Time management and organizational skills

1. Time Management and Organizational Skills

2.

• Welcome!
• Facilitator: Tracy Laycock
– Trainer and instructional designer for Briljent
– Facilitating classroom training and webinars for 20
years.

3. Supplemental Resources

• CCLC Web site
• Leadership Academy Courses in On Course

4.

Working in Different Environments

5. Different Working Environments

• Central Offices
• Main or Satellite Offices
• Virtual Offices

6. Working in Different Environments

• Benefits of Each
– Central offices
– Main or satellite offices
– Virtual offices

7. Working in Different Environments

• Challenges of Each
– Central offices
– Main or satellite offices
– Virtual offices

8. Increasing Efficiency

• How can you increase your efficiency each
day?

9.

Reducing Stress

10. Causes of Stress

• What causes stress?
– Internal sources
– External sources
• What is stressful for you?

11. Effects of Stress

Cognitive Symptoms
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–
–
–
Moodiness
Irritability or short temper
Agitation and inability to relax
Feeling overwhelmed
Sense of loneliness and isolation
Depression or general unhappiness
Physical Symptoms
–
–
–
–
–
–
Memory problems
Inability to concentrate
Poor judgment
Seeing only the negative
Anxious or racing thoughts
Constant worrying
Emotional Symptoms
–
–
–
–
–
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Aches and pains
Diarrhea or constipation
Nausea and/or dizziness
Chest pain and/or rapid heartbeat
Loss of sex drive
Frequent colds
Physical Symptoms
–
–
–
–
Eating more or less
Sleeping too much or too little
Isolating yourself from others
Procrastinating or neglecting
responsibilities
– Using alcohol, cigarettes, or drugs to
relax
– Nervous habits (e.g., nail biting, pacing)

12. Reducing Stress

• Reduce your stress through:
– Time Management
– Organization
– Delegation

13.

Planning and Prioritization

14. Organize and Prioritize

Prioritize your tasks
Urgent
Not Urgent
Important
I
Important
and
Urgent
II
Important ,
but
Not Urgent
Not Important
Where do the majority of your
tasks fall on the chart?
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important

15. Organize and Prioritize

Quadrant I
Urgent
Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not Important
Immediate Attention Required
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important

16. Organize and Prioritize

Quadrant II
Urgent
Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not Important
Requires attention, but not yet critical
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important

17. Organize and Prioritize

Quadrant III
Urgent
Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not Important
“Nice to do”
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important

18. Organize and Prioritize

Quadrant IV
Urgent
Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not Important
These activities are time eaters
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important

19. Increase Effectiveness

• After organizing and categorizing tasks,
prioritize tasks
• Develop new skills
– Time Sense
– Goal Setting
– Time Planning
– Recognize Procrastination
• Celebrate your accomplishments

20. Organize and Prioritize

• Plan your work, then work your plan
– The “to-do” list
– Assess your tasks
– Plan for the unplanned

21. Technology and Tools

• Microsoft Outlook Basics to Manage Your Days
– E-mail management
– Calendar management
– Task management

22. Technology and Tools

• E-mail Management
– Creating folders
– Setting rules

23. Technology and Tools

• Creating Folders

24. Technology and Tools

• Creating Folders

25. Technology and Tools

• Creating Folders

26. Technology and Tools

• Creating Folders

27. Technology and Tools

• Setting Rules

28. Technology and Tools

• Setting Rules

29. Technology and Tools

• Calendar Management
– Setting an appointment
– Updating and deleting an appointment

30. Technology and Tools

• Setting an Appointment

31. Technology and Tools

• Setting an Appointment

32. Technology and Tools

• Inviting Others to the Appointment
Add comments or instructions here

33. Technology and Tools

• Updating and Deleting an Appointment

34. Technology and Tools

• Task Management
– Entering
– Color coding

35. Technology and Tools

• Entering Tasks

36. Technology and Tools

• Entering Tasks

37. Technology and Tools

• Entering Tasks

38. Technology and Tools

• Entering Tasks

39. Technology and Tools

• Flagging E-mails

40.

• Thank you for your time.
• We look forward to your participation in
future webinars.
• Remember to access the CCLC website or the
Leadership Academy Course in On Course to
find resources and a link to a survey about this
session.