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PSY 126 Week 4: Time & Career Management

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Time & Career Management
Matthew L. Eisenhard, Psy.D.
Week 4: Psychology for Business & Industry
Time Management
Basics - it takes time to develop good h.r. skills
◦ Managing your time effectively gives you more time t...
Time Management
• Using techniques designed to
get more done in less time
with better results.
▫ First step to success is ...

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PSY 126 Week 4: Time & Career Management

  1. 1. Time & Career Management Matthew L. Eisenhard, Psy.D. Week 4: Psychology for Business & Industry
  2. 2. Time Management Basics - it takes time to develop good h.r. skills ◦ Managing your time effectively gives you more time to develop & practice h.r. skills. ◦ People with good time management skills do better at…  Balancing work and personal life – have less stress – are more productive & organized – experience more inner peace. ◦ Take control of your time – don’t let it rule you – you rule it. ◦ Keep a log – analyze it and use the information to become more effective in your career and life in general.
  3. 3. Time Management • Using techniques designed to get more done in less time with better results. ▫ First step to success is tracking how you currently use your time .  A time log – is a great way to do it.  A daily diary that tracks your activities. ▫ Example: exhibit 4.1 in your text.  Track daily activities for 1 or 2 weeks.  List activities in 15 min. intervals.
  4. 4. Analyzing Time Logs How much time is spent on primary responsibilities – how do you spend most of your time? Identify places you spend too much time. Identify places you are not spending enough time. Identify major interruptions – and how to eliminate them. Identify things you are doing that you don’t need to be involved in – look for ways to delegate those.
  5. 5. Analyzing Time Logs Who controls your time? ◦ Boss – employees – outsiders. ◦ How can you take more control? Look for crisis situations. ◦ Were they caused by you? ◦ Can you eliminate them? Spot habits, patterns, and tendencies. ◦ How can you change them or use to your advantage? List 3 to 5 biggest time-wasters. ◦ What can you do to eliminate them? Determine how you can manage your time more efficiently!
  6. 6. Multitasking The human brain is not designed nor is it capable of doing more than one thing at a time. When people think they are doing multiple tasks they are not – they are just switching between tasks at a rapid rate. This makes us less efficient – every time you switch gears you miss stuff! Concentrate on one thing at a time. Can you name some things we commonly try to multitask at? Are there any dangers involved in any of them? Do any of them irritate other people?
  7. 7. Multitasking • Self-assessment exercise 4.1 • The 5 statements were all warning signs of multi-tasking. ▫ Higher scores = possible over- multitasking. ▫ Lower scores = not an issue for you. • Sometimes fatigue causes same signs. ▫ You can improve your time management by focusing on one thing at a time or prioritizing.
  8. 8. Setting Priorities • The best way to avoid overloading yourself and setting multitasking behaviors into motion is to set clear priorities. ▫ A priority is a clear preference given to one activity over another. • 3 basic questions to ask yourself… ▫ 1. Do I need to be personally involved in this task?  Or is it something I can delegate? ▫ 2. Is the task in my major area of responsibility?  Will the outcome have an effect on my job? ▫ 3. How soon does it need attention?  Is there a deadline? Is quick action needed?
  9. 9. Assigning Priorities Based on how you prioritized – you assign it to one of the levels: Refer to Exhibit 4.2 in your text. ◦ If you answered question # 1 – ‘no’ you don’t need to be personally involved then…  Delegate it! ◦ If you answered ‘yes’ to all 3 questions…  It is a high – take quick action! ◦ If you answered ‘yes’ to #1 but ‘no’ to either 2 or 3 then…  It is medium – it can wait. ◦ If you answered ‘yes’ to #1 and ‘no’ to both 2 & 3 then…  It is a low priority – it’s not your responsibility and no immediate action is needed.
  10. 10. The “To Do” List • A written list of things to do. • For practice complete the application situation 4-1. ▫ There are 10 activities on the “to do” list. ▫ Prioritize them. ▫ Discuss why you placed them as you did.
  11. 11. Time Management System • Experts say we waste up to 2 hours every day! • The management system in your text has a proven record of success. • It consists of: ▫ Priorities – order of importance. ▫ Objectives – what are your goals? ▫ Plans – how will you achieve them? ▫ Schedules – when will you do them?
  12. 12. Time Management Steps STEP 1: Plan Each Week STEP 2: Schedule Each Week STEP 3: Schedule Each Day Never do an unscheduled task before a scheduled one without prioritizing it first. There are many time management systems available… ◦ Office supply stores. ◦ Online. ◦ Computer. ◦ Cell phone.
  13. 13. Time Management Techniques • Complete self-assessment exercise 4.2. ▫ It has 68 time management techniques… ▫ And 4 choices of what to do  SHOULD DO  COULD DO  DO  N/A • How many did your mark “do”? ▫ If you don’t have a lot of them that you are “doing”… if your shoulds and coulds are more numerous… perhaps you need to really think about revving up your time management skills • Randy Pausch Lecture http://www.youtube.com/watch?v=oTugjssqOT0
  14. 14. Career Management You are responsible for managing your own career In this segment we will cover: ◦ Career Stages ◦ Career Planning & Development ◦ Getting A Job ◦ Resumes’ ◦ Getting Raises & Promotions ◦ Global Careers ◦ And Apparel & Grooming
  15. 15. Career Stages Your 20’s ◦ Just getting started. ◦ Lots of pressure. ◦ Often have unreal expectations. ◦ It is common to have many jobs. Your 30’s ◦ Time to become experts. ◦ Assess where you’re going. ◦ Lots of financial & family demands. Your 40’s & 50’s ◦ Used to be a time for security. ◦ Not now – many are laid off & have to start over. Your 60’s & 70’s ◦ Plan for retirement/part-time work. ◦ Good role models & mentors.
  16. 16. Planning & Development • CAREER PLANNING ▫ The process of setting career objectives and determining how to accomplish them. • CAREER DEVELOPMENT ▫ The process of gaining skill, experience, and education to achieve career objectives.
  17. 17. Career Planning Model  SELF-ASSESSMENT ◦ What you want based on your interests, experience, skills, values & needs – be realistic.  PREFERENCES & EXPLORATION ◦ What motivates you – consider industry, size, location, income - networking helps – consider part-time and internships to explore possibilities.  SET OBJECTIVES ◦ Short & long-range goals.  DEVELOP PLAN ◦ Is college needed – what technical skills will you need?  CONTROL ◦ It is your personal responsibility to meet your goals – review them often – and adjust when needed.
  18. 18. Getting a Job GETTING A JOB IS A JOB IN ITSELF! Harder To Do In Today’s Job Market ◦ More independent contracting. YOU NEED A PLAN: ◦ CAREER PLAN  Interviewers are impressed with candidates that have realistic career plans. ◦ RESUME & COVER LETTER  This is your first impression – keep it brief but powerful – let them know why they should hire you.  RESEARCH.  Know your target.  Know about the company & have pertinent questions to ask them that show you have done your homework. ◦ PREPARE for QUESTIONS  Prepare for possible questions they may ask you.  Refer to exhibit 4.7 in text.
  19. 19. The Interview • Usually given the most value in hiring decision. • Be sure to follow correct etiquette (will see more in C- 9). • Dress for success. • Take a workshop. • Smile! • Follow-up. ▫ Send “thank-you” letter. ▫ STAR Method  http://www.youtube.com/watch?v=0
  20. 20. Resumes
  21. 21. General Resume Guidelines  Follow a format – BUT CUSTOMIZE.  CONTACT INFORMATION ◦ Where you can be located. ◦ Beware social network sites!  OBJECTIVE ◦ Be specific about the job you want. ◦ Include personal qualities and skills.  QUALIFICATIONS SUMMARY ◦ Most recruiters spend only 10-15 seconds . ◦ Write a clear concise summary that gets attention.  EDUCATION ◦ Point out accomplishments – other activities.  EXPERIENCE ◦ All jobs – full/part-time – volunteer positions. ◦ Describe knowledge, skills, state quantifiable achievements.  OTHER ◦ Foreign languages – certifications – related talents.
  22. 22. E-Resumes Many companies now request electronic resumes. ALWAYS follow their instructions. ◦ Develop in word processing file. ◦ Don’t send as attachment. ◦ Save in ASCII file format “save as text file” or save as PDF file. ◦ Write cover letter in e-mail. ◦ Copy resume in body of e-mail. ◦ Send to yourself to check. ◦ Make any corrections. ◦ Send it to employer.
  23. 23. Raises & Promotions • TIPS for GETTING AHEAD ▫ Be a top performer. ▫ Finish jobs ahead of time. ▫ Volunteer for extra assignments. ▫ Keep up with newest technology. ▫ Develop good human relations. ▫ Use good timing in approaching the boss. ▫ Be polite – always show concern for others. ▫ Never gossip – don’t say bad things. ▫ Be approachable – smile – talk to people.
  24. 24. Career Paths • Are a sequence of job assignments that lead to more responsibility, with raises and promotions. ▫ Training programs. ▫ On the job training. ▫ Assistant positions. ▫ Major positions.
  25. 25. Preparing for a Raise or Promotion Do what needs to be done to get a good job appraisal/evaluation. Keep a file of everything you do. When asking for a raise – give a specific amount – check what other similar positions are paid – consider other benefits. Timing is crucial – best to ask when getting an appraisal. If you like where you are – great! If not, update the resume’ and look elsewhere – but don’t quit until you have another job.
  26. 26. Job Shock • Occurs when the employee’s expectations are not met. ▫ The workplace is not always fair. ▫ Good work is not always rewarded. ▫ Promises may not be kept. ▫ You may find it boring or a dead end. ▫ No ‘quick fixes’ – develop a ‘real-world’ mindset.
  27. 27. Apparel & Grooming  DRESS for THE JOB ◦ Dress like your peers. ◦ If unsure, visit the organization first to see.  JOB INTERVIEWS ◦ Never under-dress. ◦ Again – do your research and see what is appropriate.  WEAR QUALITY CLOTHING ◦ You need to make a good first impression. ◦ Invest in some clothing that will withstand the test of time.  DRESS and GROOM CONSERVATIVELY ◦ Avoid the latest fads. ◦ You may not be taken seriously if you dress too flashy. ◦ Remember it’s ‘work’ not a nightclub.  CASUAL DRESS ◦ Some firms allow ‘casual’ dress, but not jeans and t-shirts. ◦ Many firms have dress codes…follow them and dress like others in the firm. Tips for appropriate dress http://www.youtube.com/watch?v=9NqkmMqWyCE
  28. 28. Tips For Men GROOMING ◦ Clean shaven – no earrings or bling. SUIT ◦ Most appropriate most places. ◦ Blue or gray, dark, stripes okay – conservative cut. SHIRT ◦ Business shirt – solids/or thin stripes – not loud. ◦ Long sleeves – should show about half inch from suit sleeves. TIE ◦ A bad tie can ruin any suit – silk and conservative works. SHOES ◦ Conservative dark leather – no sneakers . MATCHING ◦ Pull it all together – socks should match suit color (no heavy or wool) and long enough that your legs never show when sitting.
  29. 29. Tips For Women  GROOMING & JEWELRY ◦ No heavy make-up or excessive perfume. ◦ Jewelry simple and tasteful – no long earrings.  SKIRTED SUIT ◦ Professional skirted suit most appropriate. ◦ Conservative business dress & jacket okay. ◦ Nothing above the knee. ◦ Stay with dark basic colors.  BLOUSE ◦ Silk or cotton – no frills – no low cuts – button up.  NO TIE – SCARF OPTIONAL ◦ Don’t dress like the guys – no ties please.  SHOES ◦ Leather shoes – conservative – no open-toes – medium heel plain pumps are good basics.  MATCHING, and ATTACHE’ CASE ◦ All apparel should match – neutral or skin-toned hosiery – carry an Attaché Case instead of a purse when possible.
  30. 30. Your Appearance You may think it’s unfair to be judged on appearance rather than your performance. But as mentioned before…this is the workplace and it’s not always ‘fair.’ Your appearance is your statement about yourself and how you want others to think of you – so look professional! You can’t control many things but you can control your appearance - make it a good one!
  31. 31. Review of Key Concepts • Keeping a time log • Assigning priorities • 3 steps of time management • Time management techniques • 4 career stages • Career planning • Tips for getting a job, raises, & promotions

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