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Table of contents
Introduction
l. Section I Self management (individual)
Chapter 1 Setting the goal
Chapter 2 Task management
Chapter 3 Time management
Chapter 4 Money management (Kakeibo)
Chapter 5 Information management
Coffee break 1: 5S (Japanese management)
Coffee break 2: KAIZEN
Coffee break 3: IWAKURA mission: the starting point of Japanese
modernization
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Introduction
This books addresses to all those who want, as simply as it may sound,
to improve their life and activities, as well as other’s, by adding more value
and control towards a more efficient, fulfilled and happy life. This book
addresses to everyone who wants to improve their lives, irrespective of their
age, profession and personal goals. It will be useful for everyone: students,
teachers, top managers, housewives or political leaders. Through the
following Chapters we will guide the reader into the methods of directing life
through principles and methods of management, showing practical tools of
applying them into all activities.
This book will help you to understand “Management”, and then it will
help you to think yourself and your environment. The knowledge is power, but
you must know the right way of using the power.
The management may not help you to be a rich person financially.
However,
The management will help you to strengthen your intelligence.
The management will help you to open your eye.
The management will help you to form your warm heart.
The management may guide you to the right direction in your life.
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1.Individual
layer
2.Team
Layer
Global E
4
We can expect the performance and quality are on right chart (In detail,
section 6).
Every performance deeply depends on the individual’s capacity and
capability.
If we want to heighten the performance of a team, we have 3 choices.
1st choice is to strengthen the individual capability of each member of the
team, 2nd choice is to improve the quality of the team rules. 3rd choice is to
improve the capability of the team leader. It is important to have a team
composed by individual with high capability, a good rule and a good team
leader. If one of these is week, then it must be improved. However, in the real
life it is not always possible to improve the weakest component. Even if some
of the component must be accepted as they are, for example the team leader,
you can always change the other two in order to heighten the team capability.
If we need to heighten the country performance, we have 3 choices. 1st
choice is to strengthen the capability of national people through education
system. 2nd choice is develop and implement the good social institution in the
country. 3rd choice is to encourage the political leader. We realize all of three
approaches are necessary for the country. It may take a time for choice 2 and
3, however we can start choice 1 today. We can not excuse our current
situation due to the social institution or political leadership. We individually go
abroad, and work as international professional. It is the independent spirit.
I believe individual spirit is the foundation for all of units.
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It is up
8
challe
Blank page
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SECTION I
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Chapter 1: Setting the Goal
MOTTO : “Know Yourself”! Socrates
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Types of goals
This GOAL once settled, you can design what steps are to follow in order to
reach your “destination”, as well as evaluate the time required in attaining it.
Depending on how good is the planning and the scheduling of each and every
person, the followed path will be more or less direct, but for sure no one will
get lost.
First step is to define the goal preciously. In order to set up the goal you
must know yourself and your environment. I question you as follows:
Who are you?
How old are you?
What do you have? Experience, knowledge, human network, financial power,
conscious....
What do you want to be?
What do you want to achieve?
What do you want to do?
Do you like your country?
Do you love your family?
Do you need to be rich financially?
Do you want social honor?
Do you challenge for creating life and public society?
Do you want to be lazy life?
Are you aggressive for your future?
Do you have a good friend?
Where do you want to live? Romania? EU countries? Japan? USA?....
If you can answer all of above, you can define your goal now.
Then, next step is to find the way how to achieve the goal.
You can ask your teacher, read the book, and think by yourself. You can ask
your parents, your friend and some reliable person. You know who is reliable,
if you define the goal. I can advice you if you goal is wrong, you will go wrong.
If your goal is right, you will go right way.
There is no royal road. You must work hard and wise, and then you can find
the chance to achieve the goal.
Step by step. The way to your life goal is starting now. You know 1 day * 365
= 1 year. 1 year * 10 = 10 years. 10 years * 5 = half century. You need a
patient. However, if the goal is right, you can endure every trouble.
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In order to set t
You must revis
carefully, and th
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Management Life Goal Towards a Creative Life
Oliver Wendell Holmes said, “ Greatness is not in where we stand, but in what
direction we are moving“.
For beginning, it is important to set up simpler goals, which we try to achieve.
After we succeed, the following goal settlements have to be more and more
ambitious ones, only thus will we be able to progress. It is said that
millionaires are common people who proposed themselves to attain
uncommon results.
All that was related here so far can be imagined like a pyramid on the top of
which is the most important of our goals – THE LIFE GOAL. The basic and
middle levels are the steps that have to be followed to reach the top.
This pyramid can be divided into three parts, according to the three stages in
programming life.
Life Design
After you settled where you want to get, it is necessary to draw the road you
have to follow, in other words:
B. Master Plan - Making an action plan
In order to fulfill your dream, it has to be first transformed in specific objectives
, the objectives in steps and the steps in tasks that have to be ennounced and
programmed in terms of time:
Short term ( one year)
Medium term ( five years)
Long term ( ten years)
C. Operation Schedule Managment - Drawing up an operational
program
Dayly
Weekly
Monthly
Upon this pyramide, the first step in reaching your Life Goal is to administrate
a day of your life, because life is formed by days we have to cross and if the
road is drawn, it is more difficult to get lost. The real succes relies not in
reaching the final destination, but in the life-long voyage that we have to make
towards it. Take control over your life by starting to program your days, than
your weeks, months and years. You will be able to focus your energy towards
the desired things, because you carefully projected your road.
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Example for the life goal
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C
Steps and type o
Jump
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Chapter 2: Task management
To-do List
It is best to do things systematically, since we are only human,
and disorder is our worst enemy. Hesiod
Each day we have to make a list in which we note down all the tasks
we have to accomplish for the day.
We have to fill in the list each morning, before starting work. It should
not take more than 10 minutes.
Right after writing them down we must proceed to accomplish the tasks
after their priority.
As soon as a task is done you can tick it off.
In the case that new tasks appear during the day, they will have to be
immediately put down in the list. At the end of the day, unaccomplished tasks
have to be scheduled on the to-do list for the following day.
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SAMPLE A
N0. Prio
1
When a to-do list is needed?
When you feel you get overwhelmed by your work
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When keeping terms gets difficult
When you sometimes forget to do important things
2 2
When people starts pressing you to do your work
Making a to do list is a habit that takes only several minutes a day, but
brings in many benefits.
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Chapter 3: Time management
There are some tools for your time management. I can introduce some
useful tools for you. However, tool is tool. It is no more than tools. In order to
utilize those tools, you must have a good method.
Most important factor for time management is “Strong Will”. You must
have a strong will to effectively utilize your time.
Following person must revisit your working style before using tools and
method.
1 - The person who don’t keep promise.
2 - The person who are not punctual.
3 - The person who wait other person in the room.
4 - The person who don’t keep deadline in the work.
5 - The person who don’t have a plan for business and private.
Those people are not respecting the value of the time. It is necessary
for those people to revisit their working style.
The time is the absolute measurement for the performance of your
work and life. It is necessary to respect your time and other person’s time
also. It is recommended that you make a plan at first, and then check the
result.
Plan
Do
CHECK
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Theme Topics/ p
Business
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Ministry of X
trip
11 Univ. Okayama
A
Next, you can execute the week. It is 2nd step. Then, at the end
of the week, please check your performance. You can check your time
management capability with the review process. Continue the weekly 1,2,3
steps for a couple of weeks.
If you are getting better and better to manage weekly schedule, you
can start to monthly schedule management. You must do same 1,2,3 steps for
monthly schedule management also. After a couple of months, you can
challenge next level, it is yearly schedule management.
Through the exercise as above, you can find the best time
management style for you. Some person manages all the cycle. Others may
manage weekly schedule management only. It is OK.
If you are Top management person, you must have yearly plan. If you
work in the office as assistant, weekly schedule management is necessary,
but not yearly maybe. The purpose of the time management is for your
performance and productivity in the business and personal life.
Some key words in time management
• Priority
• Set up goal (Deadline)
• Keep the promise
• Punctuality
• Flexibility
Make the plan, execute, and check it. It is 1,2,3 steps. You will find your
weakness, and then you try to strengthen that.
As I explain as first, tool is tool. You must have strong will to continue
that, purse better life. Then, you must have courage to change your
working style. It is not easy to admit your weakness; however it is
necessary to sincerely challenge and deny yourself for your better life.
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Category Priority Main
High Tokyo
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2008.1.2
2008.1.5
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2008.1.25
Summary of
– Indirectly acts on the human tendency of saving “if I record in
KAKEIBO every expenditure I make, I will think twice before
spending money on something”.
• Satisfaction
– By cutting down unnecessary expenditures you will be able to
spend the spare money on the things that offer you the greatest
satisfaction.
– In each month you will have at your disposal a sum of money
that you will be able to spend on what you want without having
any feeling of guilt about it.
• Avoiding financial problems: Most of the times families become to face
severe financial problems get there because they lack the knowledge
and the habit of using money efficiently.
• This method helps identifying the potential problem sources. Thus, if
the expenditures were bigger than the income in a month, the
KAKEIBO will serve the function of an alarm signal.
• You can calculate exactly what is the amount of credit you can apply for
and what is the realistic amount of interest you afford to pay.
• Psychological benefits
– Raises the control and the feeling of control upon your life
– Reduces stress and brings back your calm
– Using a common KAKEIBO in a couple is a way to improve
communication and a good method of solving arguments related
to money
Why using KAKEIBO? Simply to have control over our money, to use it
in the most appropriate way we want to.
Information Management
Where there is information, there is need to organize it in order to use it
the most efficient and easiest way possible. Thus, information management
applies for the personal computer, for the office, for the shelves and for the
documents.
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There are several ways of organising information:
• By time
• By category/type
• By project
• By priorities
L F
• By importance
• Alphabetical index
SH E
The benefits that the organising documents bring along are:
• Whenever you need an information it will be fast to get, this is
especially useful in urgent/crisis situations
o c u
• Organizing increases the feeling of control and psychological comfort
• Useful information will be at your disposal
• You will be not overwhelmed by useless information
D
Once a system of organizing the information is developed, this has to
be used repeatedly, over and over again. This is an ongoing process and it
takes a strong will to permanently and efficiently organise them.
Bo o k
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o k s
Bo
SHOSAI, The study room
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The Process of Organising the Information (1)
Organising the informations requieres three steps
Step 1 – Selecting
Selecting the information is the process through which we
extract the relevant information from the total amount of information.
It was shown through statistics that usually 95% of the information is
useless. Only a small percentage of 5% is useful and worthy to be selected.
There is no use to storage and deposit the useless information. If we
want to have efficiency we will have to distinguish intelligently between the
useful information that is worth to be deposited and the useless one, which we
need to get rid of.
Throwing a glance at the desk of a person makes us realise how many
of the information deposited on the desk should have been thrown away long
time ago! Getting ride of the useless information is quite difficult for those who
are not good at organising it. These people live with the fear that sooner or
later they will need the information they have thrown away! And for this reason
they prefer to keep all the information without throwing anything and their
SHOSAI ends up in being an enormous deposit of information of all kind, the
majority of them being useless or difficult to use.
Getting rid of something takes courage: you have to take the decision
that you will never need again an information and you have to accept that
once this decision was taken, getting back is not possible.
A person that masters the process of organising the information knows
to make the difference between useful and useless information and can easily
make the decision of throwing away the entire useless one.
And indeed, for an efficient organising of the information we need
wisdom, intelligence, knowledge, experience and will.
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II Organize th
Information
-Paper
-TV
Data: Data are the initial raw information, which are unorganised, not
-Radio
systematized. Some of them are neutral, others useful, and others of no use.
Information: Through organising data, information is obtained.
Knowledge: through analysing and systematizing data, as well as
applying of some organising structures, information becomes knowledge.
Value
Wisdom: Through assimilating knowledge, through transforming them
-Internet
in habits, wisdom is attained. Automatic knowledge will not disappear.
Data becomes information, information becomes knowledge and
knowledge becomes wisdom.
This process is the source of intelligent creativity in the SHOSAI.
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-Direct
Coffee break 1
5S
You may know “KAIZEN” and “5S”. These are the key words for Japanese
quality and productivity. They are developed in Japan, and widespread in the
world now.
“KAIZEN” is interpreted like continuous improvement in English. However, it is
more than that. It is a kind of cultural heritage in manufacturing in Japan.
Toyota has TPS (Toyota Production System), and under the TPS, there is
“KAIZEN” working style as basics.
5S is also interpreted as one of the management method in English; however
it is more than that. 5S is also basic principle in Japanese factory. Each
company may have another different name; however it has the same roots. 5S
is as follows:
1. SEIRI: Shifting
2. SEITON: Sorting
3. SEISO: Cleaning, Shining, Spick and span
4. SEIKETU: Standardization, Maintaining
5. SHITUKE: Discipline, Sustaining
The purpose of 5S is to improve profitability, productivity and quality of work. It
will be defined as follows:
Purpose 1: Improvement in operation efficiency. Quality up, Cost reduction
and Reliability.
Purpose 2: Improvement in Safety. Clean working environment reduce
accident and provide us comfort in the daily work.
Purpose 3: Improvement in Moral. Motivation for creative work, voluntary work
in the workplace, keeping high ethics in the business and so on.
You may know TQM (Total Quality Management), TQC (Total Quality
Control), Lean production system and 6 Sigma. There are the key concepts in
manufacturing originally. However; it is applicable to personal office work and
team management. You can start 5S and “KAIZEN” today without huge
investment. It is up to you. If you want high performance in your work, you
must be cleaver enough to change your working style precisely. 5S and
“KAIZEN” will be a good guideline for your personal work and life.
1. SEIRI: Shifting, arrangement, order, compact, organize precisely.
Key words
1. SEITON: Sorting
Key words
1. To make it ready for your work at anytime.
2. You need to know what is necessary.
3. You need to know how much you need it.
4. Every staff (goods, information and money) must be ready for the timely
use.
5. Then you can reduce the waste.
6. Waste creates nothing. Waste makes minus productivity.
7. We must eliminate waste in your working place and your life.
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3. SHITUKE
Key words
1. You must have a rule in your office or factory.
2. First, you must keep it. No exception.
3. It is not easy to keep the rule.
1) Keep the promise
2) Keep it on time and on schedule (Punctual)
3) Keep high quality of the work in any difficult condition
4) Keep recap your result everyday
5) Keep good communication with your boss, colleague and so on.
4. You must do it again and again, over and over.
5. Plan, Do, Check, Revisit and collection, and start again.
6. If you continue to keep it, it will be your custom gradually.
7. Then, keeping the rule will be embodied to you and your team member.
8. This is the permanent process. It is endless.
9. It is better to start SHITUKE in early age, like childhood. Starting SHITUKE
after working in the company, it will be very difficult to custom good
manner.
10. SHITUKE in childhood is very important and it will be a lifetime asset for
the person.
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Coffee break 2
KAIZEN
Have you heard the word “KAIZEN”? It is a Japanese word, which is
popularized in the world as one of the management key words. It is not easy
to define the word. Because it is a custom, working style, philosophy and
practice in the normal course of life and business.
(Examples to explain the “KAIZEN”)
• Continuous improvement on the production line and corporate activity
• Challenge for productivity and quality
• Voluntary activity in the company
• Share the idea in the community
• Endless, continuous challenge
• Corporate culture and Philosophy for the management and every
employee
KA
Return
KAIZEN is the endless challenge to improve the quality, performance, and
productivity. It is the working style, and mindset for the work. If we apply
KAIZEN to the organization like the company, it will be described as follows. It
must be implemented as corporate culture for everybody. Top management
demonstrate KAIZEN mind, and the middle management and operation staff
also realize the importance of KAIZEN.
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Share the
CSF: Man
KAIZEN is for a who
executing
“KAIZEN is not the special things. You can start it today. For example, it is
KAIZEN that you organize your belongings on the desk. It is KAIZEN to clean
up your desk. It is KAIZEN to write the daily work report in order to revisit your
work. It is KAIZEN to clean your room in order for easy to work.
It is not a big challenge, it is a small thing, and however the accumulation of
Top
such a small change can be a good foundation for you. You can start KAIZEN Top
by yourself; you can consult KAIZEN with your team in the office, you can
Management
propose KAIZEN to your company. You can apply KAIZEN to your Managem
YES
government.
If you are satisfied with your current situation, you may not care KAIZEN.
However, if you are interested in better life, KAIZEN is necessary for your life.
Middle Middle
Management Managem
And And
E
HQ staff HQ
YESstaf
Productivity
And
“GENBA” “GENB
Definitely, YE
Achievement
Field operation Field oper
R
39 1.Ch
2.Reform
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Coffee break 3
IWAKURA Mission: The starting point of Japanese modernization
After the mission, they recognize that Japan must study and learn a lot of
things from the western society. In order to catch up quickly, Japan must
invite many foreign professional. It was OYATOI-GAIKOKUJIN (Foreign
professional hired by the Japanese government).
(OYATOI-GAIKOKUJIN )
(Foreign professional hired by the Japanese government).
The several thousand foreign teachers, technologist, and advisor who
were hired by the Japanese government in Meiji period to provide
experience in the wide range of fields in which it was felt that the Western
excelled.
Significant role in the rapid transformation of Japan from feudal
backwardness into a world power in a little more than a generation.
Japanese government hired more than 2 dozen nations, English, German,
French, and American. There are 2 important aspect as follows.
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1. Japanese government hired them with their budget (Their salary was
high surprisingly. 75 % of them received salaries equal to those
Japanese officials in the first and second levels of the bureaucratic
hierarchy).
2. Japanese people learned those military science, engineering, foreign
affairs, agriculture, surveying, and medicine in a short period.
At the MEIJI restoration, Japanese people realize far behind in the practical
technology. Also, the economic system is different from the western society.
However, the level of traditional education system was good enough for
national people. So, it is necessary to modernize the system, but that is
enough.
On the other aspect of comparison, Japan confirmed the culture level is same
or higher. The spirit for independence is strong enough. So, Japan should
keep the traditional culture and learn modern system with the spirit of
independence.
I believe no country has a chance to achieve sound growing in the world
without the spirit of independence. Fortunately, Japan had the spirit at the
MEIJI restoration in 1867. This enabled the quick catch up to western society.
Japanese sp
W
so
1 Practical technology A
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