1. EDUCATION AND TRAINING SERVICES SECTION
GEORGIA DEPARTMENT OF HUMAN SERVICES
DIVISION OF FAMILY AND CHILDREN SERVICES
Staff Development
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Time Management
Developed For:
Georgia Division of Family and Children Services
Education and Training Services Section
Curriculum Developer: Denise Wells
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2. TIME MANAGEMENT: Objectives
MODULE 4
At the end of this session, you will be able to:
• Recognize and eliminate time wasters in the office.
• Develop good work organization habits.
• Demonstrate how to set priorities based on the
importance of the activity.
• Plan a schedule with deadlines and keep a written
record.
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3. TIME MANAGEMENT
Lesson 1: Eliminate Time Wasters
Time wasters in the office are:
• Procrastination
• Poor organization
• Poor messages
• Interruptions Source: Microsoft Clip Art Gallery
• Fatigue
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4. TIME MANAGEMENT
Lesson 1: Eliminate Time Wasters
Some methods for eliminating procrastination are:
• Understanding the task or assignment
• Setting clear goals
• Scheduling a framework for accomplishing the goal
• Creating a sound evaluation for measuring success
• Getting the right mindset for why the work is needed
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5. TIME MANAGEMENT
Lesson 1: Eliminate Time Wasters
Some methods for eliminating poor organization are:
• Develop a plan for completing the task
• Research trends and gather feedback
• Make lists of items needed for implementation
• Gather all items prior to beginning
• Organize the items by when and where they will be
needed in the process.
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6. TIME MANAGEMENT
Lesson 1: Eliminate Time Wasters
Some ways to eliminate poor messages are:
• Be clear and concise
• Ask for what is needed up front
• Communicate what you can and cannot do
• Know who you are talking to and what approach(es)
you may need to take to get your message across
• Eliminating poor messages stops phone tag or
message tag or delays in getting desired results
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7. TIME MANAGEMENT
Lesson 1: Eliminate Time Wasters
Some ways to eliminate interruptions are:
• Identify the type of interruption and it’s urgency
• Establish regular “visitation hours”
• Create a time when the entire team can talk
If the interrupter is a time waster who talks or gossips:
• Stand and tell them nicely you have an errand to run.
Do this every time the time waster stops by.
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8. TIME MANAGEMENT
Lesson 1: Eliminate Time Wasters
Some ways to eliminate fatigue are:
• Establish proper exercise, sleep and diet habits
• Have a comfortable temperature in your work area
• Schedule in appropriate breaks
• Avoid sugary or salty snacks
• Drink plenty of fluids
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9. TIME MANAGEMENT
Lesson 2: Setting Priorities
Setting priorities and multitasking are skills that
inevitably go hand in hand with any clerical support
position.
When pulled in so many different directions, it may
seem difficult to decide on which task to complete first.
There are times when priority may depend on the
urgency of the task or a deadline. There are other
times when the urgency is determine by whom the
request came from (i.e. a co-worker vs. a supervisor).
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10. TIME MANAGEMENT
Lesson 2: Setting Priorities
Stephen Covey, in his book, Seven Habits of Highly
Effective People, designed the following prioritization
scheme to help organize work.
• QI - Important and Urgent
• QII - Important but Not Urgent
• QIII - Not Important but Urgent
• QIV - Not Important and Not Urgent
Use this scheme or a similar one, to help make
decisions about ordering tasks for completion.
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11. TIME MANAGEMENT
Lesson 3: Scheduling & Reminders
Sometimes priorities shift and what was urgent
on yesterday is now yesterday’s news.
In order to keep up with the list of changing priorities,
it is helpful to establish a system of scheduling and
reminders.
Often, those who are able to set standard routines,
schedule daily activities and follow them are successful
in completing their daily task.
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12. TIME MANAGEMENT
Lesson 3: Scheduling & Reminders
Additionally, those who schedule period review and
reminders are able to navigate through changing
priorities while maintaining other duties and keeping
them on schedule.
Consideration should be given to scheduling reminders
for both short term and long term assignments and
goals. Developing a systematic process of this kind
will ensure that you stay on track.
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13. TIME MANAGEMENT:
Exercise – Time Mgmt. Survey
Take a moment to complete the online time
management exercise. Completing this assessment
will give you an idea of how well you are managing
your time.
Launch Time Management Survey
Source: Developed 2007-2010 for Effective-Time-Management-Strategies.com
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14. TIME MANAGEMENT: END
This is the end of the module.
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