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1、Time ManagementlGive you more CONTROL of your worklImprove your CUSTOMER SERVICElMake your JOB EASIERlHelp you SAVE TIMElEnable you to ACHIEVE CAREER GOALSDay 1: Work Habits comparewith “Do It Now - Decide now” approach. Clarify information important to your role. Organize your work space using orga
2、nizingprinciples. 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 the right things done in les
3、s time.The key question in 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!Type
4、s of Screening Front End Front End Screen and discard immediately Screen and discard immediately (GOOD)(GOOD) Support Support Support team screen information Support team screen information (BETTER)(BETTER) Source Source Removal from non-essential lists Removal from non-essential lists (BEST)(BEST)l
5、You 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:HABIT 2:HABIT 2: DO IT NOW!“DO IT NOW” SAVES TIMEIN FIVE WAYS:1. Handle things once and reduce paper shufflingFaster Response TimeWhen you first read
6、it, either . Do It Designate It Delegate It Dump It Always ADD VALUE to anything you touch.2. Handle little things 2. Handle little things and reduce distractions and reduce distractionsKnowledge work requires concentration & focus3. Handle things while 3. Handle things while small and reduce crises
7、 small and reduce crisesProcrastination risks letting small problemsbecome large, costly problems.4. Reduce interruptions caused by your need to give status reportsDO IT NOW!Spend less time explaining to others when work that affects them will be done.Tips for Reducing InterruptionsINTERRUPTIONSDO I
8、T NOWCOMMUNICATE IT “RIGHT”“BATCH” COMMUNICATIONS AND TASKSDO IT RIGHTBUILD A CULTURE OF RESPECTDetermine and meet deadlinesPlace dates and times on all requests and emailsClean up backlogs so youre not dealing with their consequencesUse communication methods which do not interrupt current work e.g.
9、 email or voice mailRequest others to leave detailed messagesUse “Hot” files for urgent issuesSet up one-on-one meetings or phone calls to take care of “batched” communicationsBatch things to discuss with staff (Speak to” file)Meet requirements completely to reduce “re-do” requestsState requirements
10、 clearly to reduce clarification requests“Knowledge-workers need to concentrate Support and create a culture with fewer interruptionsNegotiate uninterrupted time per weekGive full information when leaving messages to reduce “telephone tag”5. Stop procrastinating and reduce stress and anxietyDO IT NO
11、W! Work we put off seemsmore difficult than it is. Do It Now and relievestress.Tools for Overcoming Procrastinationl DO IT NOWl Do the “WORST FIRST” l Use “SALAMI TECHNIQUE” Stress IncreasesBacklog IncreasesConcentration DecreasesProduction DecreasesPROCRASTINATION CAUSES. Apply DO IT NOW and you wi
12、ll.ReduceStress Improve ConcentrationIncrease ProductionDecrease BacklogHabit 3: Batch Work BALANCEDO IT NOWBATCHINGReduce InterruptionsBATCHlGroup similar tasks (calls, email, etc.) lBatch items to discuss with teamlHold regular one-on-one meetingsBreak TimeRefresh yourself. Theres more!How to Impl
13、ementCLEAN OUT CLUTTER and IMPROVE FOCUSDo you work in a cluttered environment?SYSTEM COMPONENTSOut Pending ReadingArchive FilesWorkingFilesReference FilesIn Components In A Well Organized SystemlFour Tray System (Days)lIncoming, Pending, Outgoing, Reading, etc. lShort Term / Temporary / Within Reac
14、hlWorking 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 communications - never touchedWaiting for response from others“Batch” for distrib
15、utionCurrent unread infoPendingOutInReadingWORK SYSTEMS OBJECTIVES PAPER AND ELECTRONIC FILESTO “DO IT NOW”YOUVE GOT TO GET ORGANIZEDNOW! The Critical Issue is “Finding” not Filing. Eliminate backlogs Discard unnecessary items Create organized space Install a self-sustaining systemResponsibility Map
16、 (1) List all categories of job responsibilitiesTrainerManagementSupplier RelationsProductionClient RelationsBudgetRelationsCustomer RelationsNew Projects(2) List all sub-categories of each responsibilityManagement Development Reports MeetingsUnions Awards FacilitiesMajor SuppliersMajor Customers Satisfaction SurveysBoard
