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Open Campus Soft Skills Module 6B – Time Management

August 18, 2019


[MUSIC PLAYING] PROFESSOR: Welcome
to open campus soft skills course, module
six, part two, time management. In this module, you will learn
how to use time professionally and time management tips. As a recap, what
is time management? Time management is the
effective or productive use of time on the job or
with a specific activity. There are two areas
of time management that we’re going to focus on,
using time wisely, and using time professionally. For the purposes
of this module, we will focus on using
time professionally. When we think about using
time professionally, one of the things
that come to mind is to be able to follow
through on commitments. Write down a commitment
and set a deadline. It is important
that you write down what you say you’re going
to do and give yourself a deadline as to when
it will be completed. Keep your word. If you agreed to
do a certain task, or to serve in a
certain capacity, it’s important that
you keep your word and try to honor
it as best you can. And if you see that you
are not able to complete a particular task, advise that
the individual, or the group, that you have given your
word to, as soon as possible, if things change
regarding that commitment. Next, honor scheduled
appointments, phone calls, meetings. If you set a certain
date, a certain time, to have a meeting,
it’s important that you honor that particular
commitment, because you are showing respect
for the individuals that have dedicated a specific
amount of time to work with you, and you’re also showing a level
of commitment to yourself, and holding yourself accountable
to that particular appointment that you have scheduled. When you’re using
time professionally it’s important to fulfill a
signed or volunteered task. If you say that you’re
going to do it, do it. Don’t try to make up excuses
or find ways out of it. Always fulfill your assigned
task or volunteered activities. Even if things change and
you see that you’re not able to do it exactly when
you were originally scheduled to the deadline, be open, be
forthright, and let people know when things are changing. Individuals are more
likely to work with you if you keep them in the loop and
let them know what’s going on. And last but not
least, always plan to succeed, even if it looks
like it’s a difficult task, even if you find that
you’re not moving along as quickly, or as easily, or
as you had scheduled to move. Always plan to succeed,
and that means, always plan to complete the task. No matter what, finish
what you’ve started. Another way to use
time professionally is to deliver prompt service. It’s important to arrive
on time for meetings, to follow up on calls, e-mails,
or referrals, immediately. Any time you make a contact, or
you network and meet someone, and you say that you’re
going to give them a call within the
next week or you’re going to send them requested
information by a certain time. Follow up. Follow up is really where
the sweet spot is especially when you’re making
new connections in the professional realm. Always follow up on calls,
e-mails, any type of inquiry, or referrals that you get. Especially referrals
because someone has given a vote of
confidence to your skills, and to your capabilities,
to tell someone else about who you
are, and what you do. So always make it a point
to follow up on referrals. In delivering
prompt service, it’s important to fulfill
your services, or to deliver your projects,
or to deliver your products, rather, by the scheduled time. And, even after you’ve completed
the service and the delivery, it’s a great thing to do. And that is to show
appreciation, and gratitude, for the opportunity
to provide a service, or to deliver a
product to a customer. That-a-way you will
always stay top of mind. Effective use of
resources is another way to use your time professionally. In our workplace,
we live in an age where we are focusing
on recycling, reducing, and reusing, when it comes
down to our work environment and to our personal environment. Ways to be effective with
your resources on the job, is to print and copy
paper on both sides as often as possible. This will alleviate the extra
paper that you’ll be using, and it also shows that
you’re conscientious about your environment, and
trying to find ways to recycle. Use electronic communication
and data storage any time, you’re able to
go into the cloud, that’s another way of communicating
and saving information, sort of via the internet. It’s a great way to minimize
extra storage and filing cabinets on the job. But it’s also a way
to where you can be accessible to
your information, whether you’re at work or
if you’re working from home on a particular project. Junk mail, multiple mailings,
and past worker mail, are things that can
easily be recycled. You can put it in
the recycle bin and know that it
is going to go back to a useful purpose
in a different way. Be sure to update
your mailing lists, and to remove
duplicate information. If you are sending out
letters, or postcards, or monthly newsletters,
if you have multiple contacts
for the same address, you’re not only using more
paper but you’re, also, adding to your postage expenses. So if you’re able to go in and
kind of flesh out the mailing list to make certain
that you have, not only a current mailing list,
but all duplicated information has been removed. Another way to use your
resources effectively, is to, don’t use professional
supplies for personal use. That may be something
that appears to be, it should
go without saying, but when you have materials,
supplies, equipment, that’s dedicated to the work
that you perform, on the job, that is, in a
professional capacity, do not use your
professional materials for your personal use. It might be tempting, or
you may see that there is no harm in doing that. But what you’re doing
is really impacting the bottom line for the
company that you work for. Any time that you are absorbing
materials, papers, pens, printer ink, copier
cartridges, you’re taking away from a price
point that has been budgeted for those various items. So separate your personal
use, your personal affairs and business affairs, from
your professional affairs. You don’t want to overlap
and get into a gray area when it comes down to
utilizing certain resources. Remember, when you are using
your time professionally, you’re finding ways to be
effective in the resources for the company
that you work for. Don’t overstock inventory. Know what’s available, and know
what is needed down the line. That’s going to keep you
from having large, surplus, pieces of information
of inventory on site. Here’s some time management
tips, prepare a to-do list. We talked about
that earlier where you’re listing your top one
to five, or one to 10, items that you’re to complete. Write them down at
the top of the day, or the night before, and that
way, as you accomplish them, you can scratch
them off the list and get a sense
of accomplishment, a sense of fulfillment, that
you are reaching your designated goals for that day. Be realistic about your
goals and objectives. Don’t try to pile
on a lot of things, a lot of responsibilities,
in a short period of time. Learn how to delegate to others. Often times, we may
think that delegation is a sign of weakness. Actually, it’s a
sign of strength. Showing that you realize
that this project is bigger than you, and
your needing the support from others. A word of advice, is to not
wait until the last minute to ask for assistance. From your coworkers,
from your supervisor, always be upfront and
forthright as soon as possible. Make every moment count. Try to complete as many
tasks as possible, daily. Use a reminder system. Send yourself text alerts,
voice-mails, even calendar alerts, when you’re
wanting to stay on top of particular projects
that have a specific deadline, or it’s time sensitive. Schedule in the everyday basics. We talked about that, and
we have that listed here. Write down all of the
information and activities that you’re needing for
your daily schedule, as well as your
events and activities that you’re putting
into your calendar on a daily, or on a
weekly or monthly, basis. Omit distractions. When you are in the
workplace and you find that there’s a lot
of chatter going on, it’s OK to close your door. It’s OK to turn down the music,
or to not watch television when you’re working from home. Don’t procrastinate. Don’t wait until the last
minute to get activities done. Also, stay positive, and
stay around positive people. Avoid gossip and idle time. Consolidate regular
daily work activities to keep from having to check
e-mail over, and over again in the day, or checking your
voicemail throughout the day, or returning a series of
phone calls every hour or two. Consolidate those activities
that you do on a regular basis. For instance, with e-mail,
check your e-mail one time during the morning, one
time around lunchtime or in early afternoon,
and one time before the end of
the business day. That will keep you more
focused on the task at hand, and not having to
volley from e-mail, responding, getting
back to your task that you’re needing to get
focus and put priority on. Consolidate those times. Clear the clutter out of your
mind, and your work area. Stay focused. Stay centered. Remove extra paperwork that
you might find on your desk. And last, but
certainly not least, take a technology time-out. Send your phone
calls to voicemail. Check your e-mail only
during the designated times. Return phone calls
during a designated time, and try to avoid
getting on social media, and getting caught up in news
feeds, and really time takers, to where you’re not focused
on the activities at hand. Now, we’re going
to go to our quiz six, time management
quiz, because it’s going to include information
from both module six part one, and part two. [MUSIC PLAYING]

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