II Not Urgent Important Do not act on us High Pay Off Activities Opportunities, Success Greater Results, More Effective PROACTIVEYOU-ACT-ON-IT

QUADRANT III Urgent Not Important Deception Busy work Act on us Low Pay Off Activities eg. Meetings Phone calls InterruptionsMailPaperworkDECEPTION QUADRANT IV Not Urgent Not Important eg. Watching pointless TV shows Time Wasters WaitingTrivia Busy work IRRESPONSIBILITY

IUrgentImportantII Not Urgent ImportantYES IIIUrgent Not Important NOIV 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.ROUTINE The task is done repeatedly in exactly the same way 2.CLEAR INSTRUCTIONS Clear instructions can be written and all the necessary information is easily accessible to someone else. 3.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, / 2080 = $ PER HOUR OR $14.42 PER MINUTE. SENIOR TEACHER: 1.5 X $800, / 2080 = $ PER HOUR OR $9.62 PER MINUTE JUNIOR TEACHER: 1.5 X $500, / 2080 = $ 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, = 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 $800, = J$ 300,000.00

SAVINGS JUNIOR TEACHER PLANNING: 60 MINUTES = 1 HOUR SAVINGS:1/8 X $500, = J$ 62,500.00

OVERALL SAVINGS TIME SAVINGS – 5hrs. + 3hrs. +1hr. = 9hrs. MONEY SAVINGS - $750, $300, $62, = J$ 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 ( ) 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.WHAT IS THE GOAL? 2.WHY IS THE GOAL IMPORTANT? 3.HOW WILL THE GOAL BE ACHIEVED? 4.WHEN WILL THE GOAL BE ACHIEVED? 5.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

TRACK AND MEASURE YOUR PROGRESS CHOOSE A TRACKING SYSTEM THAT MEETS THESE CRITERIA 1.Appropriate measurement 2.Easy to use 3.Easy to interpret PROACTIVE MANAGEMENT

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

“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.