时间管理Time+Management

1、Time ManagementTime ManagementlGive you more CONTROL of your worklImprove your CUSTOMER SERVICElMake your JOB EASIERlHelp you SAVE TIMElEnable you to ACHIEVE CAREER GOALSDay 1: Work Habits & SystemslObjectiveslTeam and IndividuallCourselWork HabitslBarriers to efficiencylSort and screen mail and

2、 emaillBenefits lWork SystemslHandle daily email flowlHow to organize paper and electronic systemslImplement new work processes Day 2: Work PlanninglFeedback & review day 1lAnalyze personal workload lPlan and control projectlTime management projectlPersonal work planlTrack your workloadlLink per

3、sonal plan with OutlookDay 3: Professional Vision & GoallFeedback and review day 2lIntroduce professional visionlGuidelines for identifying and writing achievement goallWin-win relationship of employee and organizationlDocument a professional visionDocument a Professional VisionlIdentify criteri

4、a for achievement goallLater collect data from managerlComplete the questionnairelSummary and Achievement GoalDay 4: Achievement Strategy & PlanlFeedback and review own achievement goallDevelop strategy and action planlBecome familiar with Tool KitlCompleted Achievement PlanlConduct managers mee

5、tinglObtain feedback on Achievement PlanDay 5: Feedback & ReviewlSurvey analysis feedbacklAchievement Plan reviewlManagers meeting reviewlTeam further refines their planslTeam commits to their plansYour Goals?lWhole programlProductivitylGoal AchievementWHY?Rapidly changing technology changed the

6、 traditional work environment. We need to CHANGE our work habits and styles to keep pace with the futureTODAY!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 principle

7、s. 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 Year15 minutes/day = 1 1/2 Weeks per Year60 Minutes/day = 6 Weeks per YearEFFECTIVENESSGet more of theright things done in less time.The key q

8、uestionin personal efficiency is-HOW DO YOU WORK?Examine Your Work HabitsHabit 1: Screen InformationIt is as important to know what information you dont need as it is to know what information you do need.Dont allow low-value information and tasks to enter your system. DO IT NOW!Types of ScreeninglYo

9、u dislike doing them? lTheyre too big?lTheyre not your priority?lIts unclear whats wanted?lYoure not sure how to begin?Do you put off tasks because: DO IT NOW!“DO IT NOW” SAVES TIME IN FIVE WAYS:1. Handle things once and reduce paper shuffling Faster Response TimeWhen you first read it, either . Do

10、It Designate It Delegate It Dump It Always ADD VALUE to anything you touch. Knowledge work requires concentration & focusProcrastination risks letting small problems become large, costly problems.4. Reduce interruptionscaused by your need to give status reportsDO IT NOW!Spend less time explainin

11、g to others when work that affects them will be done.Tips for Reducing InterruptionsINTERRUPTIONSDO IT NOW COMMUNICATEIT “RIGHT”“BATCH”COMMUNICATIONSAND TASKSDO IT RIGHTBUILD ACULTURE OF RESPECTDetermine and meet deadlinesPlace dates and times on all requests and emailsClean up backlogs soyoure not

12、dealing withtheir consequencesUse communicationmethods which do not interrupt current worke.g. email or voice mailRequest others to leave detailed messagesUse “Hot” files forurgent issuesSet up one-on-one meetingsor phone calls to take care of“batched” communicationsBatch things to discusswith staff

13、 (Speak to” file)Meet requirements completelyto reduce “re-do” requestsState requirements clearly toreduce clarification requests“Knowledge-workers need to concentrateSupport and createa culture with fewerinterruptionsNegotiate uninterrupted time per weekGive full informationwhen leaving messages to

14、 reduce “telephone tag”5. Stop procrastinating and reduce stress and anxietyDO IT NOW! Work we put off seems more difficult than it is. Do It Now and relieve stress.Tools for Overcoming Procrastinationl DO IT NOWl Do the “WORST FIRST” l Use “SALAMI TECHNIQUE” StressIncreasesBacklog IncreasesConcentr

15、ationDecreasesProductionDecreasesPROCRASTINATIONCAUSES. ApplyDO IT NOWand you will.Reduce Stress ImproveConcentrationIncreaseProductionDecreaseBacklogHabit 3: Batch Work BALANCEDO IT NOWBATCHINGReduce InterruptionsBATCHlGroup similar tasks (calls, email, etc.) lBatch items to discuss with teamlHold

16、regular one-on-one meetingsBreak TimeRefresh yourself. Theres more!How to ImplementCLEAN OUT CLUTTER and IMPROVE FOCUSDo you work in a cluttered environment?SYSTEMCOMPONENTS Out Pending ReadingArchive FilesWorking FilesReference Files In Components In A Well Organized SystemlFour Tray System (Days)l

17、Incoming, Pending, Outgoing, Reading, etc. lShort Term / Temporary / Within ReachlWorking Files (Weeks)lFingertip Info, Routine Work, Projects, etc. lReference Files (Months)lResearch Info, Completed Projects, etc.lArchive Files (Years)lStored in Archive facility / Rarely usedTRAY/FOLDER SYSTEMNew c

18、ommunications - never touchedWaiting for responsefrom others“Batch” for distribution Current unread infoPendingOutInReadingWORK SYSTEMS OBJECTIVESPAPER AND ELECTRONIC FILESTO “DO IT NOW”YOUVE GOT TO GET ORGANIZEDNOW! The Critical Issue is “Finding” not Filing. Eliminate backlogs Discard unnecessary

19、items Create organized space Install a self-sustaining systemResponsibility Map(1) List all categories of job responsibilitiesTrainer ManagementSupplier RelationsProductionClient RelationsBudgetRelationsCustomerRelationsNew Projects(2) List all sub-categories of each responsibilityManagement Develop

20、ment ReportsMeetingsUnionsAwardsFacilitiesMajor SuppliersMajor CustomersSatisfaction SurveysBoard MembershipsContributionsLine OutputSpecial OrdersProcess ImprovementCurrent YearNext YearxxxApplication UpgradeWorking Files Separate active and inactive files Working files = used most often & have

21、 predictable retrieval BUDGETEMP. RELATIONS.PROJECTS.MANAGERBUDGET -NEW PROJECTS.CUST. RELATIONSDATA. & 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 retrieva

22、l file name Write or print clearly File it NOW no filing piles 80% of your Work & 20% of your FilesReference FilesAre you a hoarder? Wrong: Will I ever need this again? Right: If I need this, where can I easily get it? and your REFERENCE FILES:May contain: Research for future projects Past proje

23、cts which still have value Resource information Administrative data Budget information20% 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 A

24、lphabetize files within categories Write or print clearly Think retrieval when labeling filesARCHIVE 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 filesFILING TIPS No miscellaneous files Facilitates filing Select correct type for job Easy for eye to scan Label clearly48Electronic FileslFile system on the PClEmail & FAX filinglTransferring documentslEasy access to filesAll your files org