Soft skill - Time Management

Continuing our series on soft skills, one of the most important might be time management.

Time management is important to business owners to meet deadlines, to plan for the immediate future and to be profitable.

One of the first places to exhibit a proper sense of time management is submitting applications, paperwork and arrival at an interview.  If you have met those deadlines, you have a good start.

525,600 minutes is the time you have in one year - as made famous in the musical "Rent" song Seasons of Love.  How you use the time is up to you.  Managing time is what we will discuss.

What are some of the symptoms of poor time management?
You always feel like you aren't accomplishing anything, you miss deadlines, you take work home, you spend an overabundance of time socializing at work, interrupting others, or too much time on the telephone.
Do you have a problem saying "NO"?  Do you end up doing others work?

How do you manage time?
Four basic skills you need to manage time well are:

• Strategize, Organize, Implement, & Monitor

Strategize - try to envision the outcome.  What do you see?  Now, make a plan with the goals and time line to achieve each step.  Determine how to measure how effectively you meet each goal.
Organize - what resources will you need to accomplish your goals or steps. Do you need to consider money, time, help from others, equipment, or team work.
Implement - Who is going to complete each step, do you need interim due dates, and then follow-through to complete each step.
Monitor- how effective are you, do you need to reassess and adjust to meet your time-lines?

Stephen Covey wrote in his 7 Habits of Highly Effective People, that Habit 3 is Personal Management includes knowing how to define what is urgent and essential. The whole concept is to be able to work within quadrant 2 - deciding when you can accomplish something, not feeling like it needed to be done yesterday.  This process comes along with learning to be pro-active rather than reactive.  If you work in a team, who delegates the duties?  If you work independently, who can help you when you are under a bit more time pressure?  How can you work smarter, not harder?  Where do you focus your energy?  What things do you control and what things do you have no control?

Here are nine ways to help you begin to manage your time better and accomplish more:

1. Plan your activities the day before.
2. Know the time of day when you accomplish certain types of tasks better - i.e. do you need to be more physically active in the morning vs. the afternoon?  Identify your high energy time of day.
3. Deal with your toughest tasks during the highest energy time of the day.
4. Learn and use current technology effectively - work smarter, not harder.
5. Use an agenda and keep to a time schedule for meetings.
6. Alert others if you need time "to concentrate" without interruptions.
7. Segment your schedule - block out a time of the day or week for all your meetings, desk/computer time blocked out, only make phone calls from xx AM to xx AM, or only read your emails 2-3 times a day instead of checking constantly.
8. Organize your office/work area so that it works best for you.
9. Use a personal organizer - does paper work better for you or do you use a digital calendar/planner.

The whole focus is to make time management work for you.

50 Top Careers for 2011

The following is a summary and this writers thoughts on a tweetchat on 12-7-2010. The discussion was with Alexis Grant tweeting as @USNewsCareers.  Here are the results:

How do you determine what careers/industries make the list?
Our list is based on job-growth projections from the Labor Department. We look for jobs with above-average incomes, and high job satisfaction, etc. Those job-growth projections are a great measure of stability, they tell us how much growth is expected between 2008-2018. We also talked with people who work in these jobs to gather anecdotal evidence about employment prospects and job satisfaction.  The report excludes careers that don’t have large numbers of positions, because they provide opportunity only for small number of people.  The list looks to diversify in terms of category and education requirements to offer a wide variety of solid jobs. USNewsCareers uses the Federal Bureau of Labor Statistics to determine the initial numbers but all of the factors are taken into consideration.  They also analyze past lists and many of the careers transfer onto the list from year to year.  One participant said, "...if (the list) changed too much from year to year, they would be great jobs, not careers."

If you are searching for a career that isn't on USNews list, you can go to www.bls.gov/oco or to http://www.onet.onlinecenter.org/ .  O*NET is a useful site as it gives a total picture of the career path as well as similar titles.

Seven careers that were removed from the list this year were: loan officer, funeral director, cost estimator, plumber, landscape architect, security system installer, market research analyst.  Some of these were affected by the economy.
The new seven included:
Athletic trainer – http://bit.ly/h0jFnL. Largely b/c of high demand in high schools.
Interpreter/Translator – http://bit.ly/gYiohJ. I find this one fascinating – high demand because of global economy.
Sales manager – http://bit.ly/gF2o9f. This job is recovering along with the economy. Highest median salary of $97K
Education admin – http://bit.ly/fBTQfk. For example, a high school principal. Ranks high 4 job satisfaction. 
Heating, Air conditioning and refrigeration technicians did well partly because of demand for green energy compliance. 
For the full list:http://usnews.com/careers Check this link: http://ht.ly/3l9Xg

Many participating in the discussion were amazed that Funeral Directors were being booted from the list because you cannot predict when people will die and with the aging of the Boomers, there should be a large prospect for that career field.  Perhaps tho, the Boomers are living longer and "flying in the face of death".

The question was raised about whether entrepreneurs should be on the list?  Thoughts on this were that isn't everyone who starts a business an entrepreneur?  Isn't everyone who is an entrepreneur performing multiple careers at one time - CFO, COO, CEO, marketing, sales, and on and on. But while entrepreneurs are a growing path for many people, in fact, they are often sole proprietors.  Employment data is much more difficult to calculate on sole proprietors.

What top skills are hiring managers looking for?

Skill sets! As part of each career profile, we’ve included tips and advice for people who work in the industry on landing a job. Look for this advice at the bottom of each profile.  Hiring managers are looking for achievement oriented people who can do for their company what they have done for others. They want to see multi-talented individuals - but who still fit the "mold".  Know what your skills are and how you can apply them. Not only do you need the right skills, but  be able to fit within the new corporate culture and team. Along with job-specific skills, many hiring managers said “people skills” are also super important – being able to communicate. You can also see USNewsCareers slide show with advice for landing jobs on our list:http://bit.ly/gmfCSP.  

For some jobs, having business savvy was also cited as helpful. Besides job skills, soft skills are important - things like communication, team work, conflict resolution and about 10 others.  Soft skills are so vital in the business world. if you don't have them, you wont get far. Many employers prefer someone who displays these skills - they can't teach someone (workplace skills) but, they can teach job skills. Even the president of Southwest Airlines says "that you can teach skills, but you can't teach behaviors". You can hire for attitude and train for skill. Because no one career is right for everybody, USNewsCareers include 50 jobs on their list, with variety. Hiring managers are interested in people who can solve their companies problems.  Being able to explain how you helped your previous company achieve their goals will be a good selling feature for you.

This article was given as a resource - Inside the Hiring Manager's Head at the Job Interviewhttp://ow.ly/3lp75
Strong speaking skills + strong work ethic most sought in#jobseekers by employers per NACE studyhttp://on.wsj.com/grThmX 

One participant asked "Does anyone have a good list of hard skills for each industry/sector or know where I could find one?"  My answer to that would be use O*NET.  Here are the skills needed for an athletic trainer for example.

What jobs are in the most demand?

A good way to measure demand is with job-growth projections.  It tells how many positions are likely to be created between 2008-2018. To put this all in perspective, the average expected growth for all jobs based on data from BLS from 2008-2018 is about 10 %.

• Using job-growth stats from Labor Department: 
• Biomedical engineer is at the top for percentage of growth at 72%.
• Neetwork architects – 52 %
• Health care jobs - Dental hygienist = 36%, physician assistant = 39%
• Athletic trainer – a job that’s new on the list this year – 37%
• HVAC (also new on our list) - 28%.
• Leisure & Hospitality -12% 
• Professional & Business Services - 11% 
• Information - 10%

Illinois has a website - www.illinoisworknet.com that features a Key Sector area explaining the high-growth, high demand sectors for Illinois that include Agriculture, Healthcare, Information Technology, Manufacturing, and Transportation/Distribution/Logistics. 


Several participants sited career paths in IT - especially web developers, health care, and manufacturing. One poster said their hiring expectations for 2011Q1 is the most optimistic in two years. 


The best place to find the skill shortages in the marketplace is to track the volume of ads on job boards by sector/discipline. A good article re: skills not matching job openings:http://nyti.ms/h6HKsZ There are plenty of other articles out there. 

So many unemployed individuals have skills that are no longer in demand. Our economy has changed so fast and new skills are needed.  Workforce Investment Act (WIA)funds will help unemployed individuals learn new skills and can be targeted toward high-growth, high-demand careers.  If you are a lifelong learner, you will continue to build skills/attitude being able to keep up with the rate of change in workplace. People will have to adapt. Just as one example wind turbine repair technicians will have only  50% of the personpower needed by 2015 to maintain the wind turbines that are on-line right now. That doesn't take into consideration the effort to increase wind power into the future. 

Which careers on the list give a great salary for little education? 

Another article from USNewsCareers was: 10 jobs that offer a big bang for your buck: http://bit.ly/eGuh60

• Sales manager jumped out at Alexis, since you need a bachelor’s degree for a median annual salary of $97K.http://bit.ly/gF2o9f
• On the health care side, dental hygienists make about $67K with associate’s degree and license. 
• Physician assistants need 2-year associate’s degree plus certification, to bring home paycheck of $84K.
• Gaming managers - who work at casinos, make about $67K after vocational or dealer school, plus certificate.http://bit.ly/e5NZG5
• Meteorologists also do well, bringing in median of $85K with a bachelor’s degree. http://bit.ly/gKMRPH

Certifications and licenses are becoming more important, it shows you can actually do the work vs. take a test.
Service industry jobs are here to stay. It is one of the longest professions around.
One poster shared that you can research markets by asking what skills employers rate most important soft skills or hard skills. Alternately you could use a LinkedIn or a Twit poll.

One problem about which we have been hearing here at KCDEE is that employers want people with experience, but those who are retraining into new career fields may not have experience in their chosen new career field.  My question would be - How can you meld your transferable skills with your newly learned skills to impress upon a potential employer that you would be a great hire?

Which of the jobs on the list most interests you as a career path? 

Whichever career path you seek - technician, exec, etc., it is good to be proactive, knowledgeable, forward-thinking about your chosen industry. 
 
Some closing thoughts and resources that were offered include: 

• You miss 100% of the shots you never take- T. Paulson
• Read "The Hidden Job Report" to find jobs before they are advertised. http://t.co/s4E2IDm 
• 10 smart ways to use #socialmedia in your #jobsearch:http://bit.ly/e8ZMyK   
• This is a copy of the transcript for  #Careerchathttp://bit.ly/hgMvSo 

If you would like to participate in upcoming Tweetchats, you will need a twitter account. Then go to www.tweetchat.com.  Log-in using your twitter account enter the hashtag #Careerchat and type away.  Let me warn you that the conversation is fast and furious and you can miss things as you type your thoughts, but they are full of useful information.

Are you prepared? Tough Interview Questions

Like every good girl scout or boy scout you need to be prepared for your interview.  The typical questions that you are asked about your previous employment are a cinch. But some of the following may take some thought and preparation.

• Tell me about yourself - prepare a few sentences that gives employers a rounded look at you and your personality.  Don't get too personal or talk on and on.
• Companies want to know if you have done your research about them, so you may end up with questions like: Why do you want to work here; how can you help our company; or why do want to work in _____ field?
• Questions often come up about your weaknesses or your strengths, achievements or disappointments, biggest mistake - prepare one or two for each and how you are coping or overcoming them.
• Often interviewers will ask about previous positions, bosses or co-workers, what you liked or disliked, pet peeves - be very careful to be as positive as possible.  Do not bash, but if there were challenges between you and something at a previous job, make a simple statement and move on.
• What will your references, co-workers, subordinates, or supervisors say about you? With social media, the "checking references" and only getting dates of employment is now secondary.  The savvy employer will know how to search you on the internet and find out what they want to know about you.
• Knowing about your goals and plans are important to employers so asking about where you see yourself in x years or will you be pursuing further education or what do you really want to do in life? How have you improved yourself over the last year? What has kept you from progressing as fast as you would like?
• Then may come the thought process development questions - how would you handle x? What does success mean to you? What motivates you? How do you motivate others? Your philosophy of life, work or your field?
• Knowing how you work is important to employers - whether you are a team player or work alone, help others succeed, offer suggestions to management, lead or motivate others, or how you deal with stressful situations.
• Why did you leave your last position? This isn't a big deal if it was to take an advancement or because the company closed, but if you were fired, you need a diplomatic, yet truthful response.
• How long have you been out of work?  What have you been doing since? Are two questions that a few years ago would not have come into play.  If you have been volunteering, working with a temporary agency, or taken on more domestic engineer responsibilities yet kept active with industry organizations, this will be a bit easier to offer a response. Employers want to know that your skills are still current.
• How do you spend your spare time? They can't ask if you smoke or drink or are involved in illegal activities, but they can  often deduce from your answers whether you might fit within their corporate culture.
• Additional questions may include whether you are willing to relocate or travel, work extra hours, or considering other positions and if your employer knows you are planning to leave.
• Employers cannot ask you:
  

1. Marital status
2. Sexual orientation
3. If you belong to a union
4. If you are on public assistance
5. When did you graduate from (high school or college)
6. Do you have a heart condition? Do you have asthma or any other difficulties breathing?
7. Do you have a disability which would interfere with your ability to perform the job?
8. How many days were you sick last year?
9. Have you ever filed for workers' compensation? Have you ever been injured on the job?
10. Have you ever been treated for mental health problems?
11. What prescription drugs are you currently taking?

If you are prepared, you can answer any question and hopefully, find your way into a new position.

Important soft skill - Teamwork

TEAMWORK – Internal customer service is a great segue into how teamwork is a desirable soft skill to have. A team is a group of individuals who work together to complete a task. The team is focused on a situation or an issue to achieve a result. Learning how to work with a variety of personalities within the group is a key factor as to how effective the group performance is.

 

How the team collaborates – cooperates with each other, join forces, or work in partnership, is one of the main ways to analyze the team’s effectiveness.

• Communication is the imparting or interchange of thoughts, opinions, or information by speech, writing, or signs. Does the team communicate in a productive fashion? Are they sharing the information so all team members can do their part to participate effectively?
• Coordination - making different people or things work together for a goal or effect. Is each team member working on one part for the good of the whole? Does the team leader know where everyone is in the process to keep the task on target? 
• Balance of contributions - is the problem of ensuring that all participants believe that they are doing equal shares or their “fair share” toward the completion of the task. No relationship is ever 50/50. At times one member of the team may be doing more than another, but as long as everyone feels that their share of the project is in proportion, it is in balance.
• Mutual support – team members provide and evaluate relevant information, share experience and knowledge, listening to ideas (brainstorm), provide understanding and establishing networks. If one member of a team is struggling with a particular portion of a project or needs to connect with a resource, someone else on the team may offer assistance or knowledge. It may be nothing more than a word of encouragement to help maintain or boost another team members’ self-confidence or self-esteem.
• Effort – The amount of energy a team member exerts to accomplish the goal. Again, this may not be a perceived equal distribution of energy. Some team members may be able to “breeze” through their portion of a task, depending upon their experience or expertise, but, is that member giving it all of their effort to meet deadlines for the rest of the group?
• Cohesion - the bonds or "glue" between members of a group. Often, you can hear people remark that “that couple has no chemistry” which can apply to a team. The old adage “one bad apple can spoil the whole bunch” is representative of one team member not being cohesive with the rest. Do you do your part to be a positive active member of your team?

Once you have the team working the reason for the team is to solve a problem. To solve a problem you have to make decisions. Having a decision making process in place is essential to getting the best results in the most efficient manner. Utilizing the following or similar steps could help the process: 

• Create a constructive environment - focus on the issue not the person
• Generate good alternatives – brainstorm to obtain a number of alternatives
• Explore these alternatives - flow charts allow you to determine the paths should one alternative be selected over another.
• Choose the best alternative – not necessarily the most popular, but the best for the resolution to the situation.
• Check your decision.
• Communicate your decision, and take action.

Finally, as a member of the team are you leading by example. This doesn’t mean that you have to be the team leader, but are your actions reflective of how you would like to be treated by others?