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Time management, efficient work skills

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Time management, efficient work skills

  1. 1. Time Management and Efficient Work Skills
  2. 2. Judith Lindenau <ul><li>[email_address] </li></ul>Judith Lindenau jwl consulting
  3. 3. Agenda <ul><li>Personal Management Skills
  4. 4. Basic Principles of Time Management
  5. 5. Stress and Time Management
  6. 6. Time Management Tips
  7. 7. Programs and Aids for individuals and work groups </li></ul>Judith Lindenau jwl consulting
  8. 8. The Role of the Manager is to assure that others can do their work successfully! Judith Lindenau jwl consulting
  9. 9. Basic Principles of Time Management <ul><li>Adjust your attitude
  10. 10. Be organized
  11. 11. Follow a routine
  12. 12. Write down your goals
  13. 13. Be selective
  14. 14. Prioritize
  15. 15. Give yourself extra time
  16. 16. Track what you do
  17. 17. Schedule downtime
  18. 18. Find shortcuts </li></ul>Judith Lindenau jwl consulting
  19. 19. Judith Lindenau jwl consulting Time Management and Stress
  20. 20. Urban Legends about Stress <ul><li>Myth </li></ul><ul><li>All Stress is bad
  21. 21. I get more done with caffeine or sugar
  22. 22. My problem with time management is that there’s not enough time
  23. 23. The busier I am, the better I am using my time </li></ul><ul><li>Reality </li></ul><ul><li>There is good stress too. Know the difference!
  24. 24. What goes up must come down.
  25. 25. Time management means prioritize
  26. 26. Are you doing what’s urgent or what’s important? </li></ul>Judith Lindenau jwl consulting
  27. 27. Myth: I’m ok. I don’t feel stressed. <ul><li>Reality: Um….hang on. Listen to your body’s early warning signs. </li></ul>Judith Lindenau jwl consulting
  28. 28. Simple Stress Management for Managers <ul><li>Talk to someone
  29. 29. Ask for feedback
  30. 30. Check your muscle tension
  31. 31. Delegate tasks
  32. 32. Go for a walk
  33. 33. Write status reports
  34. 34. Do something that has closure </li></ul>Judith Lindenau jwl consulting
  35. 35. Simple Time Management for Managers Judith Lindenau jwl consulting Start with the Stress Management Techniques we’ve mentioned!
  36. 36. Throughout the day, ask yourself: <ul><li>Is this what I want or need to be doing right now?
  37. 37. Am I doing what’s important? </li></ul>Judith Lindenau jwl consulting
  38. 38. Create a Time Log 1 week: 15 minute intervals <ul><li>My Time Manager
  39. 39. HourGuard Time Sheet Recorder </li></ul>• Iphone/Ipad Time Manager App $.99
  40. 40. Do a “to do” list at the end of each day. Prioritize it! <ul><li>Set aside time the first thing in the morning to complete the Number One Priorities. Don’t take phone calls during that time. Tell people to hold the interruptions! </li></ul>Judith Lindenau jwl consulting <ul><li>iPad, iPhone: “Toodles”, $.99
  41. 41. Ta Da List ( http://tadalist.com / )
  42. 42. Checkvist (free and </li></ul><ul><li>shareable) </li></ul>
  43. 43. Clean Up Your Desktop <ul><li>The last 5 minutes of the day, clean up your desktop. Don’t be a victim in the morning! </li></ul>Judith Lindenau jwl consulting
  44. 44. Ask the right question: Where am I really needed? <ul><li>That’s a much more important question than “Where can I help?” </li></ul>Judith Lindenau jwl consulting
  45. 45. Do I need to do this now? Do I need to do this at all? <ul><li>Learn the difference between these two questions when faced with a new task! </li></ul>Judith Lindenau jwl consulting
  46. 46. Delegate! <ul><li>Remember the art of good delegation from my last presentation! </li></ul>Judith Lindenau jwl consulting
  47. 47. Learn how to read your mail— <ul><li>At the same time every day. Sort into ‘read now’, ‘act now’ and ‘later’.
  48. 48. Checking throughout the day is a time-waster! </li></ul>Judith Lindenau jwl consulting
  49. 49. E mail Tips <ul><li>1) Let your email program manage your email as much as possible. Use folders for spam, important email.
  50. 50. 2) Do not check your email on demand. Turn off your notify software.
  51. 51. 3) Don't read and answer your email all day long. Schedule an hour and stick to it!
  52. 52. 4) Don't answer your email at your most productive time of day. Try late afternoon. </li></ul>Judith Lindenau jwl consulting
  53. 53. Calendar Management <ul><li>Gcal from Google </li></ul>Judith Lindenau jwl consulting <ul><li>Calendar: Google GCal, with its multiple calendars (one for work, one for personal, one for family?), its email reminders, and quick add extensions </li></ul>
  54. 54. Project Management and Collaboration Software <ul><li>Project management: Backpack or Basecamp.
  55. 55. You can share pages, have checklists or other lists for the project’s task, set up pages for each project, add files and notes and images, even send yourself reminders and do “white papers” for collaboration
  56. 56. Free for single user. </li></ul><ul><li>http://tomuse.com/top-10-best-free-online-project-management-application-services/ </li></ul>Judith Lindenau jwl consulting
  57. 57. Contact Management Software Judith Lindenau jwl consulting <ul><li>Contact management: Big Contacts or High Rise .
  58. 58. Big Contacts and High Rise (from the same makers of Basecamp and Backpack) go beyond storing phone numbers, addresses and email addresses. They also can store notes for each contact, phone calls made, meetings held, and tasks that need to be done.
  59. 59. Web Based, access anywhere
  60. 60. Big Contacts: $9 per month </li></ul>
  61. 61. Google Voice <ul><li>One Phone Number
  62. 62. Voice Mail Transcription/email
  63. 63. SMS to email
  64. 64. Share voice mail messages via email
  65. 65. International calls ($.02)
  66. 66. Screen Callers
  67. 67. Block Callers
  68. 68. Conference Calls (add callers)
  69. 69. Mobile App with Free Text Messages </li></ul>Judith Lindenau jwl consulting
  70. 70. http://slides.diigo.com/list/andywolber/google-apps-for-your-nonprofit Google Apps
  71. 71. Why Work Doesn’t Happen at Work <ul><li>Jason Fried—TED Talks Video </li></ul>Judith Lindenau jwl consulting
  72. 72. 231-715-1416 <ul><li>Judith Lindenau
  73. 73. JWL Consulting </li></ul><ul><li>T h a n k You! </li></ul>Judith Lindenau jwl consulting

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