Program Objectives• Recognize key components of effective time management and effective goal setting process and how to control your time.• Understand the necessary skills to enhance your business writing skill.
Pre-Assignment Review• What are your biggest time wasters?• What are you currently doing to manage your time?• What could you be doing better?• If you came away from this workshop with only one thing, what would that be?
Remember that time is moneyBen Franklin, 1748Advice to a young tradesman
Time Management: You do not manage time YOU MANAGE: Yourself Work And Others
Where does the time fly?• Calls • Eating & Drinking• Meetings • TV• Emails • Waiting• Talks • Internet• Chatting • Searching• Reading • Transportation• Writing • Sleeping• Revise • Interruptions• Motion • More and more…..
The Problem is SevereBy some estimates, people waste about 2 hours per day. Signs of time wasting: – Messy desk and cluttered (or no) files – Can’t find things – Miss appointments, need to reschedule them late and/or unprepared for meetings – Volunteer to do things other people should do – Tired/unable to concentrate
Hear me Now, Believe me LaterBeing successful doesn’t make you manage your time well. Managing your time well makes you successful.
Time managementis the act or process of planning and exercisingconscious control over the amount of time spent onspecific activities, especially to increaseeffectiveness, efficiency or productivity.
Setting SMART Goals• Goal setting is critical to effective time management strategies.• Goal setting can be used in every area of your life.• Some people blame everything that goes wrong in their life on something or someone else.• Successful people dedicate themselves towards taking responsibility for their lives, no matter what the unforeseen or uncontrollable events.
The SMART WaySMART is a convenient acronym for the set of criteriathat a goal must have in order for it to be realized bythe goal achiever.• S……….• M………..• A………• R……• T………
The Urgent/Important Matrix (I)• Managing time effectively, and achieving the things that you want to achieve, means spending your time on things that are important and not just urgent. – IMPORTANT: These are activities that lead to the achieving your goals and have the greatest impact on your life. – URGENT: These activities demand immediate attention, but are often associated with someone else’s goals rather than our own.
Being Assertive The word “NO”• Say NO, followed by an honest explanation.• Say NO and then briefly clarify your reasoning without making excuses.• Say NO, and then give an alternative.• Empathetically repeat the request in your own words, and then say NO.• Say yes, give your reasoning for not doing it, and provide an alternative solution.• Provide an assertive refusal and repeat it no matter what the person says.
Planning Wisely• The hallmark of successful time management is being consistently productive each day.• Having a daily plan and committing to it can help you stay focused on the priorities of that particular day.• As well, you are more likely to get things accomplished if you write down your plans for the day.
Tackling Procrastination• Procrastination means delaying a task (or even several tasks) that should be a priority.• The ability to overcome procrastination and tackle the important actions that have the biggest positive impact in your life is a hallmark of the most successful people out there.
Why We Procrastinate?• No clear deadline• Inadequate resources available• Don’t know where to begin• Task feels overwhelming• No passion for doing the work• Fear of failure or success
Nine Ways to Overcome Procrastination1. Delete it.2. Delegate.3. Do it now.4. Ask for advice.5. Chop it up.6. Obey the 15 minute rule.7. Have clear deadlines.8. Give yourself a reward.9. Remove distractions.
Organizing Your Workspace The only thing even in this world is the number of hours in a day. The difference in winning or losing is what you do with those hours. Woody Hayes
De-Clutter• To retrieve materials quickly, you’ll need an effective filing system that includes three basic kinds of files: – …………… FILES – ……………FILES – ……………. FILES• Once clutter has been eliminated and other materials have been filed, the effective workspace includes only what is essential: a set of three trays to control the workflow on your desk (see the next topic), standard office supplies, a computer, and a telephone.
Managing Workflow (I)• DO: If a task can be completed in two minutes or less, do it immediately.• DELETE :If the material is trash or junk, delete it. Or, if it’s something that you might use later on, file it, and move on.• DEFER : If the task is one that can’t be completed quickly and is not a high priority item, simply defer it.• DELEGATE : If a task is not yours to do, then delegate it.
Managing Workflow (II)• Remember, to take the S.T.I.N.G. out of feeling overwhelmed about a task, follow these steps: – Select one task to do at a time. – Time yourself using a clock for no more than one hour. – Ignore everything else during that time. – No breaks or interruptions should be permitted. – Give yourself a reward when the time is up.
Using Calendars• A calendar (paper or electronic) is the obvious place to record meetings, appointments, and due dates.• For people with multiple responsibilities, an annual calendar organized by areas of responsibility may be especially valuable.• For each of these areas, one can list the major responsibilities month by month and thereby see glance what tasks must be completed in a given month of the year.• Don’t forget the Productivity Journal that we discussed earlier.
Discipline is the bridge between Setting a Ritual goals and accomplish- ment.• Rituals and routines can actually help Jim Rohn increase the spontaneity and fun in your life.• Because routine tasks are already planned for, you have more energy to spend on the tasks that will bring you closer to your goals and bring more joy to your life.
What is a Ritual?• The Random House Dictionary defines a ritual as, “any practice or pattern of behavior regularly performed in a set manner.”• In fact, you can build any type of ritual in three easy steps. – IDENTIFY THE TASK. – IDENTIFY THE TIME AND/OR TRIGGER. – IDENTIFY THE SUB-TASKS.
Ritualizing Sleep, Meals, and Exercise (I)• SLEEP: – Establish a ritual for half an hour before you sleep. – This might include filling out your Productivity Journal for the next day, enjoying a cup of tea, taking a warm bath, performing some stretches... – All of these activities will help you wind down and sleep better. – It is best to try to go to bed at around the same time every night, too.
Ritualizing Sleep, Meals, and Exercise (II)• MEALS: – Take a half hour each weekend to plan meals for the next week, including lunches and suppers. – Then, make a grocery list and get everything you will need. – Appliances like slow cookers and delayed-start ovens can also help you make sure supper is ready when you are.
Ritualizing Sleep, Meals, and Exercise (III)• EXERCISE: – Try to exercise for one hour three times a week, or half an hour each day. – One easy way is to go for a brisk walk at lunch, or do yoga in the morning before work.
Example Rituals• Instead of checking e-mail, news, and Web sites throughout the day, set aside one or several periods. Then, batch and sequence your activities.• Set up a system for maintaining your Productivity Journal.• In the morning, perform your tasks in an organized, routine manner. You can also lay out your clothes and prepare your lunch the night before for maximum efficiency.
Game• Instructions: Among the letters listed below there is a hidden word. you can find this word by removing six letters. BSAINXLEATNTEARS
Game• Instructions: Among the letters listed below there is a hidden word. you can find this word by removing six letters. BSAINXLEATNTEARS B A N A N A
Business Writing Outlines• What is business writing?• Why we need business writing?• How to be professional in business writing?• How to write a professional CV and cover letter
Business Writing Outlines• How to avoid CV mistakes• The writing process• The reader needs• Principles for effective writing• How to find your dream job through your professional CV
First, What is Business Writing?• Business writing is workplace writing, which is a form of technical writing.• Workplace writing is generally “persuasive” writing. Example 1: A Resume to persuade a potential employer to offer an interview Example 2: A Findings Report to persuade employees to follow certain policies or procedures in order to improve performance or correct errors or problems.
What Is Business Writing?Business writing is any kind of writingassignment done specifically for a business.Memorandums, reports, proposals, and otherforms of writing used in organizations tocommunicate with internal or externalaudiences.
Business Writing is technical communication or technical writing.
Business Writing: Technical or Workplace Writing.Definition of Technical Writing:Writing that “transfers information about a situation,product, service, or concept . . . to audiences ofvarying levels of technical knowledge, so that eachmember of the audience clearly understands themessage. The word “technical” means skilled, specialized, and strict. Technical writing follows rules and protocols. Source: The Institute of Technical Communication (workshop) June, 1998
How to Create Effective Technical or Workplace Writings:1. Focus on the purpose of your writing2. Focus on your readers (Audience)3. Satisfy document requirements (Documentation style; visuals; data)4. Get to the point. (Concise, uncluttered sentences)5. Provide accurate information (Research)6. Present your material logically7. Express yourself clearly (Grammar; Proofreading)8. Use efficient wording (Word Choice)9. Make your ideas accessible (Clarity)10. Use lists for some information (organized bullets)11. Format your pages carefully (be neat and leave white space)12. Manage your time efficiently (Meet deadlines)
Why We Need Business Writing?• To explain or justify actions already taken• To convey information, as in a research report or the publishing of a new company policy• To influence the reader to take some action• To deliver good or bad news• To direct action
The Writing Process• Planning• Writing• Quality Control
Regardless of what you write, Consider the Rhetorical Triangle . . . Writer Audience (your ethics, morals, (the passions, interests, or skill set characteristics of the ones you’re trying to persuade and Plans to use and their characteristics) Your characteristicsto meet your purpose) Subject (the logic you will present -- your topic or message)
JobHow to write ? C.V. Template Objectives Tips Mistakes
C.V. Preparation:• What is the C.V.?It is curriculum vitae C.V.: a summary of your academic , your skills and your job experiences.• What is the Resume?A resume is a personal summary of your professional history and qualifications. It includes information about your career goals, education, work experience, activities, honors, and any special skills you might have.
C.V. and ResumeCV is used for a fresh graduate who does not havemuch experience in work.Resume is a brief account of one’s professional or work experience and qualifications; in other words , a resume is a list of the accomplishment or experience the person did in his/her life and is presented by people who have worked before.
Objective of writing a C.V.• A good resume is a self-marketing tool – a kind of personal advertisement –that shows off your skills and their values to a future employer.• The main purpose of a C.V/Resume is to help you get a job interview .So it starts by naming your job target and then describe your skills ,experience , and accomplishments as they relate to that job target.
CV Tips• Sheet of Pride.• Don’t Fake lines.• K.I.S.S.S Strategy.• Spell Check.• Document Format.• What about your Personal Photo ?• Don’t abuse your CV.
CV Tips• Well presented• Interesting• Quick to read•One or two pages at the mostWhite paper or very clear color and goodquality, without any décor.•Typed form, avoid writing your resume byhand, except for a company that asks for it likethat.
CV Tips• Do not include the date in your resume• You do not have to enclose supporting documents, unless they are asked for.• Avoid sending photocopies of your resume• Never include a resume cover.• You have to transmit clarity and professionalism visually (white paper, short phrases, capital letters and with standard format, elegant and simple; emphasize certain information or sections in bold).
CV Tips- Use action verbs in your resume- Avoid using too many decorative resources likefitting, colors or very expanded paragraphs.- Be honest in the content, positive and sell the bestthings about you when you write a resume
To avoid:- Do not write a title (we already know that it’s aRESUME or CV)- Do not speak of economic objectives in yourresume.- The reasons for change or not working you willexplain at the interview. Do not write anything in theresume.
To avoid:• Photo: ………….• Use general vocabulary, not technical or slang words , which cannot be understood.• References: not to be annexed to the resume
Do not forget- Your resume or CV is useful for your future, not for yourpast!!- You are not confessing, "you do not have to say/writeeverything ". It emphasizes what is relevant and what isworth remembering.- Do not write a list of positions carried out and theirdescription. Write achievements and goals obtained!
Do not forget-Reflect those abilities you best know how to applyand that you enjoy in work. Do not write things thatyou do not want to repeat.- Always be honest(I don’t get tired of repeating this advice). It is possible to be creative, but not to lie.
Suggestions to keep in mind as you begin developing your C.V.• Sell Yourself• Use active language• Be consistent• Present information in a chronological order within categories• Check for grammar• Insure that your C.V. is neat and visually appealing
Make Match:This one takes some time and effort and its notalways easy, but, its important. Take the job postingand list the criteria the employer is looking for. Thenlist the skills and experience you have. Eitheraddress how your skills match the job in paragraphform or list the criteria and your qualifications.
Pitfalls that make employers disregard your CV1. Poor spelling and grammar.2. Too Long or too short.3. Complex formatting and gimmicks4. Writing in the first person (using ‘I’ and ‘my’ etc).5. Heading it with ‘Curriculum Vitae’
Pitfalls that make employers disregard your CV6. No personal profile7. Work experience written like a job description.8. Information in the wrong order9. Inclusion of unnecessary or negative information.10. No mention of IT skills.
Pitfalls that make employers disregard your CV11. Including Photographs with your CV.12. Hobbies/Interests details13. Unnecessary information14. Employment details15. Lying or being dishonest16. Layout of CV/Resume17. Using the same CV/Resume for every job
How and where can you find your dream job?• ……………..• ……………..• ……………..• ……………..• ……………..• ……………..• And more ………..