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The Clock Is Ticking!Welcome!Click on the arrow to start the training.

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Welcome

Click the clock to see video.

Home Page

Click on the tab on the day planner where you would like to begin. At any time you can return to this page by pressing the button.

Time Mgt. MatrixTo DoGoals/TasksWhy Time Management

Why time management

Get More Done Of course, being productive is one of the main goals of time management. When you are aware of what you need to do, you are able to better manage your workload. You will be able to get more (of the right tasks) done in less time.Click on the clock to reveal why it is good to manage your time.Achieve Set Goals when you can set smart goals you can improve your overall productivity.Less Stress good time management creates a more peaceful environment.

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Negatives of bad time management

Missing Important Deadlines and Making Mistakes when you do not prioritize your day you will start to find yourself making unnecessary and mindless mistakes. It is also easier to forget when items are due.Click on the clock to reveal the negative impact of poor time management.Higher Stress Levels lack of control and focus causes the human body to react negatively. Examples: Frustration & Fatigue

No Room for Development its difficult to plan for new projects or task with poor time management, and no room for advancement if regular tasks arent being completed on time.

Conduct your own time audit

Click to next slide to conduct your time audit.

This time audit consists of 10 questions that represents how you manage your tasks within the work day. Answers are on a scale of 1-5, 1 being Never to 5 being Always.

On a separate piece of paper number 1-10 and write down your score of 1-5 on each number. Add up the total and divide by 3.

Score yourself honestly, no one will know your score except you!

Conduct your own time audit1.) I am completely satisfied with the way I use your time. 2.) I always accomplish the most important things.

3.) I feel I spend too much time on trivial or less important things. 4.) I use a formal system to organize my tasks.

5.) I feel like I waste too much of other people's time.

6.) I could you get more done in less time if there were less interruptions.

7.) I set my priorities according to their importance, not their urgency.

8.) I am conscious of my true reasons for procrastination.

9.) I give my undivided attention to one task at a time.

10.) I control the telephone/email it does not control me.

2 3 4 5

1 2 3 4 5

2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 2 3 4 5

1 - Never 2 - Seldom 3- Sometimes 4 - Mostly 5 - AlwaysClick to next slide to see get your score.

Conduct your own time audit

1 - Never 2 - Seldom 3- Sometimes 4 - Mostly 5 - AlwaysScore10 - 25Score 26 - 40Score41 - 50Click on the box to reveal what your score means.

s.m.a.r.t Goals

Click on Clock to describe a S.M.A.R.T Goal.

Goals vs. task

A goal is something you can measure. A task is what you do to complete your goal over a set period of time.

Click to the next page to see if you can identify the goals and the tasks. Use a separate piece of paper then click on the clock button to see if youre right!

Identify the Goals vs. task

A task assigned or done as part of one's dutiesProductivity goals can be defined as the amount of productive work accomplished within a specific time-frame.1. Complete orders in full and before starting the next project. 2. Increase processing time by 5% by the next quarter. . Record keeping is a task required keep yourself and others information of work completed. 4. Complete 5 training modules before end of year performance evaluations. 5. Keep number of emails answered within a specific time-frame. 3. Running progress reportsEfficiency goal can be defined as the speed, accuracy and consistent quality with which an employee works.Educational/Professional goals can make employees more valuable to their employer

Quick tips for organizing tasks

Re-evaluate your schedule.Focus on one thing at a time.Multi-tasking is a myth! You will get more done if you complete one task at a time.Dont wait till you have time. You must make time.Until you have the right frame of mind your time management efforts could easily get off track.Setting goals help you to stay focused on the tasks at hand.Change your attitude.Have your goals in-front of you.

Click clock to see tips.

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To do

Objective 1: To set daily goals and understanding what needs to get done within a scheduled time frame.Objective2: Making sure that you dont commit work overload and let tasks slip through the cracks.Objective 3: Help to minimize mistakes and maximize production.

Click on clock to see To Do objectives.

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Important vs. urgentWhat is important is seldom urgent and what is urgent is seldom important. - Dwight D. EisenhowerUrgent: tasks that requires your immediate attention. These are the tasks on your to-do list that need to be done Now! Often urgent tasks put us in a reactive mode, where one can feel defensive, negative, hurried, and have a narrowly-focused mindset.Important: tasks are things that contribute to our long-term mission, values, and goals. Sometimes important tasks can become urgent, but typically do not. Focusing on important activities create a responsive mode, which helps us remain calm, rational, and open to new opportunities.

Time WastersDouble Click on the pictures to see how these tasks can become time wasters.

Not all meetings are time waster. Some are needed for organization development. But too many or unorganized meetings can be unproductive Everyone likes to think theyre great at multi-tasking.. But theres a limit to how many things you can do at once without taking away from the quality of your work and, ultimately, slowing down the process.

Everyone needs a break but when it becomes a form of procrastination we can loose valuable time.Whether your primary workspace is the top of your desk, or your desk top computer. If its messy, youll end up wasting time looking for things. Today, you can be constantly connected to friends and family without anyone really noticing. If youre checking social media religiously and responding to personal emails the same way you do professional ones, youre probably wasting a lot of time.

Weve all become addicted to email as a form of communication. While convenient a lot of time is wasted on emails that would be easily resolved as a verbal conversation.

Creating a To-Do List

On separate piece of paper put in order.4. b. Cross off items and celebrate their completion e. Prioritize by importance and urgency.c. Write down all the tasks that need to be completed. d. Pick the best time to work uninterrupted.2. 1. a. Delegate tasks if needed and schedule a time to check progress. 3. 5.

Click clock to get correct order.How Did You Do?

Time Management MatrixURGENTNOT URGENTIMPORTANTI

(MANAGE)Crisis/emergenciesCritical meetingsDead-line driven projectsLast minute preparations for scheduled activities.II

(FOCUS)Preparation/planningPreventionRelationship buildingDaily routine activitiesNOT IMPORTANTIII

(AVOID)Interruptions, some callsSome email/ reportsSome meetingsMany pressing mattersMany popular activitiesIV

(AVOID)BusyworkTime wastersJunk email/ some phone messagesEscape activities

The purpose of the Time Management Matrix is to help prioritize tasks in the order that they should be completed.Think of your own daily tasks. Where do they fit?

Important: quadrant I: (Manage)URGENTIMPORTANTI

(MANAGE)Crisis/emergenciesCritical meetingsDead-line driven projectsLast minute preparations for scheduled activities.

Sometimes we have tasks that need to be dealt with quickly and immediately.

Example: A project for a client that was schedule down the week got re-scheduled for this afternoon!Click clock for example of quadrant

Important: quadrant II: (focus)NOT URGENTIMPORTANTII

(FOCUS)Preparation/planningPreventionRelationship buildingDaily routine activities

Then there are tasks that are important, but not urgent. These are the daily tasks that are important but do not require your immediate attention, and need to be planned for.

This quadrant is the focus for long term achievement of you work goals.

Click clock for example of quadrant

not Important: quadrant III: (Avoid)NOT IMPORTANTIII

(AVOID)Interruptions, some callsSome email/ reportsSome meetingsMany pressing mattersMany popular activities

During our daily routine we have urgent, but unimportant tasks. These tasks should be minimized or eliminated.

These are the tasks that take time away from more important matters of your day.

Example: Another employee needs help with a project. While it maybe important or urgent to them you must place the task where you can accomplish your tasks.

Click clock for example of quadrant

not Important: quadrant Iv: (Avoid)NOT IMPORTANTIV

(AVOID)BusyworkTime wastersJunk email/ some phone messagesEscape activitiesViewing mindless information

Last there are the tasks that are unimportant and also not urgent.

These are the tasks that dont have to be done anytime soon, and perhaps add little to no value and should be minimized or eliminated. Often these tasks are time wasters.

Example: stopping your task every time an email arrives.

Click clock for example of quadrant

Test Your Task: Time KnowledgeURGENTNOT URGENTIMPORTANTI

(MANAGE)II

(FOCUS)

NOT IMPORTANTIII

(AVOID)IV

(AVOID)

Click on the clock to see instructions.On a separate piece of paper draw this matrix.There are 8 tasks list a-e. Place them into the quadrant based on their importance vs urgency.See how many you got right.

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Test Your Task: Time KnowledgeURGENTNOT URGENTIMPORTANTI

(MANAGE)II

(FOCUS)

NOT IMPORTANTIII

(AVOID)IV

(AVOID)

B. Redoing the department handbook. C. Completing a file by scheduled timeD. Correcting a missed application.E. Viewing personal emails/ social media.F. Assisting another employee with a project.G. Last minute change to file.A. Scheduling a client meeting.H. Putting together files.

After you have completed matrix click on clock to reveal answers

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Congratulations!

Thank you,

Audra C. FaehrHuman Resources Development Manageraudra.faehr@HRD.com

Score10 - 25

Your time management might be failing because you need to re-evaluated how you are doing things.

But dont fret your on the right track. Understanding your position, its job description and how to focus your work will be key to developing good time management skills.

Be open to giving lots of methods a try until you find the one that fits you. Be flexible and dont overwhelm yourself.

Click return button to return to the time audit.

Score 26 - 40

Youre doing good but there are some areas that need a little more.

Identify exactly where your time management skills are lacking

What is not getting complete?- Getting tasks done?- Maintaining their calendar?Not wasting time?

Be open to trying a new methods or review some new information. These subtle changes could really make the difference in your productivity and development.

Click return button to return to the time audit.

Score41 - 50

WOW! Your time management skills are amazing.

While going through this course think about your own methods of good time management to help assist others.

Also, remember that we only get better as we grow. Dont be afraid to try something new or even add on to other methods to increase your own efficiency. Click return button to return to the time audit.