Time Management

Time Management      Give you more CONTROL of your work Improve your CUSTOMER SERVICE Make your JOB EASIER Help you SAVE TIME Enable you to ACHIEVE CAREER GOALS  Day 1: Work Habits & Systems Objectives   Team and Individual Course Barriers to efficiency Sort and screen mail and email Benefits Handle daily email flow How to organize paper and electronic systems  Work Habits     Work Systems    Implement new work processes 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 Day 3: Professional Vision & Goal  Feedback and review day 2   Introduce professional vision Guidelines for identifying and writing achievement goal Win-win relationship of employee and organization   Document a professional vision Document a Professional Vision     Identify criteria for achievement goal Later collect data from manager Complete the questionnaire Summary and Achievement Goal 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 manager’s meeting Obtain feedback on Achievement Plan Day 5: Feedback & Review      Survey analysis feedback Achievement Plan review Manager’s meeting review Team further refines their plans Team commits to their plans Your Goals?    Whole program Productivity Goal Achievement WHY? Rapidly changing technology changed the traditional work environment. We need to CHANGE our work habits and styles to keep pace with the future—TODAY! 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. What would YOU do if you had an extra 30 minutes a day? 15 minutes/day = 1 1/2 Weeks per Year 30 Minutes/day = 3 Weeks per Year 60 Minutes/day = 6 Weeks per Year EFFECTIVENESS Get more of the right things done in less time. The key question in personal efficiency is-- HOW DO YOU WORK? Examine Your Work Habits Habit 1: Screen Information It is as important to know what information you don’t need as it is to know what information you do need. Don’t allow low-value information and tasks to enter your system. DO IT NOW!!! Types of Screening • Front End • Screen and discard immediately (GOOD) • Support • Support team screen information (BETTER) • Source • Removal from non-essential lists (BEST) HABIT 2: DO    IT NOW! Do you put off tasks because: You dislike doing them? They’re too big? They’re not your priority?   It’s unclear what’s wanted? You’re not sure how to begin? “DO IT NOW” SAVES TIME IN FIVE WAYS: 1. Handle things once and reduce paper shuffling When you first read it, either ... • Do It • Designate It • Delegate It • Dump It Always ADD VALUE to anything you touch. Faster Response Time 2. Handle little things and reduce distractions Knowledge work requires concentration & focus 3. Handle things while small and reduce crises Procrastination risks letting small problems become large, costly problems. 4. Reduce interruptions caused by your need to give status reports Spend less time explaining to others when work that affects them will be done. DO IT NOW! 5. Stop procrastinating and reduce stress and anxiety • Work we put off seems more difficult than it is. • Do It Now and relieve stress. DO IT NOW! Tools for Overcoming Procrastination    DO IT NOW Do the “WORST FIRST” Use “SALAMI TECHNIQUE” Stress Increases Concentration Decreases PROCRASTINATION CAUSES... Backlog Increases Production Decreases Increase Production Improve Concentration Apply DO IT NOW and you will... Decrease Backlog Reduce Stress Habit 3: Batch Work BALANCE BATCHING DO IT NOW Reduce Interruptions BATCH  Group similar tasks (calls, email, etc.)   Batch items to discuss with team Hold regular one-on-one meetings Break Time Refresh yourself. There’s more! How to Implement Do you work in a cluttered environment? CLEAN OUT CLUTTER and IMPROVE FOCUS Reference Files SYSTEM COMPONENTS Archive Files Out Pending Working Files In Reading Components In A Well Organized System  Four Tray System (Days)  Incoming, Pending, Outgoing, Reading, etc.  Short Term / Temporary / Within Reach Fingertip Info, Routine Work, Projects, etc. Research Info, Completed Projects, etc. Stored in Archive facility / Rarely used  Working Files (Weeks)   Reference Files (Months)   Archive Files (Years)  TRAY/FOLDER SYSTEM In New communications never touched Pending Waiting for response from others Out “Batch” for distribution Reading Current unread info WORK SYSTEMS OBJECTIVES PAPER AND ELECTRONIC FILES TO “DO IT NOW”…… YOU’VE GOT TO GET ORGANIZED…NOW! • • • • Eliminate backlogs Discard unnecessary items Create organized space Install a self-sustaining system The Critical Issue is “Finding” — not Filing. Working Files • Separate active PROJECTS. MANAGER EMP. RELATIONS. and inactive files DATA. CUST. RELATIONS BUDGET • Working files = used most often & have predictable retrieval BUDGET -NEW PROJECTS. 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 Think retrieval — file name Write or print clearly File it NOW — no filing piles 80% of your Work & 20% of your Files Reference Files Are you a hoarder? Wrong: Will I ever need this again? Right: If I need this, where can I easily get it? SET UP and MAINTAIN your REFERENCE FILES: (no predictable retrieval) May contain: • Research for future projects • Past projects which still have value • Resource information • Administrative data • Budget information 20% of your Work & 80% of your Files REFERENCE FILE STRUCTURE: • Cull existing paper (lost value) • • • • • Throw away useless paper Organize categories within drawers Alphabetize files within categories Write or print clearly Think retrieval when labeling files Separate from Working files 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 • Do not mix with working or reference files FILING TIPS USE FILE FOLDERS • No miscellaneous files USE HANGING FILES • Facilitates filing • Select correct type for job ALIGN CATEGORIES & SUBCATEGORIES • Easy for eye to scan • Label clearly Electronic Files     File system on the PC Email & FAX filing Transferring documents Easy access to files All your files organized and labeled? 48 Naming Electronic Files Difficult to Retrieve Cpnst.PR Bfts.LT Inctv.PR Slry.LT Easy to Retrieve directory sub-dir. sub-dir. files sub-dir. files Compensation Benefits Incentives Sales Teams Salaries MaryNash WmJames 49 Create Subfolders  Match your paper files Use descriptive names-  same as your paper file names 50 COMPUTER FILES Drive C: (& on Trainers drive) 1Working Administrative Applications Reports 2Reference Administrative Applications Reports 3Archive 51 Transfer Documents  Purge unnecessary files  Rename files as necessary  Move files to 1Working or 2Reference  Repeat for ALL applications 52 LET’S GET GOING • Clean up clutter and backlogs • Get needed trays and Working Files set up • Map out file structure • Pick up each paper and process it now • Repeat organizing process in computer • Develop an action plan with coach DO IT NOW!