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EDUCATION AND TRAINING SERVICES SECTIONEDUCATION AND TRAINING SERVICES SECTIONGEORGIA DEPARTMENT OF HUMAN SERVICES

DIVISION OF FAMILY AND CHILDREN SERVICES

Staff Development******************** Time Management

Developed For:Developed For:Georgia Division of Family and Children Services

Education and Training Services SectionCurriculum Developer: Denise Wells

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TIME MANAGEMENT: ObjectivesMODULE 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.

p. 1 of 12 - TIME MANAGEMENT

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TIME MANAGEMENTLesson 1: Eliminate Time Wasters

Time wasters in the office are:

• Procrastination

• Poor organization

• Poor messages

• Interruptions

• Fatigue


Source: Microsoft Clip Art Gallery

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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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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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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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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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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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TIME MANAGEMENTLesson 2: Setting Priorities

Setting priorities and multitasking are skills thatinevitably go hand in hand with any clerical support position.

When pulled in so many different directions, it mayseem difficult to decide on which task to complete first.

There are times when priority may depend on theurgency 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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TIME MANAGEMENTLesson 2: Setting Priorities

Stephen Covey, in his book, Seven Habits of HighlyEffective People, designed the following prioritizationscheme 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 makedecisions about ordering tasks for completion.


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TIME MANAGEMENTLesson 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 andreminders.

Often, those who are able to set standard routines,schedule daily activities and follow them are

successfulin completing their daily task.


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TIME MANAGEMENTLesson 3: Scheduling & Reminders

Additionally, those who schedule period review and reminders are able to navigate through changingpriorities while maintaining other duties and keeping them on schedule.

Consideration should be given to scheduling reminders for both short term and long term assignments andgoals. Developing a systematic process of this kindwill ensure that you stay on track.


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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 SurveySource: Developed 2007-2010 for Effective-Time-Management-Strategies.com


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TIME MANAGEMENT: END

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