Responsibility Part One By Tracy L Chenoweth

Responsibility Part One By Tracy L. Chenoweth

Opening Question • When you think of the word responsibility what kinds of things come to mind? • Let’s collectively make a listing of our ideas on responsibility. 2

Things that come to mind 3

Defining Responsibility • NOUN: pl. re·spon·si·bil·i·ties • The state, quality, or fact of being responsible. • Something for which one is responsible; a duty, obligation, or burden. 4

Self Test • 1. 2. 3. 4. 5. 6. Answer True or False to the Questions below. Be as honest as you can. I do what needs to be done. I am reliable and dependable I am accountable for my actions; I don’t make excuses or blame others I fulfill my moral obligations I use good judgment and think through the consequences of my actions I exercise self-control 5

Short Answer Question • I think I am/am not a responsible person because… 6

Okay, Let’s See How You Did • 1. I do what needs to be done – With regards to myself – With regards to my Family – With regards to my Work – With regards to my Community – With regards to my Religion – With regards to my World 7

#2 • I am reliable and dependable – If we surveyed people who work with you, live with you, or know you well, would they describe you as a dependable person? – A reputation for dependability is built or destroyed in little ways. – If you prove to be dependable in the small things, you will undoubtedly be dependable in the big things. 8

Here are some of those little things that matter: • Keep track of any commitment or promise you make --Do you have a method to follow up on yourself? I can't imagine that anyone can be consistently dependable without some efficient follow-up system. It can be a formal method, such as Day Timers, to a simple "to-do" list or calendar, as long as it works! Whatever method you use, be sure to write down all your commitments and follow-up on yourself consistently. If you trust your memory, you will eventually find yourself in trouble. • Return your phone calls promptly --This is a very easy way to buy yourself a lot of credibility. Most people are amazed when someone returns a phone call promptly. It sends a very positive impression of your professionalism, and it also tells that person that his or her call is important to you. 9

…More Little Things • Don't promise what you cannot personally deliver -- Avoid the tendency to make careless promises ("Under promise, over deliver" is a good motto). • When you realize you cannot fulfill a promise or commitment you've made, for unforeseen reasons, it is far more credible for you to inform that person ahead of time rather than waiting until he or she contacts you. • Take the initiative to let that person know the status of the situation, even though it may not be pleasant to break the bad news. 10

#3 • I am accountable for my actions: I don’t make excuses or blame others – Understand yourself and the day-to-day choices you make that impact your accomplishments and interactions with others. – Don’t take the easy-way-out and blame others for things going on in your life. 11

Think and Share • Have you ever really done or said something that you severely regretted? – What was the circumstance? – What emotions were at play? – What happened to cause your reaction? – Could you have done something differently? – Did you think of an alternative later? 12

#4 • I fulfill my moral obligations. 13

#5 • I use good judgment and think through the consequence of my actions. 14

#6 • I exercise self-control. 15

Behavior Traits • In order to accept personal responsibility you need to develop the ability to: – Seek out and to accept help for yourself – Be open to new ideas or concepts about life and the human condition – Refute irrational believes and overcome fears – Affirm yourself positively – Recognize that you are the sole determinant of the choices you make 16

…More Behavior Traits – Recognize that you choose your responses to the people, actions, and events in your life. – Let go of anger, fear, blame, mistrust, and insecurity. – Take risks and to become vulnerable to change and growth in your life. 17

…Still More Behavior Traits – Take off the masks of behavior characteristics behind which you hide low self-esteem. – Reorganize your priorities and goals. – Realize that you are the part in charge of the direction your life takes. 18

Responsibility Can be Enhanced • There are six steps that can be followed to help develop increased responsibility skills. • Let’s take a look at each one closely. 19

#1 Awareness • For a skill to be learned, information is presented in various ways to create awareness for each participant as to their present use or non-use of the skill. • That is what today is all about; a chance to reflect and think of forward progress. 20

#2 Desire • Individuals need to be led to see what benefit they might achieve through the use of or improvement in the skill. • An acknowledgement and a “want” to improve. 21

#3 Knowledge • (how-to) • Information examples, steps, or models supply the knowledge individuals need to be able to learn and demonstrate the skill. 22

#4 Practice • Activities that allow participants to apply their knowledge about the skill. • Using day-to-day instances for practice. 23

#5 Success • Feedback from self, co-workers, supervisors, and facilitators, provide encouragement and confidence for the individual to continue to work on the skill. 24

#6 Habit Integration • Individuals understand the process and know that they make a choice as to whether or not to proceed to the next step in the learning process. • They recognize that the responsibility for change is theirs. 25

Six Pillars of Character • A PERSON OF CHARACTER. . . – Is a good person, someone to look up to and admire. – Knows the difference between right and wrong and always tries to do what is right. – Sets a good example for everyone. – Makes the world a better place. – Lives according to the “Six Pillars of Character”: • TRUSTWORTHINESS, RESPECT, RESPONSIBILITY, FAIRNESS, CARING and CITIZENSHIP 26

• RESPONSIBILITY- Pillar #3 • DO: Know and do your duty. / Acknowledge and meet your legal and moral obligations. • DO: Accept responsibility for the consequences of your choices, not only for what you do but what you don’t do. /Think about consequences on yourself and others before you act. /Think long-term/ Do what you can do to make things better. /Set a good example. • DON’T: Look the other way when you can make a difference. /Make excuses or blame others. • DO: Your best. /Persevere. /Don’t quit. /Be prepared. /Be diligent. /Work hard. / Make all you do worthy of pride • DO: Take charge of your own life. /Set realistic goals. /Keep a positive outlook l Be prudent and self-disciplined with your health, emotions, time and money. /Be rational — act out of reason not anger, revenge or fear. /Know the difference between what you have a right to do and what is right to do. /Be self-reliant — manage your life so you are not dependent on others; pay your own way whenever you can 27

How to be a responsible person and feel great! • When you agree to do something, do it. If you let people down, they'll stop believing you. When you follow through on your commitments, people take you seriously. • Answer for your own actions. Don't make excuses or blame others for what you do. When you take responsibility for your actions you are saying "I am the one who's in charge of my life. " • Take care of your own matters. Don't rely on others to remind you when you're supposed to be somewhere or what you're supposed to bring. You take the responsibility. • Be trustworthy. If somebody trusts you to borrow or take care of something, take care of it. If somebody tells you something in confidence, keep it to yourself. It's important for people to know they can count on you. • Always use your head. Think things through and use good judgment. When you use your head you make better choices. That shows your parents they can trust you. • Don't put things off. When you have a job to do, do it. Doing things on time helps you take control of your life and shows that you can 28 manage your own affairs.

Let’s Shift Gears… • What about False Responsibility and its remedies? – What is False Responsibility – Can your recognize times when you have felt this way? 29

• In this section we will look at the pattern of "false responsibility" – when we take charge of things that don’t belong to us, such as: – other people’s feelings, – mistaken assumptions about who is responsible for shared outcomes, – or when circumstances change but we don’t. 30

• Most adults have a natural ability to decide what’s in and what’s out. Our family of origin, fears, unrealistic expectations, and stressors such as pressure or anxiety sometimes cloud our judgment. • The goal is to respond in ways that allow us to make high-quality decisions more often, steering clear of the landmines of false responsibility. 31

• In our prior discussion we’ve suggested that one key to success is to take personal responsibility for the results you get. • Even when others are into deflecting ("It’s not my fault"), projecting ("You need electro-shock therapy!"), or blaming and shaming ("You didn’t explain it right. "), • You can strengthen your approach while earning respect for your commitment to learning. • However, no matter what the other person owns (or doesn’t own), there are limits to "healthy responsibility" at work. 32

These limits come in three forms: • • • Under no circumstances are you responsible for other people’s feelings or experiences. Caring about an outcome is different than having to control it. When there’s change, notice and adapt lest ye get "bent out of shape. " 33

Limit #1 • Even when you directly contributed to someone else’s experience, you are not responsible for their feelings or problems. • To accept some responsibility for the situation would require your voluntary consent. I’m not suggesting that you ignore their communication or that you not listen. Indeed, listen carefully and responsibly to their "stuff" – just don’t take it on! • Realizing that it’s their stuff means you need not defend or argue. This is their experience, and it is a fact for them. Let it wash over you. 34

• If you are having a hard time listening without judging, ask them to "speak from first person" – as in, "I understand you feel that I let you down; what was your firsthand experience? " • If necessary, request that they "Start with ‘I …’. " 35

Limit #2 • Caring about an outcome is different than having to control it. • Over-caring about a goal doesn’t achieve optimal results – it prevents them! For example, if a manager claims to be fully responsible for all the outcomes of their department, what’s wrong with this picture? • For starters, not all the outcomes are up to that manager. It’s joint responsibility for shared outcomes: the staff does their part and the manager does theirs (hopefully). • Though based on a good intention (caring), taking false responsibility (over-caring) is a setup – a guarantee of overwork, underplay, stress and eventual burnout for a manager, depriving employees of power and recognition. 36

• Of course, not assuming enough responsibility ("Who, me? I’m not even involved…"), would also be a problem. Aloof and detached "under-caring" triggers those who tend to over-care, both going nowhere in a hurry. • Remedy: assume functional and healthy responsibility, which may involve an adjustment in thinking, language and approach. 37

Limit #3 • Pushing to change circumstances beyond our control causes frustration and wastes energy. • Being fixated on the way it has to be leads to "over-push" – the tendency we all have to escalate, retaliate, do battle … temporarily buying into doing the impossible. 38

Example • For example, imagine you’re driving to an appointment on a tight schedule and suddenly there’s a sea of red brake lights in front of you. Do you go into stress or despair ("over-push"), get creative ("Hmmm … how do I part the red sea? "), or sigh and reschedule? 39

Stress Makes People Stupid • What keeps people from “letting go” when holding on clearly isn’t going to work? – Stress is what happens when the mind overrides our common sense. Pressure and anxiety have a blinding and distorting effect. – When emotionally upset, “people cannot remember, attend, learn, or make decisions clearly. ” • Short answer: negative stress clouds judgment, and we need to notice it. The idea is to unlock some of the agitation or anxiety – undo the mental vapor lock. Return to center. 40

Final Thoughts on False Responsibility • All three forms of false responsibility – taking on other people’s stuff, over-care, and over-push – are downside risks of caring and ambition. • This isn’t to suggest that you pretend not to care or that you lower your aspirations. • To the contrary, awareness of this pattern provides a way to care and succeed with far less effort and greater confidence. 41

Communication Part Two

Why Communications Skills Are So Important: l l l The purpose of communication is to get your message across to others clearly and unambiguously. Doing this involves effort from both the sender of the message and the receiver. And it's a process that can be fraught with error, with messages often misinterpreted by the recipient. 43

Successful Communication l l l In fact, communication is only successful when both the sender and the receiver understand the same information as a result of the communication. By successfully getting your message across, you convey your thoughts and ideas effectively. When not successful, the thoughts and ideas that you send do not necessarily reflect your own, causing a communications breakdown and creating roadblocks that stand in the way of your goals – both personally and professionally. 44

Just the Facts l l In a recent survey of recruiters from companies with more than 50, 000 employees, communication skills were cited as the single more important decisive factor in choosing managers. The survey, conducted by the University of Pittsburgh’s Katz Business School, points out that communication skills, including written and oral presentations, as well as an ability to work with others, are the main factor contributing to job success. 45

l l In spite of the increasing importance placed on communication skills, many individuals continue to struggle, unable to communicate their thoughts and ideas effectively – whether in verbal or written format. This inability makes it nearly impossible for them to compete effectively in the workplace, and stands in the way of career progression. 46

l l Getting your message across is paramount to progressing. To do this, you must understand what your message is, what audience you are sending it to, and how it will be perceived. You must also weigh-in the circumstances surrounding your communications, such as situational and cultural context. 47

Communications Skills - The Importance of Removing Barriers: l Problems with communication can pop-up at every stage of the communication process (which consists of sender, encoding, channel, decoding, receiver, feedback and context - see the diagram below) and have the potential to create misunderstanding and confusion. 48

49

l To be an effective communicator and to get your point across without misunderstanding and confusion, your goal should be to lessen the frequency of these problems at each stage of this process with clear, concise, accurate, well-planned communications. 50

Source. . . l l As the source of the message, you need to be clear about why you're communicating, and what you want to communicate. You also need to be confident that the information you're communicating is useful and accurate. 51

Message. . . l The message is the information that you want to communicate. 52

Encoding. . . l l l This is the process of transferring the information you want to communicate into a form that can be sent and correctly decoded at the other end. Your success in encoding depends partly on your ability to convey information clearly and simply, but also on your ability to anticipate and eliminate sources of confusion (for example, cultural issues, mistaken assumptions, and missing information. ) A key part of this is knowing your audience: Failure to understand who you are communicating with will result in delivering messages that are misunderstood. 53

Channel. . . l l Messages are conveyed through channels, with verbal including face-to-face meetings, telephone and videoconferencing; and written including letters, emails, memos and reports. Different channels have different strengths and weaknesses. For example, it's not particularly effective to give a long list of directions verbally, while you'll quickly cause problems if you criticize someone strongly by email. 54

Decoding. . . l l Just as successful encoding is a skill, so is successful decoding (involving, for example, taking the time to read a message carefully, or listen actively to it. ) Just as confusion can arise from errors in encoding, it can also arise from decoding errors. This is particularly the case if the decoder doesn't have enough knowledge to understand the message. 55

Receiver. . . l l l Your message is delivered to individual members of your audience. No doubt, you have in mind the actions or reactions you hope your message will get from this audience. Keep in mind, though, that each of these individuals enters into the communication process with ideas and feelings that will undoubtedly influence their understanding of your message, and their response. To be a successful communicator, you should consider these before delivering your message, and act appropriately. 56

Feedback. . . l l l Your audience will provide you with feedback, verbal and nonverbal reactions to your communicated message. Pay close attention to this feedback, as it is the only thing that allows you to be confident that your audience has understood your message. If you find that there has been a misunderstanding, at least you have the opportunity to send the message a second time. 57

Context. . . l l The situation in which your message is delivered is the context. This may include the surrounding environment or broader culture (i. e. corporate culture, international cultures, etc. ). 58

Removing Barriers At All These Stages l l To deliver your messages effectively, you must commit to breaking down the barriers that exist in each of these stages of the communication process. Let’s begin with the message itself. If your message is too lengthy, disorganized, or contains errors, you can expect the message to be misunderstood and misinterpreted. Use of poor verbal and body language can also confuse the message. Barriers in context tend to stem from senders offering too much information too fast. When in doubt here, less is oftentimes more. It is best to be mindful of the demands on other people’s time, especially in today’s ultra-busy society. Once you understand this, you need to work to understand your audience’s culture, making sure you can converse and deliver your message to people of different backgrounds and cultures within your own organization, in your country and even abroad. 59

Time Management Part Three

Time Management Tips ¡ 1. Write things down l A common time management mistake is to try to use your memory to keep track of too many details leading to information overload. Using a to-do list to write things down is a great way to take control of your projects and tasks and keep yourself organized. 61

Time Management Tips ¡ 2. Prioritize your list l Prioritizing your to-do list helps you focus and spend more of your time on the things that really matter to you. Rate your tasks into categories using the ABCD prioritization system described in the time management course. 62

Time Management Tips ¡ 3. Plan your week l Spend some time at the beginning of each week to plan your schedule. Taking the extra time to do this will help increase your productivity and balance your important long-term projects with your more urgent tasks. All you need is fifteen to thirty minutes each week for your planning session. 63

Time Management Tips ¡ 4. Carry a notebook l You never know when you are going to have a great idea or brilliant insight. Carry a small notebook with you wherever you go so you can capture your thoughts. If you wait too long to write them down you could forget. Another option is to use a digital recorder. 64

Time Management Tips ¡ 5. Learn to say no l Many people become overloaded with too much work because they overcommit; they say yes when they really should be saying no. Learn to say no to low priority requests and you will free up time to spend on things that are more important. 65

Time Management Tips ¡ 6. Think before acting l How many times have you said yes to something you later regretted? Before committing to a new task, stop to think about it before you give your answer. This will prevent you from taking on too much work. 66

Time Management Tips ¡ 7. Continuously improve yourself l l Make time in your schedule to learn new things and develop your natural talents and abilities. For example, you could take a class, attend a training program, or read a book. Continuously improving your knowledge and skills increases your marketability, can help boost your career, and is the most reliable path to financial 67 independence.

Time Management Tips ¡ 8. Think about what you are giving up to do your regular activities l It is a good idea to evaluate regularly how you are spending your time. In some cases, the best thing you can do is to stop doing an activity that is no longer serving you so you can spend the time doing something more valuable. Consider what you are giving up in order to maintain your current 68 activities.

Time Management Tips ¡ 9. Use a time management system l Using a time management system can help you keep track of everything that you need to do, organize and prioritize your work, and develop sound plans to complete it. An integrated system is like glue that holds all the best time management practices together. 69

Time Management Tips ¡ 10. Identify bad habits l Make a list of bad habits that are stealing your time, sabotaging your goals, and blocking your success. After you do, work on them one at a time and systematically eliminate them from your life. Remember that the easiest way to eliminate a bad habit, it to replace it with a better habit. 70

The End ¡ Questions/Comments 71