Table Of Content

M T IND OOLS Essential skills for an excellent career Essential skills for an excellent career The Mind Tools e-book www.mindtools.com jáåÇ=qççäë== mê~ÅíáÅ~ä=qÜáåâáåÖ=pâáääë=Ñçê=~å=bñÅÉääÉåí=iáÑÉ>= This e-book is published by: Mind Tools Ltd Signal House Station Rd Burgess Hill West Sussex RH15 8DY United Kingdom Copyright © 2003 by James Manktelow Version 1.00 – 1 August 2003 ISBN: 0-9545586-1-8 Disclaimer: Stress can cause severe health problems and, in extreme cases, can even cause death. While stress management techniques are conclusively shown to have a positive effect on reducing stress, readers should take the advice of suitably qualified medical professionals if they have any concerns over stress- related illnesses. These medical professionals should also be consulted before changing diet or levels of exercise. © James Manktelow, 2003 Page 1 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com ^Äçìí=íÜÉ=^ìíÜçêÁ=g~ãÉë=j~åâíÉäçï== James Manktelow has developed Mind Tools since 1995. The Mind Tools concept started with his research into the practical skills and techniques he needed to progress his own career - he found it frustrating that so many simple, but important, life and career skills were so little known and taught. Mind Tools exists to help correct this. Since 1995, visitors have viewed more than 8 million Mind Tools pages on the Mind Tools web site at www.mindtools.com. Many have been kind enough to send us very positive testimonials on how the techniques we have helped to popularize have helped them in their daily lives and their careers. Outside his work with Mind Tools, James is a Director of UK financial software house, CQ Systems Ltd, which produces Europe's leading leasing and loan systems. His career with CQ has spanned marketing, business development, strategy, production and project management, business and systems analysis, software development and consultancy. In this capacity, he has provided extensive consultancy for major corporations in most European countries. Clients have included DaimlerChrysler, Bank of Scotland, Ford and Capital One, among many others. James gained his MBA at London Business School, specializing in entrepreneurship, finance and strategy. He lives with his wife Rachel and son Alex in Wimbledon in London. ^ÅâåçïäÉÇÖÉãÉåíë= I would like to thank the following people for their help and hard work on this project: • Kellie Fowler of Write Solutions for editing this material • Sarah Besley, for her work on permissions and administrative support • Chris Howell, Milly O’Ryan, Steve Whitmore, Manda Knight and Laura Robbins of Real World Design for their work on course design and graphics • And my wife Rachel, for her help and professional advice during the writing of this e-book. © James Manktelow, 2003 Page 2 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com `çåíÉåíë= How to use this e-book..................................................................................................................................6 Module 1, Creativity Tools.............................................................................................................................7 Reversal (1.1).................................................................................................................................10 SCAMPER (1.2).............................................................................................................................10 Attribute Listing, Morphological Analysis & Matrix Analysis (1.3)..................................................11 Brainstorming (1.4).........................................................................................................................13 Random Input (1.5)........................................................................................................................15 Concept Fan (1.6)..........................................................................................................................16 Reframing Matrix (1.7)...................................................................................................................20 Provocation (1.8)............................................................................................................................22 DO IT (1.9).....................................................................................................................................23 Simplex (1.10)................................................................................................................................26 Subconscious Problem Solving (1.11)...........................................................................................29 Module 2, Tools for Understanding Complex Situations.............................................................................31 Appreciation (2.1)...........................................................................................................................32 Drill Down (2.2)..............................................................................................................................33 Cause & Effect Diagrams (2.3)......................................................................................................35 System Diagrams (2.4)..................................................................................................................38 SWOT Analysis (2.5)......................................................................................................................47 Cash Flow Forecasting with Spreadsheets (2.6)...........................................................................49 Risk Analysis & Risk Management (2.7)........................................................................................52 Module 3, Techniques for Effective Decision Making.................................................................................55 Pareto Analysis (3.1)......................................................................................................................56 Paired Comparison Analysis (3.2).................................................................................................58 Grid Analysis (3.3)..........................................................................................................................60 Decision Tree Analysis (3.4)..........................................................................................................62 PMI (3.5)........................................................................................................................................67 Force Field Analysis (3.6)..............................................................................................................68 Six Thinking Hats (3.7)...................................................................................................................71 Cost/Benefit Analysis (3.8).............................................................................................................73 Module 4, Project Planning Skills................................................................................................................76 Estimating Time Accurately (4.1)...................................................................................................78 Scheduling Simple Projects (4.2)...................................................................................................79 Gantt Charts (4.3)..........................................................................................................................80 Critical Path Analysis & PERT Charts (4.4)...................................................................................84 The Planning Cycle (4.5)................................................................................................................89 Planning Large Projects and Programs (4.6)................................................................................94 Stakeholder Management (4.7).....................................................................................................94 © James Manktelow, 2003 Page 3 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com Module 5, Information & Study Skills........................................................................................................101 Concept Maps (5.1)......................................................................................................................103 SQ3R (5.2)...................................................................................................................................105 Speed Reading (5.3)....................................................................................................................107 Reading Strategies (5.4)..............................................................................................................108 Reviewing Learned Information (5.5)...........................................................................................111 Module 6, Memory Techniques.................................................................................................................113 The Link Method & Story Method (6.1.1).....................................................................................116 The Number/Rhyme Mnemonic (6.1.2)........................................................................................117 The Number/Shape Mnemonic (6.1.3).........................................................................................119 The Alphabet Technique (6.1.4)..................................................................................................120 The Journey System (6.1.5).........................................................................................................122 The Roman Room Mnemonic (6.1.6)...........................................................................................124 The Major System (6.1.7).............................................................................................................125 Using Concept Maps as Memory Aids (6.1.8).............................................................................128 Aide Memoires (6.1.9)..................................................................................................................128 Learning a Foreign Language (6.3.1)..........................................................................................130 Using Mnemonics In Exams (6.3.2).............................................................................................132 How to Remember Names (6.3.3)...............................................................................................133 Remembering Lists of Information (6.3.4)....................................................................................133 Remembering Playing Cards! (6.3.6)...........................................................................................135 Module 7, How to Use Time Effectively - Time Management Skills.........................................................136 Costing your time (7.1).................................................................................................................137 Deciding Your Work Priorities (7.2)..............................................................................................138 Activity Logs (7.3).........................................................................................................................139 Action Plans (7.4).........................................................................................................................140 Prioritized To Do Lists (7.5).........................................................................................................141 Personal Goal Setting (7.6)..........................................................................................................142 Module 8, Techniques for Controlling Stress............................................................................................146 Stress Diary (8.1).........................................................................................................................153 ‘Psyching Up’ (8.2).......................................................................................................................154 Anticipating Stress (8.3)...............................................................................................................155 Imagery (8.4)................................................................................................................................157 Thought Awareness, Rational Thinking & Positive Thinking (8.5)...............................................158 Self-Hypnosis & Auto-Suggestion (8.6).......................................................................................160 Meditation (8.7)............................................................................................................................161 Taking Exercise (8.8)...................................................................................................................163 Physical Stress Reduction: PMR and Deep Breathing (8.9)........................................................163 Time Management (8.10).............................................................................................................164 Improving Attitudes (8.11)............................................................................................................165 Slowing down out of work (8.12)..................................................................................................169 Health & Nutrition (8.13)...............................................................................................................169 Eliminating Stress From Your Environment (8.14)......................................................................170 © James Manktelow, 2003 Page 4 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com Module 9, Job Hunting Skills.....................................................................................................................174 Career Choice (9.1)......................................................................................................................176 Career Tests (9.2)........................................................................................................................178 Career Research (9.3).................................................................................................................179 Resume Writing – An Insider’s View (9.4)...................................................................................180 Example Resume – Make it talk to the recruiter (9.5)..................................................................181 Resume Tips – Helping You be the Special Candidate (9.6)......................................................184 Resume Cover Letter – The Instant Advantage (9.7)..................................................................186 The Art of Job Hunting (9.8).........................................................................................................187 Networking (9.9)...........................................................................................................................190 Targeting Organizations (9.10)....................................................................................................192 Working With Agencies (9.11).....................................................................................................193 Internet Job Hunting (9.12)..........................................................................................................194 The Ideal Employer – What to look for (9.13)..............................................................................195 Interview Skills – To be, or not to be, whatever the question (9.14)............................................199 Interview Questions – Interrogation or Negotiation? (9.15).........................................................200 Interview Tips – Reminders and Warnings (9.16)........................................................................202 Negotiating Salaries – Getting the salary you deserve… (9.17)..................................................205 Making a Great Start to Your New Job (9.18)..............................................................................206 Moving On….............................................................................................................................................208 Further Reading........................................................................................................................................209 1. Specific References.................................................................................................................209 2. General References:................................................................................................................210 © James Manktelow, 2003 Page 5 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com eçï=íç=ìëÉ=íÜáë=ÉJÄççâ = Welcome to Mind Tools! This e-book is a tool kit for your mind. On its own, a screwdriver will only help you in a small way. Although it can be very useful, there are only a few jobs that you can use it for. When, however, you use this screwdriver as part of a complete tool kit, the range of options open to you is enormous. A craftsman with a good tool kit can make many different, useful things. Similarly, individual thinking skills used on their own may help you in a small way. When, however, you use many different thinking skills together, your ability to solve problems increases significantly. Mind Tools is a tool kit of thinking techniques. It will help you to think and live excellently. The first four modules of Mind Tools cover the techniques that will make you a more effective business thinker. Module 1, Creativity Tools, shows you how to generate fresh and innovative ideas reliably. The next two modules, Tools for Understanding Complex Situations and Techniques for Effective Decision Making, give you the skills you need to understand many difficult problems, and make the best decisions possible with the information available. Module 4, Project Planning & Management Skills, shows you how to plan, schedule and implement complex projects. Modules 5 and 6 explain how to study and remember information. These techniques will help you to study more effectively when you need to master a new subject or when you want to pass examinations. The section on Memory Techniques also explains useful ways of remembering people’s names, lists of information, foreign languages, etc. The final two modules explain the time and stress management skills that you will need as you become increasingly successful. They explain how to control and dissipate the pressures that will build around you. These tools will help you to live a happy life as well as a highly successful one. The best way to use this e-book is to skim through it quickly so that you get an overview of what is contained within it. Then read through the sections that are useful to you in more detail, so that you remember the bones of the methods. Finally, keep Mind Tools on your PC desktop, and refer to it whenever you need a new approach to solving a problem. It will be worth skimming through it periodically to keep the range of tools you now have available fresh within your mind. The Tool List at the start of the e-book will help you to select techniques, as you need them. Whenever you begin to feel out of control or feel that you are not being fully effective, try scanning this list to see if there is a technique that can help you. Once you understand the basic tool, adapt it and refine it to suit your circumstances and the way that you think. Welcome to powerful thinking! © James Manktelow, 2003 Page 6 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com jçÇìäÉ=N= `êÉ~íáîáíó=qççäë= • Improving a product or service - Reversal and SCAMPER • Creating new products, services & strategies - Attribute Listing, Morphological Analysis & Matrix Analysis • Generating many radical ideas - Brainstorming • Making creative leaps - Random Input • Widening the search for solutions - Concept Fan • Looking at problems from different perspectives - Reframing Matrix • Carrying out thought experiments - Provocation • A simple process for creativity - DO IT • A powerful integrated problem solving process - Simplex • Subconscious problem solving © James Manktelow, 2003 Page 7 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com NK=`êÉ~íáîáíó=qççäë= The tools in this module can help you to become intensely creative. They will help you both solve problems and spot opportunities that you might otherwise miss. We will discuss the following techniques: • Improving a product or service - Reversal and SCAMPER • Creating new products, services & strategies - Attribute Listing, Morphological Analysis & Matrix Analysis • Generating many radical ideas - Brainstorming • Making creative leaps - Random Input • Widening the search for solutions - Concept Fan • Looking at problems from different perspectives - Reframing Matrix • Carrying out thought experiments - Provocation • A simple process for creativity - DO IT • A powerful integrated problem solving process - Simplex • Subconscious problem solving It is important to understand what we mean by creativity, as there are two completely different types. The first is technical creativity, where people create new theories, technologies or ideas. This is the type of creativity we discuss here. The second is artistic creativity, which is more born of skill, technique and self- expression. Artistic creativity is very specific to the medium chosen, and would probably not benefit from a general discussion. Many of the techniques in this module are those used by great thinkers to drive their creativity. Albert Einstein, for example, used his own informal variant of Provocation (1.8) to trigger ideas that lead to the Theory of Relativity. ^ééêç~ÅÜÉë=íç=`êÉ~íáîáíó= There are two main strands to technical creativity: programmed thinking and lateral thinking. Programmed thinking relies on logical or structured ways of creating a new product or service. Examples of this approach are Morphological Analysis (see 1.3) and the Reframing Matrix (see 1.7). Another example of this sort of approach is the enormously powerful TRIZ process, which would require an e-book-length summary and is therefore beyond the scope of this e-book. The other main strand uses “Lateral Thinking”. Examples of this are Brainstorming (see 1.4), Random Input (1.5) and Provocation (1.8). Edward de Bono has popularized Lateral Thinking. Lateral thinking recognizes that our brains are pattern recognition systems, and they do not function like computers. It takes years of training before we learn to do simple arithmetic, something that computers do very easily. On the other hand, we can instantly recognize patterns such as faces, language, and handwriting. The only computers that begin to be able to do these things do it by modeling the way that © James Manktelow, 2003 Page 8 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher. The Mind Tools e-book www.mindtools.com human brain cells work1. Even then, computers will need to become vastly more powerful before they approach our ability to handle patterns. The benefit of good pattern recognition is that we can recognize objects and situations very quickly. Imagine how much time would be wasted if you had to run a full analysis every time you came across a cylindrical canister of effervescent fluid. Most people would just open a can of fizzy drink. Without pattern recognition we would starve or be eaten. We could not cross the road safely. Unfortunately, we get stuck in our patterns. We tend to think within them. Solutions we develop are based on previous solutions to similar problems. Normally, it does not occur to us to use solutions belonging to other patterns. We use lateral thinking techniques to break out of this patterned way of thinking. They help us to come up with startling, brilliant and original solutions to problems and opportunities. It is important to point out that each type of approach has its strength. Logical, disciplined thinking is enormously effective in making products and services better. It can, however, only go so far before all practical improvements have been carried out. Lateral thinking can generate completely new concepts and ideas, and brilliant improvements to existing systems. It can, however, be sterile, unnecessarily disruptive or an undisciplined waste of time. A number of techniques fuse the strengths of the two different strands of creativity. Techniques such as the Concept Fan (see 1.6) use a combination of structured and lateral thinking. DO IT (1.9) and Min Basadur’s Simplex (1.10) embed the two approaches within problem solving processes. While these may be considered overkill when dealing with minor problems, they provide excellent frameworks for solving difficult and serious ones. The Creative Frame of Mind Often the only difference between creative and uncreative people is self-perception. Creative people see themselves as creative, and give themselves the freedom to create. Uncreative people do not think about creativity, and do not give themselves the opportunity to create anything new. Being creative may just be a matter of setting aside the time needed to take a step back. Ask yourself if there is a better way of doing something. Edward de Bono calls this a “Creative Pause”. He suggests that this should be a short break of maybe only 30 seconds, but that this should be a habitual part of thinking. This needs self-discipline, as it is easy to forget. Another important attitude-shift is to view problems as opportunities for improvement. While this is something of a cliché, it is true. Whenever you solve a problem, you have a better product or service to offer afterwards. 1 This is achieved using neural networks. These are fascinating computer models that mimic the way brain cells work. Knowledge of neural networks is essential to anyone who is genuinely interested in why people behave the way that they do. Using them you can show how patterns are recognized, and how problems such as prejudice arise. An excellent (if slightly old) coverage of neural networks is ‘Explorations in Parallel Distributed Processing’ by James L McClelland and David E Rumelhart - ISBN 0- 262-63113-X. © James Manktelow, 2003 Page 9 of 213 All rights reserved. This course, or parts thereof, may not be reproduced in any form without the permission of the publisher.