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Goal Setting

For
Government Officers
Training at MPDD
By
Basharatullah Malik

What to Cover?

Focus on Target/Goals-Clip
Why people do not set Goals?
Why people Fail to achieve Goals?
Goals/Objectives & Hierarchy
Job Description vs Key Result Areas
SMART Goals
How to set Goals?
Check list for Success
Your subordinate must respond positively
Question Answers

Why People do not set the


Goals?

No Vision- Awareness
Fire Fighting is Goal-Whatever Comes First, daily
Some times think of Goals but do not write
[Menoon Patai mein ki Karnan aye]
At times written, but have no intention to achieve
Think that Planning is not their baby-job of seniors [mein te Mali
aan]
Consider Planning and Goal setting wishful-at times ridicule
others for planning and Goal setting
Take Planning and Goal setting a theoretical and non practical
activity-Mardoan ka kaam nahin

Why People Fail to Achieve


Goals?

Do not Set Goals


Do not Focus on Goals
Solo Flight-Lack of Team spirit
Lack of Time Management
Make Pleasing the Boss their Goal-not the Organization
Like to achieve Goals by default
Always have Armor of Blame others
Consider activity as Goal [ make mile Stones their Goals]
Lost in Fire Fighting always
Squirrel Attitude

Above

all- Lack of Motivation

Objectives
and
Hierarchy
T
O
P
D
O
W
N

Government
Ministry

Socio
Economic
Purpose

Mission
Over all
Objectives of Organization
Long Range, Strategic
Division Objectives
Department Objectives
Individual Objectives
Performance
Personal Development

B
O
T
T
O
M
U
P

Secretariat/
Secretary

Divisional
Head
Department
Head

Individuals/
Managers
Officers

Veterinary
Output

Vs Outcome

Output

Number of Memos Issued


Number of Visitors Attended
Number of Meetings held
Number of Farms/Farmers visited
Number of Buffalos Vaccinated

Veterinary
Outcome

Reduced Mortality in Buffalos


Reduced incidence of Desiese
Percentage of Satisfied Applicants
Time taken to Solve Problem

General

Outcome
Number of Visits required to issue a License
Number of Peshis to settle a petty dispute
Time spent by visitor in queue

Job Description
Office

Administration
Punctuality in Office
Proper Filing
Typing
Leave Register/Roaster
Cleaning in Office
Flower pots setting in Veranda
Writing ACRs

Key Result Areas

Office Administration
Work Friendly Environment
Reducing Absenteeism by 10%
Introducing Healthy Activities
Controlling Medical Bills through Prevention 10%
Developing Congenial atmosphere in the departmentless friction less politics- more productive work
Identifying

Strengths
Training Needs of Subordinates

Improving Skills of Employees

How to Set Goals?


Look

, What is demanded by Seniors


Check, Attainability and Reasonability
Discuss with Seniors to make it
Reasonable
Ensure, Tools are Available
Add Deadlines-Time bound

How to Set Goals?


Understand

Smart Goals (Goals

S-Specific
M-Measurable/Motivational
A-Attainable

but Challenging
R-Relevant to job/Skills
T-Time Bound/Track able

How to Set Goals?


Then

Divide the Goals for your Team


considering:

Capacity of Employee
Level
Time available

Be

an enabler and not a Fault Finder

Develop your Subordinates

Call
a Meeting

Call a Meeting

Meeting

Give Message of a Team


Shift from I to WE
Give the Big Picture
Talk of Commonality of Purpose
Motivate members to feel part of Team
Communicate the Total Goal to be achieved by
your section {may add 10 to 20% as a buffer but not
more}

Encourage
Teamwork

Challenge
Your
Subordinates

Challenge

How to Set Goals?

Ask for their Suggestions for Strategy development


Ask for their voluntary ownership of tasks
Give Goals on their demand ( not on consent only)
Offer your help and support
Set Time Frame
Encourage them to divide the goals in short term objectives
for better control
Develop a Reporting system
Set next meeting time for discussing progress
Send Minutes of the meeting with column of ResponsibilityOwnership
Inform of next already set meeting a week earlier

District Revenue Officer


Total Target Rs.55,00,000/Names

Individual
Target

Total Time
Available

From/to

Abdullah
Khan

13,00,000

6 months

July 1, to December
31,2010

Akram
Kamboh

12,00,000

5 months

July 1,to Nov 30,


2010

Moula Jat

5,00,000

5 months

Aug 1,to Dec 31,


2010

Ali Goraya

10,00,000

6 months

July 1 to Dec 31,


2010

Abubakar
Syed

19,00,000

6 months

July 1 to Dec 31,


2010

Mansha Nat

2,00,000

6 months

July 1 Dec 31, 2010

Total

61,00,000

District Revenue Officer


Total Target Rs.55,00,000/Names

Total Time
Available

Monthly
Avg

Abdullah Khan 13,00,000

6 months

2,15,000

Akram
Kamboh

12,00,000

5 months

2,40,000

Moula Jat

5,00,000

5 months

100,000

Ali Goraya

10,00,000

6 months

166,000

Abubakar
Syed

19,00,000

6 months

3,16,600

Mansha Nat

2,00,000

6 months

33,333

Total

Individual Target

61,00,000

Rs10,16,600/-

Comments

Tehsil Revenue Officer


Total Target Rs.13,00,000/Achieve
ment

Net
Desired
Target

Discrepancy
From Desired Achievement

----------------

- 74,300

Names

Actual to be
Achieved

Abdullah Khan

(Avg/ month
2,15,000)

July

100,000

25,700

August

200,000

1,70,000

2,74,300 -1,04,000

September

2,00,000

4,78,000

3,04,000

+1,74,000

October

3,00,000

2,20,000

1,26,000

+ 94,000

November

3,00,000

1,87,000

2,06,000

- 19,000

December

2,00,000

5,55,000

2,19,000

+ 3,36,000

Total

13,00,000

16,35,700

+ 3,35,700

District Veterinary Officer


Total Target 120 mn Ltrs/annum
Names

Individual Target

Total Time
Available

Monthly
Avg

Abdullah Khan 20 mn

12 months

1.66 mn

Akram
Kamboh

20 mn

12 months

1.66 mn

Moula Jat

25 mn

12 months

2.08 mn

Ali Goraya

25 mn

12 months

2.08 mn

Abubakar
Syed

30 mn

12 months

2.5 mn

Mansha Nat

15 mn

12 months

1.25 mn

Total

135 mn

11.23 mn

Comments

District Veterinary Officers


Milk Production Target
Names

Actual to be
Achieved
Total 20
mn/annum

Achieve
ment

Net
Desired
Target

Discrepancy
From Desired Achievement

Abdullah Khan

(Avg/ month
=1.66 mn )

July

1 mn

.5 mn

August

1 mn

.8 mn

1.5 mn

.7

September

1.5 mn

1.2 mn

2.2 mn

1.0

October

1.8 mn

2.3 mn

2.8 mn

.5

November

2.2 mn

3.1 mn

2.7 mn

.4

December

2.5 mn

4.0 mn

2.9 mn

1.1

Total

10 mn

11.9 mn

.5

1.9 Mn +

Setting Goals in Government


There

must be a System of:


Setting priorities
Assigning Responsibility/Ownership
Requiring Follow up
Generating Feed Back
For the purpose of monitoring and
Evaluation at the TOP

Check List?
1
2
3
4
5
6
7
8

Check List for Goals


Achievement
1-Covers

main features of my job?


2-List of Goals too long? Can I club few to
reduce the list? Prioritize?
3- Goals are verifiable? Knowing that they
have been achieved and to what extent
4- Do the Goals inform:

Quantity to be achieved
Quality to be maintained/Improved and what specific Characteristics
Time, by when
Cost, at what cost

Check List for Goals


Achievement

5- Goals are Challenging and Reasonable


6- Priority assigned to Goals or not?
7- Goals Include?

Improvement of Organization
Personal Improvement Objectives

8- Coordinated with other managers?


Consistent
with Superiors Objectives
9- Communicated to all, who needs be
Communicated?
10- Short Term Objectives consistent with
Long Term Goals?

Check List for Goals


Achievement

11- Assumptions made for developing Goals


Clearly Identified?
12- Goals Expressed Clearly and in writing?
13- Goals provide for Timely Feed back? For
corrective action
14- Resources and Authority sufficient to achieve
Goals?
15- Chance given to Responsible for Goals to
Suggest their Goals?
16- Subordinates have control on jobs they
are assigned to achieve?

As an Officer for Achieving


Goals of your Team

Build
Positive
Work
Environment

Building Positive Work


Environment

The Employees must respond positively


(saying yes ) to these 12 Questions:
1-What is expected out of me at work?
2-Do I have materials, Equipment & Tools to do my
work, Correctly?
3-Do I have the opportunity to do Everyday, what I
can do best?
4-Did I receive Recognition & Praise during last
seven days?

Building Positive Work


Environment
5-

My Seniors care for me as a person?


6- Someone at work Encourages my
Development?
7- At work, my Opinions seem to count?
8- Mission/Purpose of Company make me
feel, my job is important?

Building Positive Work


Environment
9-

Are my co workers committed to doing


quality work?
10- Do I have a best friend at work?
11- In last six months-has some one talked to
me about my progress?
12- During last year, I got the opportunity at
work, to learn and grow?

Our Learning

Importance of Focus on Target/Goals-Clip


Why people do not set Goals?
Why people Fail to achieve Goals?
Goals/Objectives & Hierarchy
Job Description vs Key Result Areas
How to set Goals?
Check list for Success
How to develop Positive Work Environment to Achieve
Goals?-Your subordinate must respond positively

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