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Technology and time management

Unit objectives Use the computer and telephone

technologies to save time instead of wasting time

Maintain a reasonable workload by saying “no” when appropriate

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Technology and time management

Topic A: Technology saves time Topic B: Say “No”

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Technology saves time

Acquire only the technology you need Learn only what applies to you Create a time with no interruptions

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Activity

A-1: Using technology to save time

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Computers can waste time

Computers lead to wastage of time Computers create information overflow Organizing electronic files saves time

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Organizing electronic files

1. Create a file system for document files

2. Create a file system for stored e-mail and fax messages

3. Organize the system

4. Transfer documents into appropriate electronic folders

5. Create a computer desktop to access files and applications easily

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Organizing e-mail

After reading mail, act on it immediately

Delete messages not required

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Organizing faxes

Send and receive faxes through computer

Delete unwanted fax documents Organize fax documents in their

respective folders

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Activity

A-2: Organizing your computer

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What do you do when…

It takes time for your mailbox to open. You don’t understand a particular

feature in the software. A Web site takes a long time to load. Your computer stops responding. The printer doesn’t respond when you

try to print. You are searching for a file.

Are you wasting time?

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Handling e-mail

Always read the subject line Send request to stop junk mail Schedule time to check e-mail Turn off notification devices Be selective when disclosing your

business e-mail address Use just one mailbox

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Activity

A-3: Handling e-mail

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Use Internet time wisely

Create bookmarks– Keep a record of interesting and useful

Web sites.

Familiarize yourself with different search engines

Do not become overly curious

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Activity

A-4: Using your Internet time wisely

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Telephone wastes time

Don’t answer every call immediately Enable voice mail to answer your calls

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Minimize call time

Plan your calls in writing Focus on the subject of the call Stand up while talking Place a time limit on each call Develop verbal messages to end a call Use voice mail when appropriate

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Activity

A-5: Being productive with telephone time

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Technology and time management

Topic A: Technology saves time Topic B: Say “No”

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Reasons for doing too much

Need to achieve Insecurity Failure to delegate Unrealistic time estimates Lack of organization

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Avoid doing too much

Prioritize Delegate Concentrate on priorities Be flexible

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Activity

B-1: Saying “no”

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Making your workload reasonable

Realize you don’t work best under pressure

Resist taking over jobs because others are not doing them

Do not assume that everything has to be done

Overestimate time for projects

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Activity

B-2: Creating reasonable workloads

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Why we don’t say “No”

Looking for gratitude Guilt Fear of expendability Belief of indispensability

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PAUSE

Pay attention

Analyze the situation

Utilize your decision-making skills

Supply reasons

Examine alternatives

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Activity

B-3: Identifying the steps to say “no”

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Technology and time management

Unit summary Explored ways to use the computer

and telephone to save time Maintained a reasonable workload by

saying “no”