Page 1

Presented by

Colin Dovey

Modules Overview Module A Productivity, Planning, Organisation & Control Module B Effective Meeting Strategies & Organisation Module C Meaningful Communications Module D Supervision & Leadership Essentials Module E Handling Diversity & Dysfunctional Work Environments Module F Sexual Harassment for Employees Module G Sexual Harassment for Supervisors Module H PRACTICAL Internal and External Motivation

Modules Overview Module A Productivity, Planning, Organisation & Control 1. Daily Planning. 2. Using Diaries and Calendars Effectively. 3. Stop Procrastination. 4. Setting Priorities. 5. Organising Others. 6. Office Ergonomics. 7. Workers Poor Performance. 8. Goal Setting for you and others. 9. Handling Stress. 10. How to reduce stress in your staff. 11. Planning your work and working your plan. 12. Easy Organising Basics. 13. Crisis Management.

1. Identify your potential problem areas & time wasters

2. Time wasting elimination strategies 3. Set your goals and then detail your actions accordingly 4. Take a deep breath


Using Diaries and Calendars Effectively • Know what a diary SHOULD be • Be aware of how a diary can help you

• Choose your diary thoughtfully • Make the Diary work for you

Procrastination • PRIORITY is the KEY • Eat the Elephant

• The unpleasant tasks? Slam-Dunk them! • The 20 minute deal • Reward Yourself • Stick-It Notes: • Commit Yourself publicly • Peak-Hour Performance

Organising others • Keep your eyes open for the RED LIGHT of Disorganisation • Make a point of finding out how they spend their time. • Advise staff regarding their work stations • Compile a task-related Skills Index.

• Provide the right mix of resources • Implement procedures and work instructions • Teach you staff time-saving tactics • Make sire YOU are not part of the problem • And don't forget to......

Ergonomics • Designing an interesting workspace • The Colour Advantage • Colour Code Effects: • Let there be light!

• Fluorescent lighting • Incandescent Lighting • Phasing out of Incandescent Lighting • The Emotional Effect of Lighting (Dark or Light) • Music, Music, Music • Ergonomics means Safe & Comfortable

Workers Poor performance and Low Morale Low Morale

Goal Setting • Setting goals that CAN be achieved. • Make sure your goals are realistic • K.I.S.S. • Develop goals inclusively • Know why you have set EACH goal • Make your goals measurable and SPECIFIC • Write down the goals with accountability in mind • Make you goals “timely” • Write down your goals • Align Goals with overall Team, or Company Mission • Review progress regularly • Make your goals challenging. • AND remember also…..

STRESS • • • • • • • • • • •

Managing SELF Create a pleasant work environment for yourself. Manage your time. Avoid false guilt Keep Perfectionism in check Drive your own bus Be selective about what you take on board. Plan & Prioritise Develop a support system for yourself Look after your body and Soul Accept stress as a natural part of life

How to reduce Stress in your staff • Be reasonable in your expectations • Be decisive, clear and unambiguous • Create a supportive work environment. • Be alert to the value of self-esteem • Plan ahead. • Involve employees in the decision-making where appropriate • Be consistent in disciplinary matters  Communicate with each staff member  Provide adequate resources  Always follow through.  Provide variety in a employees life  Be an effective gatekeeper  Check your personal style for defects

PLANNING • • • • • • • • • •

Action Plan. Express your solution as a series of goals. Generate a list of actions for each goal Prepare a timeline Allocate resources. Identify possible problems Develop strategies for monitoring progress Assign tasks Estimate costs implement the plan.

Easy Organising Basics Planning the day ahead Number



DUE time


Open, and respond to post.

30 mins

2 pm


Open & respond to E-mail

30 mins

10 am


Give work assignments to staff

30 mins

9 am


Review daily Work in progress

1 hour

4 pm


Plan staff assignments for next day

1 hour

4.30 pm


Plan monthly calendar

1 hour

1 pm

Planning the Day Ahead (continued) Number





Give work assignments to staff (30 mins)

8.30 am

9.00 am


Open & respond to all mail (30-45 mins)

9 am

10 am


Plan monthly calendar (1 hour)

10 am

11 am

OPEN 2.5 hours Return Phone calls

11 am 1.30 pm

1.30 pm 2.30 pm

OPEN (1 hour) Review daily Work in Progress (30 mins)

2.30 pm 3.30 pm

3.30 pm 4 pm

4 pm

5 pm

5 pm

5.15 pm


5 6


Plan staff assignments for next day (1 hour) UPDATE to-do list (15 mins)


Prepare for an emergency – NOW Analyse the situation. Stay Calm Call your crisis team into action Communicate the facts Provide counselling and follow-up support Evaluate Actions & Reactions

Modules Overview Module B

Effective Meeting Strategies & Organisation 1. Compiling a meeting agenda that works. 2. Minutes of the Meeting – Recording. 3. Chairing Meetings Successfully. 4. Contributing as a Member of a Meeting. 5. How to prepare for a meeting. 6. How to deal with disruptive individuals at meetings. 7. How to overcome problems at meetings. 8. The Mechanics of Meeting Facilitation. 9. Dealing effectively with Difficult People.

Compiling a meeting agenda that works • • • • • • • •

Agendas Be aware of the need for an Agenda Decide on the degree of formality required. List the items Place the items in sequence Structure the Agenda Distribute the agenda in advance Use the Agenda to monitor the meeting




Person responsible

Time (Mins)


Approve agenda

Mike Dunn




New info

Janet Lynn




New leave requests

Josh Slim




Changes to Kitchens

Koos Kombuis




Pilfering of Stock

Brett Fost

Problem solutions


Minutes of the Meeting – Recording Recording Results of the Meeting Objectives and Expectations Objective Expectations

Chairing Meetings Successfully Create a member-centered meeting Encourage participation by all Stimulate discussion and ideas Ban those killer comments

Keep the meeting on course Vary your style Focus on the process And....finally

Contributing as a Member of a Meeting • Understand why you have been asked to participate. • Know the other participants • Arrive Prepared • Arrive early and use the time wisely • Talk up – get involved. • Make you presence felt • Be an active listener. • Be willing to learn • Volunteer to wrap up the meeting. •Adhere to the rules of meeting etiquette

How to prepare for a meeting • Make sure you have called the meeting for a reason • Prepare a benchmark of productivity • Select the participants wisely • Select the right time and place for the meeting.

• Prepare and distribute an agenda that will work • Despatch agenda and background papers • Do your homework on the participants • Gather appropriate tools for the meetings • Be prepared psychologically

How to deal with disruptive individuals at meetings  Create a smaller audience for them  Get the disruptive person to confront the issue

 Attack the content  Suggest a role reversal  LISTEN – just in case  Pull the Plug  Remain calm and in control

How to overcome problems at meetings When the discussion gets off the track When the participants begin to lose interest When there is uneven participation When the meeting gets overheated When someone is distracting the group When an argumentative When a long-winded participant dominates

When two people dominate discussion When a discussion can't be reached

The Mechanics of Meeting Facilitation Room preparation Seating and work spaces

The meeting room and environment Typical Meeting Locations On site

Hotel Meeting Rooms Conference Centres Resorts

Meeting room Basics Room size and shape Tables and Rooms

Round Conference tables, or circles

Meeting Room Layouts • • • • • •

Cabaret Style Horseshoe style Boardroom style Circle Style Amphitheatre Style Banquet Style

• • • • • • •

Signage Lighting PowerPoint Presentations DON'T GET CARRIED AWAY WITH POWERPOINT Teleconferencing Internet teleconferencing Software and service providers

The Mechanics of Meeting Facilitation Room preparation Seating and work spaces The meeting room and environment Typical Meeting Locations On site Hotel Meeting Rooms Conference Centres Resorts Meeting room Basics Room size and shape Tables and Rooms Round Conference tables, or circles

A Unique, Ground-breaking Way of Dealing effectively with Difficult People

The bottom line to understanding Behavioural issues – FEAR BEHAVIOR





Arguing Pessimism Pig-Headed Over-Fussy


Shy Laziness





Thin-skinned Shrinking-Violet Careless Chattering



Pedantic Procrastinates




Recognising the Manifestation of Difficult Behaviour • •

Bullying Arguing • Pessimism • Pig-Headed • Over-Fussy • Know-it-all • Thin-skinned • Shrinking-Violet • Careless • Chattering • Pedantic • Procrastinates

Handling the key behaviour modes • • • • • • •

Bullying & Arguing Pessimism & Pig-Headedness Over-Fussy & Know-it-all Thin-skinned or Shrinking-Violet Careless or Chattering Pedantic or Procrastinates Your own arsenal of skills

Modules Overview Module C Meaningful Communications & Relationships in the Workplace 1. Paperwork overload elimination. 2. How to write a good memo. 3. How to write a news release. 4. Get message across through the printed word. 5. Setting the groundwork for being a better writer in just 6 months. 6. The efficient handling of E-Mails and Faxes. 7. Improving communication. 8. How to be an active listener.

Written Communication & Paperwork overload elimination • How to write a better letter • Take your time • Assemble all relevant data

• Group & sequence your material • Prepare a first draft. • Revise your draft letter.

• Polish your revised version. • Remember these important points

How to write a good memo

• Know when to write a memo • Be brief and to the point. • Collect your thoughts • "Talk" your ideas through to yourself • Focus on your audience • Structure your memo • Be selective • Review and revise • Check your subject heading carefully • Compliment good memo writers

How to write a news release • Prepare the release for the appropriate medium • Make it timely • Find an angle for your story

• Here are some important points to remember when drafting your release • Pay attention to how you present the release

• Follow it up

How to get your message across through the printed word • Know your audience • Determine what they want, and give it to them • Avoid Jargon • Keep it short, simple and lively • Make your points quickly and clearly • Make writing reflect your natural speech • Write about people doing things

• Work hard on your writing • Ensure the layout emphasises the message • Resist trying to cram in too much

How to become a better writer in just 6 months • Prepare for action – man the pumps! • Get your ducks in a row • Craft your first Draft • Spit and Polish • Craft your own Craft

•E-Mails and Faxes Effective and efficient E-mail handling •The "6D" System

• • • • • •

Discard it Delegate Do it Dungeon Don't see it again Decide

The Fax Machine

Improving communication • The impact of poor communication • The keys to effective communication

How to get the most out of a conversation with an employee • Build trust and confidence

• Listen, and be listened to • Follow a successful formula • Practise conversation skills • Use clear, straightforward communication • Keep the conversation rolling along • Organise your thoughts

How to be an active listener • Commit yourself to each individual act of listening

• Neutralise your biases. • Really concentrate on what is being said • Encourage the speaker • Ignore all distractions • Focus on the main ideas • Test your understanding. • Delay formulating your arguments • Suspend Judgement • Don't talk too much • Remember: listening is the key to personal success

How to ask Questions • Understand the purpose of questions • Use the right type of questions • Keep your questions simple and direct

• Ask questions that are focused • Move from general to specific • Ask the question , then pause • Don't telegraph an answer • Refuse to accept inadequate answers • Don't baulk at unsettling responses

How to give orders •

Know exactly what you want.

• Select the right person for the job

• Use your established chain of authority • Use clear, concise, simple language

Modules Overview Module D Supervision & Leadership Essentials 1. Gaining the support & respect of your staff. 2. How to build teams that WORK. 3. Coaching and mentoring others to excellence. 4. Mentoring – or taking people under your wing. 5. Handling difficult people in the workplace. 6. How to get on with people you don't like. 7. Recognising and dealing with poor work performance. 8. Personal and Staff motivation. 9. Developing a positive mindset. 10. How to realise the leader within you. 11. How to become a leader.

Gaining the respect and support of your staff • Respect • Gaining Staff Commitment, and persuading them to buy into your vision • Be crystal clear about what is needed • Actionable Goals and Dedication to their attainment

• Adopt a problem-solving stance • Set achievement Benchmarks • Be patient, but persistent • Encourage networking amongst staff • Foster a positive workplace environment • Acknowledge Excellence

How to build teams that WORK • The Path and the purpose • Precise Planning • Clear role definition • Dictate clear communication • The Acronym T.E.A.M means something • Making decisions – how to implement • The Group Dynamic • Make it clear that individual participation is paramount

Coaching and Mentoring others to Excellence • Anticipate the need • Is coaching deemed necessary? • Preparatory planning for coaching

• Consult and agree on need..if any • Define and discuss the options • Agree on action detail • Set up review program • Summarise the steps

• Avoid these FATAL Coaching mistakes

Mentoring – or taking people under your wing • Coming to understand what mentoring means

• Designate mentoring tasks • Pinpoint the Stellar Performers • Draw the line between mentor and "mate" • Encourage Individuality • Benefits flow both ways • And now – the comprehensive benefits of mentorship

Handling difficult people in the Modern Workplace

The bottom line to understanding Behavioural issues – FEAR! Handling the key behaviour modes: • • • • • •

Bullying & Arguing Pessimism & Pig-Headedness Over-Fussy & Know-it-all Thin-skinned or Shrinking-Violet Careless or Chattering. Pedantic or Procrastinates

How to get on with people you don't like • Switch into your tolerance mode • Practise LIKING people • Be temperate in your responses to others • Keep your work relationships formal, but friendly • Make sure that a testy relationship does not cloud your judgement • Talk to the people • If you are wrong, admit it quickly • Develop a set of coping skills

Recognising an dealing with poor work performance • But what is performance evaluation? • How do we go about this process? • Become aware of the Red Flags • The outward signs of Poor Performance • Check the attendance register or clocking in • Sick Leave syndrome • Specific signals of determining behaviour

• The underlying causes of personality changes • Correcting the problem

Personal and staff motivation • Using an achievement list to accomplish objectives • How to go about this? • Are YOU achievement motivated? Check here • Build up your personal achievements list ("PAL") • How to use your "PAL" • Now kick off your projected achievement list • Accelerate to your FULL Potential

Developing a positive mindset • What is YOUR attitude? – do YOU have it all? • Understand and practise visualisation • FREQUENCY - VIVIDNESS - INTENSITY - DURATION • Make positive affirmations • Say it aloud • Act the part • Only expose yourself to TOP QUALITY information • Mix only with positive people

• Find a positive icon and imitate them • Teach others

How to realise the leader within you • Demonstrate Integrity • Demonstrate extraordinary persistence • Display a confident exterior

• Commit yourself to hard work • Set your sights on being responsive • Bringing out the best in others

• Energy must be demonstrated • Back your own judgement • Develop humility

• Develop a sense of timing • Nurture that winning attitude • Focus on the C's of leadership

How to become a leader • • • • • • • • • • • • •

Make a point of taking an independent, self- analysis test Develop a comprehensive goals Plan Plan a systematic route for gaining knowledge Become aware of what Leadership Involves in its entirety Break the logjam Take a visionary approach Empower others to take up the cudgels Blaze the trail Talk to the Heart Read Biographies Become a volunteer for Leadership opportunities Find a cause – causes NEED leaders Reflect on your successes and perceived failures

• Finally – MAKE things HAPPEN!

Modules Overview Module E Handling Diversity and Dysfunctional Work Environments

1. Fundamentals of Diversity 2. Identifying Differences 3. Overcoming Barriers to Diversity 4. Communication in a Diverse Workplace 5. Managing Diversity

Introduction 1. 2. 3. 4.

What diversity is Common misconceptions about diversity The various approaches used to deal with a diverse workforce How a diverse workforce provides significant advantages to an


Unit 1 1.

Cultural differences: •


how this impacts on the way that people relate to one another. How personality styles influence:

• interpersonal relationships • present challenges • offer opportunities for improving relationships

Unit 2 • • • •

The various barriers to diversity How individuals respond to discrimination Three negative approaches to discrimination How to avoid discriminating against others

Unit 2 • • • •

The various barriers to diversity How individuals respond to discrimination Three negative approaches to discrimination How to avoid discriminating against others



Marital Status Sexuality



27.00% 9.00%

Age Sexual Harassment


Victimisation Gender Race


10.00% Disability


Unit 3 •

Communicate effectively in a diverse workplace

Welcome new members into your organization.

Motivate diverse members of a team

Manage conflicts in a diverse group

Identify an individual's preferred way of receiving feedback

Provide effective feedback using that method

Proactively manage diversity in a workforce

Identify and avoid common pitfalls when managing diversity

Use the skills needed to develop a diverse workplace.

SETTING YOUR EXPECTATIONS Properly setting your expectations is essential to your success. This topic will help you to do that by providing a list of objectives for the sessions. Objectives These overall objective will give you can idea about what to expect to learn, and then apply to advantage in your daily working life.

After completing these sessions, you will know how to: Ÿ Ÿ Ÿ Ÿ Ÿ Ÿ Ÿ Ÿ

Address common misconceptions about diversity Identify the advantages of a diverse workplace. Identify the impact of cultural differences in relationships. Identify personality styles & influence of YOUR personality . Identify the barriers to diversity & responses to discrimination Find ways of avoiding discrimination Communicate effectively in diverse workplace . Manage a diverse workforce & develop a diverse workplace

Diversity In The S.A. Workplace Format: 4 X 40 minute Sessions Objective: Participants will explore definitions, including primary & secondary dimensions of diversity PLUS their own feelings, attitudes and perceptions. Understand the business case for diversity and create a short term action plan for implementation in the workplace.

INTRODUCTION Fundamentals of Diversity Unit time: 45 mins Complete this unit and you will know: What diversity is Common misconceptions about diversity The various approaches used to deal with a diverse workforce How a diverse workforce provides significant advantages to an organisation.

Definition of Diversity “ The fundamental differences that exist between individuals, groups and nations, emanating from their inborn, inherent and deep-rooted attitudes and persuasions. All of the foregoing then tend to ultimately combine to various degrees, and then impact positively or negatively on the final outcome.�

In the modern workplace, and more specifically in South Africa, the term diversity holds a particularly cogent meaning, and in the process incorporates every dissimilarity or difference in individuals that affects a task, team or relationship.


Recommended THREE STEP plan DIVERSITY SUCCESS STEP 1 Assessment Plan STEP 2 Development Plan STEP 3 Executive Commitment to a policy KEYS TO CO-OPERATION KEY 1 Practice inclusion KEY 2 Foster an attitude of Openness KEY 3 Promote Leadership Diversity KEY 4 Launch

Advantages of Workplace Diversity Major Benefits Ÿ


Enhanced ability to recruit the best talent Improved employee commitment and morale More efficient teamwork Innovation and adaptability - meet customer needs Improved relations with clients, vendors and the public. Increased productivity Improved quality of output

Identifying Differences Cultural differences Areas of Cultural differences There are 7 areas where cultural differences are noticed most often: 1. 2. 3. 4. 5. 6. 7.

Achievements vs Personal relationships Minimal personal space vs “arms-length” personal space Linear time vs non-linear time Authoritarian cultures vs Democratic cultures Direct communication vs Indirect communication “My Goals” vs “Our Goals” “Go for it” vs “Play it safe”

Personality styles Types of personality styles Intuitor Thinker Feeler Senser

Unit 1 Overcoming barriers to diversity Unit time: 45 Minutes Complete this unit, and you'll know how to: Identify the barriers to diversity and responses to discrimination Identify ways to deal with and avoid discrimination.

Accepting attitude Guidelines to avoid discrimination

Remember the acronym ACCEPT, as shown below:

     

Acknowledge prejudiced beliefs and feelings. Consider others' viewpoints. Create mutual respect. Express appreciation. Pursue common goals. Trust others.

Unit 2 Communicating in a diverse workforce Unit time: 45 Minutes Complete this unit, and you'll know how to: Communicate effectively in a diverse workplace. Provide effective feedback to others.

Effective communication . Steps for effective communication There are four steps to maximize your effectiveness in communicating with a diverse workforce:

Recognize differences Create a clear message Deliver the message Encourage open communication

Common communication challenges There are three main challenges that individuals will encounter in the workplace: 路 路 路

Welcoming new members Addressing group dynamics Giving and receiving evaluation feedback

Addressing issues when tasks are assigned Influencing & motivating diverse members of a group Using the various negotiation styles Varying decision-making between cultures Managing conflicts Offering feedback

Evaluations and feedback There are 2 basic ways of conducting evaluations & giving feedback.

Traditional review Interactive discussion

Unit 3 Managing diversity

Unit time: 45 Minutes Complete this unit, and you'll know how to: Manage a diverse workforce. Develop a diverse workplace while avoiding common pitfalls

Topic A: Manage diversity in a workforce Diversity in the workplace is a fact of life. So, you should be proactive instead of reactive towards the issue of diversity in your organization. Importance of managing diversity There are six reasons for being proactive to diversity: Lawsuits are a real possibility. Productivity is hindered. Conflicts are more likely. Communication breakdowns occur. Customers arc lost. Revenue is lost.

DIVERSITY. Use this vision to Encourage hiring Accommodate and support all individuals

Analyse your organization's current culture Design a training program Expand your recruiting efforts Evaluate your progress

Develop a diverse workplace Pitfalls of managing diversity • Lack of managerial commitment • Lack of organized planning • Misinformation • Short-term thinking • Renewed Stereotyping

Skills for managing diversity Develop knowledge.      

Identify your own biases. Validate varying perspectives. Exercise integrity and ethics. Recognize and prohibit unacceptable behaviour. Show willingness to take risks. Exercise strategic thinking.

Modules Overview Module F Workbook on Sexual Harassment for Employees 1. What constitutes Sexual Harassment 2. Defining Sexual Harassment 3. Terminology 4. Intent vs Impact 5. Understanding Sexual Harassment 6. Assessing your understanding


CLICK HERE TO VIEW: Pdf file Sexual Harassment for Employees

Modules Overview Module G Workbook on Sexual Harassment for Supervisors 1. Objectives 2. Addressing your understanding 3. Assessing your understanding 4. Modelling Preventative Behaviour 5. Defining Sexual Harassment 6. The REAL cost of sexual harassment 7. Dealing with Sexual Harassment 8. Supervisory issues 9. Supervisory Liability 10. Bringing Closure


CLICK HERE TO VIEW: Pdf file Sexual Harassment for Supervisors

Modules Overview Module H Workbook on PRACTICAL Internal and External Motivation 1. The Art and benefits of Meditation 2. The many Benefits of Brainwave Entrainment 3. The Psychology behind NLP and ready body language 4. The Art and Practise of Visualisation for tangible results 5. The Benefits of Self-Hypnosis 6. The use of Audio Affirmations

The Art and benefits of Meditation • • • • • • • •

What is Meditation? De-stress with Meditation Physical Benefits of Meditation Mental Benefits of Meditation Other Benefits of Meditation Emotional steadiness and harmony Meditation brings harmony in creation Personal Transformation

    

Cosmic consciousness dawns in you How to get the benefits How to Meditate Meditation Posture A Simple Breathing Meditation

The Many Benefits of Brainwave Entrainment What is Brainwave Entrainment? • Theta Meditation Secrets & Benefits • What is Theta Meditation? • 10 Key Benefits of Theta Meditation •

  

    

Very high levels of creativity Heightened intuition Ability to tap into the subconscious Reprogramming of the subconscious mind More intense emotional connections Overall sense of calmness Improved problem solving skills and learning Better focus and Healing of the body Far more energy

3 Ways to Achieve Theta Meditation Level Yoga


Brainwave Entrainment

The Psychology of NLP and the ability to read Body Language

What is NLP? Main Benefits of Using NLP NLP Rules of Self-Motivation Changing your behaviour practical NLP approach The Swish Pattern Swish Pattern Steps

The Art & Practice of Visualisation to achieve Tangible Results AUTOGENIC CONDITIONING

The Subconscious Mind

The Benefits and practice of Self-Hypnosis Easy self-hypnosis Here are 5 simple ways you can use self hypnosis to help in your life: • • • • •

Restful Sleep Altering Beliefs Eliminate a Bad Habit Cure a Phobia Pain Relief

How to Self-Hypnotise • • • • • • • • • •

Go to a quiet room Make sure you will not be disturbed Close your eyes Recognize the tension in your body Take slow, deep breaths Appreciate the fact that you are now extremely relaxed At bottom of the water - a floating sensation Repeat your statements to yourself Swim back to the stairs Once you have ascended…………..

The Use of Audio Affirmations • • • • •

Creating the Perfect Workshop Workshop Staff Using the Workshop for Relaxation Using the Workshop to solve problems Using the Workshop to confront yourself

The Ultimate Supervisor PowerPoint Presentation  

A Comprehensive PowerPoint Presentation to accompany "The Ultimate Supervisor" Manuals and Workbooks - Ideal for use in a Workshop

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