Download - Time Management Easy
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Time Management
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Give you more CONTROL of your work
Improve your CUSTOMER SERVICE
Make your JOB EASIER
Help you SAVE TIME
Enable you toACHIEVE CAREER GOALS
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Day 1: Work Habits & Systems
Objectives Team and Individual
Course
Work Habits
Barriers to efficiency Sort and screen mail and email
Benefits
Work Systems
Handle daily email flow
How to organize paper and electronic systems
Implement new work processes
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Day 2: Work Planning
Feedback & review day 1
Analyze personal workload
Plan and control project Time management project
Personal work plan
Track your workload
Link personal plan with Outlook
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Day 3: Professional Vision &
Goal
Feedback and review day 2
Introduce professional vision
Guidelines for identifying and writingachievement goal
Win-win relationship of employee and
organization
Document a professional vision
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Document a Professional
Vision
Identify criteria for achievement goal
Later collect data from manager
Complete the questionnaire
Summary and Achievement Goal
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Day 4: Achievement Strategy &
Plan
Feedback and review own achievement goal
Develop strategy and action plan
Become familiar with Tool Kit Completed Achievement Plan
Conduct managers meeting
Obtain feedback on Achievement Plan
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Day 5: Feedback & Review
Survey analysis feedback
Achievement Plan review
Managers meeting review Team further refines their plans
Team commits to their plans
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Your Goals?
Whole program
Productivity
Goal Achievement
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WHY?Rapidly changing technology changed the
traditional work environment.
We need to CHANGEour work habits andstyles to keep pace with the futureTODAY!
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OBJECTIVES
Evaluate your personal work habits; compare
with Do It Now - Decide now approach.
Clarify information important to your role.
Organize your work space using organizing
principles.
Reduce stress by gaining control.
Plan to achieve your individual goals.
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What would YOU do
if you had an extra 30 minutes a day?
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30 Minutes/day = 3 Weeks per Year
15 minutes/day = 1 1/2 Weeks per Year
60 Minutes/day = 6 Weeks per Year
EFFECTIVENESS
Get more of theright things donein less time.
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The key question
in personal efficiency is--
HOW DO YOU WORK?
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ExamineYour Work Habits
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Habit 1: Screen Information
It is as important to know what information youdont need as it is to know what information you
do need.
Dont allow low-value information and tasks to enter your system.DO IT NOW!!!
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Types of Screening
Front End Screen and discard immediately
(GOOD)
Support Support team screen information
(BETTER)
Source Removal from non-essential lists
(BEST)
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You dislike doing them?
Theyre too big?
Theyre not your priority?
Its unclear whats wanted?
Youre not sure how to begin?
Do you put off tasks because:
HABIT 2:DO IT NOW!
DO IT NOW SAVES TIMEIN FIVE WAYS:
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1. Handle things once and
reduce paper shuffling
Faster Response Time
When you first read it, either ...
Do It
Designate It Delegate It
Dump It
Always ADD VALUE toanything you touch.
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2. Handle little things
and reduce distractions
Knowledge work requires
concentration & focus
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3. Handle things while
small and reduce crises
Procrastination risks letting small problemsbecome large, costly problems.
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4. Reduce interruptionscaused by your need to give status reports
DO IT NOW!
Spend less time explaining to others when workthat affects them will be done.
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5. Stop procrastinating and
reduce stress and anxiety
DO IT NOW!
Work we put off seems
more difficult than it is.
Do It Now and relieve
stress.
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Tools for Overcoming
Procrastination
DO IT NOW
Do the WORST FIRST
Use SALAMI TECHNIQUE
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Stress
Increases
BacklogIncreases
ConcentrationDecreases
ProductionDecreases
PROCRASTINATIONCAUSES...
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Apply
DO IT NOWand you will...
ReduceStress
ImproveConcentration
IncreaseProduction
DecreaseBacklog
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Habit 3: Batch Work BALANCE
DO IT NOWBATCHING
ReduceInterruptions
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BATCH
Group similar tasks (calls, email, etc.)
Batch items to discuss with team
Hold regular one-on-one meetings
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Break Time
Refresh yourself. Theres more!
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How to Implement
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CLEAN OUT CLUTTER and IMPROVE FOCUS
Do you work in a clutteredenvironment?
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SYSTEMCOMPONENTS
Out
Pending
Reading
Archive Files
Working
Files
Reference Files
In
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Components In A Well Organized System
Four Tray System (Days) Incoming, Pending, Outgoing, Reading, etc.
Short Term / Temporary / Within Reach
Working Files (Weeks) Fingertip Info, Routine Work, Projects, etc.
Reference Files (Months)
Research Info, Completed Projects, etc.Archive Files (Years)
Stored in Archive facility / Rarely used
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TRAY/FOLDER SYSTEM
New communications -never touched
Waitingfor responsefrom others
Batch for distribution
Currentunread info
Pending
Out
In
Reading
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WORK SYSTEMS OBJECTIVESPAPER AND ELECTRONIC FILES
TO DO IT NOW
YOUVE GOT TO GET ORGANIZEDNOW!
The Critical Issue isFindingnot Filing.
Eliminate backlogs
Discard unnecessary items Create organized space Install a self-sustaining system
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Working Files
Separate active
and inactive files
Working files =
used most often &have predictable
retrieval
BUDGET
EMP. RELATIONS.
PROJECTS.
MANAGER
BUDGET --
NEW PROJECTS.
CUST. RELATIONS
DATA.
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SET UP &MAINTAIN YOUR WORKING FILES:(predictable retrieval)
Select your working file drawer space
Remove all non-working files
Have a folder for each project/activity Put working files away NOW Thinkretrievalfile name Write or print clearly
File it NOW no filing piles
80%of your Work &20%of your Files
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Reference Files
Are you a hoarder?
Wrong: Will I ever need this again?
Right: If I need this, where can I easily get it?
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SET UP and MAINTAIN yourREFERENCE FILES:
May contain:
Research for future projects Past projects which still havevalueResource information
Administrative data Budget information
20%of your Work &80%of your Files
(no predictable retrieval)
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REFERENCE FILE STRUCTURE:
Separate from Working files
Cull existing paper (lost value)
Throw away useless paper
Organize categories within drawers Alphabetize files within categories
Write or print clearly
Thinkretrievalwhen labeling files
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ARCHIVE FILES
Files you never expect to need
Must be kept for statutory reasons
Store in an archive storage facility
Cull, organize, label for easy retrieval
Donotmix with working or reference files
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FILING TIPS
USE FILE FOLDERS
Nomiscellaneousfiles
USE HANGING FILES
Facilitates filing Select correct type for job
ALIGN CATEGORIES & SUBCATEGORIESEasy for eye to scan Label clearly
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Electronic Files
File system on the PC
Email & FAX filing
Transferring documents Easy access to files
All your files organized and labeled?
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Naming Electronic Files
Difficultto Retrieve
Cpnst.PR
Bfts.LT
Inctv.PR
Slry.LT
Easyto Retrieve
directory Compensation
sub-dir. Benefits
sub-dir. Incentives
files Sales
Teams
sub-dir. Salaries
files MaryNash
WmJames
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Create Subfolders
Match your paper files
Use descriptive names--
same as your paper file names
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COMPUTER FILES
Drive C: (& on Trainers drive)
1Working
Administrative
ApplicationsReports
2ReferenceAdministrative
Applications
Reports
3Archive
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Transfer Documents
Purge unnecessary files
Rename files as necessary
Move files to 1Working or
2Reference
Repeat for ALL applications
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LETS GET GOING
Map out file structure Pick up each paper and process it now
Repeat organizing process in computer
Develop an action plan with coach
Clean up clutter and backlogs Get needed trays and Working Filesset up
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DO IT
NOW!