Time%20Management%20

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Time Management Work Organization Skills for
Effective HR Personnel

• Presenter
• Annick M. Brennen, M.A.
• Educational Administrator, Consultant, Trainer
• www.oscbahamas.com
• 242-323 8772
• www.soencouragement.org

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Our Goal

• Use proven tools and techniques to manage time,
  organize work, and achieve desired results under
  intense pressure.

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Definition
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Definition
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Paradigm Shift Needed
Concentrate on results, not on being busy.
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The Pareto Principle or the 8020 Rule
Typically, 80 of unfocused effort generates only
20 of results. The remaining 80 of results are
achieved with only 20 of the effort.
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Time Management Tools

• Concentrate on the right things Decide work
  priorities.
• Tackle the right tasks first Prepare To-Do
  lists.
• Make the best use of your time Practice
  effective scheduling.

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Time Management Tools

• Make action plans.
• Stick to your plans, but remain flexible.

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Decide Work Priorities

• Integrate your corporate goals and objectives.
• Know your job responsibilities and functions.
• Clarify your job with supervisor, and concentrate
  on doing well in the areas he or she considers to
  be most important.

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Decide Work Priorities

• To ensure you concentrate on the right things,
  talk to your supervisor. Ask these questions

• What is the purpose of the job?
• What are the measures of success?
• What is exceptional performance?
• What are the priorities and deadlines?

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Decide Work Priorities

• To ensure you concentrate on the right things,
  talk to your supervisor. Ask these questions

• How does this relate to other people?
• What will happen if the tasks are not completed
  on time?
• What costs are acceptable?

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Tackle the Right Tasks First To-Do Lists

• Determine the most important itemsWhich tasks
  should be done first, which can wait until
  tomorrow or next week.
• If you are new to a job, ask for help.
• It is part of your responsibility as an HR
  professional to be able to set priorities.

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Tackle the Right Tasks First To-Do Lists

• Tool that helps you plan and remember to do all
  essential tasks, in the right order.
• Important to have if
• You carry out a number of different tasks or
  different sorts of task.
• You have made a number of commitments.
• If you are often caught out because you have
  forgotten to do something.

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Tackle the Right Tasks First To-Do Lists

• How to prepare a To-Do List
• Write down all the tasks that face you.
• Break large tasks down into their component
  elements.
• Run through each task, allocating priorities from
  A (very important) to F (unimportant).
• Review the priorities, if too many tasks have a
  high priority, demote the less important ones.
• Rewrite the list in priority order.

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Tackle the Right Tasks First To-Do Lists

• How to Use To-Do Lists
• In an operational role or if tasks are dependent
  on other people, keep one list and chip away at
  it.
• If you carry unimportant jobs from one To-Do List
  to the next, worry about it only if you are
  running against a deadline for them. If you do,
  raise their priority.
• If you work mostly alone, keep your list short
  and aim to complete it every day.

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Practice Effective Scheduling

• Priorities and goals define what you aspire to do
  with your time. Scheduling is where these
  aspirations meet the hard reality of the time you
  have available.

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Practice Effective Scheduling

• Scheduling is the process by which you look at
  the time available to you, and plan how you will
  use it to achieve the goals you have identified.

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Practice Effective Scheduling

• By using a schedule properly, you can

• Understand what you can realistically achieve
  with your time.
• Plan to make the best use of the time available.
• Leave enough time for things you absolutely must
  do.

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Practice Effective Scheduling

• By using a schedule properly, you can

• Preserve contingency time to handle the
  unexpected.

• Minimize stress by avoiding over-commitment to
  yourself and others.

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Practice Effective Scheduling

• Quantify the time you have available.
• Block in the essential tasks you must carry out
  to succeed in your job.
• Schedule in high priority urgent tasks and vital
  house-keeping activities.
• Block in appropriate contingency time to handle
  unpredictable interruptions.
• In the time that remains, schedule the activities
  that address your priorities.

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Make Action Plans

• How to use an Action Plan
• It is a list of tasks that you have to carry
  out to achieve an objective. It differs from a
  To-Do List in that it focuses on the achievement
  of a single goal.
• It allows you to focus on the stages of that
  achievement, and monitor your progress towards
  it.
• To draw an Action Plan, simply list the tasks
  that you need to carry out to achieve your goal.

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Time Management Systems

• Manual systems
• Tickler file
• Calendars
• Electronic systems
• Use PIM software such as Corel Central or
  Microsoft Outlook.

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Corel Central
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Time Management Techniques

• Use slack time.
• Handle paperwork once.
• Simplify repetitive tasks.
• Manage information and details.

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Use Slack Time

• Use slack time to accomplish those tasks that you
  have been unable to do during your peak workload
  periods
• Clean out your desk.
• Rearrange and purge your files.
• Organize supplies and materials.
• Experiment with new technology to make
  yourself more productive.

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Handle Paperwork Once

• Rule
• Read it.
• Route it.
• File it.
• Or answer it.

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Simplify Repetitive tasks

• Replace your manual forms with electronic ones.
  Use Corel or MS templates.
• Make a list of frequently used addresses and
  telephone numbers using Central or Outlook.
• Use mail merge, keyboard merge, and
  boilerplates.
• Use databases such as Access to track and
  retrieve information easily.

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Boilerplate Document
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Boilerplate Document
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Manage Details

• Devise ways of recording details immediately.
• Establish methods and systems of storing them so
  you can access them easily.
• Use these systems consistently.

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Manage Details

• Create forms for recording different types of
  information.
• Utilize task files of related information.
• Store information according to accounts, people,
  events, projects, etc.

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Manage Details

• Devise a system of initials, check marks, or
  other codes that indicate the status of
  information that comes across your desk. The
  next time you see the information, you will know
  where it has been and where it is supposed to be
  going.

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Time Management Techniques

• Perform work correctly the first time.
• Develop a procedures book.
• Organize your workstation, supplies, and other
  materials.
• Use good communication techniques.

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Communication Techniques

• Transmit ideas in simple, clear terms.
• Define terms if necessary.
• Listen carefully.
• Repeat what you think you have heard and ask for
  clarification if necessary.

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Summary

• To manage time and work effectively you must
• Shift your focus from being busy to being
  result-oriented.
• Spend your time and effort on high- payoff
  tasks.
• Agree on work priorities with your
  supervisor.
• Schedule work smartly.

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Summary

• To manage time and work effectively you must
• Use a To-Do List and electronic time management
  systems.
• Make Action Plans.
• Manage details.
• Simplify repetitive tasks.
• Handle paperwork once.
• Use slack time wisely.

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The End
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Time Management Work Organization Skills for
Effective HR Personnel

• Presenter
• Annick M. Brennen, M.A.
• Educational Administrator, Consultant, Trainer
• www.oscbahamas.com
• 242-323 8772
• www.soencouragement.org