learner workbook i time management - online academy
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Empower and invest in yourself
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2 Workbook | Time Management Workbook | onlineacademy.co.za
The following self-evaluation will allow you to identify and assess your time management skills paying attention to common aspects such as time spent on prioritised tasks, time spent on planning and scheduling, goal setting for tasks, preparing for the “unexpected”, and cognisance of time spent on general tasks. It is not a test, and relies fully on you evaluating yourself as honestly as possible.
Instructions: To identify the time management aspects that you need help with, rate yourself according to the relevance of each statement. Read each statement and place an ‘x’ in the ‘Yes’ or ‘No’ column for each statement. If you are unsure about your answer, it may be useful to get a second opinion from a colleague who knows you well.
SITUATION YES NO1 I work on tasks with the highest priority2 I set time aside for planning and scheduling3 I set goals to decide the tasks and activities I should work on4 I schedule in contingency time to deal with the “unexpected”5 I know how much time I spend on each task
If you have answered ‘No’ for a statement, discuss how you could improve on the time management aspect. If you answered ‘Yes’ for a statement, discuss the methods you use to achieve the time management aspect.
LEARNING ACTIVITY 01
SELF EVALUATION
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LEARNING ACTIVITY 02
SELF EVALUATION
Prioritising can help you achieve your goals. Think about your goals, whether they are short term goals you want to achieve within the next month, or long term goals you want to achieve in the next five years.
Identify 2 goals and write what needs to be done, when it needs to be done, how it needs to be done, and who it needs to be done by. Remember that major goals often need to be divided into several steps which can be redefined as short-term goals.
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LEARNING ACTIVITY 03
GROUP WORK
Consider and discuss each group member’s different approach to time management, and whether it is effective or not.
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LEARNING ACTIVITY 04
SELF EVALUATION
Resource leveraging is an important time management tool. You can exert leveraging by getting the most from your assets, and taking full advantage of your personal strengths.
Instructions: Conduct a personal SWOT analysis by answering the questions presented by each quadrant. For each question, provide 2 answers as well as how you can use these to create leverage.
Personal SWOT AnalysisStrengths Weaknesses
What professional qualities do I have? What tasks do I usually avoid doing?
Answer: Answer:
How can I create leverage? How can I create leverage?
Answer: Answer:
How can I create leverage? How can I create leverage?
Opportunities ThreatsHow can I get noticed? What obstacles am I facing?
Answer: Answer:
How can I create leverage? How can I create leverage?
Answer: Answer:
How can I create leverage? How can I create leverage?
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Many people struggle with disorganisation, and managing your files for action is one of the tools you can use to improve this. Specify which category each of these requests should be filed by placing an ‘x’ in the ‘Appointments’ or ‘Finances’ column.
TIME MANAGEMENT TOOLSREQUESTS APPOINTMENTS FINANCES
1 Sarah received a letter from ABC Pre-School about her son’s bullying behaviour. She is requested to see Mrs Smith on Thursday evening at 18:00, after the school-fees meeting.
2 Thando went to the dentist 3 weeks ago, and her medical aid usually covers the bill. Yesterday afternoon she re-ceived an invoice for her consultation, and she is not too pleased about that. She’s contacted her dentist, but they are adamant that she pays the fee.
3 David and Candice have a save the date invitation from Trevor and Ziyanda for the 24th of March.
4 FlyAway Airlines has emailed Xolani to remind him to pay the outstanding R2600 for the flight he booked for 22nd of September.
5 Karla received an email invitation to her 10-year high school reunion, and messaged her best friend, Anelle, suggesting an affordable hotel they could both stay at during that time.
LEARNING ACTIVITY 05
CASE STUDY
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LEARNING ACTIVITY 06
GROUP WORK
Identify and discuss the benefits of clarifying your work priorities, and planning your day when you prioritise your work.
Clarifying your work priorities
Planning your day
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Work in pairs for this activity. Identify the nature of the situation in Column A in relation to the Eisenhower Principle matrix, and state the reason for your answer.
EISENHOWER PRINCIPLE MATRIXSituation Important & Urgent/ Important
but Not Urgent/ Urgent but Not Important/ Not Urgent & Not Important
Why do you think so?
Fetching your child from school
Your tyre burst on your way to work
A burglary in your home
Commenting on your friend’s Facebook status
Buying diapers and wipes for your baby
Visiting your bank about buying a house
LEARNING ACTIVITY 07
CASE STUDY
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LEARNING ACTIVITY 08
GROUP WORK
Scheduling your work can become a challenge if you don’t know how to say no. This is because you end up accepting more tasks than you can handle, leaving you feeling overwhelmed.
Identify reasons why people accept more than they handle, and discuss the importance of learning to say no.
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“Really organised people are not born organised people. They have to cultivate healthy habits, which then help them to stay organised.”
Discuss the above statement, and list the habits of really organised people.
LEARNING ACTIVITY 09
GROUP WORK
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LEARNING ACTIVITY 10
SELF EVALUATION
The following self-evaluation will allow you to identify and assess your tendency to procrastinate paying attention to aspects such as performing tasks on time, prolonging jobs, attitude for tasks, pacing of task completion, and time wasted on other tasks. It is not a test, and relies fully on you evaluating yourself as honestly as possible.
Instructions: Identify whether there are aspects to your life that indicate a tendency to procrastinate. Read each statement and place an ‘x’ in the ‘Yes’ or ‘No’ column for each statement. If you are unsure about your answer, it may be useful to get a second opinion from a colleague who knows you well.
OVERCOMING PROCRASTINATIONPROCRASTINATION ASPECT YES NO
1 I often find myself performing tasks that I had intended to do days before
2 I find that jobs don’t get done for days
3 When I have something to do, I often wait until I’m feeling more inspired
4 I usually have to rush to complete tasks on time
5 When deadlines are approaching, I often waste time by doing other things
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SITUATION APPROACH1 Samantha received an email asking her to construct a budget for
her team’s latest project, which should only be necessary this once. Since she does not have the necessary experience, she has been avoiding doing this.
What would have been a better approach to this?2 Nombi has been working on a large project for months now.
Even though she knows that she should have submitted it a long time ago, her manager has not given a set deadline, so she is using this opportunity to try and make the project perfect.
What would have been a better approach to this?3 Steven has been staring at the screen for hours. He is tired and
feeling lazy and simply cannot bring himself to do any work.
What approach should he take for this?
LEARNING ACTIVITY 11
CASE STUDY
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LEARNING ACTIVITY 12
GROUP WORK
Identify the cause for lateness for each of the situations, as well as what can be done to stop the habitual lateness.
1. Samaira had never been late for work. Infact, she was one of the first to arrive in the morning. For the past 2 months or so, her review has shown that her arrival time has plummeted, and she is now a chronic latecomer.
Cause for lateness: __________________________________________________________________________
Solution: __________________________________________________________________________________
__________________________________________________________________________________________
2. Themba tries to do everything in his morning schedule, but he is still late by 15 minutes.
Cause for lateness: __________________________________________________________________________
Solution: __________________________________________________________________________________
__________________________________________________________________________________________
3. Jonathan is worried about his performance, and doesn’t feel adequate in the position.
Cause for lateness: __________________________________________________________________________
Solution: __________________________________________________________________________________
__________________________________________________________________________________________
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Choose the correct missing words from the list provided and match the them to the statement.
analyse under-promise routine procrastinate separate focused structure
boundaries aware human
1. ________________ and summarise your time logs.
2. Create a new daily _____________________.
3. Prioritise and stay _____________________.
4. ________________ your telephone time.
5. Reduce interruptions by creating stronger _________________________.
LEARNING ACTIVITY 13
INDIVIDUAL WORK
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