Module 9 time management

Module 9
The Time Management
Framework

Module # 9 - The Time Management Framework
Soft Skills Module 9
The Time Management Framework
Summary
Goal: Instructor:
To understand the need to manage time
efficiently and balance work and personal
needs. Delivery Method(s):
Self-exploration, facilitated discussion
SMART Objectives:
Specific, Measurable, Achievable, Realistic, and Length:
Time-sensitive
By the end of this module, students should be able Three Lessons
to:
A total of 2 hours 45 minutes
Objective SS9.1: Recognize what good
time management means and looks like.
Any Applicable Business and/or Soft Skills?
Objective SS9.2: Understand and use a
time management assessment as a
mechanism for assessing personal time Business Skills
use. • Developing time management tactics
• Understanding and recognizing the
Objective SS9.3: Comprehend how to importance of time management in a
organize time using a time log. contracting/service delivery business
environment
Objective SS9.4: Have a collection of time
management strategies and techniques to
try as they build a successful home-based
business. Corresponding NLS Lesson #
Take Away Message(s):
The purpose of this module is to assist students in evaluating the necessary work and
personal time management skills and needs when running a home-based business as

Instructor Preparation
Title of Module: The Time Management Framework
Instructor:
As students complete the braille transcriber training program and get ready to exit the
prison, the subject of time management will be important. When beginning a home-based
microenterprise contracting business a strong time management framework is essential.
The effectiveness and efficiency of the business rests on this framework and will drive
work dependability, attention, focus, and delivery.
This module should be taught in the “future” tense and references to non-prison examples
should be made clearly to allow students to adequately connect what is presented to what
will need to be applied in the future.
Agenda – topics to be covered in the module and length of each item
Topic: Time Management Time Allotted: 2.75 hours
A. Assessing Time and the Management of Time (1 hour)
B. Organizing Time Using a Time Log (1 hour)
C. Time Management Strategies and Techniques (45 minutes)
Materials & Supplies – items needed in order to carry out the agenda and classroom activities
1. Handouts: Time Management Future Assessment (9.A.1), Computer-Based Time
Management Survey (9.A.2), Time log (9.B.1) – 2 copies per student, Time
Savers (AKA Organization Strategies and Techniques) (9.C.1), Daily Grind (9.C.2)

Classroom Preparation – steps to follow when setting up the learning environment
1. Flip chart/pad with markers or board/markers for instructor
2. Access to computers with Excel
3. Configure room for dyad/triad discussion groups

Curriculum Content
A. Assessing Time and the Management of Time (1 hour)
Objective SS9.1: Recognize what good time management means and looks like.
Objective SS9.2: Understand and use a time management assessment as a mechanism
for assessing personal time use.

CONTENT PRESENTATION AND LEARNER PARTICIPATION
Present some statements to students about time and ask students if they are facts or
fiction. Some examples are:
o Time flies.
Answer: Fiction – Time actually moves at a predetermined fixed rate.
o No one else manages my time but me.
Answer: Fact – We let others change our decisions about time and schedule.
o We save time.
Answer: Fiction – One cannot put time in the bank, postpone it or overspend it.
o Time is against us.
Answer: Fiction – Time is on our side once we organize it.
Write on one piece of chart paper or the board – Time Savers.
Write on another chart paper or the board – Time Wasters.
Have students share examples from their past and present (as applicable) that fall under
either heading.
Have each student create a pie chart using Excel software showing how he/she currently
spends his/her day (the instructor may need to assist with an example).

NOTE: This exercise may be coordinated with the Time Log (9.B.1) in Topic B.
Have students complete the Time Management Future Assessment (9.A.1),
and think of how they will try to use their time in the future after exiting the prison and
beginning their contracting work.

After all students have completed the activity, group students into teams of three to four;
have them discuss what areas of time management they are concerned about. After a
suitable discussion time ask each team to share their top two or three concerns. Write
those on chart paper and use later when describing different time management
techniques and strategies.
An additional Computer-based Time Management Survey (9.A.2) is attached
with a website for entering student responses and scoring. Students should take the
survey, again thinking about the future. Make sure students are aware that they can
access the survey free of charge when they are on their own if they want to re-assess
their time management skills.
B. Organizing Time Using a Time Log (1 hour)
Objective SS9.3: Comprehend how to organize time using a time log.

Have students complete a Time Log (9.B.1) for current functions/time regiments just to
become familiar with the log.
Then have students create a Perceived Time Log (9.B.1) – the kinds of time they
believe they will spend once they have exited the prison and started their business. Have
the students keep the log for future reference.
Have each student create a pie chart using Excel software showing how he/she
may need to spend his/her day in the future as a sole proprietor/contractor (the
instructor may need to assist with an example).
Lead a discussion addressing differences between the two pie charts (current and future).
Have students identify what the pitfalls and stumbling points could be for future.

Write the pitfalls and stumbling points down on chart paper and place them next to the
concerns to use when describing different time management techniques and strategies.
C. Time Management Strategies and Techniques (45 minutes)
Objective SS9.4: Have a collection of time management strategies and techniques to
try as they build a successful home-based business.


Have students review the applicable Time Savers (AKA Organization Strategies
and Techniques) (9.C.1) listed that pertain to the two lists done earlier on chart
paper as – time savers/time wasters charts, time management concerns charts after
prison.
The Daily Grid (9.C.2) – Have the students complete independently and compare
their answers with other students; facilitate a discussion about their choices and
responses.

Module 9
The Time Management
Framework Handouts

Time Management Future Assessment (9.A.1)
Questions About My Perception of Traits that I Will Put Into
Perceived
Trait = 2
Place When I Am a Sole Proprietor/Contractor
Points
I know and will take advantage of my learning style; I know strategies
that help me to learn better and I able am able to put them into action.
I will use a monthly calendar to keep track of activities and obligations.
I will use a weekly calendar to keep track of activities and obligations.
Every morning I will create a list of the things I have to do for the day.
Every evening I will review the list of things that needed to get done
for the day, cross off those completed, and create a new list for the
next day.
When I feel there are too many things to do I will take a few minutes,
sit down and organize myself.
When I first begin work, I will take a few minutes to determine the
things I have to do throughout the day, especially the priorities.
I will have all my phone numbers and contacts in one place.
I will have stacks of paper which will represent things I have to do.
I will rely on sticky notes to remind me of the things I have to do.
I will carry a calculator so I can do the math needed faster and with
accuracy than in my head.
I will not be afraid to ask for information that I need to do the work.
I will schedule tasks I don’t like to do between tasks I like so I work faster

on things I don’t like to do in order to get to tasks I enjoy doing.
I will do two tasks at the same time when one of them requires
waiting.
I know my environmental preferences and will make sure I work under

those conditions whenever possible.
Questions About My Perception of Traits that I Will Put Into
Perceived
Trait = 2
Place When I Am a Sole Proprietor/Contractor
Points
I will make a budget to manage my business and personal money so I
will know how much money to put in the bank and what bills to pay
right off when the checks come in for the work completed.
I will get enough sleep, exercise and eat right; I will work to stay in
good health.
I will review my business plan and future goals and obligations often to
ensure I am staying on track.
Add a time management strategy:
Add a time management strategy:
Total Points
Questions About My Perception of Habits that I Might Have
Perceived
Habit = 2
When I Am a Sole Proprietor/Contractor
Points
I am concerned about being sleepy when working; I am more of a
night owl than a morning person.
I think I will get to work and get busy; I doubt that I will have time to
think of my daily obligations or plan ahead.
I like to do one thing at a time; if I am waiting for a phone call I am
likely to just take a rest.
I will probably watch television, do my social networking and be on the
cell phone – three to four hours per day should cover it.
If I have a personal or professional problem more than likely it will

occupy my mind; I won’t get much done work wise because I will be
worried about the problem; I can spend hours worrying about things.

Questions About My Perception of Habits that I Might Have
Perceived
Habit = 2
When I Am a Sole Proprietor/Contractor
Points
I have never been the most organized person; I can see my future with
unorganized drawers, piles of stuff and me hunting around for things.
I can keep lots of stuff in my head so I don’t think I will need or use a
calendar to schedule my time.
I smoke and drink coffee/tea so I suspect I will take a break every
chance I get to have a cigarette and drink a cup of coffee/tea.
Since it is a home-based business, I will probably take personal calls
during my scheduled work time.
In the past when someone has wanted to meet with me I have
scheduled it, only to realize later that I am already busy at that time;
then I have had to call or email and reschedule.
Add a time waster of you own.
Add a time waster of you own.
Total Points
Final Tally
Part I Points
Part II Points
Subtract Part II from Part I for a Final Score
What your final score may mean based on your perceptions of the traits and habits you
might have when you are a sole proprietor/contractor.
Score between 30-36 You perceive you will be excellent at managing your time.
Score between 22-28 You perceive you will be like most people, needing some
time management improvement.

Score below 20 You perceive you might need to work a lot on your time
management skills; you have time wasters and do not
see yourself as organized.
9.A.1

Computer-based Time Management Future Assessment (9.A.2)
Time Management Survey Question Not
Rarely
Some
Often
Very
Computer-based at all times Often
1 Are the tasks you work on during the day the
ones with the highest priority?
2 Do you find yourself completing tasks at the
last minute, or asking for extensions?
3 Do you set aside time for planning and
scheduling?
4 Do you know how much time you are
spending on the various jobs you do?
5 How often do you find yourself dealing with
interruptions?
6 Do you use goal setting to decide what tasks
and activities you should work on?
7 Do you leave contingency time in your
schedule to deal with "the unexpected?”
8 Do you know whether the tasks you are
working on are high, medium, or low value?
9 When you are given a new assignment, do
you analyze it for importance and prioritize it
accordingly?
10 Are you stressed about deadlines and
commitments?
11 Do distractions often keep you from working
on critical tasks?
12 Do you find you have to take work home, in
order to get it done?
13 Do you prioritize your "To Do" list or Action
Program?
14 Do you regularly confirm your priorities with

your boss?
15 Before you take on a task, do you check that
the results will be worth the time put in?

Score Interpretation: Students receive 1 point for “not at all” and up to 5 points for
“very often,” scoring 1 to 5 in order. Please ask students to tally their individual scores.
Score Comment
46-75 You're managing your time very effectively! Still, check the sections on the website to
see if there's anything you can tweak to make this even better.
You're good at some things, but there's room for improvement elsewhere. Focus on
31-45 the serious issues listed on the website, and you'll most likely find that work becomes
much less stressful.
Ouch. The good news is that you've got a great opportunity to improve your
15-30 effectiveness at work, and your long term success! However, to realize this, you've got
to fundamentally improve your time management skills. Start by reviewing
suggestions in your notebook and on the website.

Time Log (9.B.1)
As you begin your business, track your past week. How did you spend your time? Mark
how much time in minutes and hours you spend doing the following:
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
Sleeping
Eating
Transcribing
Marketing
Goal Setting
Prioritizing
Organizing
Customer
Services
Banking
Budgeting
Paying Bills
Television
Social
Networking
Phone
Relaxing
Exercising
Cleaning
Visiting
Doing
Nothing
With Family
Partying
Shopping

Errands
Other
Other
Other
Other
Other
9.B.1

Time Savers (AKA Organization Strategies and Techniques)
(9.C.1)
Goal Setting, Scheduling, Planning
 Set up goals and priorities.
 Conduct purposeful action planning.
 Schedule time to do long range planning
with goals, objectives, steps and
deadlines for completion.
 Create a daily to-do list and group related
tasks together.
 Prioritize the items on a task list.
 Highlight priority items.
 Post sticky notes and signs in
your workspace to remind you of
your identified priorities.
 Establish clear expectations.
 Frequently ask, “What is the best use of
my time right now?”
 Ask, “What would happen if I did not do
this?”
 Know when to stop working on a task;
don’t overdo it.
 Get the proper tools to do the work right
the first time.
 Do one thing at a time unless you are
waiting for something else; then have a
secondary task to work on.
 Set aside some time to do nothing.
 Set aside time for uninterrupted focus
and concentration.
 Let others know your scheduling
needs and allotted times to interrupt as
applicable.
 Use time-logs and idea files to
capture work flow and innovation.
 Use yearly, monthly, weekly, and daily
calendars.
 Take deadlines seriously and plan for
them at the beginning of a project.
 Examine current use of time one to two
times per month.
 Expect things to take longer than
anticipated.
 Leave early for appointments and know
where you are going.

Meetings and Appointments
 All meetings need a clear purpose.
 Schedule meetings before lunch or
near the end of the day.
 All meetings should have set time limit.
 Listen carefully and take notes in a
spiral notebook or journal.
 If other people should attend the meeting
limit to only those needed.
 Most meetings expand to the time
allowed; reduce time scheduled and
send an agenda.
 Email / request agendas with
specified timeframes per subject
matter.
 Always start the meeting on time.
 Close the door when meeting is to start.
 Place all priority items at the beginning of
the agenda in a rank order of importance
and information items last.
 Redirect discussion back to the topic.
 Ask all to put electronic devices on silent
mode so the work can get done without
interruption.
 Do not require everyone to talk unless
necessary.
 Spend a few minutes prior to the meeting
reviewing the agenda, understanding the
issues/requests, formulating some
responses, and thinking about who will be
present.
 Review all papers, reading, or anticipated
discussion prior to the start of the
meeting.
 Only hold a meeting or attend if
necessary.
Filing
 Color code by label, pendaflex or folder.
 Clean files out regularly – both efiles and
paper.
 Back up electronic data regularly.
9.C.1

 Design and keep an organized
record system.
Phones and Emails
 Before making return or cold calls, plan
out what you want to say.
 Identify yourself by full name and state
your purpose of the call early.
 Group calls and emails; address in
morning, immediately after lunch and at
end of day.
 Use voice mail system to record /
screen calls.
 Arrange specific times to call or get
back to customers and callers; mark on
the calendar.
Environment and Work Space
 Keep work space for work; socialize
on neutral ground or non-dedicated
work zones.
 Keep desk top clear, except for current
work.
 Toss what you don’t need; a work space
is not the place for clutter or storage.
 Ensure all work items have a set place.
 Keep items off work space until you are
ready for them.
 Ensure the work space is arranged in
a way that works best for you and
work flow.
 Design a comfortable, pleasant space
with easy access to necessary tools.
 Remember, your work space is
specifically for receiving and
processing contracts.
 Eat light lunches.
 Exercise at lunch.
Correspondence and Paperwork

 Write responses on the letter or
phone message; e-responses can be
added to the note on a task list.
 Create templates and form letters
with standard paragraphs.
 Keep letters and emails short.
 Use diagrams/charts where information
is better displayed than with words.
 Keep the paperwork and forms to
a minimum; only do what is
absolutely necessary.
 Touch items once – read, respond, file
or toss.
 Use technology as needed (voice to
text, text readers, etc.).
 Set specific time to address.
correspondence; use email and the
phone when appropriate.
Decision Making / Avoiding
Procrastination
 Set realistic deadlines and then
challenge yourself to meet or beat
them.
 Understand the benefits of
doing unpleasant tasks and
functions.
 Be interested in your work, every day.
 When problems exist make or get
clear statements of the
trouble/difficulty to be solved.
 Think ahead; do not
needlessly complicate tasks
or problems.
 Avoid perfectionism.
 If you find you are avoiding an aspect
of a job, make appointment to discuss
with customer.
 Ask, “What am I avoiding?” or “Am I
avoiding anything?”
 Put reminders of a task or job in the
center of your desk on a special
color sticky note.
 Do unpleasant tasks at the same
time each day.
 Write out a plan to get unpleasant task
done.
 Identify the consequences of not doing
the task. 9.C.1

 Before ending the day or taking a break,
set up the next step.
Slow Times
 When things begin to get jammed up,
slow down and evaluate.
 Write down the problem and clarify what
is blocking progress.
 Try working on a project that give you
satisfaction or a sense of
accomplishment.
 Have a list ready of things that can be
done while waiting or during the slow
time.
Interruptions and Excessive
Talkers
 Express your limited time availability and
ask for a summary.
Resources Utilization – YOU
 Don’t reinvent the wheel; research
existing possibilities.
 Say “no” skillfully.
 Access additional training if needed.
Other Points Specific to You
•
•
•

The Daily Grind (9.C.2)
It is 7:30 a.m. and you are trying to drink one more cup of coffee/tea before you hit the
work room/office. You want to get an early start because yesterday you took off to be
with friends to relax and just catch up. Listed below are the messages from voice and
email that are screaming to be done. Put numbers 1-9 next to the tasks in the order you
would do them – 1 being first.
A school contact wants to meet with you at 10:00 a.m. You are not sure of the agenda
and wonder if they have work to contract out or just want to get to know you and see
your portfolio.
The contract you are currently working on wants you to call as soon as you get a minute.
One of the jobs you bid last month is concerned about the cost of the job and wants to
talk about a reduced rate or a discount.
There is an email from a friend who heard you were doing braille transcribing and wants
you to talk to a parent who has a child who is blind.
You have a message to call your bank; they said it was urgent.
The customer who contracts with you a lot is interested in discussing a glitch that seemed
to appear in the workflow. It seems things are hung up in the contracts office, budget and
finance and you might have a delay in payment for services completed, but they want you
to keep working on the current project and they have two more.
You really need to review your calendar and get organized for the week, and maybe even the
month so you know what your schedule looks like and what kind of time you have.

Your quarterly taxes are due tomorrow and you are behind with the bookkeeping.
You need to schedule your annual check-up with your primary care provider.
9.C.
2

Module 9 time management

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