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Montes del Plata Supervisory Training

Personal Target SettingSome good practices and food for thoughts

By Tero Kaleva, AEL , November 2011

PTS3.ppt

“Do what successful companies do and your company will succeed,

Do what successful individuals do and you will succeed.” Brian Tracy

The “best practice” principle

What management all about?“Your job as a manager or leader is to organise success”

PlanningExecutingthe plan AEL, management

examinations

…and having a dedicated mind Mr Paavo Haavikko,

A Finnish philosopher

Planning Organising Leading

Controlling Henry Fayol 1841-1925

SuccessWhat is success?

We as human beings share some common goals in our life

• Peace of mind, happiness• Good health• Good relations to other people• Sensible work to do• Economic independence• Ability to use our creativity• Spend a life we desire to spend – good life

How about the personal goals concerning family and company?

• My personal priorities• Maslow hierarchy of needs

Why is it a good idea to be successful?

Success

Why is it a good idea to be successful?

If you feel you are successful you • Value yourself• Respect yourself• Are more open for new challenges• More likely respect others

These are things that not only you self but your

family, your company, your friends expect from you.

Setting targets

Target setting is the master skill in managing

Your ability to set targets and create plans to achieve them is the master skill you need in managing. Also in managing yourself… and like any skill…you can learn it

Successful people are target oriented

Targets activate your mind and your positive attitude

Targets on paper, 3%, 13%, 84%

You are not happy without targets, you always need a purpose for your life

The two things you need for target setting

1. One is time

1. The other is your brains

Setting of challenging and realistic targets

• Your mission, your vision

• Present situation: analyse and understand yourself and your life environment, where am I now

• Target situation: Selecting the goals, strategy, key targets and results. What I’m going to do, what I’m not going to do. Make a strategy map.

• Change program: Action plan, time schedule, annual, monthly, weekly, daily. And measurements

Who am I?• Analysis of yourself and your life situation• What is the purpose of my life• Where am I now. Where am I heading to.

Where do I want to go? • Where could I go, where should I go, where do I want to go and

where I do not want to go to.

How do I get there? • Steering and managing yourself as human being.• Goals and activities that give you energy. • How do successful people manage themselves? • Where should I start?

Manage yourself”have an impact in your behaviour”

Confront the brutal facts in business

Leadership does not begin just with vision. It begins with vision and getting people to confront the brutal facts and to act on the implications.You absolutely cannot make a series of good decisions without first confronting the brutal facts. Creating a climate where the truth is heard:

1. Lead with questions, not answers2. Engage a dialogue and loud debate, let people “buy in”3. Conduct autopsies, “turn over rocks”, analyses of mistakes, without blame4. Build practices where facts can not be ignored. Red flag.

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“Charisma can be as much a liability than an asset. Less charismatic leaders often produce better long-term results than their more charismatic counterparts”

The “Stockdale paradox” Retain absolute faith that you can and will prevail in the end, regardless of the difficulties and at the same time confront the most brutal facts of your current reality, whatever they might be.

•Confront and accept yourself as you are today without that no development will take place•Believe in your ability to achieve your key targets create for yourself opportunities•Think what energises you give positive feedback to yourself when you have earned it.

Who am I ?

•Use your strengths wherever you can•You can develop your strengths develop new ones be also ready to give up old ones • Training will support your efforts• Ask for new tasks at work • Assure the support from organisation you deserve an supportive organisation

• Be loyal for yourself but also humble confront the brutal facts, you are where you are • Confront the needs for change believe in the feedback you receive •Family, work, hobbies Balance, develop, be positive • Start trainings, participate trainings Respect and value yourself Set targets and believe in them

•Reserve undisturbed time for yourself concentrate in thinking•You have your background think of your parents, who they are how they feel •Think back the development from home up to today Your competencies, emotions •Start confidential discussions make open humble questions

My strengths Do I get along with my weaknesses

Learn to motivate yourselfFind the right questions

Where do I want to go to?

Mission: What is the purpose of my life

Vision: What I liked to be in the future

Goals: The main areas of development

Strategy: What I’m going to do and what I’m not going to do

You need both long term and short term targets they have to be in balance. Challenging but realistic.

You need targets for your personal/family life, your career, your competence development

There is no success without failure

Military training / Nursery school

How do I get there?

“To be successful in your life, decide what you want to do, and do every day things that bring you towards your key target.”

“Whatever plan is better than no plan. Whatever decision is better than no decision”

Find the reasons, the more reasons the easier it is to get motivated, to get excited.

The more advantages you find for other people, the more you can expect support from them

How do I get there?

Time schedule is your key tool in achieving your targets. Written detailed targets and plan … on paper. Clear, detailed, realistic targets that you can control yourself

See the obstacles between you and the targets. There are always obstacles. Round 80 % of are such that you have control them.

What skills and competencies you need to reach your targets

“Get down and dirty”. Be active, start immediately. Stay in movement so you don’t need to start again.

Do not give upDo not blame circumstances or others There is always things you can do yourself

Take care of your mood and energy level. Find yourself things and activities that give you energy

Executing the plans

Steering yourself

Task orientation and steering

Pers

on o

rient

atio

n an

d su

ppor

t

SUPPORTIVE•trusts•listens•accepts•gives advice•encourages

DELEGATING•analyses•plans•controls•maintains

PROMOTING•entrepreneurial•commits to goals •assertive •holds meetings

STEERING•organises•tells, dominates•starts•achieves•manages

Your leadership style in managing yourself ?

DisciplineDedication

Direction

The three skills you need in leading any organisation

Thoughts X Emotions X Actions

Management and Dedication

Tools, skills and Knowledge 10 %

involved Dedication 90 % values, commitment intuition, attitude emotions, beliefs learned reactions experiences emotional chains/reactions steering from inside vision, imagination fighting spirit

DisciplineDedication

Direction

My goals

Direction as a business conceptExample: Southwest Airlines’ strategy map where strategy is divided into targets and activities

ResultsValue driversEnablersActivators

Profit generating price policy

Superior value added

High entry barrier for competition

Low operating

costs

Competitivetime schedules

High customersatisfaction

Fast growing customer base

Internet service for buying ticket

Low overheads

No connection flights

Influence customer expectations

Dominating flight frequency

Friendly customer service

Develop standards

Standard concepts

Mgmt model that supportsbus. concept

Supportingoperating

culture

Attitudes tested in recruiting

From private cars, buses and trains ,

not from other airlines

DisciplineDedication

Direction

Discipline

• Culture, values, passion• Skills, knowledge, technology

• Business processes, efficiency• Development projects and

programs, innovations

• Organisation, resources• Control, feedback, BSC• Weekly/monthly meetings

DisciplineDedication

Direction

Successful people

How are they? What do they do?

Successful people• Have a vision

• Have courage

• Are realistic

• Accept responsibilities

Successful people are action oriented, positive, focused, dedicated, disciplined, curious, have written targets, …

Courage inspires. It has power, magic and brilliance in itself. Goethe

ANALYSE THE NEED

1. Get into the details. Who needs and what.

2. See that you understand the need

DEFINE THE VALUE TO THE ORGANISATION

1. Describe the value in plain words.

2. Keep your eye in business not in systems

3. See that you understand the value

ORGANISE THE DEVELOPMENT INTO A PROJECT

1. Business needs

2. Present situation. Who does, who knows.

3. Target situation. What do we want to be.

4. How do we get there. Time, resources etc.

Business development projects

What you get is not always what you want,What you want is not always what you need

There is absolutely no limit to what is or might be useful. Set clear priorities, here we have to be often rude.

Successfulimplementation

Pressurefor change

Pressurefor change

Pressurefor change

Pressurefor change

Pressurefor change

?

?

?

?

?

Vision

Vision

Vision

Vision

Vision

Capablepeople

Capablepeople

Capablepeople

Capablepeople

Capablepeople

Actionablefirst steps

Actionablefirst steps

Actionablefirst steps

Actionablefirst steps

Actionablefirst steps

Effectiverewards

Effectiverewards

Effectiverewards

Effectiverewards

Effectiverewards

=X X X X

X X X X

X X X X

X X X X

X X X X

X X X X

=

=

=

=

=

Evaporation

Frustration

No commitment

Disappointment

Disinterest

BASED ON JOHN HUNT

Conditions for a successful change program

Conditions for a successful change program

• To start a successful change program Dissatisfaction, Vision, and First Steps must be greater than the resistance to change

• Dissatisfaction without Vision or First Steps equals frustration• Vision without Dissatisfaction or First Steps equals wishful thinking• First Steps without Dissatisfaction or Vision equals a series of failed

starts

Dissatisfaction x Vision x First Steps > Resistance

Some good practices

to keep yourself moving towards

your goals

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The power of visualising

Visualising is a strong tool and in active use in all world-class sports

Visualise your targets and goals fulfilled. Think – feel - do. Speak the targets aloud, write them on paper, explain them to yourself. Concentrate in what you want, not in what you don’t. Start a learning process. Today.

a) Your thinking dictates you attitude, your expectations, your values and your behaviour

b) You are what you are because you think as you thinkc) Your outside world is a reflection of our internal worldd) Thoughts create emotions, emotions create thoughts. Actions create

emotions, emotions create actions.

And here they are all again

Dedication - Direction - Discipline

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Visualising as a coaching method in sports

A. Practice the coming event in your mind before you do it

B. Visualise the event several times

C. Confirm the positive result

D. See yourself relaxed and calm

E. See yourself succeeding, and let you feel the positive emotions and the atmosphere in your mind

In the last phase you just simple relax and imagine the atmosphere and your feelings when you have succeeded.

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a. You can not avoid taking the full responsibility of your life when you are 18 years old

b. Taking responsibility of your life is not voluntary it is mandatory, and you can only take the full responsibility

c. You can give up the control of your life but you never can give up the responsibility

d. You give up the control when you start to blame “others” of your problems, you can only control yourself, not the “others”

e. You feel you have control of your life when you accept that you are in charge

Responsibility, Taking charge of your career

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If you accept the full responsibility

a. You feel you have your life under control

b. You are positive, not negative

c. You are creative, not criticising

d. You make progress

e. You don’t waste your time in searching the guilty ones

f. You do motivate yourself and

You respect yourself

Take charge of your life. It is key to success, it is the key to the sense of control and power. Take the responsibility, voluntarily, whenever you can.

Adopting responsibility

• Accept the responsibility. You are responsible of your career, 100 %. You can give the control to someone else but you can not give the responsibility. It is not voluntary it is mandatory.

• You give the control of your life to others when you give up or start to blame others of your problems. You never can control the others or the circumstances, but you can always control yourself. Whatever happens there are always things you can do yourself.

• An vice versa, you get your life under control, when you adopt the responsibility, when you accept that it is you, yourself, who is in charge. So, be ready to accept the responsibility whenever you can.

• Your self discipline determines your productivity. If you can concentrate in your targets you will reach them. Set priorities and get the most important ones done first.

• Manage the use of your time, set time schedules and deadlines. Keep them, don’t be late. You have always too much to do, and too little time to do everything. But you always have time to do the most important things you have.

ABCDE-concept

Your behavior is driven by your attitude, your values and your thinking

Visible

Not visible

Behavior

What I know

Power of the change

Who am I

Manage your time and energy

Concentrate• All great achievements are a result of long period of concentration • Right first time, learn to complete the tasks in one go• Concentre on those 20 % of your activities that bring 80 % of the

results

Set clear priorities• Keep up a list of tasks and targets, on paper• Your ability to set priorities is the key in managing your time and

energy successfully• You have never time to do everything, but you have always time to

do the most important tasks

Keep yourself action oriented• Do not delay your tasks. Do them. You’ll feel good and satisfied.• The secret of success is more in doing than in planning.

Control your stress and tensions To be efficient you have to get stress and tensions under control.

Stress and tensions are always caused by something, and stress is your internal reaction to an event, stress always comes from your inside

These six reason to stress cover 95 % of cases

1. You are tired2. Your life is lacking direction3. You have uncompleted work to be done4. Fear to make failures5. Fear to be refused by others6. Anger

Event -> emotions - > reaction

You can seldom control the circumstances, but you can always control your reaction to them.

Have to and Want to

• The difference between “ have to and want to” is the attitude we take to our activities and life. Our attitude does emerges from our expectations.

• Our attitude we all can impact on, with our thinking. We can impact our attitude, behaviour, motivation, commitment, mood and emotions.

• And that is what we do, when we take responsibility of leading ourselves.

• ”You can not lead an organisation if you are not able to lead yourself. As a leader you must take the responsibility not only of your own but also your organisation’s motivation, commitment and atmosphere. “

Conquer yourself, and you conquer the world! We have always the freedom to think whatever we like!

Six pack for the hectic moments in your lifeClarify and brighten the target

Be sure you know what is important for you and why it is important just now. What are you going to achieve, write it down or make picture of it. Keep it always with you. A clear target helps you in your daily efforts.

Manage your time and get your life under control

Respect your work or project and reserve enough of time for it. Keep up a weekly, monthly and annual plan for all your important targets. Keep hold of the calendar reservations. Accept the responsibility.

Remember to make breaks and rest

Reserve enough of time for rest and free time, do something that energises you. Do not plan to work the whole weekends and do not count on working late in the night. Think in advance how you’ll motivate yourself when you next time are tired.

Power hour

The starting of new task is sometimes difficult. If so have a power hour, close your phone and put the alarm clock on. Really concentrate the whole hour to the task at hand. After that admire your result, you are likely to be surprised.

Keep up the network

Find supporters to your tasks. Ask for advice, talk with your spouse, your parents, your boss.

Do not miss your opportunities

Maybe you can skip a few meetings, maybe some tasks are not so essential, delegate. Maybe some tasks at home could wait another month or year. It is your opportunity, you are to make the decisions, do not miss the challenge.

Six pack for a smart project managerPlan, be proactive and prepared.

Planning is a self-evident task for any projects manager. Being proactive and prepared you avoid many pitfalls in your project. " The clever man finds the way out of traps where the wise man never falls into.” “Fail to plan, plan to fail. “

Write reports and communicate

Issues that are not documented are difficult to communicate. Successful running of projects is based on skilled communication.

Monitor and act upon problems immediately when they emerge

You have to identify the major deviations from the plan. Deviations tend to grow and they do not go away accidentally. Facts do not cease to exist because they are ignored.

Be honest to yourself and to the project owner

Get to know the project owner, he has time for you. Together with the owner you also solve the problems.

Learn to say no

Project manager has to refuse to take tasks that do not belong to the project. If they are important, they may be a starting point to the following project.

Observe the work load of your project group

You can not be efficient round the clock. Listen to your people and assess the need of resources continuously. Make priorities, learn to stand the pressure caused by undone tasks.

Thank you for participating !