UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

Theme #4: Skills to Collaborate and Delegate

Managing Projects and Processes

We must not cease from exploration. And the end of all our exploring will be to arrive where we began and to know the place for the first time. T. S. Elliot

AGENDA 1. 2. 3. 4. 5. 6. 7. Stephen Coveys 7 Habits of Highly Effective People Put First Things First Urgent versus Important Tools for Managing Projects Tools for Managing Processes Letter to Myself Graduation!!

Readings: Summary of 7 Habits, Stephen Covey Urgency Index, by Stephen Covey References: Covey, Stephen. (First Printing 1989). 7 Habits of Highly Effective People, Powerful Lessons in Personal Change, New York: Fireside by Simon & Schuster. Covey, Stephen; Merrill, Roger: and Merrill, Rebecca. (1994). First Things First: To Live, to Love to Learn, to Leave a Legacy. New York: Fireside by Simon & Schuster.

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

1. Stephen Coveys 7 Habits of Highly Effective People

Successful people have the habit of doing the things failures dont like to do. They dont like doing them either, but their disliking is subordinated to the strength of their purpose.
Albert E. Gray, in The Common Denominator of Success.

At your table, identify principles or practices that weve covered in this series, which relate to each of Coveys 7 Habits of Highly Effective People. Write them in the table below.

Stephen Coveys Habit:

Relates to Concept from Sometimes and Aspiring Supervisor Series:

Habit 1: Be Proactive

Habit 2: Begin With the End in Mind

Habit 3: Put First Things First

Use reflective listening and principle of accountability to seek root causes of problems rather than spending your time putting out fires.

Habit 4: Think Win-Win

Habit 5: Seek First to Understand, Then to be Understood

Habit 6: Synergize

Habit 7: Sharpen the Saw NEW Habit 8: Find Your Voice and Help Others Find Theirs

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

2. Put First Things First

Individually, take a moment to consider your answers to the following 3 questions from Chapter 2 of Stephen Coveys book, First Things First:

1. What is the one activity that you know if you did superbly well and consistently would have significant positive results in your personal life?

2. What is the one activity that you know if you did superbly well and consistently would have significant positive results in your professional or work life?

3. If you know these things would make such a significant difference, why are you not doing them now?

Complete the Urgency Index on the next page from Stephen Coveys First Things First. What was your score? What does it mean? 0 25 26 45 46 + Low urgency mind-set Strong urgency mind-set Urgency addiction

What changes would you like to make based on your index and answer to these questions?

Well share your thoughts with a partner after the next exercise.

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

Stephen Coveys Urgency Index from First Things First

Circle the number that mostly closely represents your normal behaviors or attitudes regarding the statements at the left (0=Never, 2=Sometimes, 4=Always).

1. I seem to do my best work when Im under pressure. 2. I often blame the rush and press of external things for my failure to spend deep, introspective time with myself. 3. Im often frustrated by the slowness of people and things around me. I hate to wait or stand in line. 4. I feel guilty when I take time off work. 5. I always seem to be rushing between places and events. 6. I often push people away so that I can finish a project. 7. I get anxious when out of touch with the office for a few minutes. 8. Im often preoccupied with 1 thing when Im doing something else. 9. Im at my best when Im handling a crisis situation.

0 0 0 0 0 0 0 0 0

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3

4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4

10. The adrenaline rush from a new crisis seems more satisfying to me than the 0 steady accomplishment of long-term results. 11. I give up quality time with important people to handle a crisis. 12. I assume people will naturally understand if I have to disappoint them or let things go in order to handle a crisis. 13. I rely on solving some crisis to give my day a sense of meaning. 14. I often eat lunch or other meals while I work. 15. I keep thinking that someday Ill be able to do what I really want. 16. A huge stack in my out basket at the end of the day makes me feel like Ive really been productive.
After going through the Index, add up your total score and measure yourself with the following key:

0 0 0 0 0 0

Total Score_______________

Low end: the urgency paradigm is probably not a significant factor in your life Middle or higher end: theres a good chance urgency is your fundamental operation paradigm High end: urgency may be more than just the way you feel; may be an addiction. 0-25 Low urgency mind-set

26-45 Strong urgency mind-set 46 + Urgency addiction -4-

UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

3. URGENT vs. IMPORTANT

Stephen Covey describes four quadrants that our activities fall into in First Things First.

Time Management Matrix

Urgent
I Routine Work, Handling Customers, Crises, Pressing Problems, Deadlinedriven projects, Meetings & preparations

Not Urgent
II Preparation, Prevention, Strategic Planning, Goal Setting, Coaching, Building Relationships, Empowering

Important

III Interruptions, some phone calls and email, some mail, some reports, some meetings, Many pressing matters

IV
Trivia, Busywork, Time wasters Irrelevant mail or email, complaining, Excessive TV or computer use

Not Important

Individually, write in the grid above the activities you spend the most time doing at work. Find a new partner. Share your thoughts from the last two activities.
1. What do you want to spend more time doing at work? At home? 2. What activities seem to take you away from the important things that you want to achieve?

3. What changes would you like to make?

"The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one."
-- Mark Twain

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

Difference between Projects and Processes Project: a temporary and one-time endeavor that creates a unique product or service. Project
management needs organization of the resources and work required to complete it within defined scope, time, and cost constraints. Example: Making a training videotape

Process: permanent or semi-permanent ongoing functional work that creates the same product or
service over-and-over again. Example: Processing Procard statements The management of these two systems is often very different and requires different tools.

4. Tools for Managing Projects

Read the box below on the difference between managing projects and managing ongoing processes. What questions do you have? Lets review a couple

2 Sample Tools for Project Management

Microsoft Project Software

5 PM Project Software

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

4. Tools for Managing Projects continued

You dont have to do high tech, to do Project Management:

Examples of Grids To Manage Projects (Can be hard copy or computer based)

Training Resource Center Office Log

Name Date 10/6 10/6 From Mary Lisa To Lisa Kelly OFFICE ROUTINE (OPENING AND CLOSING) Message Setup brainstorming time for Union 101Facilitators. Make To-Do list for Union 101 on x drive. Carol Buckingham from Dimensions called you back. You can reach her at 608-332-4563 Resolution Still looking for a date Kelly returned call on 11/7

WISCAL Calendar
Date
9:00 am 9:30 am 10:00 am 10:30 am 11:00 am 11:30 am 12:00 pm 12:30 pm 1:00 pm Union 101 Self Study

Tasks
Anna: See Mary about nametag project in your IN box Shannon: Draft Task Analysis for Attendance Clean Up Anyone: Copy packets for Tuesday workshop Dion: Teach Shannon how to use Mail Merge by Friday

Cashier Self Study

TRC meeting: NO SELF STUDIES TRC meeting: NO SELF STUDIES

How about a good ole clip board?

Date In Contact 10/11 Mary 10/21 DR 10/27 DR Person Assigned Michelle Shannon Natalie Task Enter Trainings in database from binder Add Start Time/End Time to workshop Sign in sheet Schedule live U101 for (F) Jan 14. See DR for time Date Completed 10/21 10/22 Hard copy on counter Comments

What methods do you use to manage projects?

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

5. Tools for Managing Processes

Critical Functions:
Identify tasks that must be performed daily, weekly, or monthly, even if primary person responsible for task is absent. Also identifies the back-up person who has been trained.
Task TRC Office Management Check & respond to wutraining e-mail Create daily To Do and follow-up to ensure completion. Facilitate check-outs for online training classes. Pick up & sort mail New Staff Workshop Support If there is a training, confirm room on TITU Confirm # of packets, confirm facilitator, set-up cart E-mail reminders to new staff for workshops Confirm that facilitator(s) & set-up staff have confirmed for workshop Enter workshop attendance into WUHRID, e-mail MU & US Building Cashiers w/ Cashier attendance Send training report to R:drive & e-mail supervisors Daily, morning Daily, morning 2-3 days prior to workshop Thursday afternoon Day after workshop Weekly Elizabeth 1st shift person Elizabeth Anna Elizabeth/ Anna Michelle Bradley Michelle Elizabeth Elizabeth Office Staff Tammy Daily Daily Daily as needed Daily after 1:30pm Elizabeth Michelle Office Staff HR front desk Office Staff Office Staff Bradley Bradley Timing Primary Person Back-up Person

Your Turn

Individually, identify some of the critical functions in your department.

Critical Functions
Task 1 2 3 4 5 6 Timing Primary Person Back-up Person

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

5. Tools for Managing Processes continued

Worksheet for Continuing Improvement
What am I most proud of from last year? or Whats working well? What do I wish was better? What are my wishes for this year?

TO DO List / Action Plan What Do We Need TO DO? Who Will Follow-Up?

What Needs further information, dialogue, etc?

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UW Sometimes and Aspiring Supervisor Series Spring 2013 - Week 8

6. Letter to myself
Write a letter to yourself. See hand-out for directions.

7. Congratulations!

You have Completed the UW Sometimes and Aspiring Supervisors Series!

Never doubt that a small group of concerned citizens can change the world. Indeed, it is the only thing that ever has. Margaret Mead

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