Time Management Easy

7/30/2019 Time Management Easy

1/51

Time Management


2/51

Give you more CONTROL of your work

Improve your CUSTOMER SERVICE

Make your JOB EASIER

Help you SAVE TIME

Enable you toACHIEVE CAREER GOALS


3/51

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


4/51

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


5/51

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


6/51

Document a Professional

Vision

Identify criteria for achievement goal

Later collect data from manager

Complete the questionnaire

Summary and Achievement Goal


7/51

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


8/51

Day 5: Feedback & Review

Survey analysis feedback

Achievement Plan review

Managers meeting review Team further refines their plans

Team commits to their plans


9/51

Your Goals?

Whole program

Productivity

Goal Achievement


10/51

WHY?Rapidly changing technology changed the

traditional work environment.

We need to CHANGEour work habits andstyles to keep pace with the futureTODAY!


11/51

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.


12/51

What would YOU do

if you had an extra 30 minutes a day?


13/51

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.


14/51

The key question

in personal efficiency is--

HOW DO YOU WORK?


15/51

ExamineYour Work Habits


16/51

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!!!


17/51

Types of Screening

Front End Screen and discard immediately

(GOOD)

Support Support team screen information

(BETTER)

Source Removal from non-essential lists

(BEST)


18/51

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:


19/51

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.


20/51

2. Handle little things

and reduce distractions

Knowledge work requires

concentration & focus


21/51

3. Handle things while

small and reduce crises

Procrastination risks letting small problemsbecome large, costly problems.


22/51

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.


23/51

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.


24/51

Tools for Overcoming

Procrastination

DO IT NOW

Do the WORST FIRST

Use SALAMI TECHNIQUE


25/51

Stress

Increases

BacklogIncreases

ConcentrationDecreases

ProductionDecreases

PROCRASTINATIONCAUSES...


26/51

Apply

DO IT NOWand you will...

ReduceStress

ImproveConcentration

IncreaseProduction

DecreaseBacklog


27/51

Habit 3: Batch Work BALANCE

DO IT NOWBATCHING

ReduceInterruptions


28/51

BATCH

Group similar tasks (calls, email, etc.)

Batch items to discuss with team

Hold regular one-on-one meetings


29/51

Break Time

Refresh yourself. Theres more!


30/51

How to Implement


31/51


32/51


33/51

CLEAN OUT CLUTTER and IMPROVE FOCUS

Do you work in a clutteredenvironment?


34/51

SYSTEMCOMPONENTS

Out

Pending

Reading

Archive Files

Working

Files

Reference Files

In


35/51

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


36/51

TRAY/FOLDER SYSTEM

New communications -never touched

Waitingfor responsefrom others

Batch for distribution

Currentunread info

Pending

Out

In

Reading


37/51

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


38/51

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.


39/51

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


40/51

Reference Files

Are you a hoarder?

Wrong: Will I ever need this again?

Right: If I need this, where can I easily get it?


41/51

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)


42/51

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


43/51

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


44/51

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


45/51

48

Electronic Files

File system on the PC

Email & FAX filing

Transferring documents Easy access to files

All your files organized and labeled?


46/51

49

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


47/51

50

Create Subfolders

Match your paper files

Use descriptive names--

same as your paper file names


48/51

51

COMPUTER FILES

Drive C: (& on Trainers drive)

1Working

Administrative

ApplicationsReports

2ReferenceAdministrative

Applications

Reports

3Archive


49/51

52

Transfer Documents

Purge unnecessary files

Rename files as necessary

Move files to 1Working or

2Reference

Repeat for ALL applications


50/51

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


51/51

DO IT

NOW!