时间管理Time+Management.ppt

TimeManagement GiveyoumoreCONTROLofyourworkImproveyourCUSTOMERSERVICEMakeyourJOBEASIERHelpyouSAVETIMEEnableyoutoACHIEVECAREERGOALS Day1 WorkHabits Systems ObjectivesTeamandIndividualCourseWorkHabitsBarrierstoefficiencySortandscreenmailandemailBenefitsWorkSystemsHandledailyemailflowHowtoorganizepaperandelectronicsystemsImplementnewworkprocesses Day2 WorkPlanning Feedback reviewday1AnalyzepersonalworkloadPlanandcontrolprojectTimemanagementprojectPersonalworkplanTrackyourworkloadLinkpersonalplanwithOutlook Day3 ProfessionalVision Goal Feedbackandreviewday2IntroduceprofessionalvisionGuidelinesforidentifyingandwritingachievementgoalWin winrelationshipofemployeeandorganizationDocumentaprofessionalvision DocumentaProfessionalVision IdentifycriteriaforachievementgoalLatercollectdatafrommanagerCompletethequestionnaireSummaryandAchievementGoal Day4 AchievementStrategy Plan FeedbackandreviewownachievementgoalDevelopstrategyandactionplanBecomefamiliarwithToolKitCompletedAchievementPlanConductmanager smeetingObtainfeedbackonAchievementPlan Day5 Feedback Review SurveyanalysisfeedbackAchievementPlanreviewManager smeetingreviewTeamfurtherrefinestheirplansTeamcommitstotheirplans YourGoals WholeprogramProductivityGoalAchievement WHY Rapidlychangingtechnologychangedthetraditionalworkenvironment WeneedtoCHANGEourworkhabitsandstylestokeeppacewiththefuture TODAY OBJECTIVES Evaluateyourpersonalworkhabits comparewith DoItNow Decidenow approach Clarifyinformationimportanttoyourrole Organizeyourworkspaceusingorganizingprinciples Reducestressbygainingcontrol Plantoachieveyourindividualgoals WhatwouldYOUdoifyouhadanextra30minutesaday 30Minutes day 3WeeksperYear 15minutes day 11 2WeeksperYear 60Minutes day 6WeeksperYear EFFECTIVENESSGetmoreoftherightthingsdoneinlesstime Thekeyquestioninpersonalefficiencyis HOWDOYOUWORK ExamineYourWorkHabits Habit1 ScreenInformation Itisasimportanttoknowwhatinformationyoudon tneedasitistoknowwhatinformationyoudoneed Don tallowlow valueinformationandtaskstoenteryoursystem DOITNOW TypesofScreening FrontEnd Screenanddiscardimmediately GOOD Support Supportteamscreeninformation BETTER Source Removalfromnon essentiallists BEST Youdislikedoingthem They retoobig They renotyourpriority It sunclearwhat swanted You renotsurehowtobegin Doyouputofftasksbecause HABIT2 DOITNOW DOITNOW SAVESTIMEINFIVEWAYS 1 Handlethingsonceandreducepapershuffling Whenyoufirstreadit either DoItDesignateItDelegateItDumpIt AlwaysADDVALUEtoanythingyoutouch 2 Handlelittlethingsandreducedistractions Knowledgeworkrequiresconcentration focus Winner 3 Handlethingswhilesmallandreducecrises Procrastinationriskslettingsmallproblemsbecomelarge costlyproblems 4 Reduceinterruptionscausedbyyourneedtogivestatusreports Spendlesstimeexplainingtootherswhenworkthataffectsthemwillbedone TipsforReducingInterruptions INTERRUPTIONS DOITNOW COMMUNICATEIT RIGHT BATCH COMMUNICATIONSANDTASKS DOITRIGHT BUILDACULTUREOFRESPECT Determineandmeetdeadlines Placedatesandtimesonallrequestsandemails Cleanupbacklogssoyou renotdealingwiththeirconsequences Usecommunicationmethodswhichdonotinterruptcurrentworke g emailorvoicemail Requestotherstoleavedetailedmessages Use Hot filesforurgentissues Setupone on onemeetingsorphonecallstotakecareof batched communications Batchthingstodiscusswithstaff Speakto file Meetrequirementscompletelytoreduce re do requests Staterequirementsclearlytoreduceclarificationrequests Knowledge workersneedtoconcentrate Supportandcreateaculturewithfewerinterruptions Negotiateuninterruptedtimeperweek Givefullinformationwhenleavingmessagestoreduce telephonetag 5 Stopprocrastinatingandreducestressandanxiety Workweputoffseemsmoredifficultthanitis DoItNowandrelievestress ToolsforOvercomingProcrastination DOITNOWDothe WORSTFIRST Use SALAMITECHNIQUE StressIncreases BacklogIncreases ConcentrationDecreases ProductionDecreases PROCRASTINATIONCAUSES ApplyDOITNOWandyouwill ReduceStress ImproveConcentration IncreaseProduction DecreaseBacklog Habit3 BatchWorkBALANCE DOITNOW BATCHING ReduceInterruptions BATCH Groupsimilartasks calls email etc BatchitemstodiscusswithteamHoldregularone on onemeetings BreakTime Refreshyourself There smore HowtoImplement CLEANOUTCLUTTERandIMPROVEFOCUS Doyouworkinaclutteredenvironment SYSTEMCOMPONENTS Out Pending Reading ArchiveFiles WorkingFiles ReferenceFiles In ComponentsInAWellOrganizedSystem FourTraySystem Days Incoming Pending Outgoing Reading etc ShortTerm Temporary WithinReachWorkingFiles Weeks FingertipInfo RoutineWork Projects etc ReferenceFiles Months ResearchInfo CompletedProjects etc ArchiveFiles Years StoredinArchivefacility Rarelyused TRAY FOLDERSYSTEM Newcommunications nevertouched Waitingforresponsefromothers Batch fordistribution Currentunreadinfo Pending Out In Reading WORKSYSTEMSOBJECTIVESPAPERANDELECTRONICFILES TO DOITNOW YOU VEGOTTOGETORGANIZED NOW TheCriticalIssueis Finding notFiling EliminatebacklogsDiscardunnecessaryitemsCreateorganizedspaceInstallaself sustainingsystem ResponsibilityMap 1 Listallcategoriesofjobresponsibilities Trainer Management SupplierRelations Production ClientRelations Budget Relations CustomerRelations NewProjects 2 Listallsub categoriesofeachresponsibility ManagementDevelopmentReportsMeetings UnionsAwardsFacilities MajorSuppliers MajorCustomersSatisfactionSurveys BoardMembershipsContributions LineOutputSpecialOrdersProcessImprovement CurrentYearNextYear xxxApplicationUpgrade WorkingFiles Separateactiveandinactivefiles Workingfiles usedmostoften havepredictableretrieval SETUP MAINTAINYOURWORKINGFILES predictableretrieval SelectyourworkingfiledrawerspaceRemoveallnon workingfiles Haveafolderforeachproject activity Putworkingfilesaway NOW Thinkretrieval filename Writeorprintclearly FileitNOW nofilingpiles 80 ofyourWork 20 ofyourFiles ReferenceFiles Areyouahoarder Wrong WillIeverneedthisagain Right IfIneedthis wherecanIeasilygetit SETUPandMAINTAINyourREFERENCEFILES Maycontain Researchforfutureprojects Pastprojectswhichstillhavevalue Resourceinformation Administrativedata Budgetinformation 20 ofyourWork 80 ofyourFiles nopredictableretrieval REFERENCEFILESTRUCTURE SeparatefromWorkingfiles Cullexistingpaper lostvalue Throwawayuselesspaper Organizecategorieswithindrawers Alphabetizefileswithincategories Writeorprintclearly Thinkretrievalwhenlabelingfiles ARCHIVEFILES Filesyouneverexpecttoneed Mustbekeptforstatutoryreasons Storeinanarchivestoragefacility Cull organize labelforeasyretrieval Donotmixwithworkingorreferencefiles FILINGTIPS USEFILEFOLDERS Nomiscellaneousfiles USEHANGINGFILES Facilitatesfiling Selectcorrecttypeforjob ALIGNCATEGORIES SUBCATEGORIES Easyforeyetoscan Labelclearly 48 ElectronicFiles FilesystemonthePCEmail FAXfilingTransferringdocumentsEasyaccesstofilesAllyourfiles