working smarter, not harder j oyce martin director of staff/program development oces

Working Smarter, Not Harder

Joyce MartinDirector of Staff/Program

DevelopmentOCES

Getting the Edge

3 Kinds of Time

• Boss Imposed• System Imposed• Self Imposed

84,600

How Well Do You Plan?

Learn To Plan

Get Organized!

• How?

Set Goals

• Career/Work• Personal Relationships• Recreation• Personal Growth• “Having”• Social

Make Your Goals

• Challenging but attainable• Specific and measurable • Compatible with each other• Flexible• Long term, intermediate, daily

The Magnificent 7

• To Sort Tray• Wastebasket

Is your office clean, neat, and organized?

If not! Clean up and throw it out!

Organize Your Work Space

• Location• Space• Easy access to tools• Comfort

- seating, ventilation, lighting, etc.

Reorganize Your Desk

• Get a large trash can• Take everything off the top and

empty all drawers• Discard all items not used• Put back only the essentials• Make a filing system

Only one project at a time on top of

desk

The Magnificent 7

• To Sort Tray• Wastebasket• Calendars• “To Do” list

Daily To-Do List

• A= Must do• B= Should do• C= Nice to do• Start with A-1 and do all the A’s first

The Magnificent 7

• To Sort Tray• Wastebasket• Calendars• “To Do” list• Reading file(s)• Action files• Reference files

Get It Done!

• Don’t be sidetracked• Stay focused• Keep your desk clear

Don’t Procrastinate: Do It Now!

• How? -Get interested in your work

-Imagine satisfaction- seeing task completed

-Challenge yourself with deadlines

Reduce the Paper Blizzard

• Handle each piece only once• Put only necessities in writing• If in doubt, throw it out• Use the telephone or computer

4 Questions

• Do I really need to keep this?• Where should I keep it?• How long should I keep it?• How can I find it?

What you do with a piece of paper is not nearly as important as doing it

consistently.

No “right” or “wrong” way to organize your papers.

What works best for you is the best system!

Schedule Your Work Time

• according to your moods/energy level

-When do you work best alone?

-When do you work best with others?

Try to shield yourself from interruptions and

distractions• Avoid drop-ins

-close door

-face desk away from door-remove excess chairs-go to someone else’s office-place clock over visitor’s head

Learn to say “NO”

• Say “no” quickly• You have the right to say “no”• Offer refusals politely and pleasantly• Offer counter proposal

Time Management Tricks & Techniques

• Plan ahead use odd bits of time• Have work to do when waiting• Set a time for jobs you are inclined to

put off• Allot time for jobs with deadline well

ahead of final time• Keep your plan flexible• Other ideas

Time Honored Tips

Ideas for Time Management at Home

Change

•It takes 21-30 days to change/break a habit

Time Management

Ability to use your time on things that matter

So Control Your Time!

•Time Flies!•Are You the Pilot or the Passenger?

Summary

• 3 kinds of time• Organize• Set goals• Magnificent 7• Get it done• Learn to say “No”• Practice time management at work

and home

It’s 5 o’clock somewhere!