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    Disha - PM Training: Execution Capability & Process

    Uploaded by

    Maheish Ayyer
    This document discusses planning and prioritization for effective execution capability and processes. It emphasizes the importance of understanding service level agreements, resource management, and using tools to plan effectively. Some key points made include breaking down standard and non-standard SLAs, understanding customer expectations, skills required, and developing a resourcing plan. It also discusses prioritizing tasks, coordinating resources, delegating work, and using tools like Process Street and Microsoft Office to manage time and plan projects. The overall message is on the importance of planning, coordination, and effective use of resources and tools to achieve business outcomes and enhance customer experience.

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    © All Rights Reserved
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    Disha - PM Training: Execution Capability & Process

    Uploaded by

    Maheish Ayyer
    26 views30 pages
    This document discusses planning and prioritization for effective execution capability and processes. It emphasizes the importance of understanding service level agreements, resource management, and using tools to plan effectively. Some key points made include breaking down standard and non-standard SLAs, understanding customer expectations, skills required, and developing a resourcing plan. It also discusses prioritizing tasks, coordinating resources, delegating work, and using tools like Process Street and Microsoft Office to manage time and plan projects. The overall message is on the importance of planning, coordination, and effective use of resources and tools to achieve business outcomes and enhance customer experience.

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    Planning

    Original Title

    Planning

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    This document discusses planning and prioritization for effective execution capability and processes. It emphasizes the importance of understanding service level agreements, resource management, and using tools to plan effectively. Some key points made include breaking down standard and non-standard SLAs, understanding customer expectations, skills required, and developing a resourcing plan. It also discusses prioritizing tasks, coordinating resources, delegating work, and using tools like Process Street and Microsoft Office to manage time and plan projects. The overall message is on the importance of planning, coordination, and effective use of resources and tools to achieve business outcomes and enhance customer experience.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    26 views30 pages

    Disha - PM Training: Execution Capability & Process

    Uploaded by

    Maheish Ayyer
    This document discusses planning and prioritization for effective execution capability and processes. It emphasizes the importance of understanding service level agreements, resource management, and using tools to plan effectively. Some key points made include breaking down standard and non-standard SLAs, understanding customer expectations, skills required, and developing a resourcing plan. It also discusses prioritizing tasks, coordinating resources, delegating work, and using tools like Process Street and Microsoft Office to manage time and plan projects. The overall message is on the importance of planning, coordination, and effective use of resources and tools to achieve business outcomes and enhance customer experience.

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    © All Rights Reserved
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    DISHA – PM TRAINING

    EXECUTION CAPABILITY & PROCESS


    PLANNING & PRIORITIZATION

    What do you understand by it?


    WHAT YOU NEED TO PLAN FOR…..

     Enhanced Customer Experience

     Consistent SLA achievement

     User satisfaction by proactive initiatives (preventive maintenance,


    automation etc.)

     Better Business Outcomes for the Customer


    SLA Management
    ▪ Understand the SLA’s (Read the contract)
    ▪ Break down – Standard(par for the course) or Non-standard ( unique to every customer )
    ▪ Standard SLA – e.g. SLA of 95% achievement month on month
    ▪ Non Standard – SLA Specific to customer – e.g. 98% of remote plan / 99% uptime of desktop in
    remote location ( Managed service/AMC)
    ▪ Break down – Easily achievable /Slightly difficult ( work on difficult) – Standby/ person on call/ Mobile
    ▪ Conveyance/ Sim card/internet connection
    ▪ Skills required
    ▪ Shifts they need to work
    ▪ Expectations
    ▪ Resourcing Plan
    ▪ Delivery Model ( have an understanding )
    Resource Management

    Contract Details :: Number


    Contract Details :: Pricing
    of Resources
    Business Finance
    RMG
    Pricing/Cost People

    Contract Details :: training


    Contract Details :: Skills
    requirements
    Skills Training
    RMG / TA
    Training Dept
    5 Rules to be Effective at Planning

    RULE # 1 TOOLS & SYSTEMS

    RULE # 2 TIME MANAGEMENT

    RULE # 3 PRIORITIZING TASKS

    RULE # 4 COORDINATING RESOURCES

    RULE # 5 DELEGATING
    TOOLS & SYSTEMS
    Documented processes don’t just save you time, money, and give a consistent method for your team to follow.
    They make everything you do more reliable and efficient, even increasing project success rate by 70%.

    Some of the best Organizational tools

    ▪ Process Street

    ▪ Office 365 (Microsoft Word / Excel)

    ▪ Trello
    TIME MANAGEMENT
    LET’S TALK ABOUT TIME

     The sun is estimated to be around five billion


    years old. Earth is slightly younger than that at
    about 4,540,000,000 years old
     The Human Race (as we know it) has existed
    for about 5 million years
     If one hour represents the earth’s existence, we
    have been around for 8 seconds!
    Did you know?
    On the planet Mercury, a single day is two Earth years long.
    THINK SMALL AND THE RESULTS COULD BE BIG

    A 10% improvement in your use of time could free 6 minutes in every hour…
    = 45 minutes a day
    = 3.75 hours or
    Half a day per week

    45 MINUTES PER DAY 3.75 HOURS A WEEK


    LET’S TALK ABOUT TIME

     How long is our working day?


     How effectively do we use our working day?
     Could we use our working time better by
    working smarter?
    A MINUTE OF YOUR TIME COSTS……

     If you work 48 hours per week

     192 hours per month

     1,50,000/192*60 = 13 INR

     If you can save 45 mins/day

     Monthly = 15,210 INR saved


    TIME TO BE HONEST

     Do you waste time?


     Do you waste other people’s time?
     Do you spend time on the things you
    should?
     Do you take time out to reflect on
    how you should spend your time
    •Being busy • Getting things done

    ••Too manyplanning
    Work jobs at •• Completing
    Enough planning jobs,to
    evenmakeif
    Activity Action
    preventing work
    once vs. the best use
    it means oneofjob
    time
    at a
    • Too much detail • Enough detail to achieve
    ••Unplanned
    Doing
    • Too highthings
    approach
    right
    standards • Doing
    time and
    thefinishing
    objectives right things
    it
    Need to
    ••Helping be seen to
    everyone
    Efficiency vs. Effectiveness
    •• Time allocated
    Recognising for
    priorities
    suffer for the priorities
    with their problems
    organisation (arrive •• Able
    Needto tosay
    workno hard and
    early,
    •Not stay late)
    delegating Perfection vs. Excellence • still
    Using have yourtoown
    others get life
    enough things done
    Stephen Covey’s Four Quadrant Method
    HOW TO
    HANDLE
    THESE FOUR
    QUADRANTS
    STEPHEN COVEY’S
    FOUR QUANDRANT
    PRIORITIZING TASKS
    PLANNING & PRIORITIZING- ACTIVITY

     Activity
    TIME STEALERS
    1. Procrastination/indecision
    2. Ineffective meetings
    3. Interruptions -Visitor, telephone, e-mail
    4. “Never say no”
    5. Lack of delegation
    6. Lack of planning before starting tasks
    7. Waiting time -between meetings
    8. Starting too many things and not
    finishing them
    9. Changing priorities
    10. Communication failures
    11. Unclear responsibilities
    SCENARIO – WHERE ARE THE TIME STEALERS?

    Sandeep gets into his office, starts his computer and logs on to check his e-mails. After 10 minutes he has a quick

    look through his Twitter stream and checks his Facebook page. He then spends 30 minutes preparing the first part

    of a report which is due tomorrow. After attending a 45 minute meeting he grabs a cup of coffee and chats with

    some colleagues. Back at his desk he notices he has 5 new e-mails which he decides to read and he replies to 2 of

    them. Returning to his report he spends 10 minutes collecting his thoughts and another 30 minutes writing before

    deciding it’s nearly time to break for lunch. He makes a couple of quick ‘phone calls, then goes off for lunch.
    DEALING WITH YOUR
    TIME STEALERS

     Step 1 -Individually, select the top


    5 time stealers that affect you,
    day-in and day-out
     Step 2 -Share your thoughts with
    the group
     Step 3 -As a group, identify and
    share some possible solutions
    STOP PROCRASTINATING….PLAN BETTER

     Eat the frog first thing in the morning


    “Do the hard jobs first. The easy jobs will take care of themselves.” Dale Carnegie.
     Video “Different sized rocks “
     Break a task into smaller steps , Set small goals and achieve them. Take the first step
     Video : Stop procrastination
     Follow your check list and schedule
     Remove distractions
     80 percent ready.. Don’t be a perfectionist
     Keep a scorecard… check your score every evening
    DEALING WITH EMAIL MOUNTAIN

    Is dependent on….
    1.The number of items received
    2.The number of times you pick up/shuffle the same item without positive action
    EFFECTIVELY
    DELEGATE
    What is delegation?
    …….BUT SERIOUSLY, WHAT IS DELEGATION?

     Delegation is the assignment of responsibility or authority to another person (normally from a manager to a
    subordinate) to carry out specific activities.
     The person who delegated the work remains accountable
     Delegation empowers a subordinate to make decisions, i.e. it is a shift of decision-making authority from one
    organizational level to a lower one.
     Delegation, if properly done, is not abdication.
     And typically avoid upward delegation.
    WHY DELEGATION

    Six Reasons why you must delegate:

    ▪ You cannot do everything alone


    ▪ You aren’t an expert in every field
    ▪ You do not have limitless time to do everything
    ▪ You need time to manage
    ▪ You need to develop your team members
    ▪ You need to motivate your team members
    UNDERSTANDING TEAM MEMBERS CAPABILITIES

    What capabilities are required to do this particular task effectively?


     Skills
     Physical attributes
     Intelligence
     Communication skills
     Interpersonal skills
     Negotiation skills
    Questions?

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