Time Management and Technology
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A comprehensive training powerpoint that covers time management in the workplace
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Time Management and Technology
- 2. Definition (2 of 2) Getting the most out of your life by maximizing today’s electronic systems and resources. www.readysetpresent.com Page 2
- 3. Technology Place goal reminders on your Personal Data Assistant (PDA), cell phone, or computer. These can act as the little voice inside your head, and with them, you will be more likely to translate your goals into actions. Keep your goals in the forefront of your thoughts! www.readysetpresent.com Page 3
- 4. Divide and Conquer Create separate folders and lists for individual projects and tasks via computers or Personal Information Managers (PIM). This will prevent you from becoming overwhelmed with what’s on your plate and allow you to focus on one thing at a time. Operating on a lower stress level in a more organized fashion will increase productivity. www.readysetpresent.com Page 4
- 5. Voice Recognition Software If typing isn’t your forte, invest in voice recognition software. It allows you to talk and transcribes what you say (many with up to 99% accuracy). Spell-check is included. Special versions exist that are familiar with the jargon of specialized professions, such as law, business, or medicine. www.readysetpresent.com Page 5
- 6. Update Your To-Do List By clicking a mouse or pressing a button, you can adjust your schedule in minutes. Frequently check on and evaluate your progress for the day or week, then adjust your electronic scheduler accordingly. This will ensure that you maintain a reasonable, flexible, schedule and an attainable to-do list. www.readysetpresent.com Page 6
- 7. Managing Paperwork (3 of 3) Paperwork consultant Robert A. Shiff reports that: – people wasted 20-30 percent of their time tracking down information, sifting through out-of-date information, or searching for something that has been misfiled. In face of the paper deluge, you must remember that your goal is to reach your ultimate goal. www.readysetpresent.com Page 7
- 8. Work Towards a Paperless Office (1 of 2) Invest in a scanner: – Increase the amount of data that is in the computer rather than simply lying around collecting dust. Computer databases usually store information such as names and telephones, yet can also store more detailed and complex information about client sales history, product ordering, and other such records. www.readysetpresent.com Page 8
- 9. Telephone Management (2 of 2) Nine out of ten executives spend at least an hour a day on the phone, and four out of ten spend over two hours. How would you rate the quality of your phone time and its worth to you? The more you can put the telephone to its best use, the better return you will get from your investment of time and money. www.readysetpresent.com Page 9
- 10. Download “Time Management and Technology” PowerPoint presentation at ReadySetPresent.com Slides include: 8 points on goal-setting software, 6 points on planning, 4 points on doing your research, 4 points on contact management software, 6 points on daily projecting and recording, 3 points on trying a PIM, 4 points on keeping track of your password, 4 points on thinking like a computer, 4 points on work time, 3 points on evaluation, 3 points on going wireless, 3 technology overlaps, 7 points on finding exactly what you need, 3 points on lacking a laptop, 3 points on logical passwords, 3 points on learning from your computer, 4 points on voice recognition software, 3 points on recording repetitive tasks, 3 points on power management, 3 points on guarding your wireless access, 6 points on in-between time, 4 points on cleaning computers, 5 points on automating whenever possible, 8 points on managing paperwork, 4 points on working toward a paperless office, 5 points on factoring time into your plans, 3 points on document management systems, 3 points on designing a master plan, 3 points on updating your rolodex, 5 points on telephone management, 3 points on storing phone numbers, 3 points on sending a text message, 3 points on cell phone typing, 4 points on backing up your phone book, 3 points on keeping an updated website, 4 points on communication, 3 points on utilizing email, 3 points on integration, 3 points on backing up your computer, 3 points on organizing your inbox, 3 points on podcasts, 3 points on keeping communication, 4 points on social networks and forums, 3 points on sharing and collaborating online, 4 points on procrastination, 3 points on changing email habits, 3 points on avoiding instant messenger, 3 points on regulating your browsing, 5 points on managing crisis, 4 points on always backing up your work, 3 points on checking all machinery, 7 points on striking preemptively, 4 points on self-discipline, 3 points on time-management software, 3 points on uncluttering your life, 4 home tips, and finally 16 action steps. Royalty Free - Use Them Over and Over Again. Now: more content, graphics, and diagrams www.readysetpresent.com Page 10
Notes de l'éditeur
- Place goal reminders on your Personal Data Assistant (PDA), cell phone, or computer. The key is always keeping your goals in the forefront of your thoughts. Thanks to technology, you can make it virtually impossible to lose sight of both short and long-term goals. Most devices like cell phones, PDA’s, and websites can serve as the little voice inside your head that helps you stay on target. With your goals constantly in your thoughts, you will be more likely to translate them into action.
- When utilizing electronic or digital planning via devices such as computers or Personal Information Managers (PIM), create separate folders and lists for individual projects and tasks. This will prevent you from becoming overwhelmed with what’s on your plate and allow you to focus on one thing at a time. Operating at a lower stress level in a more organized fashion will increase productivity.
- Still typing with two fingers? Surprisingly, this is not the most efficient way to produce documentation. If typing isn’t your forte, invest in voice recognition software. This software allows you to talk and transcribes what you say. Many have up to 99% accuracy. They come with spell-checking functions, and there are also special versions which are familiar with the jargon of particular professions, such as law, business, or medicine.
- With the use of today’s technology, the once vital white-out is rapidly becoming obsolete. By clicking a mouse or pressing a button, you can adjust your schedule in minutes. Frequently check on and evaluate your progress for the day or the week, then adjust your electronic scheduler accordingly. This will ensure that you maintain a reasonable, flexible schedule and an attainable to-do list.
- A nearly incomprehensible wonder of the current age is the volume of paper we generate and store. Paperwork consultant Robert A. Shiff reports that after surveying hundreds of companies, he found at least five to ten cubic feet of records for every employee—that’s four standard, letter-sized, three-drawer file cabinets’ worth. He found that people wasted 20-30 percent of their time tracking down information, sifting through out-of-date information, or searching for something that has been misfiled. According to the Bureau of National Statistics, 50 million file drawers hold an estimated 250 billion pieces of paper in American offices today. Closer to home, the average cost of producing a business letter is $15-20 for paper, productivity, and time. An employee earning $600 weekly spends seven minutes. For higher-paid executives or correspondence involving several parts, the cost can be very high. Yet, few higher executives currently apply time management techniques to the generation or storage of information. Many write letter drafts instead of turning on the tape recorder and still more read and re-read tremendous amounts of material themselves. The average executive works a 63-hour week, about 12.6 hours a day, yet more than two thirds still think they have insufficient time to think or plan. In face of the paper deluge, you must remember that your goal is to reach your ultimate goal. Don’t let your desk, workspace, or materials hold you back from that. You go to your desk to think well, perform well, and attain your goals. You don’t go to sit, move objects from place to place, or search among millions of papers. When you recognize that your goal is to exchange ideas and information, not paper, you will be better able to streamline your paperwork and save yourself time and money. Your workspace will help you save time if it is conducive to focused work and thought. It will also help you save time if you neither have to move far nor search long to find and retrieve what you need for your work. You can keep your path of progress and your workspace clear, organized, and useful. Here’s how.
- One device that can assist in reducing the amount of paperwork is the scanner. Increase the amount of data that is in the computer rather than simply lying around collecting dust. The onslaught of computer databases has been immensely helpful in managing paperwork. While databases typically store information such as names, addresses, or telephone numbers, they can also store more detailed and complex information about client sales history, product ordering, and other such records.
- Nine out of ten executives spend at least an hour a day on the phone, and four out of ten spend over two hours. In 1986, the phone bill for the United States Pentagon was $86,800,00.00. How long do you spend talking on the phone? What kind of phone bill are you responsible for? More importantly, how would you rate the quality of your phone time and its worth to you? The more you can put the telephone to its best use, the better return you will get from your investment of time and money. To do that, follow these four guiding principles.