Rakez Session One

8/6/2019 Rakez Session One

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The 6 th A nnual C onference for Engineering S tudents ACES 10

Session OneI Can Manage


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Change ManagementBackground Paper


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Change Whats change?

An event that occurs when something passes from one state or phase to another

When you hear the word "change," what comes to mind? You may think about changingyour clothes, changing a light bulb, or how a chameleon can change its skin color. Your skin color doesn't change like a chameleon's, but you do change. You change your clothes. You change which toys are your favorite ones to play with. Your feelingschange. You may even decide to change your favorite color from orange to green. Theword change simply means to turn something you know into something new or different

Facts about change:

Change is global: Theres nothing in the whole universe that doesnt change; climatechanges, warfare changes, cars change, even the way people socialize changes.Change is constant: Change will happen. Change is happening. Every moment is a newmoment. The last moment changed into this moment. And this moment will change intothe next. This moment is all there is. That is it, this moment. Change is inevitable: Theres no other way to deal with change but to think that theres noother way but to changeChange is NOT stressful: what are the risks of not changing? Change is a part of everydaylife; it happens in all areas of our life, and is not necessarily bad.

We sometimes wish that change movedfaster or slower or stood still but the morewe will it to be what it is not, the oppositeoccursChange is wonderful. Think of thewonderful things that have changed in thepast year, two, or five years and imagine

your life without change


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Who moved my cheese??!!

Who moved my cheese is a story to illustrate the different reactions wereact when we face a change. At the story Cheese is a symbol for whatever is important to you; the maze is where you look for Cheese.

The story has four main characters having four different reactions towards the changethat happened

Sniff: Who can smell change in the air. Scurry: Who goes into action immediately. Hem: Who does not want to change. Its not fair! Haw: Who is startled by change, but then laughs at himself, changes and moves

on to enjoy New Cheese.

And yet, as you know, living in constant white water with the changes occurring all thetime at work or in life can be stressful, unless people have a way of looking at changethat helps them understand it. Enter the Cheese story and remember: Move with thecheese!

Key points illustrated in the story

Change happens They keep moving the cheese

Anticipate change Get ready for the cheese to move Monitor change Smell thecheese often so you know when it is getting old Adapt to change quickly The quicker you let go of old cheese, the sooner you

can enjoy new cheese Change Move with the cheese Enjoy Change! Savor the adventure and enjoy the taste of new cheese! Be ready to change quickly and enjoy it again They keep moving the cheese

Always remember that we cantcontrol change but we can control

our attitude towards change


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Time ManagementBackground Paper


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3 fundamental steps to achieving anything:

Step 1) Get the right information Step 2) Make the right plan Step 3) Take ACTION!

Whats time?

The English word time comes from an ancient word Daimen , which means topart, or divide up.

Three Websters Dictionary definitions of the word time that pertain are: o A known, fixed, or anticipated period of existence or duration. o A period set apart in some specified or implied way from others. o The length of the period required in performing an action or going over a course.

Time management personalities:

The Fireman - For you, every event is a crisis. You're so busy putting out fires thatyou have no time to deal with anything else - especially the boring, mundane things suchas time management. Tasks pile up around you while you rush from fire to fire allday. Typically seen - Running to car.

The Over-Committer - Your problem is you can't say 'No'. All anyone has to do isask, and you'll chair another committee, take on another project, or organize yet another community event. You're so busy you don't even have time to write down all the thingsyou do! Typically seen - Hiding in rest room.

The Chatty Kathy - Born to socialize, you have astounding oral communicationskills and can't resist exercising them at every opportunity. Every interaction becomes along drawn out conversation - especially if there's an unpleasant task dawning that you'dlike to put off. Typically seen - Talking on cell phone.

The Perfectionist - You have a compulsion to cross all the "t's" and dot all the "i's", preferably with elaborate whorls and curlicues. Exactitude is your watchword, and youfeel that no rushed job can be a good job. Finishing tasks to your satisfaction is such a

problem you need more time zones, not just more time. Typically seen - Hunched over latest project.


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Hopefully none of these time management personality profiles is a photograph of you!But perhaps these descriptions will provoke some thought about the different ways wemanage or mismanage time, and some clues about how we might change our behaviors tomake our time management efforts more successful.

Time Wasters :

1. No planning and No priorities:When you have no priorities and no plan for the day, a lot of time is wasted on nonimportant things.

Solution: when you wake up in the morning take 5 minutes to plan your daya) What do I want to do today specifically?b) What is more important?

For example: (1) I will study a biology chapter because I have an exam tomorrow(2)I will solve to Math exams because I have a lesson after tomorrow(3)Then I will go out with my friends

2. Multitasking:Its doing more than one thing at a time.Consequently nothing is done with the required efficiency.

Solution: Do one task at a time so that everything will be done with the requiredquality and you dont feel stressed out.

TIPRemember

5 minutes planning is worth hoursof hard work


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3. Procrastination:Is never doing a task when its supposed to be done

Solution:a) Realize that you are procrastinating: be honest with yourself

b) Know why you are procrastinating: Its usually one of three reasons(1) Being a perfectionist: you dont want to do the task telling yourself if I

did later I will do it better Solution: look at it from a different perspective; if you dont do thistask on time then you are not a perfectionist, be confident and knowthat doing a task with some errors is better than not doing it at all

(2) Not confident: you are scared to do what you have to do, telling yourself

you are not good enoughSolution: divide the task into small easy tasks, so that whenever youdo a part of the big task and you succeed in it you feel motivated tocontinue and confident that YOU CAN DO IT!

(3) Unpleasant task: something you dont like doingSolution: realize the consequences of NOT doing this task, and thenyou will realize that you have to do it, and when you finish it you willfeel you can do anything else

Eat your FrogStart with the thing you hate the most, because when you have completedit you will be motivated to do anythingelse


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4. Not saying NO:Whenever anyone ask you for something you do it, without thinking if you have thetime or not

Solution: learn to say No and be polite at the same time

Example: I cant go out today because I have to study, but we can go out tomorrow

5. Interruptions:Like when somebody visits suddenly, when the telephone rings.etc.

Solution:

a) Learn to say NO as discussed before b) Learn to organize, i.e.: say you will study for an hour then talk on the phone or check your face book for 15 minutes

NO + reason +alternative


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The Time Matrix

The 11 Time Management Tips

1) Realize that time management is a myth. No matter how organized we are, there are always only 24 hours in a day. Time doesn'tchange. All we can actually manage is ourselves and what we do with the time that wehave.

2) Find out where you're wasting time. Many of us are prey to time-wasters that steal time we could be using much more

productively. What are your time-bandits? Do you spend too much time 'Net surfing,reading email, or making personal calls? "Tracking Daily Activities" explains how totrack your activities so you can form a accurate picture of what you actually do.


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3) Create time management goals. Remember, the focus of time management is actually changing your behaviors, notchanging time. A good place to start is by eliminating your personal time-wasters. For one week, for example, set a goal that you're not going to take personal phone calls while

you're working. See "Set Specific Goals" for help with goal setting. For a fun look at behaviors that can interfere with successful time management, see my article "TimeManagement Personality Types" . Find out if you're a Fireman, an Aquarian or a ChattyKathy!

4) Implement a time management plan. Think of this as an extension of t ime management tip # 3. The objective is to change your

behaviors over time to achieve whatever general goal you've set for yourself, such asincreasing your productivity or decreasing your stress. So you need to not only set your specific goals, but track them over time to see whether or not you're accomplishing them.

5) Use time management tools. Whether it's a Day-Timer or a software program, the first step to physically managingyour time is to know where it's going now and planning how you're going to spend your time in the future. A software program such as Outlook, for instance, lets you scheduleevents easily and can be set to remind you of events in advance, making your timemanagement easier.

6) Prioritize ruthlessly. You should start each day with a time management session prioritizing the tasks for thatday and setting your performance benchmark. If you have 20 tasks for a given day, howmany of them do you truly need to accomplish? For more on daily planning and

prioritizing daily tasks, see "Start The Day Right" .

7) Learn to delegate and/or outsource. No matter how small your business is, there's no need for you to be a one-person show.For effective time management, you need to let other people carry some of the load."Determining Your Personal ROI" explains two ways to pinpoint which tasks you'd be

better off delegating or outsourcing, while "Decide To Delegate" provides tips for actually getting on with the job of delegating.

8) Establish routines and stick to them as much as possible. While crises will arise, you'll be much more productive if you can follow routines mostof the time.

9) Get in the habit of setting time limits for tasks. For instance, reading and answering email can consume your whole day if you let it.Instead, set a limit of one hour a day for this task and stick to it.

10) Be sure your systems are organized. Are you wasting a lot of time looking for files on your computer? Take the time toorganize a file management system. Is your filing system slowing you down? Redo it, so


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it's organized to the point that you can quickly lay your hands on what you need. You'llfind more information about setting up filing systems and handling data efficiently in myData Management library.

11) Don't waste time waiting. From client meetings to dentist appointments, it's impossible to avoid waiting for someone or something. But you don't need to just sit there and twiddle your thumbs.Always take something to do with you, such as a report you need to read, a checkbook that needs to be balanced, or just a blank pad of paper that you can use to plan your nextmarketing campaign. Technology makes it easy to work wherever you are; your PDAand/or cell phone will help you stay connected.You CAN be in control and accomplish what you want to accomplish - once you've cometo grips with the time management myth and taken control of your time.

How to simply manage your time?

1. Make a list of all the things that you need to get done in a given time period (day,week, month, etc.)

2. Realistically approximate the amount of time each task will take to complete.

3. Factor in easily overlooked tasks, such as transportation time and preparation.

4. Eliminate any non-essential items.

5. Prioritize the tasks in order of importance and urgency.

6. Set about accomplishing these tasks as soon as possible, avoiding procrastination.

Rakez Session One

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Transcript of Rakez Session One