Time Management & Work Time Management & Work Organization Skills for Organization Skills for Effective HR PersonnelEffective HR Personnel

Presenter

Annick M. Brennen, M.A.Educational Administrator, Consultant, &

Trainer

www.oscbahamas.com242-323 8772

www.soencouragement.org

Our GoalOur Goal

Use proven tools and techniques to manage time, organize work, and achieve desired results under intense pressure.

Time is a resource that cannot be bought, sold, rented, borrowed, saved, or manufactured. Managing time is really a misnomer. In actuality, managing time means managing yourself in relation to your time.

Definition Definition

Time management is the process of planning activities to gain better control over how you spend your time. Managing your time effectively is critical to your success as an HR professional.

DefinitionDefinition

At the heart of time management is an important shift in focus:

Paradigm Shift NeededParadigm Shift Needed

Concentrate on results, not on

being busy.

The Pareto Principle or the The Pareto Principle or the ‘80:20’ Rule‘80:20’ Rule

Typically, 80% of unfocused effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort.

Time Management ToolsTime Management Tools

Concentrate on the right things: Decide work priorities.

Tackle the right tasks first: Prepare To-Do lists.

Make the best use of your time: Practice effective scheduling.

Time Management ToolsTime Management Tools

Make action plans.Stick to your plans, but

remain flexible.

Decide Work PrioritiesDecide Work Priorities Integrate your corporate

goals and objectives.Know your job

responsibilities and functions.

Clarify your job with supervisor, and concentrate on doing well in the areas he or she considers to be most important.

Decide Work PrioritiesDecide Work PrioritiesTo ensure you concentrate on the

right things, talk to your supervisor. Ask these questions:

–What is the purpose of the job?

–What are the measures of success?

–What is exceptional performance?

–What are the priorities and deadlines?

Decide Work PrioritiesDecide Work PrioritiesTo ensure you concentrate on the right things,

talk to your supervisor. Ask these questions:

–How does this relate to other people?

–What will happen if the tasks are not completed on time?

–What costs are acceptable?

Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do Lists

Determine the most important items—Which tasks should be done first, which can wait until tomorrow or next week.

If you are new to a job, ask for help.

It is part of your responsibility as an HR professional to be able to set priorities.

Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do ListsTool that helps you plan and remember

to do all essential tasks, in the right order.

Important to have if:• You carry out a number of different

tasks or different sorts of task.• You have made a number of

commitments.• If you are often caught out because

you have forgotten to do something.

Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do ListsHow to prepare a To-Do List: Write down all the tasks that face you. Break large tasks down into their

component elements. Run through each task, allocating

priorities from A (very important) to F (unimportant).

Review the priorities, if too many tasks have a high priority, demote the less important ones.

Rewrite the list in priority order.

Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do ListsHow to Use To-Do Lists:In an operational role or if tasks are

dependent on other people, keep one list and chip away at it.

If you carry unimportant jobs from one To-Do List to the next, worry about it only if you are running against a deadline for them. If you do, raise their priority.

If you work mostly alone, keep your list short and aim to complete it every day.

Practice Effective SchedulingPractice Effective Scheduling

Priorities and goals define what you aspire to do with your time. Scheduling is where these aspirations meet the hard reality of the time you have available.

Practice Effective SchedulingPractice Effective Scheduling

Scheduling is the process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified.

Practice Effective SchedulingPractice Effective SchedulingBy using a schedule properly, you can:

Understand what you can realistically achieve with your time.

Plan to make the best use of the time available.

Leave enough time for things you absolutely must do.

Practice Effective SchedulingPractice Effective SchedulingBy using a schedule properly, you can:

Preserve contingency time to handle the “unexpected.”

Minimize stress by avoiding over-commitment to yourself and others.

Practice Effective SchedulingPractice Effective Scheduling• Quantify the time you have available.• Block in the essential tasks you must

carry out to succeed in your job.• Schedule in high priority urgent tasks and

vital “house-keeping” activities.• Block in appropriate contingency time to

handle unpredictable interruptions.• In the time that remains, schedule the

activities that address your priorities.

Make Action PlansMake Action PlansHow to use an Action Plan

+ It is a list of tasks that you have to carry out to achieve an objective. It differs from a To-Do List in that it focuses on the achievement of a single goal.+ It allows you to focus on the stages of that achievement, and monitor your progress towards it.+ To draw an Action Plan, simply list the tasks that you need to carry out to achieve your goal.

Time Management SystemsTime Management Systems

Manual systems– Tickler file– Calendars

Electronic systems– Use PIM software

such as Corel Central or Microsoft Outlook.

Corel CentralCorel Central

Time Management TechniquesTime Management Techniques

Use slack time.Handle paperwork once.Simplify repetitive tasks.Manage information and

details.

Use Slack TimeUse Slack Time

Use slack time to accomplish those tasks that you have been unable to do during your peak workload periods:

+ Clean out your desk.+ Rearrange and purge your files.+ Organize supplies and materials.+ Experiment with new technology to

make yourself more productive.

Handle Paperwork OnceHandle Paperwork Once

Rule:Read it.Route it.File it.Or answer it.

Simplify Repetitive tasksSimplify Repetitive tasksReplace your manual forms with

electronic ones. Use Corel or MS templates.

Make a list of frequently used addresses and telephone numbers using Central or Outlook.

Use mail merge, keyboard merge, and boilerplates.

Use databases such as Access to track and retrieve information easily.

Boilerplate DocumentBoilerplate Document

Boilerplate DocumentBoilerplate Document

Manage DetailsManage Details

Devise ways of recording details immediately.

Establish methods and systems of storing them so you can access them easily.

Use these systems consistently.

Manage DetailsManage Details

Create forms for recording different types of information.

Utilize task files of related information.Store information according to accounts,

people, events, projects, etc.

Manage DetailsManage Details

Devise a system of initials, check marks, or other codes that indicate the status of information that comes across your desk. The next time you see the information, you will know where it has been and where it is supposed to be going.

Time Management TechniquesTime Management Techniques

Perform work correctly the first time.

Develop a procedures book.

Organize your workstation, supplies, and other materials.

Use good communication techniques.

Communication TechniquesCommunication Techniques

Transmit ideas in simple, clear terms.Define terms if necessary.Listen carefully.Repeat what you think you have heard and ask

for clarification if necessary.

SummarySummary To manage time and work

effectively you must:Shift your focus from being busy to

being result-oriented.Spend your time and effort on

high- payoff tasks.Agree on work priorities with your

supervisor.Schedule work smartly.

SummarySummaryTo manage time and work

effectively you must: Use a To-Do List and electronic time

management systems.Make Action Plans.Manage details.Simplify repetitive tasks.Handle paperwork once.Use slack time wisely.

The End

Time Management & Work Time Management & Work Organization Skills for Organization Skills for Effective HR PersonnelEffective HR Personnel

Presenter

Annick M. Brennen, M.A.Educational Administrator, Consultant, & Trainer

www.oscbahamas.com242-323 8772

www.soencouragement.org