Unit 3

Personal Management

The big cheese is the big boss! There are “Big Cheese” questions throughout the curriculum. A Big Cheese is chosen for each unit. The person who is assigned this role will be asked to think from the perspective of a business owner or manager, and will be asked to give their opinion on the scenario. Things to consider may include costs, staffing, morale, efficiency, production, customers, etc.

Unit 3 - Personal Management

In this unit, you will learn about

1. Your Professional Image

2. Ethics and Personal Values

3. Time Management

4. Managing Stress and Personal Issues

5. Final Activity

"We are what we repeatedly do; excellence then is not an act, but a habit."
-Aristotle

Part 1 - Professional Image – Your image is You

Key Lessons

Having a professional image doesn’t mean you have to wear a suit and talk about the stock market. A professional image is looking, acting and speaking in a competent, professional way. In other words, it looks like you “have your act together”.

Professional Image from an Employer’s View

As a group, review each point and discuss whether or not you agree. Why or why not? Give workplace examples for each one.

Employers need their staff to

1. Look, speak, and dress appropriately (what does that mean at your place of work?) Example:

2. Take pride in their work and do their very best, Example:

3. Be organized and not let messes pile up Example:

4. Be a positive role model for others. Example:

5. Be positive about the company they work for products they make, sell, or service. Example:

Know the Difference Between “Professional” and “Formal”

Every workplace is unique, and will have different levels of corporate customs. Some places have to be more formal, while others are more relaxed or casual (but still professional).

What are things you would expect to see and hear from staff at a busy, non-air-conditioned warehouse?

What are things you would expect to see and hear from staff at a life insurance head office?

Professional Image

Take a moment to answer the following questions for yourself on a piece of paper, then share your responses with the group if you would like to.

1. What are the core workplace or professional strengths that you have now? (E.g. organized, well-presented, pleasant with customers, etc.)

2. What do you need to do to improve your professional image? (E.g. monitor what you say more carefully, spend a few more minutes getting ready every day, update wardrobe, etc.)

3. What (if anything) is getting in the way of you improving your professional image? List any possible ways to solve it.

Group Discussion: Grooming Tips

Using a whiteboard, each person can come up with at least one grooming or personal image tip to be added on the board. You can also make a “pet peeve” column about what others shouldn’t do. Go around the room at least twice. Are there any points you agree or disagree with?

Dress for Success

If you want to be treated professionally, you have to dress professionally. The clothes you wear and how you take care of yourself affects the way other people see you.

Every workplace has different requirements for clothing or uniforms. The following tips apply to everyone.

1. Whatever you wear to work (jeans, uniform, suit), make sure it’s clean with no rips, stains, or wrinkles.

2. Be strategic in developing your image. It doesn’t happen overnight. Start with planning what you will wear the night before work. Give yourself time in the morning to get organized.

3. If you are not sure about what to wear at work, look around at the people who

  • are in charge

  • are well-respected

  • look “put together” most days

4. Look and act your best always, including if you are

  • attending a meeting

  • participating in a conference

  • attending a training day

  • going to a staff picnic

This is your chance to be noticed for your excellent attitude and style. If the big boss is coming to your work location, dress up that day (even just a little). Be seen on days you look and feel great.

5. If you aren’t sure, ask about your work dress code or policies

Thought for the day

If you choose to not make yourself a priority, be prepared for everyone else not to make you a priority as well.

Style on a Budget Activity

As a group, share the different ways people can improve their wardrobe or personal style on a budget. What is available in your community? Make a list on the Jamboard and share with participants.

You notice that your staff is dressing very informally – shorts, flip-flops, tank tops and sundresses. This is unprofessional for your office. However, it has been a hot summer, and many of your staff walk or take public transit to work. What do you say or do to fix this problem?

Supporting the Company or Corporate Image – Being a Brand Ambassador

Key Lessons

Companies work very hard to create a positive corporate image, and to have an excellent reputation in the business world and wider community. They like it when their employees “look good on them”. It is not just their logo or uniform, but their entire reputation.

The more you support and embrace the company image, the more you increase your chances of success.

Why is this important?

The brand, reputation or image of a company represents everything they value and try to keep. To protect that reputation, they aim to provide high quality products or services.

Name at least 10 famous company logos. What feelings or thoughts do you associate with that company?

click for some famous logos

To build a strong corporate brand, companies need brand ambassadors – employees who are connected and committed. Brand ambassadors have a positive attitude about their job, the company, and the products/services. Are you a brand ambassador?

Most companies have the right to fire or discipline someone who damages their reputation. It doesn’t matter if this happens at work or on their own time. Discuss ways that someone can damage a reputation by their “on” or “off” work behaviours.

We ask our staff to represent our company well - both on and off duty. What things can you do outside of work to keep up our good reputation and increase business in this community?

Part 2 - Ethics and personal values

It takes courage and confidence to be an ethical person. It means doing the right thing even when

  • it isn't popular or easy

  • no one is looking

Actions speak louder than words. Make sure you do as you would want others to do.

Key Lessons

a. A good work ethic is all about rolling up your sleeves to work your hardest with honesty and integrity.

b. Employers keep and promote employees who display a good work ethic.

c. Being ethical means being willing to admit when you have done something wrong. It means accepting the consequences of your actions.

1. What does work ethic mean to you?

2. What motivates people to have a good work ethic?

3. What stops some people from having a good work ethic?

Watch the Video: Skills to Pay the Bills - Professionalism (2:08 minutes)

Do you agree with Ramone? Was he too strict with Jason?

Are You Ethically Challenged Quiz

Complete the handout and discuss key points as a group.

Ethics are the morals or codes you follow at work and home. You may call them your values, principles or standards.

For some people, ethics are black and white. For others, there are all kinds of grey areas. You might live by a strict moral code. Maybe you just go on gut instinct. No matter how you define your ethics, it’s important to do your job with integrity. This means your decisions and actions are based on your values and principles. Do you have a commitment to integrity? Do you act with high ethical standards in the workplace? What guides you in your decision-making process?

Take a few minutes to consider your ethics. Are you conducting yourself in a way that you can be proud of. Do you need to re-think your ethics? Take this quiz and find out!

Instructions

1. Read each situation.

2. Choose the answer that most closely represents what you would do.

3. Write your answers down on a piece of paper.

1. You are concerned that a co-worker is lying on their time card. Even though it doesn’t impact you directly, it still makes you angry. Do you:

a. Sneak a peek at their confidential files to find out? After all, if they’re lying, you could save the company a lot of money by getting them fired.

b. Discuss your concerns with your supervisor and let them handle the situation?

c. Pretend you know nothing about it? It really isn’t your business anyway.

2. After making you promise not to tell anyone, a co-worker confides in you that they are being sexually harassed by a superior. Do you:

a. Keep your promise but approach the person who has been harassing them? You let them know that you won’t stand for this and if they don’t stop, your co-worker will sue.

b. Explain that you can’t keep your promise and report the issue to Human Resources to investigate?

c. Provide her with personal support and keep your promise?

3. Your supervisor asks you to sign off on a report that you don’t really understand. Do you:

a. Sign it? If your boss asks you, it must be fine.

b. Ask someone with more knowledge to help explain the information in the report? Once you are comfortable with it, you’ll be happy to sign off.

c. Tell your boss that you can’t sign it? If the document is valid, why can’t they sign it themselves?

4. Your boyfriend is going on a business trip to London. He invites you to tag along. You really want to go but you don’t have the vacation hours. Do you:

a. Call in sick for a few days? They can’t argue with the flu.

b. Tell your supervisor about the opportunity and ask if you can take unpaid leave? If not, you’ll just wait until next time.

c. Tell your boss that there was a family emergency and you had to go to London? Hey, it’s half-true! This is the kind of opportunity doesn’t happen every day.

5. A potential client asks a question that, if you tell the truth, will make you lose the sale. Do you:

a. Tell a little white lie? You need this sale. There’s no way you’re letting it go now.

b. Explain the truth of the matter and offer solutions as best you can?

c. Dodge the issue and try to be vague in your answer?


Click to Review your answers.

If A’s Appear Most on Your List

It’s time to re-evaluate your ethics. You might think you’re doing all the right things. Having integrity sometimes means doing the difficult thing. You need to think carefully when facing difficult situations.

At times, you might avoid the ethical solution because it’s harder than the alternative. And let’s face it: even a white lie is still a lie. Stop trying to fool yourself. If you aren’t careful, you could end up in serious trouble. Having “flexible” ethics isn’t a respected value in the professional world and you could easily get taken advantage of. Watch out and shape up.

If B’s Appear Most on Your List

Congratulations! You appear to have strong ethics. You know how to handle difficult situations. You’re not afraid of doing the right thing—no matter how difficult it is. You also seem to understand the value of professional integrity. Don’t let go of that! Others will respect you for it. In the end, you’ll have more success because of it.

If C’s Appear Most on Your List

Newsflash: Ignoring ethical dilemmas doesn’t make them go away!

Stop trying to avoid the issues—you aren’t fooling anyone. The excuse that “it’s not your business” doesn’t work. This is especially true with important matters that can have serious outcomes. You have a responsibility to your company, your co-workers, and your superiors to confront issues in a professional, ethical way. Ignoring when others are acting inappropriately is another way of condoning their behavior.

You don’t have to shout your protest from the rooftops. However, you do need to call attention to the problem. It isn’t up to you to fix it, but bringing a supervisor into the situation will help. And remember, there’s no justification for lying. Be careful with those little “oversights” and “fibs.” They may come back to haunt you.

Unethical Behaviours and Workplace Theft

As a group, review each point. When have you witnessed, or experienced someone do these at work or school?

Unethical behaviours include

  • taking credit for work you didn’t do

  • ruining or slowing down someone else’s work on purpose

  • lying, faking or falsifying records or documents

  • failing to report a “conflict of interest”

  • taking a bribe

  • damaging property or being careless with items that belong to someone else

  • pretending a product or service is better than it is, to get the sale

  • selling a product knowing it isn’t good quality or appropriate for the customer

  • breaking confidentiality rules

  • leaking information about the business, clients or patients

  • working under the influence of drugs or alcohol

  • sleeping on the job

  • looking for a new job during company time

  • bullying, harassing, teasing or any other type of mistreatment to others at work

Workplace theft includes

        • helping yourself to work supplies for use at home

        • claiming false expenses, hours of work/time sheets, mileage, etc.

        • calling in sick when you aren’t sick – taking a day for personal fun

        • downloading software without approval or a proper license

        • using the company equipment, tools, vehicles, computers, phones, printers, etc. for personal use (unless it is approved of and is a standard company practice/policy)

In some situations, an employee may not know that the behaviour is against company policy (e.g., use of the company cell phone for personal use is allowed at some companies). In all situations, it’s easiest to ask what the policy is to avoid any problems.

Why is strong work ethic more important than technical or hard skills?

Part 3 – Time Management

“Time management” is simply how you organize, plan and get things done.

  • If you manage time better and don’t put off important jobs, you will have

  • less stress

  • improved work and home life – greater enjoyment, greater productivity and efficiency

  • improved professional image

  • increased opportunities for promotion or higher wages

  • greater opportunities to reach important life and career goals

People who procrastinate and don’t manage time well have

  • high stress levels

  • miss deadlines – leading to negative outcomes with teammates and bosses

  • have a poor quality of work

  • have a poor professional reputation and may have less chance for promotion or advancement

Employers are bothered when employees ask for time off to do things they should be doing outside of work hours, such as

  • banking

  • medical and dental appointments

  • car repairs

  • apartment hunting

In most cases, you can get all appointments and activities done after work. It’s up to you to be organized. Sometimes it’s possible to squeeze in a personal appointment or phone call on your lunch break. Only in special situations should you ask for time off. This might include an emergency or an appointment with a specialist that took several months to get.

Time Management - Important Tasks List (10 minutes)

1. Practice using a “To Do” list. List tasks you want to complete in the next month.
2. Program your cell phone right away to set alarms and reminders, or email yourself a list of items that are high priority.
3. Make a habit of using some sort of “To Do” list every day.

Why We Don’t Get Things Done? Biggest Time Wasters (15 minutes)

As a group, list some time wasters people can experience on the way to work, and at work. Then, list some easy strategies to deal with these problems.

Sometimes your employees have “down time” or they are held up waiting on something (such as a machinery repair or delivery). What are some productive things could they do during that time?

Tips for Managing Time Better and Being More Productive

Highlight or underline the ones that you feel you need to personally work on.

a. Make a list of things to do that day. Break up tasks into small chunks and tackle them.

b. Stay focussed - don’t get distracted. Tell people that you need to focus.

c. Schedule your breaks – as a reward for completing your action items.

d. Use your technology! Most cell phones and computers can be used to set alarms, reminders, calendars and schedules.

e. If you feel you are falling behind, tell your boss sooner than later to avoid bigger problems.

f. Don’t worry about coworkers who waste time. Focus on yourself and the work you need to do. Sooner or later the boss will notice they aren’t getting their work done.

Part 4 - Managing stress and personal issues

"Life is ten percent experience and ninety percent how you respond to it."

-Dorothy M. Neddermeyer

Key Lesson

Everyone has stress. It’s normal. However, when stress levels keep going up, it can be damaging to your health, job and personal life. Identifying these issues and finding ways to cope will help reduce stress.

What is Stress?

Stress is the body's physical, mental and emotional response to a difficult or dangerous situation. When stress levels go up, some people may feel things are out of their control. They may also feel

  • anxious

  • tense

  • frustrated

  • angry

Everyone goes through rough times every so often and some stress is normal. For example, illness, divorce, family problems, financial worries, moving, and so on. The challenge is to cope well under stress and take care of yourself.

Watch the video: Workplace Stress Solution

After watching the video, complete the exercise by making 3 columns to remove, change, or accept a current stressful situation you have (15 minutes).

Tell me about a time when you had a tight deadline or big job to do, and things weren’t going smoothly. How did you handle it? What was the end result?

Stress at home - What to do When Home Life Gets in the Way of Work

The negative effects of bringing too much of your personal life to work may result in your

  • boss and co-workers doubting your professionalism

  • boss and co-workers doubting your ability to get the job done

  • co-workers gossiping or sharing your personal information

What to Do

a. Avoid talking about personal problems when you are at work. Deal with them on your own time, and work to find any solutions.

b. Have a plan of action to help reduce or remove the problem so you don't lose your job and add to your stress.

c. Use your lunch breaks if you have to make calls. Ask for time off to get the help or support you need.

“How to Work When Your Personal Life is Falling Apart” (20 minutes)

Review and comment on article.

How to Work When Your Personal Life is Falling Apart

When there's a serious issue unfolding at home, it can be difficult to show up at work with a happy face. We often have to show up at work, even when there's a serious issue at home. Work must go on even when life becomes difficult including:

  • death of a loved one

  • divorce

  • fights

  • financial problems

Tips to Help Keep Your Work and Life in Balance and Keep Your Job

1. If you trust your supervisor, tell them what’s going on.

Bosses may be more understanding than they’re given credit for. Proper work-life balance is good for you and the organization. But, telling your boss about personal problems can have negative outcomes. Even though it’s against the law, sometimes your issue could hold you back from a future promotion. However, telling your boss could build your trust and your relationship as an employee. The key here is to know your boss well before sharing your problems. (Note: Victims of domestic violence should tell their employers. This can help prevent violence from entering the workplace and protect staff).

2. Find out if working from home is a temporary option.

If you can remove the commute and amount of interaction with co-workers, it can help relieve stress. This may help you cope better with a difficult situation. This flexibility can help you keep the tears at home while keeping busy.

3. Set aside a specific time to think about your personal problem.

Scheduling a time to be sad, mad, or frustrated can help you better handle the other parts of your day. When you feel emotions taking over outside of the scheduled time, stop the thought right away and save it for its scheduled time.

4. Commit to not discuss your problem at work.

Even if your co-workers are your friends, explain that you don’t wish to talk about the sensitive subject at work. Tell them that you appreciate their understanding. Maybe say that you’re willing to talk outside of work (if you need the extra support)

5. Use a few vacation days.

You'd rather be in Bermuda, but sometimes you need to take time for yourself. Use your vacation hours if you need a few days away from work to deal with tough times. Just don't stay away too long or returning can be that much more difficult.

6. Throw yourself into work.

Starting a new project might be too much during a personal crisis. However, taking care of simple items can be a great distraction. Try some ‘mind-numbing’ tasks to get your thoughts away from the heavy issues. Consider cleaning out your inbox organizing your tools starting a new filing system

7. Be vague.

Just because you tell your boss or a few co-workers that something is going on in your personal life, doesn’t mean you have to share all the details. People are generally smart. For the most part, they will read between the lines and not bother you for more information.

8. Keep it neutral.

Don't be too happy or too gloomy. Keeping up a happy face can be stressful. Do your best to stay balanced at work at all times. If a personal crisis does arise, this will help you better hide it, if that's your choice. Make an effort to keep your mood and emotions balanced and the hard times might not be as hard.

9. As a co-worker, do not comment on other people's attendance.

Co-workers are always quick to make silly comments. “Your hours must be nice!” or “You look tired.” What they don't realize is that you might be missing work for something that isn’t fun. In fact, for once in your life, you'd rather be at work. Resist the urge to tell them what is going on in your life. Let these comments bounce off of you. Pay it forward by never commenting on anyone else.

Questions

a. What tip or tips from this article did you personally find useful?

b. What tip or tips weren’t helpful?

c. What, if anything, will you do differently next time there is a personal crisis?

As a group, come up with different ways to reduce stress or where to go to find good information on stress. Make a list on a whiteboard and then make a copy to share with the group.

More to Work With – Personal Management

Purpose of activity: To understand how employability skills are needed in every job, even when the employer doesn’t identify them.

Instructions

1. Look at a job posting from any website and see what soft skills are already listed. Ex. JobBank

2. Add at least 5 employability skills to help someone understand the job better.

3. Think about what the employer is really looking for outside of technical skills. Even if you don’t know a lot about that kind of job, you will have an idea about that industry or field of work.

Part 5 - Final Activity

Unit 3 Personal Management

Final Activity

  1. You are a construction worker. Your friend and co-worker tells you that he is renovating his home. Each day you notice that different tools and materials seem to be missing. One day, as your friend is leaving he drops his backpack and a couple of boxes of nails fall out. He says,” Oh they have lots and they never check the numbers. My need is greater than theirs.” What should you do?

  2. You are working in a factory as general help. The supervisor is in charge of your training and assigns the jobs that he wants you to do. One day, after lunch, he gives you a list of several tasks to accomplish and then says he will be in meetings for the rest of the day. The night before you were out partying with friends and are now feeling tired. You decide to skip the last two jobs and tell yourself that you will come a little early the next day and finish them before the supervisor notices, after all you will do them so much better when you are feeling fresh.

Is this the correct decision to make? Why or why not?

  1. You have a job interview scheduled for the next day and are really hoping to get the position. You have recently ended a bad relationship and have spent the past few weeks feeling sorry for yourself and moping around the house in your pajamas.

What are some of the most important things you can do to prepare for the interview and make a good first impression?

Congratulations!
You have completed
Unit 3: Personal Management