COOPERATIVE EDUCATION II

UNIT 3: WORK ENVIRONMENT

Co-op II Unit 3: Work Environment

• Competencies and Suggested Objectives:

• 1. Explain Techniques of effective time management.– A. Discuss the steps in the

time management process.– B. Use effective time

management practices to manage personal productivity.

USING TIME EFFECTIVELY

• To Do or Not To Do– A. List all your projects, appointments, and

other tasks.– B. Rate the tasks by their importance.– C. Break large, complex projects into small

steps.– D. Estimate the time needed to complete

each task.– E. Set up a schedule for your tasks.

USING TIME EFFECTIVELY

• Make a List– A. How can you make

choices?– B. Write down every

project, meeting, or appointment.

– C. List those today plus those tomorrow…

– D. By each, write the date/time of completion.

USING TIME EFFECTIVELY

• What’s Most Important?– A. Get the most

important things done first.

– B. Prioritize—decide the order of importance.

– C. Go back to your list. Label tasks A, B, and C.

USING TIME EFFECTIVELY

• What’s Most Important?– Consider the following:

• A. What were you hired to do?

• B. Are you working alone or with others on a project?

• C. What must you do to fulfill your obligations to the company? Paperwork, file reports

USING TIME EFFECTIVELY

• Break Big Projects Into Small Steps– A. Break long-term

projects into manageable steps.

– B. Treat each part as a separate task.

– C. Visualization—seeing things in the mind’s eye.

– D. Use visualization to figure out the steps in a complex problem.

USING TIME EFFECTIVELY

• Estimate Time Needed to Do Tasks

• Time Line—a type of chart that shows the order in which events occur in time.

USING TIME EFFECTIVELY

– Estimate Time Needed To Do Tasks

• A. If you have done the job before, base your estimate on past experience.

• B. If the job is new to you, ask someone with experience how long it took him or her.

USING TIME EFFECTIVELY

• Estimate Time Needed To Do Tasks– C. If you’ve been

assigned the job, ask your supervisor how long it should take.

– D. Be wary of underestimating how long a job will take.

– E. If a job depends on other people, allow for their time.

USING TIME EFFECTIVELY

• Set Up A Schedule– A schedule is a list or

chart showing when tasks must be completed.

– Write the time you will start the task on your schedule.

USING TIME EFFECTIVELY

• Set Up A Schedule– More suggestions:

• A. Think about your work habits.

• B. Color code your schedule.

• C. Transfer your priorities from your task list to your schedule.

• D. Check off tasks as you complete them.

USING TIME EFFECTIVELY

• Set Up A Schedule– A schedule is a helpful

tool.– Keep it current.– Every morning: look

at your schedule, update, and plan.

– Make a new task list; go through the process again.

USING TIME EFFECTIVELY

• Timely Tips– Using Your Time

Wisely• Downtime—don’t waste

it.• Avoid procrastination.• Be flexible.• Don’t let the telephone

control your life.• Combine tasks.• Carry paper and pen

with you all the time.

USING TIME EFFECTIVELY

• Using Other People’s Time Wisely– Don’t distract your coworkers.– Write your questions you need to ask down.– Don’t bother coworkers with nonessential

details.– Be considerate and efficient at meetings.– Be mindful of your supervisor’s time.– Delegating means assigning tasks to others.

USING TIME EFFECTIVELY

• ASSIGNMENT:

• Using Microsoft Outlook develop a personal schedule based on the following options:– 1. Daily– 2. Weekly– 3. Monthly

USING TIME EFFECTIVELY

• ASSIGNMENT:– WORK-BASED

LEARNING– You’ve been asked to

plan your company’s annual employee picnic. You must take care of all details. Break down the assignment into manageable parts. List the smaller tasks.

USING TIME EFFECTIVELY

• ASSIGNMENT:– Skill-Building Activity

• Workplace Competencies– Create a schedule for the weekend including errands,

recreational activities, study time, work, and household responsibilities. Use the daily planner sheets in Microsoft Outlook.