time management & work organization skills for effective hr personnel presenter annick m....
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Time Management & Work Time Management & Work Organization Skills for Organization Skills for Effective HR PersonnelEffective HR Personnel
Presenter
Annick M. Brennen, M.A.Educational Administrator, Consultant, &
Trainer
www.oscbahamas.com242-323 8772
www.soencouragement.org
Our GoalOur Goal
Use proven tools and techniques to manage time, organize work, and achieve desired results under intense pressure.
Time is a resource that cannot be bought, sold, rented, borrowed, saved, or manufactured. Managing time is really a misnomer. In actuality, managing time means managing yourself in relation to your time.
Definition Definition
Time management is the process of planning activities to gain better control over how you spend your time. Managing your time effectively is critical to your success as an HR professional.
DefinitionDefinition
At the heart of time management is an important shift in focus:
Paradigm Shift NeededParadigm Shift Needed
Concentrate on results, not on
being busy.
The Pareto Principle or the The Pareto Principle or the ‘80:20’ Rule‘80:20’ Rule
Typically, 80% of unfocused effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort.
Time Management ToolsTime Management Tools
Concentrate on the right things: Decide work priorities.
Tackle the right tasks first: Prepare To-Do lists.
Make the best use of your time: Practice effective scheduling.
Time Management ToolsTime Management Tools
Make action plans.Stick to your plans, but
remain flexible.
Decide Work PrioritiesDecide Work Priorities Integrate your corporate
goals and objectives.Know your job
responsibilities and functions.
Clarify your job with supervisor, and concentrate on doing well in the areas he or she considers to be most important.
Decide Work PrioritiesDecide Work PrioritiesTo ensure you concentrate on the
right things, talk to your supervisor. Ask these questions:
–What is the purpose of the job?
–What are the measures of success?
–What is exceptional performance?
–What are the priorities and deadlines?
Decide Work PrioritiesDecide Work PrioritiesTo ensure you concentrate on the right things,
talk to your supervisor. Ask these questions:
–How does this relate to other people?
–What will happen if the tasks are not completed on time?
–What costs are acceptable?
Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do Lists
Determine the most important items—Which tasks should be done first, which can wait until tomorrow or next week.
If you are new to a job, ask for help.
It is part of your responsibility as an HR professional to be able to set priorities.
Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do ListsTool that helps you plan and remember
to do all essential tasks, in the right order.
Important to have if:• You carry out a number of different
tasks or different sorts of task.• You have made a number of
commitments.• If you are often caught out because
you have forgotten to do something.
Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do ListsHow to prepare a To-Do List: Write down all the tasks that face you. Break large tasks down into their
component elements. Run through each task, allocating
priorities from A (very important) to F (unimportant).
Review the priorities, if too many tasks have a high priority, demote the less important ones.
Rewrite the list in priority order.
Tackle the Right Tasks First: Tackle the Right Tasks First: To-Do ListsTo-Do ListsHow to Use To-Do Lists:In an operational role or if tasks are
dependent on other people, keep one list and chip away at it.
If you carry unimportant jobs from one To-Do List to the next, worry about it only if you are running against a deadline for them. If you do, raise their priority.
If you work mostly alone, keep your list short and aim to complete it every day.
Practice Effective SchedulingPractice Effective Scheduling
Priorities and goals define what you aspire to do with your time. Scheduling is where these aspirations meet the hard reality of the time you have available.
Practice Effective SchedulingPractice Effective Scheduling
Scheduling is the process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified.
Practice Effective SchedulingPractice Effective SchedulingBy using a schedule properly, you can:
Understand what you can realistically achieve with your time.
Plan to make the best use of the time available.
Leave enough time for things you absolutely must do.
Practice Effective SchedulingPractice Effective SchedulingBy using a schedule properly, you can:
Preserve contingency time to handle the “unexpected.”
Minimize stress by avoiding over-commitment to yourself and others.
Practice Effective SchedulingPractice Effective Scheduling• Quantify the time you have available.• Block in the essential tasks you must
carry out to succeed in your job.• Schedule in high priority urgent tasks and
vital “house-keeping” activities.• Block in appropriate contingency time to
handle unpredictable interruptions.• In the time that remains, schedule the
activities that address your priorities.
Make Action PlansMake Action PlansHow to use an Action Plan
+ It is a list of tasks that you have to carry out to achieve an objective. It differs from a To-Do List in that it focuses on the achievement of a single goal.+ It allows you to focus on the stages of that achievement, and monitor your progress towards it.+ To draw an Action Plan, simply list the tasks that you need to carry out to achieve your goal.
Time Management SystemsTime Management Systems
Manual systems– Tickler file– Calendars
Electronic systems– Use PIM software
such as Corel Central or Microsoft Outlook.
Corel CentralCorel Central
Time Management TechniquesTime Management Techniques
Use slack time.Handle paperwork once.Simplify repetitive tasks.Manage information and
details.
Use Slack TimeUse Slack Time
Use slack time to accomplish those tasks that you have been unable to do during your peak workload periods:
+ Clean out your desk.+ Rearrange and purge your files.+ Organize supplies and materials.+ Experiment with new technology to
make yourself more productive.
Handle Paperwork OnceHandle Paperwork Once
Rule:Read it.Route it.File it.Or answer it.
Simplify Repetitive tasksSimplify Repetitive tasksReplace your manual forms with
electronic ones. Use Corel or MS templates.
Make a list of frequently used addresses and telephone numbers using Central or Outlook.
Use mail merge, keyboard merge, and boilerplates.
Use databases such as Access to track and retrieve information easily.
Boilerplate DocumentBoilerplate Document
Boilerplate DocumentBoilerplate Document
Manage DetailsManage Details
Devise ways of recording details immediately.
Establish methods and systems of storing them so you can access them easily.
Use these systems consistently.
Manage DetailsManage Details
Create forms for recording different types of information.
Utilize task files of related information.Store information according to accounts,
people, events, projects, etc.
Manage DetailsManage Details
Devise a system of initials, check marks, or other codes that indicate the status of information that comes across your desk. The next time you see the information, you will know where it has been and where it is supposed to be going.
Time Management TechniquesTime Management Techniques
Perform work correctly the first time.
Develop a procedures book.
Organize your workstation, supplies, and other materials.
Use good communication techniques.
Communication TechniquesCommunication Techniques
Transmit ideas in simple, clear terms.Define terms if necessary.Listen carefully.Repeat what you think you have heard and ask
for clarification if necessary.
SummarySummary To manage time and work
effectively you must:Shift your focus from being busy to
being result-oriented.Spend your time and effort on
high- payoff tasks.Agree on work priorities with your
supervisor.Schedule work smartly.
SummarySummaryTo manage time and work
effectively you must: Use a To-Do List and electronic time
management systems.Make Action Plans.Manage details.Simplify repetitive tasks.Handle paperwork once.Use slack time wisely.
The End
Time Management & Work Time Management & Work Organization Skills for Organization Skills for Effective HR PersonnelEffective HR Personnel
Presenter
Annick M. Brennen, M.A.Educational Administrator, Consultant, & Trainer
www.oscbahamas.com242-323 8772
www.soencouragement.org