2017/2/13 – 2/17 (5 days)


Willingness

Why refuse to do it? FEAR


How you keep up with the latest technology related to your job?

Where do you find time to do it?

What is the new technology that you have learnt for the past 2 years?

What the supervisor can do to help you to acquire more training?


M15 / Duty Stmt / Job Desc

Work assignment changes


Performance review


Duty stmt

Essential functions //the reasons why the job exist !!

30% …

30% . . .


To-do list:

call HR, want to update the duty statements

get a copy of the current ones

give it to the employee who is current working on the job

update the duty statements; keep in current



M16 / Interviewing

** OP relieve form for OP files Use as a reference


Matrix between ability vs willingness

** Willingness is the key to success

Willingness


Probing

Rating

Excellent, strong, acceptable, minimally acceptable, below acceptable



Provide all the experiences and knowledges for you to perform your job as the developer for an accounting system using propritery language?


Describe the major development activities to build a bank interface with our accounting system?

How many teams/units will be involved?

What will be the M&O issues might it be?


It is a 6 months project, 30 days before the production release date, one of the 5 modules might not be ready for the release date. As the tech lead for that project, what kind of solutions can you offer to meet the deadline?


What action would you take and why?

Use past tense to get the information and fact happened in the past and not some theortically answer.


M17 / Onboarding new employee



M 22 / Motivation technique



Demotivate someone

The assertive script

describe behavior

objectively, without judgement words

impact

on the work, not the feelings

request

something specific and understandable


Motivation

25% self motivated

65% ← can be motivated or not

10% not motivated


frequent small team rewards

group problem solving


food + fun + recongrition


one-on-one meeting

group upward review


Roadblocks to listening

http://www.coachingspeech.com/files/Commapp/Listening/7%20roadblocks%20to%20listening%20key.pdf

https://www.unodc.org/ddt-training/treatment/VOLUME%20B/Volume%20B%20-%20Module%202/3.Clinical%20Forms/3.T_Gordon_Roadblocks.pdf


effective listening

peel the onion silence, tell me more

keep an open mind

don't impose your ''solutions”


summarize the issue //ask questions only to ensure understanding

so you're saying …

what have you already done about it? 3 times

problem solving

what can you do about it? Options? 3 times


Assertiveness

'level of assertiveness'

Assertiveness is often seen as the balance point between passive and aggressive behaviour, but it’s probably easier to think of the three as points of a triangle.


https://www.uscg.mil/auxiliary/training/tct/chap8.pdf

Assertive people recognize boundaries between their ideas and those of others. People responding assertively are aware of their feelings. Tensions are kept in a normal, constructive, and situationally appropriate range. Actions that indicate assertive behavior include:



https://www.skillsyouneed.com/ps/assertiveness.html

Assertive behaviour includes:


Problem solving

SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)


fishbone (2 diagrams – why diagram + how diagram)

motivation






































SWOT Analysis example http://www.toolshero.com/strategy/swot-analysis/

A couple of business analysts of a Telecom provider draw up the following SWOT Analysis:

Strengths


Weaknesses


Opportunities


Threats



How to deal with 'toxic' employee

document everything

talk to the boss and HR

progress report

training

interm reports every month


https://hbr.org/2016/10/how-to-manage-a-toxic-employee


Some are either unable or unwilling to change. Porath’s research on incivility has meanwhile found that “4% of people engage in this kind of behavior just because it’s fun and they believe they can get away with it.”

Document everything
If you conclude that you really need to fire the person, you must first document their offenses and any response you’ve offered so far. “You want to establish a pattern of behavior, the steps you took to address it, the information, warnings or resources provided to the employee, and the failure of the employee to change,” Porath says.  Include “supporting material” too: formal complaints, relevant information from performance evaluations, such as 360-degree or peer reviews. The idea, says Minor, is to protect yourself and the company and to show your employee exactly why they are being let go.


https://www.entrepreneur.com/article/251614

offer extra training

introduce improvement plans

provide clear expectations

demand accountability

enforce delegation

foster a collaborative workplace

introduce stress management measures

enforce strict antibullying prolicies

carefully document negative behaviors


discuss current performance & expected performance

offer EAP

offer training

send an email summarize what was discussed

after 3 discussions, call HR or labor relations to help with a counseling memo


toxic defend

  1. everyone was doing it

  2. I did not know, no one told me

  3. it was not me


attendance


performance


behavior


It is our job as managers is to identify who they are and if possible match responsibilities to their strengths and desires.



http://www.calhr.ca.gov/state-hr-professionals/Pages/workforce-planning.aspx


What is Workforce Planning? 

 Workforce planning is having the right number of people with the right skills in the right jobs at the right time. Workforce planning is the business process that aligns staffing with the strategic missions and critical needs of the department. It also forecasts the department's future workforce needs to ensure your department will continue to have a talented competent workforce. See the State of California Workforce Planning Model for an overview of the workforce planning process.

What is Succession Planning?

Succession Planning supports workforce planning by calling attention to internal resources of the department. The process involves identifying and developing current employees with the potential to fill key leadership positions, identifying competency gaps, and developing strategies to addressing the needs.

Why are Workforce and Succession Planning Important? 

Leadership—Workforce and succession plans allow senior leaders to demonstrate their commitment to employees and citizens of California by planning and preparing for the continuity of services long into the future.

Strategic Planning—Is your department's workforce at risk? Workforce and Succession Plans can be your cornerstone to build your leadership bench strength and deliver on your strategic objectives.

Customers—Meet and exceed customers' expectations! Workforce and Succession Plans allow you to prepare for the future, sustain services and increase efficiency.


Workforce planning

gap

task assignments

resources (time, skill set, money)

Succession planning

week, month, year

training

knowledge transfer

Knowledge transfer

Staff development

assessment

evaluation

training

training tools























Skills & knowledges list

Ability

Job importance





Low ability – novice

moderate ability – skilled

high ability – advanced / mastery

low job importance

moderate job importance

high job importance



Action Plan:

Skill / knowledges area

Training activities

Completed by






http://www.trainingindustry.com/training-outsourcing/products/research/onboarding-and-knowledge-transfer-challenges-and-best-practices.aspx


















































https://www.southeastern.edu/admin/stu_orgs/assets/running_an_effective.pdf


Before a Meeting:

During the Meeting:

After the Meeting:



https://www.reference.com/business-finance/examples-insubordination-workplace-772ae1f1fb1990cb


For employees who are insubordinate at work, there are severe consequences. The employee is refusing to work and as such can be fired for breaching the employment contract. When an employee thinks that an order from his or her supervisor is unfair or is improper, the employee is still expected to comply because of his or her employment contract unless the order is illegal.

However, if a superior provokes an employee leading to a confrontation or is harassing an employee, then refusing to work is not considered insubordinate behavior. To fix this problem, it is important to not talk with coworkers or colleagues about the issue and to handle it discretely. The owner of the company or the supervisor of both the employee and the manager will handle the situation. If it becomes public knowledge then it can be considered insubordination, as the employee is considered to be ruining morale for the company.


http://smallbusiness.chron.com/types-behavior-indicate-insubordination-10370.html


Deadlines

Insubordinate employees begin to lose respect for their managers and begin to miss project deadlines. The insubordinate employee may offer a series of excuses, or he may not offer any explanation or apology at all. As a defense, the insubordinate employee may try to blame coworkers or teammates for missing deadlines. But he will not take responsibility for his actions even though he is well aware of the consequences.

Managerial Process

When a manager has an insubordinate employee on her hands, she will notice it is difficult to get that employee to follow instructions. The employee may even openly challenge the manager's instructions and refuse to comply. This kind of open insubordinate behavior needs to be addressed immediately, as it could spread and begin to affect the morale and productivity of the rest of the staff.




Force Field Analysis




SWOT analysis















Consensus

ways to bring about consensus





How we move through change










































2 types of resistance

Cognitive


Emotional


Active resistance


Passive resistance



Reasons for resistance



Urgent , Not Urgent, Important, Not Important





















Managing Time => Attention Management


As a manager, get the things done through others.

Common complain: 'I can never finish'


https://www.mommd.com/toptentimewasters.shtml

Top ten time wasters


1. INTERRUPTIONS/DISTRACTIONS

If you have a constant stream of well-intentioned colleagues, subordinates and/or family members interrupting your concentration and focus, stop them by communicating when it's okay to interrupt and when it's clearly not.


2. POOR PLANNING.

Planning is so critical when you want to accomplish something. Planning in advance provides direction before proceeding toward a goal.


3. PERFECTIONISM

Although perfectionism is a behavior it's also an attitude. By striving toward progress rather than perfection, you will free up a lot of your time and energy.


4. PROCRASTINATION

Like perfectionism, procrastination also is both a behavior and an attitude. Waiting until the last minute or otherwise putting things off tends to create a crisis or problems that may not otherwise exist. In addition, by not doing something you're procrastinating about, you also end up wasting considerable time worrying about how much you're procrastinating. Just do it.


5. TRYING TO DO EVERYTHING YOURSELF

Taking on the world all by yourself will not serve you or the people around you. Learn to say "no" and to delegate tasks others can do for you (even if it's not up to your standards).


6. TAKING ON TOO MUCH.

Biting off more than you can chew is a prime example of taking on too much. Not having strong clearly communicated boundaries is another example. You do not need to volunteer to be on every project, organization, taskforce, association, etc.


7. CRISIS MANAGEMENT

A crisis is an unforeseen emergency. By planning and asking yourself whether or not something is truly urgent, what will happen if it's not handled immediately, you will eliminate a great deal of this fire fighting behavior. Remember the old adage, "haste makes waste".


8. TOO MUCH SOCIALIZING

Although we all love to have friends and enjoy our relationships, by allowing yourself too much freedom in this area you'll wind up spending a large percentage of your 'work' time socializing and will be pressing to meet deadlines.


9. NOT VALUING YOUR OWN TIME.

Others will not respect or value your time if you don't send the message that your time is important. Watch your actions, behaviors and commitments--are they communicating the right message?


10. LACK OF SKILLS

Organizing, prioritizing, decision-making and problem solving skills are all critical in supporting effective use of time. Strengthen these skills and you'll see a remarkable difference in how you use your time.




While instant messaging can be a useful intra-office tool, its generally informal (and instant!) nature can also make it productivity’s worst enemy. How many times has a discussion about something work related quickly degenerated into a half-hour gossip session? And there’s always someone with a lot less to do who will tempt you into a chat marathon.


The solution: If you can’t disconnect completely, at least set your status to “Busy” for a good portion of the day. This will help deter frivolous chatter. If someone insists on bothering you with non-work related chit-chat, tell them (politely) that you are in the middle of something and ask if you can pick up the conversation another time (maybe during your lunch break?). Don’t feel bad about it – no one will fault you for your silence if you’ve got work to do. If they do, you probably don’t want to be chatting with them anyway.




We’ve all become addicted to email as a form of communication. It’s convenient. It’s also a great way to keep an electronic trail of your correspondence (helpful if you’re ever challenged on a decision or occurrence). But a lot of time is wasted on back and forth emails that would be more easily resolved as a verbal conversation. Don’t even get me started on the oh-so-common “reply-to-all” debacle.


The solution: If there’s something that needs to be discussed, opt for a face-to-face conversation. Is the person you need to speak to on the other coast? Call them. And if you still want a written record, write up a quick email after the conversation outlining where things left off and send to all relevant parties. On the surface it seems like more steps, but it can mean the difference between an hour of work and a two-day back and forth email discussion.




“Meetings about meetings.” You know the kind –- you get together for an hour and all you end up with is a list of what should be discussed in yet another meeting. Sure, meetings are an essential part of the workplace. But if run poorly, they can be a colossal waste of time.


The solution: Meetings should have a purpose; a set of tangible goals you want to accomplish. This should be realized by tackling a set agenda, which should be distributed to attendees before the meeting starts. Stay focused on the task at hand. If there are visual aides, have them set up and ready to go before the group enters the room. Finally, make sure you really need a meeting: if what you have to say can be just as easily shared in an email to the group, why get people up and away from their work?



Speaking of meetings, what about those 15-30 minute gaps between them? What do you ever really accomplish in that time? Usually, very little. Sure, it gives you a bit of time to decompress, but it also takes you in and out of meeting mode for no apparent reason. If you have several meetings a day, that limbo time can amount to a couple hours of waste.


The solution: Schedule your meetings back-to-back if you can; you’ll knock them out more efficiently. The time in between is better clumped together at some point in the day so it can be used for productive endeavors.



You’re in the middle of something when you get an “urgent” email. You reply, only to be accosted by a phone call shortly after. You hang up, only to be faced with yet another email that demands your response. And on and on. Before you know it, it’s 4pm and you still haven’t made a dent in what you’d started first thing this morning. Sound familiar? The average employee works for just 11 minutes before being distracted. No wonder we’re struggling to get things done.


The solution: It’s unavoidable – the hyper-connected workplace will throw constant interruptions at you. The trick is to learn how to react to them without taking away from the task at hand. If you’re busy, let your phone go to voicemail. Set aside three times a day where you manage your inbox. Of course, there are instances where an email demands an urgent reply. But more often than not, it doesn’t. Know the difference.



Everyone likes to think they’re great at multi-tasking. And maybe you are. But there’s a limit to how many things you can do at once without taking away from the quality of your work and, ultimately, slowing down the process. Shifting between five different projects at once? You’re probably wasting your time.


The solution: Prioritize and then break up your day accordingly. It’s the key to successfully completing any project. Write down everything you hope to achieve and assign a set time to do so based on importance. Don’t move on to the next task until you’ve really completed the previous one. Not only will you do a better job when you’re focused, you’ll also force yourself to finish something within the time allotted.



Your primary workspace might be the top of your desk, your desktop computer or most likely, a combination of the two. Either way, if it’s messy, you’ll end up wasting a lot of time looking for things.


The solution: A scattered workspace makes for a scattered mind. De-clutter, and you’ll manage your work more efficiently. Before you leave the office, clear your desk of cans, cups, food and paperwork. Use that file cabinet for something other than your box of saltines. Recycle paperwork you’re never going to use. And don’t add unnecessary items to your files – if you don’t need to print something out, don’t. Your company’s shared drive is perfectly capable of storing documents tidily.



In the olden days, it was a little harder to get in the way with personal correspondence at work. Today, you can be constantly connected to friends and family without anyone really noticing. It’s no longer a question of “Will I get caught?” so much as “How much time am I wasting?” If you’re checking Facebook religiously, G-Chatting with friends or responding to personal emails the same way you do professional ones, the answer is: a lot.


The solution: These days, employers understand that you may spend some time at work doing personal things (after all, you spend so much time there). Leave your personal correspondence for your lunch break. You can check your various accounts all at once, guilt-free. Be firm with your friends and family about contacting you during work hours –- if they’re not reaching out to you between nine and five, you’ll be a lot less tempted to check in. You’ll also have a better time overcoming Culprit #5.



You need to step away from what you’re working on so you search for reviews of that movie you’ve been dying to see. Before you know it, you’ve got six tabs open in your browser. You’re looking up concert tickets, shoes, today’s news and the etymology of a words. No need to ask where your afternoon went. Your browser history says it all.


The solution: Know your limits. If you’re tempted to look something up, wait until you’ve at least finished what you’re working on. Preferably, leave this type of search for your lunch break or the end of the work day. It’s just too easy to get sucked in when there’s endless information at your fingertips.



Everyone needs to step away from their desk every once in a while. In fact, it’s been said that taking breaks can often make you more productive. But if you’re going out for a smoke or a coffee run every half hour (sounds extreme, but not totally unrealistic), you’re reducing your productivity to the bare minimum by never really getting into the groove of your work.


The solution: It’s a good idea to look away from your computer every fifteen minutes or so. But when it comes to breaks outside the office, reserve them to three a day: one mid-morning, one at lunch time, and one in the afternoon. Taking your full lunch break is key. If you’re out of the office for a solid hour mid-day, you’ll feel less of a need to step out for smaller breaks. And you’ll be able to get into the work groove – and stay there! – more often.


https://blog.bulletproof.com/attitude-awareness-authenticity-the-3-as-of-awesome/


Attitude Awareness Authenticity


The first “a” is attitude. Neil defines it as making the choice between two things – dwelling on a problem, failure, or choosing to acknowledge it and move on.


The second “a” is awareness. Neil describes awareness as “embracing your inner 3-year-old.” What he means, however, is taking the chance to see everything as if it is the first time you’ve seen it.


The final “a” is authenticity. It’s common, but good advice – follow your heart and do what you love. His example from real life – “Rosy Greer’s Needlepoint for Men” book – is too hilarious to believe.


https://www.ted.com/talks/dan_gilbert_asks_why_are_we_happy


Dan Gilbert, author of "Stumbling on Happiness," challenges the idea that we’ll be miserable if we don’t get what we want. Our "psychological immune system" lets us feel truly happy even when things don’t go as planned.





Rest, holidays, family and friends' support, colleagues and employer's support, job satisfaction

replenishment

Difficult deadlines, family problems, substance abuse, long hours at work, physical danger at work


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