Time management


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Time management

  1. 1. EDUCATION AND TRAINING SERVICES SECTION GEORGIA DEPARTMENT OF HUMAN SERVICES DIVISION OF FAMILY AND CHILDREN SERVICES Staff Development ******************** Time ManagementDeveloped For: Georgia Division of Family and Children Services Education and Training Services Section Curriculum Developer: Denise Wells NEXT
  2. 2. TIME MANAGEMENT: Objectives MODULE 4At the end of this session, you will be able to:• Recognize and eliminate time wasters in the office.• Develop good work organization habits.• Demonstrate how to set priorities based on the importance of the activity.• Plan a schedule with deadlines and keep a written record.HOME PREV NEXT p. 1 of 12 - TIME MANAGEMENT
  3. 3. TIME MANAGEMENTLesson 1: Eliminate Time Wasters Time wasters in the office are: • Procrastination • Poor organization • Poor messages • Interruptions Source: Microsoft Clip Art Gallery • FatigueHOME PREV NEXT p. 2 of 12 - TIME MANAGEMENT
  4. 4. TIME MANAGEMENTLesson 1: Eliminate Time Wasters Some methods for eliminating procrastination are: • Understanding the task or assignment • Setting clear goals • Scheduling a framework for accomplishing the goal • Creating a sound evaluation for measuring success • Getting the right mindset for why the work is neededHOME PREV NEXT p. 3 of 12 - TIME MANAGEMENT
  5. 5. TIME MANAGEMENTLesson 1: Eliminate Time Wasters Some methods for eliminating poor organization are: • Develop a plan for completing the task • Research trends and gather feedback • Make lists of items needed for implementation • Gather all items prior to beginning • Organize the items by when and where they will be needed in the process.HOME PREV NEXT p. 4 of 12 - TIME MANAGEMENT
  6. 6. TIME MANAGEMENTLesson 1: Eliminate Time Wasters Some ways to eliminate poor messages are: • Be clear and concise • Ask for what is needed up front • Communicate what you can and cannot do • Know who you are talking to and what approach(es) you may need to take to get your message across • Eliminating poor messages stops phone tag or message tag or delays in getting desired resultsHOME PREV NEXT p. 5 of 12 - TIME MANAGEMENT
  7. 7. TIME MANAGEMENTLesson 1: Eliminate Time Wasters Some ways to eliminate interruptions are: • Identify the type of interruption and it’s urgency • Establish regular “visitation hours” • Create a time when the entire team can talk If the interrupter is a time waster who talks or gossips: • Stand and tell them nicely you have an errand to run. Do this every time the time waster stops by.HOME PREV NEXT p. 6 of 12 - TIME MANAGEMENT
  8. 8. TIME MANAGEMENTLesson 1: Eliminate Time Wasters Some ways to eliminate fatigue are: • Establish proper exercise, sleep and diet habits • Have a comfortable temperature in your work area • Schedule in appropriate breaks • Avoid sugary or salty snacks • Drink plenty of fluidsHOME PREV NEXT p. 7 of 12 - TIME MANAGEMENT
  9. 9. TIME MANAGEMENTLesson 2: Setting Priorities Setting priorities and multitasking are skills that inevitably go hand in hand with any clerical support position. When pulled in so many different directions, it may seem difficult to decide on which task to complete first. There are times when priority may depend on the urgency of the task or a deadline. There are other times when the urgency is determine by whom the request came from (i.e. a co-worker vs. a supervisor).HOME PREV NEXT p. 8 of 12 - TIME MANAGEMENT
  10. 10. TIME MANAGEMENTLesson 2: Setting Priorities Stephen Covey, in his book, Seven Habits of Highly Effective People, designed the following prioritization scheme to help organize work. • QI - Important and Urgent • QII - Important but Not Urgent • QIII - Not Important but Urgent • QIV - Not Important and Not Urgent Use this scheme or a similar one, to help make decisions about ordering tasks for completion.HOME PREV NEXT p. 9 of 12 - TIME MANAGEMENT
  11. 11. TIME MANAGEMENTLesson 3: Scheduling & Reminders Sometimes priorities shift and what was urgent on yesterday is now yesterday’s news. In order to keep up with the list of changing priorities, it is helpful to establish a system of scheduling and reminders. Often, those who are able to set standard routines, schedule daily activities and follow them are successful in completing their daily task.HOME PREV NEXT p. 10 of 12 - TIME MANAGEMENT
  12. 12. TIME MANAGEMENTLesson 3: Scheduling & Reminders Additionally, those who schedule period review and reminders are able to navigate through changing priorities while maintaining other duties and keeping them on schedule. Consideration should be given to scheduling reminders for both short term and long term assignments and goals. Developing a systematic process of this kind will ensure that you stay on track.HOME PREV NEXT p. 11 of 12 - TIME MANAGEMENT
  13. 13. TIME MANAGEMENT:Exercise – Time Mgmt. Survey Take a moment to complete the online time management exercise. Completing this assessment will give you an idea of how well you are managing your time. Launch Time Management Survey Source: Developed 2007-2010 for Effective-Time-Management-Strategies.comHOME PREV NEXT p. 12 of 12 - TIME MANAGEMENT
  14. 14. TIME MANAGEMENT: END This is the end of the module. Click HERE to return to the main menu. MainHOME Menu PREV NEXT