Archive for May, 2011
In today’s world, it seems that almost any topic is open for debate. While I was gathering facts for this article, I was quite surprised to find some of the issues I thought were settled are actually still being openly discussed.
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Today’s fast-moving business environment demands that the effective manager be both a well-organized administrator and highly adept in understanding people’s basic needs and behaviour in the workplace. Gaining commitment, nurturing talent, and ensuring employee motivation and productivity require open communication and trust between managers and staff.
1. Understand their behaviour
People at work naturally tend to adopt instinctive modes of behaviour that are self-protective rather than open and collaborative. This explains why emotion is a strong force in the workplace and why management often reacts violently to criticisms and usually seeks to control rather than take risks. So, in order to eliminate this kind of perspective and to increase employee motivation, it is best that you influence behaviour rather than to change personalities. Insisting what you expect from your employees will only worsen the situation.
2. Be sure that people’s lower-level needs are met.
People have various kinds of needs. Examples of lower-level needs are salary, job security, and working conditions. In order to increase employee motivation, you have to meet these basic needs. Consequently, failures with basic needs nearly always explain dissatisfaction among staff. Satisfaction, on the other hand, springs from meeting higher-level needs, such as responsibility progress, and personal growth. When satisfaction is met, chances are employee motivation is at hand.
3. Encourage pride
People need to feel that their contribution is valued and unique. If you are a manager, seek to exploit this pride in others, and be proud of your own ability to handle staff with positive results. This, in turn, will encourage employee motivation among your people.
4. Listen carefully
In many areas of a manager’s job, from meetings and appraisals to telephone calls, listening plays a key role. Listening encourages employee motivation and, therefore, benefits both you and your staff. So make an effort to understand people’s attitudes by careful listening and questioning and by giving them the opportunity to express themselves.
5. Build confidence
Most people suffer from insecurity at some time. The many kinds of anxiety that affect people in organizations can feed such insecurity, and insecurity impedes employee motivation. Your antidote, therefore, is to build confidence by giving recognition, high-level tasks, and full information. In doing so, you only not refurbish employee motivation but boost productivity as well.
6. Encourage contact
Many managers like to hide away behind closed office doors, keeping contact to a minimum. That makes it easy for an administrator, but hard to be a leader. It is far better to keep your office door open and to encourage people to visit you when the door is open. Go out of your way to chat to staff on an informal basis. Keep in mind that building rapport with your staff will effectively increase employee motivation.
7. Use the strategic thinking of all employees.
It is very important to inform people about strategic plans and their own part in achieving the strategies. Take trouble to improve their understanding and to win their approval, as this will have a highly positive influence on performance and increasing employee motivation as well.
8. Develop trust
The quality and style of leadership are major factors in gaining employee motivation and trust. Clear decision making should be coupled with a collaborative, collegiate approach. This entails taking people into your confidence and explicitly and openly valuing their contributions. By simply giving your staff the opportunity to show that you can trust them is enough to increase employee motivation among them.
9. Delegate decisions
Pushing the power of decision-making downward reduces pressure on senior management. It motivates people on the lower levels because it gives them a vote of confidence. Also, because the decision is taken nearer to the point of action, it is more likely to be correct. Consequently, by encouraging them to choose their own working methods, make decisions, and giving them responsibility for meeting the agreed goal will encourage employee motivation among your staff.
10. Appraising to motivate
When choosing methods of assessing your staff’s performance, always make sure that the end result has a positive effect on employee motivation and increases people’s sense of self-worth. Realistic targets, positive feedback, and listening are key factors.
If you follow these simple steps in increasing employee motivation, rest assured you will have a good working relationship with your staff at the same time boost you company’s productivity. Just bear in mind that people are employed to get good results for the company. Their rates of success are intrinsically linked to how they are directed, reviewed, rewarded, trusted, and motivated by the management.
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The more you understand about any subject, the more interesting it becomes. As you read this article you’ll find that the subject of effective meetings, bad meetings, business meeting, facilitation, steve kaye, facilitator, leadership, one great meeting is certainly no exception.
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1) Ask everyone to arrive five to ten minutes early. This gives everyone time to socialize, obtain coffee, or organize materials before the meeting. It also ensures that everyone is present at the scheduled starting time. Make this part of the agenda.
2) Discuss sensitive issues with the key participants before the meeting. Use this as an opportunity to listen and gather information on the issues. From this you will understand the different views, needs, and histories. This information can help you prepare the agenda and conduct the meeting. In addition, you may be able to facilitate solutions or strategies for solutions before the meeting. In either case, the result will be a more efficient meeting.
3) Plan small meetings that focus on a single issue. People work more effectively over short periods of time (such as 45 minutes). This also allows you to match experts with issues for more productive meetings.
4) Only invite those who can contribute to at least 50% of the items on the agenda. For meetings lasting more than 30 minutes, invite special participants only to the part of the meeting that deals with their contribution.
5) Send copies of the minutes to everyone who could have been invited for informational purposes. They can read the minutes in a small fraction of the time that they would have been spent in the meeting.
6) When invited to a meeting with a vague (or missing) agenda, ask: what role will I have? Why do you need me? If your impact is minor, refuse to attend and use the time for other work. Meeting planners often attempt to add importance to a meeting by inviting prominent members of the organization.
7) If the chairperson seems to have allowed the meeting’s intent to drift, ask: “What do you want to achieve?” or “How can we help you?” or “How will we know when we are done working on this?” These questions can help focus the meeting on a goal.
If a meeting seems out of control, suggest adjourning and reconvening at a later time. This will allow you to clarify goals, prepare strategies, and better understand the issues.
9) Reflect the content of key points. This ensures that everyone has the same understanding of the key point. Although this is one of the chairperson’s responsibilities, it can be filled by anyone else in the meeting.
10) Prepare a list of questions, ideas, suggestions before the meeting. Then you can focus your attention on the discussion in the meeting.
11) Watch the listeners instead of the speaker. Their faces and body language will tell you whether they agree or disagree, which can help guide you participation in the discussion.
12) Work with a sense of appropriate urgency. Life is finite, and the discussions in meetings should be the same. Plan a time budget and then use it to guide your meeting. Spend extra time only when an issue warrants it.
Take time to consider the points presented above. What you learn may help you overcome your hesitation to take action.
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Why is it that the Bill Gate’s of this world are rich and famous? What secret do they know that the rest of us don’t? If you study their lives closely, you’ll discover the rich and famous have certain habits that attribute to their success. Successful people are very careful about how they spend their time. No matter how you slice it, we all have 24 hours in a day, so the key lies in learning to use our time wisely. Below are some ways you can dramatically increase your productivity through more effective use of your time.
1. MONITOR HOW YOU CURRENTLY USE YOUR TIME: If it seems like your day slips by all too quickly, try creating a log of your daily activities. Once you see where you are spending your time, you can identify and focus on the activities that provide the greatest returns for you personally and financially. Start your log by writing down what time you wake up, get ready, and begin work. Calculate how much time you spend on individual activities such as email, phone calls, and client work.
=> FREE TIME TRACKING TOOL: Here’s a personal time survey to help you discover how much time you spend on various work activities: Personal Time Survey Tracker
2. CALCULATE HOW MUCH YOUR TIME IS WORTH: Time is money. Knowing how much your time is actually worth can help you make better decisions as to whether you should perform a task or outsource it. For instance, if your time is worth $200 an hour, you are far better off paying someone $30 an hour to edit your newsletter. You can “bank” the other $170 per hour by spending your time on profit making activities. Also take the time to determine how much time a day you need to spend on billable activities to make your desired profit. I try to spend 1.5 hours a day on money making projects.
=> FREE TIME COSTING TOOL: Here’s a time costing worksheet to help you determine how much you are actually when you subtract the expenses. Time Costing Sheet
3. CREATE A DAILY SCHEDULE: Don’t start your day without a to do list. Make a list of tasks and categorize them into business building activities, client activities, and personal items. Then break bigger unmanageable projects into smaller “doable” chunks so they less intimidating and are easier to accomplish.
=> FREE DAILY TO DO LIST: Try this free all inclusive WebMomz To Do List
4. PRIORITIZE: Have more to do than hours in the day? By prioritizing your tasks, you’ll make sure that you are tackling the items that matter most. Create a system that works for you. One standard way of prioritizing is to mark items with A, B, and C.
Ask yourself these key questions:
What items MUST be done today?
Which items can be rescheduled?
What can be delegated?
Which tasks most closely match my priorities and goals?
Which items can be eliminated?
5. LEARN TO SAY NO: Are you adding one more item to your never-ending TO DO list? You are in control of your time. Be strong and uphold your personal boundaries. When you are well rested and treat yourself and your family to the time off you deserve, you’ll feel happier and more productive when it’s time to go back to work. **
Before you say yes, ask yourself these questions:
Do you really have the time or energy to do that extra task?
Do I like this customer? Are they good for me?
Will it be profitable?
Does it invade on your personal time?
Does it involve doing something you enjoy?
Does it fit in with your list of priorities and goals?
6. REMOVE DISTRACTIONS AND TIME SUCKS: Time sucks are lurking everywhere like viruses. Think about which activities are eating up your time. For me personally, these items include email, social calls, and telemarketers. I “conquer” the email demon by shutting down my Outlook when I am working. When a family member calls during work time, I politely ask if I can call them back during the afternoon and remind them of my work hours. Caller ID valiantly saves me from the “would be” telemarketer time thieves. With one glance, I can quickly differentiate telemarketers from important client calls.
7. STICK TO THE PLAN: Try not to get sidetracked from your plan. One of my friends has a motto, “A lack of planning on your part does not constitute an emergency for me”. It’s a smart one to live by. Unless it’s a true emergency, or you are being paid “rush” time, you probably don’t need to squeeze a last minute request in today. Also, by assigning yourself project deadlines, you can keep on top of projects and avoid those dreaded last minute emergencies.
8. CHOOSE AN INSPIRING PLACE AND TIME: We are all “built” differently. Do the tasks which take your most “brain power” when you are at your prime. Are you a morning person or do you work best burning the midnight oils? Create an ultimate work haven that is clean, distraction free, and inspiring. My office overlooks my flower garden and is right in the heart of family activity. As I glance to the right, our Angel fish “Spike” proudly parades across the fish tank. In front of me, Monet has a glorious display of peach poppies in a field. Above me, Monet is painting a vivid portrait of his flower garden. In the living room, my son is softly singing the Spiderman theme to himself – music to my ears!
9. BUNDLE LIKE TASKS TOGETHER: As you work through your daily list, try to chunk your tasks into like activities. By creating a separate “chunk” of time for answering email, invoicing, making return phone calls, you’ll save time and mental energy.
10. AVOID INTERRUPTIONS: Trying to do the same thing over and over again with interruptions can be maddening. Once you start a task, try to finish it to the end. If something comes up that you need to remember or do, unless it’s urgent, simply add it to your list and continue on with your current project.
11. BE ORGANIZED: When things are tidy, it saves you time and frees you to focus on the task at hand. Digging through a pile of papers and finding a squished Twinkie isn’t very conducive to the work experience. Follow your own organizational style. PHONE LISTS: For instance, I arrange my phone lists into groups according to how I use them: friends, family, doctors, my children’s playmates, etc. I also list people in my phone book that I talk to on a first name basis by their first name alphabetically. For instance, I list my mom under “M” and my brother under “T” for Troy. “D” has a list of all my doctors. This works for me, because it’s how I think.
EMAILS: Another time saving idea is to color code your emails. In my personal color scheme I use one color for clients, one for newsletters, and another for my coworkers. You can also group your emails using categories and folders.
ONE CALENDAR MEETS ALL: Keeping track of work appointments, Brownie meetings, and committee meetings can be very difficult. My secret to keeping on top of family and work appointments is to schedule them all on one calendar.
DAYTIMER SPECIAL SECTION: Create a special section of your Daytimer just for special interests, hobbies, or kids. My husband keeps one with all his stock info. I have a special kid section with phone numbers for Brownie leaders, playmates, doctors, school contacts, bus number and other items.
SUMMARY: Why wait for success when you can literally schedule it! By mastering your time, you can accomplish much more with less effort. Be choosey about how you spend your time. Focus on activities which most closely match your goals. By taking time to monitor, measure, and manage your time, you will enjoy an abundance of success and happiness.
Knowing enough about Time Management for Entrepreneurs to make solid, informed choices cuts down on the fear factor. If you apply what you’ve just learned about Time Management for Entrepreneurs, you should have nothing to worry about.