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
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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?