EXAM 1 June 2016, questions and answers PDF

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Key: Class Test 2017 -----Exam 2015 ------ 2016 Exam Section A 1. Paradigm - The way we see / understand the world. In other words, the lens through which we see the world 2. Principles - Principles are natural laws that can’t be broken. 3. Circle of Concern – Everything that affects us / Health, Ch...

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Class Test 2017 -----Exam 2015 ------

2016 Exam Section A 1. Paradigm - The way we see / understand the world. In other words, the lens through which we see the world 2. Principles - Principles are natural laws that can’t be broken. 3. Circle of Concern – Everything that affects us / Health, Children, Work, Economics 4. Circle of Influence – That which we can control / influence. 5. 3 Social Maps: • • •

Genetic determinism: Born that way Psychological determinism: Raised that way Environmental determinism: Something / someone in environment is responsible for your situation.

6. 4 Human Endowments (Unique Characteristics): ● Self-awareness: Can think of (own) thinking process ● Imagination: think beyond current reality ● Conscience: Internal awareness of right and wrong ● Independent will: act according to your own self 7. Maturity Continuum and 3 concepts: ● Dependent - The paradigm of 'YOU' ● Independent - The paradigm of 'I' ● Interdependent - The paradigm of 'OUR'. 8. Change from the inside out ● Start change within yourself, more specifically to your paradigms, character and motives. ● It does not help to put 'personality' before character. ● Do not just let the fault lay with others.

9. The other end of the stick • By picking up one end of the stick, you pick up the other point to. • We are free to choose; but not free from the consequences.

10. Explain the difference between the circle of concern and the circle of influence. Use a diagram to illustrate. Circle of Concern – Everything that affects us / Health, Children, Work, Economics Circle of Influence – That which we can control / influence.

Circle of Concern

Circle of Influence

11. All things are created twice: ● First or mental creation - Planning ● Second or physical creation – Doing

12. Explain the difference between gofer delegation and stewardship delegation. ● Gofer delegation: One-on-one supervision. “Go for this, do this, do that, and tell me when it’s done.” Focuses on how and not what. ● Stewardship delegation: Focuses on results instead of methods. It makes individuals responsible for results and takes more time in the beginning than gofer delegation. Focuses on what and not how.

13. Explain emotional bank accounts. ● Describe the amount of trust built up in relation. 14. Describe 6 major deposits that build the emotional bank account. ● Understand the individual ● Pay attention to the little things ● Keeping businesses / promises ● Completed expectations ● Show personal integrity ● Sincerely apologize

15. Describe the 6 paradigms of human interaction. ● Win / win o Seek constant mutual benefit. All parties involved should feel good about the solution. "It is not your way or maybe way, it is a better way". ● Win / lose o I win; You lose Use position, power, possessions, etc. The biggest part of life is not a competition! If both people do not win in a relationship, both lose. ● Lose / Win o I lose; You win. No standards, demands, expectations and vision  lead to illness, suppressed feelings that later cause problems. ● Loss / Lose o Another person has to lose - even if I lose myself. Think everyone should be as unhappy as yourself - 'If nobody wins, maybe being a loser is not so bad'. ● Win / Win o Think of WHEN - others have to work out their own salvation. ● Win / win or no deal o Go for win / win-speak down "no agreement" if fail.

16. 4 Dimensions of renewal.

17. How to write mission statement: • • •

•

Focus on what you want to be (character / character) Focus on what you want to do (contributions / contributions) Set the values and principles on which bg is based • A mission statement is a 'constitution' Against which (also Essential change) Measured. Create own mission statement

Section B 18. Define a process: • A process is a series of actions or events that accomplish something. 19. Steps to writing about a process. • Find a project involving discussion of a simple process. • Define the purpose and audience for this project. • Do some research. • Plan and develop graphics. • Identify the main steps or phases in the process. • Discuss each step or phase separately. • Identify any other necessary sections. • Sketch the headings you’ll use. • Pin an introduction. • Consider adding a conclusion. • Consider the format. • Review and revise your rough draft. 20. Describe recommendation, evaluation and feasibility reports (3 Basic Reports). ● Recommendation - Compares two or more options against requirements and recommend one options, several options or none. ● Feasibility - Makes an evaluative judgment as to whether a project is possible or worthwhile. ● Evaluation - Compares individual products, plans, programs, properties, organizations or personnel against requirements and makes an evaluative judgement. 21. The fallacies commonly found in persuasive reports ● Hasty generalizations – When you draw up a conclusion on too little evidence. ● Irrelevant, ad hominem arguments – base your persuasive effort on opponent’s character or past; ● Bandwagon effect – If you base all or part of your persuasive effort on the idea that “everybody’s doing it” you’re using the bandwagon effect. ● False causality – argue that if one event came after another, then the first event caused the second; ● Over simplistic, either – or arguments - reduce choices to your option and a totally unacceptable choice; ● False analogies – When you compare a situation to a simple object or process.

22. Name the 4 groups in the 'Four-audience definition'. ● Laymen: lack background; ● Technicians; ● Executives: make decisions; ● Experts.

23. Read the following case study and explain how you will use Covey's habits 1, 2 and 3 to motivate Bill and help him to improve his performance. (15) Bill was a 41-year-old professional who I "inherited" in my new team of five people. He had been in his position for about 10 years. Bill was a nice guy who often did enough/1 to get by and avoided serious complaints. When he wanted, he performed very well. This was relatively rare. Too often, his 0 work was insufficient -- lack of follow-up with customers, computational 'errors, being somewhat rude with others, missing deadlines. When asked how he was doing, he emphasized his accomplishments and compliments he had received. If asked about substandard work, he was very skilful at avoiding responsibility. I decided to see how Bill's performance could be improved. • • •

Habit 1 – Be Proactive. Habit 2 – Begin with end in mind. Habit 3 – Put first things first.

2015 Exam 24. Explain the essence of each one of Covey's 7 habits. ● Habit 1: Be Proactive To be proactive, we must focus on the Circle of Influence that lies within our Circle of Concern -- in other words, we must work on the things we can do something about. Responsible for our own lives. In order to be effective, one must be proactive. Start replacing reactive language with proactive language. • •

Reactive = "He makes me so mad." Proactive = "I control my own feelings."

Convert reactive tasks into proactive ones. ● Habit 2: Begin with the End in Mind Start with a clear destination in mind. Covey says we can use our imagination to develop a vision of what we want to become and use our conscience to decide what values will guide us. Focus on: “What is your destination?” Make sure that the day’s actions / decisions doesn’t go against this path – every step in the right direction. Determine what is truly important to you o What is the wall against which the ladder must stand o o

● Habit 3: Put First Things First The successful person has the habit of doing the things failures don’t like to do. Write down your key roles. Think of the results you would like to accomplish in each role during the next 7 days. Schedule time to achieve them. Time management matrix – I, II, III, IV

Important

Urgent

Not urgent

I: Activities

II: Activities

Crisis Urgent problems Deadline driven projects

PC Activities Building relationships Recognize opportunities Planning

Not important

III: Activities

IV: Activities

Interruptions Certain mail, calls, reports, meetings and urgent matters

Trivial, busy work Certain mail and calls Time-wasters Pleasant activities

● Habit 4: Think Win-Win To establish effective interdependent relationships, we must commit to creating Win-Win situations that are mutually beneficial and satisfying to each party. Paradigms of human interactions:

● ● ● ● ● ● ● ●

o

Win/Win

o

Win/lose

o

Lose/Win

o

Lose/Lose

o

Win

o

Win/Win or “No deal”

Seek constant mutual benefit. Meaning agreements / solutions are mutually beneficial / satisfactory. All parties feel good and committed to plans. See life as collaborative and not as competitive. Accept 'there is a lot for everyone'. Success is not at the expense of another person. Believe in the "Third Alternative" Not my way or your way, but a better way

● Habit 5: Seek First to Understand, Then to Be Understood Before we can offer advice, suggest solutions, or effectively interact with another person in any way, we must seek to deeply understand them and their perspective through empathic listening. First try to understand, then be understood Principles of empathetic communication Empathic (empathic) listener Listen usually to respond, or to talk or get ready to talk Do not understand what is happening within someone else Level of listening: ● Ignore the other person - do not listen ● Pretend to be listening ● Selective listening - only hear parts of the conversation ● Attentive listening - focus on words that are said ● Empathic (empathic) listening

Satisfied needs do not motivate - but unsatisfied needs do

● Habit 6: Synergize Synergy: - Interaction of 2 or more forces so that the combined effect is greater than the sum of the individual effect. - Joint work / action. - Cooperation for greater efficiency. Open mind, heart & expressions for new possibilities, alternatives and options Believe that more insight and momentum will follow Ineffective people live with unused potential day by day. ● Habit 7: Sharpen the Saw It's preserving and enhancing the greatest asset you have -- you. It's renewing the four dimensions of your nature -- physical, spiritual, mental, and social/emotional. "Sharpen the Saw" basically means expressing all four motivations. It means exercising all four dimensions of our nature, regularly and consistently, in wise and balanced ways.

25. Name 2 core paradigms or centres people typically have. ● Spouse, family, money, work, possessions, pleasure, enemy / friend, church, self. 26. What must, according to Covey, we centre our lives on? ● Principles. 27. Which one of the 4 human endowments (according to Frankl) makes effective selfmanagement possible? ● Independent will 26. Read the following case study and explain how you will use Covey's habits 4, 5 and 6 to resolve the conflict. “The workplace conflict concerned a departmental team of 12 people. The relationship between the team leader and the department manager was so damaged they only spoke to each other through third parties. The group was split into two warring factions - one group behind the team leader, the other siding with the department manager with a few members remaining neutral. There had been no performance appraisals for two years, and two staff members had been on stress leave for five weeks. Problems had been investigated, discussed and not solved to anyone's satisfaction by senior management for two years.” ● Habit 4: Think Win-Win ● Habit 5: Seek First to Understand, Then to Be Understood ● Habit 6: Synergize

27. As part of audience analysis, you must define the audience's background. Explain how this is typically done. • Who the readers of technical documents are; •

Characteristics of readers;

•

How to identify characteristics affecting their ability to understand;

•

What they need explained;

•

How to plan, write and revise with readers in mind.

27. Name the most important steps in writing comparisons using the point-bypoint approach. • Find a situation requiring comparison • Choose what to compare • Define a purpose and audience • Do research • Identify the points of comparison • Plan how to write each comparative point • Plan and develop graphics • Sketch / plan the headings • Plan an introduction • Consider the conclusion • Consider the format • Review and revise

Class Tests 2017 27. Explain the difference between personality and character ethics. ● Person-based ethics: Success depends on your personality, your image outside, techniques, etc. ● Character-based ethics: Basic principles of life are required to experience happiness and happiness

28. Describe the 3 aspects that form part of habits. ● Habit: the cross between knowledge, skills and desire. a. Knowledge: What needs to be done and why? b. Skills: How should it be done? c. Desired: Motivation to do something. 29. According to Covey there are 6 criteria a Quadrant II organiser must meet. Name all 6. ● Coherence. ● Balance. ● Focus. ● People dimension. ● Flexibility. ● Portability. 30. Draw the time management matrix and show the main activities in each quadrant.

31. Compare leadership and management.

Leadership • The first creation • Habit 2 • What are the things that I want to achieve? • Do the right / correct things • Determine if the ladder is on the right wall

Management

32. Steps in planning an oral presentation– remember the order is important. •

Find a situation.

•

Define an audience.

•

Define a purpose.

•

Research topic.

•

Infrastructure.

•

Plan and develop the content.

•

Plan and prepare the visuals.

•

Plan the introduction.

•

Plan the conclusion.

•

Rehearse!

33. Describe the purpose of headings (name 3). •

Provide an overview of the document.

•

Indicate the logic and structure of the document.

•

Enable readers to read selectively.

•

Provide breaks.

•

Keep readers focused.

•

Keep the writer focused.

The second creation habit 3 How can I achieve it best? Do the things correctly / correctly Climb the leather in the most efficient manner

32. Describe tools for persuasion. ● Logical appeal: use reasons and arguments, backed up by facts and logic. ● Emotional appeal: attempt to rouse anger or sympathies – may capture attention but does not make a logical case. ● Personal appeal: Present own qualifications, expertise, wisdom. ‘Trust me’. Can build confidence, but no logical justification on its own. ● Rebuttal: Address counterarguments that opponents may bring up. ● Concession: Acknowledge if opposing arguments have validity, but explain how they do not damage your overall argument. ● Synthesis: Try to reach a middle ground.

33. Explain what are typically included in a progress report. ● Summary of work completed, ● work in progress ● work coming up, ● overall assessment of status of the project, ● schedules, outlines, drawings, expense reports, early data and conclusions. 34. 5 Dimensions of Win/Win • Character. • Relationships. • Similarities. • Support Systems. • Processing.

35. Explain empathic listening. To listen with intent to understand. 36. Why is empathic listening so powerful? Provides accurate data to work with. 37. Most important ingredient to any relationship. What we are....