Time Management - PowerPoint

Document Sample
Time Management - PowerPoint Powered By Docstoc
					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!


				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:3165
posted:3/7/2009
language:English
pages:51
Description: Time Management