Time

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
Work Habits
Barriers to efficiency
Sort and screen mail and email
Benefits
Work Systems
Handle daily email flow
How to organize paper and electronic 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?
30 Minutes/day = 3 Weeks per Year
15 minutes/day = 1 1/2 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)
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 you put off tasks because:
HABIT 2: DO IT NOW!
“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.
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.
Tips for Reducing Interruptions
INTERRUPTIONS
DO IT NOW
COMMUNICATE
IT “RIGHT”
“BATCH”
COMMUNICATIONS
AND TASKS
DO IT RIGHT
BUILD A
CULTURE
OF RESPECT
Determine and meet deadlines
Place dates and times on
all requests and emails
Clean up backlogs so
you’re not dealing with
their consequences
Use communication
methods which do not
interrupt current work
e.g. email or voice mail
Request others to
leave detailed
messages
Use “Hot” files for
urgent issues
Set up one-on-one meetings
or phone calls to take care of
“batched” communications
Batch things to discuss
with staff (Speak to” file)
Meet requirements completely
to reduce “re-do” requests
State requirements clearly to
reduce clarification requests
“Knowledge-workers
need to concentrate
Support and create
a culture with fewer
interruptions
Negotiate
uninterrupted
time per week
Give full information
when leaving
messages to reduce
“telephone tag”
5. Stop procrastinating and reduce stress and anxiety
Work we put off seems
more difficult than it is.

Do It Now and relieve
stress.
Tools for Overcoming Procrastination
DO IT NOW

Do the “WORST FIRST”

Use “SALAMI TECHNIQUE”

Stress
Increases
Backlog
Increases

Concentration
Decreases
Production
Decreases
PROCRASTINATION
CAUSES...
Apply
DO IT NOW
and you will...
Reduce
Stress
Improve
Concentration
Increase
Production
Decrease
Backlog
Habit 3: Batch Work BALANCE
DO IT NOW
BATCHING
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
CLEAN OUT CLUTTER and IMPROVE FOCUS
Do you work in a cluttered environment?
SYSTEM
COMPONENTS
Out
Pending
Reading
Archive Files
Working
Files
Reference Files
In
Components In A Well Organized System
Four Tray System (Days)
Incoming, Pending, Outgoing, Reading, etc.
Short Term / Temporary / Within Reach
Working Files (Weeks)
Fingertip Info, Routine Work, Projects, etc.
Reference Files (Months)
Research Info, Completed Projects, etc.
Archive Files (Years)
Stored in Archive facility / Rarely used
TRAY/FOLDER SYSTEM

New communications - never touched
Waiting for response
from others
“Batch” for distribution
Current unread info
Pending
Out
In
Reading
WORK SYSTEMS OBJECTIVES
PAPER AND ELECTRONIC FILES
TO “DO IT NOW”……
YOU’VE GOT TO GET ORGANIZED…NOW!
The Critical Issue is “Finding” —
not Filing.
Eliminate backlogs
Discard unnecessary items
Create organized space
Install a self-sustaining system
Responsibility Map
(1) List all categories of job responsibilities
Trainer
Management
Supplier Relations
Production
Client Relations
Budget
Relations
Customer
Relations
New Projects
(2) List all sub-categories of each responsibility
Management Development
Reports
Meetings
Unions
Awards
Facilities
Major Suppliers
Major Customers
Satisfaction Surveys
Board Memberships
Contributions
Line Output
Special Orders
Process Improvement
Current Year
Next Year
xxx
Application Upgrade
Working Files

• Separate active
and inactive files
• Working files =
used most often &
have predictable
retrieval
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:
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
(no predictable retrieval)
REFERENCE FILE STRUCTURE:
Separate from Working files
• 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
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?
Naming Electronic Files
Difficult to Retrieve

Cpnst.PR
Bfts.LT
Inctv.PR
Slry.LT
Easy to Retrieve

directory Compensation
sub-dir. Benefits
sub-dir. Incentives
files Sales
Teams
sub-dir. Salaries
files MaryNash
WmJames
Create Subfolders

Match your paper files

Use descriptive names--
same as your paper file names
COMPUTER FILES
Drive C: (& on Trainers drive)
1Working
Administrative
Applications
Reports
2Reference
Administrative
Applications
Reports
3Archive

Transfer Documents
Purge unnecessary files
Rename files as necessary
Move files to 1Working or
2Reference
Repeat for ALL applications
LET’S GET GOING
Map out file structure
Pick up each paper and process it now
Repeat organizing process in computer
Develop an action plan with coach
Clean up clutter and backlogs
Get needed trays and Working Files set up
DO IT NOW!