Office and Time Management Workshop

1. Office & Time Management
May 2021
Liberty County Chamber & CVB

2. Colette carlson & Harold taylor
https://youtu.be/l2aV_sqoPHs
https://youtu.be/uWYru64Feio

3. What is time management
Time management is the practice of allocating your time to tasks productively and efficiently. It
involves planning out your daily activities and exercising conscious control of your time as you
complete those activities. This includes clear goals, priorities & expectations.
In professional spheres, perfecting time management is one of the most vital skills employees should
develop.

4. Why is time management important?
● It can help you meet deadlines and be productive.
● Time management can also improve your mental health. You’ll feel less stressed, knowing how to
allocate your time for each task. Experiencing less stress at work can help you achieve a better work-life
balance.
● Poor time management may make you feel less balanced in your work and experience burnout as a
result. Burnout can stifle your creativity and leave you frustrated and angry with your assignments or
employer.
● By implementing practical time management skills, you can do more than impress your boss and co-
workers. You can become an integral member of your team, proving you’re a dependable, productive &
efficient employee.

5. Product Knowledge
● It is essential that all employees have a deep working knowledge of the organization's offerings.
Today’s customers can look up basic information about products and services on their own.
Employees need to not only know the details of the products but how they specifically fulfill
different customers' needs. As customers are getting intelligent with every passing minute,
product knowledge has become a critical element of the corporate training spectrum.
Businesses have understood that they need to educate team members with full-proof product
knowledge in order to create lasting Customer Experiences.

6. Training
● The 70:20:10 framework is a model that suggests that people best learn when 70% of the training is
experiential, 20% is social and 10% is focused on formal training. Being one of the most effective ways of
retaining knowledge, the 70:20:10 framework allows learners to acquire new skills and explains its impact
on your Learning and Development strategy.
● Experiential
○ Role Play-simulation lets employees work through real-life scenarios in a risk-free environment.
○ Flowcharts-uses balloons, icons, etc. to walk employees through technical processes.
○ Videos (screen-cast-o-matic)
● Social
○ Performing the functions of the job with oversight. (i.e. answering the phones day 1 or 2 with someone nearby)
○ Job shadowing
○ Lunch and Learn, which is a more traditional form of training where groups interact and work together during a
lunch event.
● Formal
○ Things like: posters, pamphlets or mobile PDFs employees can reference right when they need them.
○ Instructor-Led Training or eLearning led by an instructor mostly in a classroom or online setting.

7. Soft Skills
● Active Listening
○ Chairman Lovette Financials (Positive Outcome)
● Clear Communication
○ PTP Luncheon order to a caterer; then change bc of costs (Negative Outcome)
● Positive Language
○ Delivered bill to my office SLLC (Positive)
● Persuasion
○ Why should I join the Chamber? Interested in networking. (Negative)
● Empathy
○ Why am I being billed my dog died? (Positive)
● Adaptability
○ Customer to sign agreement; can’t see/read; no tech (Positive)
● Taking responsibility
○ Enews ad (Negative)
● Patience
○ Bus ride guide on your website, can’t download (Positive)

8. Hard/Technical Skills
● Timely communication
● Follow up
● Internal messaging
● Create SOP for most frequent scenarios in writing

14. Some New Thoughts on time management….
● “I would define time management as the ability to structure, defend and optimize your time so that your schedule
becomes a reflection of your values, beliefs, and philosophy,” Brad Aeon said. “It’s essentially about aligning the way
you use your time with your ideals. This definition departs somewhat from the modern vision of time management as
a productivity device that helps us get more things done at work.
● He is a Concordia University’s John Molson School of Business graduate researcher Brad Aeon.
Along with his colleagues in the marketing and management fields they recently conducted a meta-
analysis of time management literature, looking at four decades worth of data from 158 separate
studies spanning six continents and involving more than 53,000 respondents.
● “I believe individuals should see time management as not only a well-being device, but also a
personal boundaries device,” Aeon said. “Through time management, people can become more
assertive and establish healthy boundaries that will prevent other people from stealing their most
precious resource. Managing time means, first and foremost, becoming aware of how you value
your own time.
● “If your time is valuable to you, time management will need to consist not only of organizing your
time, but also protecting your time from interlopers, time thieves, and time sinks. In this sense, time
management can become a matter of self-defense for individuals who want to reclaim their time.”

15. ● This study says…. Investing more time in clear
communication, seamless team management tools, and
platforms can help employers get more productivity out of their
workforce without being time-greedy. Focusing on deliverables
rather than work hours can help us focus on being efficient
rather than on playing the ‘face time’ game. I mainly use
habits, routines, systems, and a variety of other effortless
strategies that help me do what I need to do automatically and
without using up too much of my cognitive resources. I use my
brain to focus on getting things done, not keeping track of
them.

16. tips
● Once you’ve created your list, dive into your most important task. The sooner you can start
working on it, the faster you can check it off. If you have a big task that might take all day, break
it down into smaller tasks. Completing those smaller tasks can help you feel more accomplished
as the day goes on.
● Distractions are the enemy of anyone trying to manage their time. Find ways to block out
distractions as much as possible. Turn on “do not disturb” on your phone or work computer.
Listen to your favorite music to block out noisy office chatter. And if you have to, go offline to
avoid things like social media, the news, or emails.

17. tips
● Multiple studies have shown that multitasking overloads the brain. Instead of getting more done
at once, multitasking can have the opposite effect. Multitaskers are more prone to errors, take
more time to complete projects, and focus less. The brain can only focus on one or two things at
a time. Switching between tasks only disorients the brain, so avoid it if you can.
● Some meetings are productive, and some meetings could have been emails. To avoid the latter,
create agendas for any meetings you’re hosting. Define the meeting’s purpose and share your
notes with the team before the meeting starts. Any prep you do beforehand can help you run the
meeting smoothly. And if you get done early, everyone will appreciate having time back on their
schedules.

18. tips
● Working when you’re not inspired or motivated can be hard. However, inspiration can only come
with action. And if you’re not inspired or motivated, sometimes, you need to start doing the work.
Start now. The inspiration and motivation will follow.
● Breaks are essential for helping us focus. The brain functions best when toggling between
moments of intense focus and unfocus. By adding breaks into your schedule, you can be sure
you’re disengaging at optimal times. Use your breaks to get a drink, grab a snack food, chat with
co-workers, or go for a walk. Your brain will be grateful for the break.

19. tips
● Back-up tasks. When you’re in your flow, there’s nothing that can ruin your mood quite
like waiting. Maybe you’re waiting to hear back from a teammate. Or you’re waiting to see your
doctor for an appointment. Whatever you’re waiting on, use those moments to take care of
smaller tasks. Catch up on missed calls or respond to emails. You can even take a moment just
to relax and catch your breath.
● Use your calendar to track projects, due dates, and what you hope to accomplish throughout the
week. If you use a digital calendar, you can set up reminders, create schedules, set up time
blocks, and create recurring events. You can also share your calendar with your team so that
they know when you’re available.

20. tips
● Once you’ve made your to-do list in the morning, spend a few minutes communicating your
agenda to your team. Communication is vital for a business to function well. Plus, it can help you
manage your time—and help your team manage their time. Understanding when you’ll be
available and what you’re working on can help your teammates manage their schedules and
when they need your time.
● Find a time management mentor who can help you develop your skills even more. Mentors can
help you set goals, hold you accountable, and teach you new ways to work. If someone in your
office excels at time management, consider asking them for advice or asking them to mentor
you on your journey.

22. We 💘 slack