General Management Topics

Motivation Theories:

Maslows Theory

Based on Hierarchy of needs of human being Based on Motivators and Hygiene factors

Frederick Herzbergs Theory

Maslows Motivation Theory

Human beings are wanting animal Their wants become needs The quest to satisfy their needs drives or motivates people The needs of humans follow a hierarchy.

Hierarchy of needs

Once the lowest level need is satisfied, humans seek to satisfy the next higher level of needs The five hierarchy of needs are:

Basic survival needs ( Food, clothing, shelter) Safety and security ( Personal safety, Job security) Belonging needs ( Peers acceptance) Ego or self esteem (Awards, recognition ) Spiritual or self fulfillment (Charity works, donation)

Frederick Herzberbs Theory

Frederick Herzberbs Theory of motivators and hygiene factors are as follow: Motivators:

Achievement Recognition The work itself Responsibility Advancement

Frederick Herzberbs Theory

Hygiene Factors:

Company policy Supervision Salary Interpersonal relations Working conditions

Frederick Herzberbs Theory

The theory says that motivators will tend to lead to increase job satisfaction when POSITIVE but will not cause particular dissatisfaction when NEGATIVE Hygiene Factors are said to lead to dissatisfaction when NEGATIVE but do not promote particular satisfaction when POSITIVE

Frederick Herzberbs Theory

The theory is very suitable to motivate project team members by enhancing the motivators in order to project job satisfaction and increase productivity The theory is suitable for professionals since the conclusion of the theory is based on research conducted on Engineers and Accountants

Decision Making

Numerous decisions must be made during management of a project that required a significant amount of time and effort on the part of the project management While many decisions are routine and can be made rapidly, others are significant and may have a major impact on the quality, cost or schedule of a project Good decisions cannot be made unless the primary objectives and goals that are to be accomplished are known and understood

Decision Making

Decision making involved choosing a course of action from various alternatives A significant amount of time and cost may be expended toward evaluation of alternatives that may solve a problem, but not pertain to the central objective to be achieved Decision must be made in a timely manner to prevent delays in work that may impact the cost and/or schedule of a project

Decision Making

Most of the project decisions are made internally, which can be managed relatively easy Some decisions are made externally by owners or regulatory agencies, particularly in the review and approval process Early in the project, the project manager must identify those activities that require external decisions so the appropriate information will be provided and the person can be identified who will be making the decision

Decision Making

Establish policies regarding the authority for decision Avoid crisis decisions although many decisions are made under pressure Gather all pertinent information, forecast potential outcomes, think and then use the best judgment to make the decision Decisiveness is required of a project manager to gain the respect of the team members

Decision Making

Indecision can create tension and cause many things to happen such as:

Dont know what to do Work is not done Cause waste of time, telent and resources Frustration Low productivity

Time Management

Time must be spent in a most productive and effective manner Maintain a time log of how major portion of ones tine is spent Tasks that are the least interesting can be schedule at the peak of ones energy Delegate well planned long term works to others Set priority Attend to the importance and not the urgent First Things First Approach

Time Management

Common time wasters

Unproductive telephone calls Unproductive meetings Unscheduled visitors Special requests Attempting too much at once Lack of goals and objectives Procrastination on decision procrastination is the thief of time Involvement in routine items that others can handle practice delegation Inability to set and keep priorities Inability to say no

First Things First Approach

A principle-centered approach to time management that empowers rather than drain you Written by Steven Covey Evaluate things most important to you and then create a personal mission centred on those things Learn to set weekly goals, scheduled them and then implement them Break away from the urgency mindset

First Things First Approach

First Things First Approach Focuses on long-term elimination of a problems root causes Encourages effectiveness Eliminates the unimportance by putting first things first Traditional Time Management Focus on quick relief from the symptoms of a problem Encourages efficiency Stresses working harder, faster, more

First Things First Approach

Focuses on important Focuses on urgent activities tasks Aligns behaviors and actions with whats most important Focuses on weekly life leadership Advocates control over other people and external forces Focuses on daily time management

First Things First Approach

Creates real transformation via new paradigms, attitudes, and tools to implement change Puts people and relationships first Organizer based on weekly goals and high leverage activities Promotes tactical changes via mechanical techniques

Puts schedules first

Planner based on daily tasks and crisis management

Communication

Oral , written and non verbal, signal, telephone, fax, sms, email Communication is of no value unless it is both received and understood Maintain a record of telephone conversations

Practice good speaking skills:

Individual telephone lof Major telephone log

Clear, coherent, to the point, organized and systematic thoughts Must know the objectives of the communication
To To To To give information get information make decision persuade someone

Listening is an important part of communication Obtain feedback during communication

The seven habits

The seven habits of highly effective peoples is written by Steven Covey It takes an inside-out approach to bring about changes

Start with each individual in the organization Organizational behaviour is a consequence of individual behaviour

The seven habits

1. Be proactive the habit of personal vision 2. Begin with the End in Mind the habit of personal leadership 3. Put First Things First the habit of time management 4. Think win win the habit of interpersonal leadershipship

The seven habits (cont.)

5. Seek first to understand, then to be understood the habits of communication 6. Synergize the habit of creative cooperation 7. Sharpen the saw the habit of self renewal

Presentation

Oral or written Presentation is given for the audience so should be prepared from the audiences point of view Organised in a logical pattern

Problems to solution Unknown to known Cause to effect

Presentation

Title (Purpose) Brief overview, present key points Repeat key points by selecting alternate words (Mainly for oral presentation) Define uncommon words or acronyms ( the first time it is used) Use visual aids OHP, LCD, Computer

Presentation

Tips on presentation

Best to know the audiences Use simple and direct language Should not make the audiences feel insecure Apologies and negative comments should not be used Positive attitude should prevail Summary is needed at the end Allow time for Q&A