Reminder: these tasks are due in before half term 23 October: Check that you have added these tasks on Outlook ! 1.Key Terms 2.Technical Skills 3.Proposal 4.Mind Map

Unit 1 Communication and Employability Skills for IT 2

Basic Housekeeping Check Lanyards Complete Register Health and Safety check Reminder about use of mobile phones Reminder about classroom rules No food or drink, thank you! 3

Video 4

Today’s Learning Outcomes Understand general personal attributes valued by employers o Time Management 5

You should make notes as you go along when theory is delivered in order to complete the task successfully therefore bring a pen and some paper please! Please make notes to the best of your ability. 6

Key Terms - revision Target? an objective or goal; something to aim for. In-tray? A physical tray for paperwork, or an electronic Inbox such as one provided by software like Outlook skills that influence how people interact with 7

Time management Define the term on writing pads. Can you give some examples? Class Discussion Agree a definition and write it on the board Check your definition on the next slide 8

Time management Time management occurs when you can show that you can identify and allocate relevant times and durations as appropriate to meet deadlines when there can often be conflicting demands on your time. 9

Time management Time management 10

Time Management answers: o take control of your time – using a diary o protect your time space – handling interruptions o toughen up on together-time – making meetings work o eliminate paper shuffling – getting on top of your in-tray. 11

Time management People who offer a service (for example, a plumber or a beautician) rely on a diary to keep track of which clients they are expecting, and to identify gaps where new appointments can be made. Such people need to blank out days when they are not available for work, and be very careful not to double book anyone. If a client rings to change an appointment, this also has to be recorded carefully, rubbing out the original booking and writing in the new one. 12

Time management To manage your time effectively, you will need a diary too – either a pocket diary, or the one on your iPhone (if you own one) or computer. As long as you refer to your diary each morning, you should never forget an appointment or arrive late. 13

Time management Handwritten diaries can be small enough to carry with you everywhere (such as a pocket diary) or large enough to remain where they belong (such as an appointments book in a hairdressing salon). 14

Time management Electronic online diaries are particularly useful in a working environment. For example, Microsoft Outlook has a calendar feature (see the next slide). Whatever form your diary takes, you should use it to record events that you expect to attend, people you plan to meet and things you have to do. 15

Outlook calendar 16

Time management Looking at your diary will tell you what will be happening in the next day, week or year, and will allow you to keep track of the time you have left to do other things. An overfull diary will warn you not to take on anything extra. 17

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Handling interruptions - stats An average employee spends _____% of their time dealing with unnecessary interruptions followed by "recovery time" to get back on track The time spent per day being interrupted and trying to refocus is _____ hours The average manager is interrupted every _____ minutes. The Institute of Psychiatry at the University of London suggests that your IQ falls _____ points when you're fielding constant s, text messages and calls. This is the same loss you'd experience if you had missed an entire night's sleep. 19

Handling interruptions - stats An average employee spends 28% of their time dealing with unnecessary interruptions followed by "recovery time" to get back on track The time spent per day being interrupted and trying to refocus is 2.1 hours The average manager is interrupted every 8 minutes. The Institute of Psychiatry at the University of London suggests that your IQ falls 10 points when you're fielding constant s, text messages and calls. This is the same loss you'd experience if you had missed an entire night's sleep. 20

Handling interruptions Handling interruptions from s, phone calls or people – efficiently is an important aspect of time management because these interruptions can disrupt your work 21

Handling interruptions If you let yourself be distracted, you might not complete the list of tasks you’d planned to do in a day. All fresh interruptions have to be weighed against your current list of objectives: are they more important than what you’d already set out to do? 22

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Student Activity: Download a presentation called Handling Interruptions and Meetings from Moodle Read each slide carefully and follow all instructions 24

Activity: Handling Interruptions Complete the table paraphrasing information (Page 9 in the online handbook or you can have a hand out ). If possible, link to your personal experiences being interrupted. 25 InterruptionThe ProblemThe SolutionNotes telephone Voic People

Video Video 1. Watch this video and make a note of the Rules for Effective Meetings (start the video from 2.33min) Video 26

Meetings – make notes You do not work alone, so meetings are necessary; these may be one-on-one or group meetings. People often complain that meetings are a waste of time, but they needn’t be if thought is given to the scheduling of meetings and the way these meetings are conducted. Can you think of any basic rules for organising meetings? 27

Meetings: make notes The date of each meeting should be agreed by all those attending the previous meeting. Regular meetings can be scheduled for many months ahead. Between meetings, an agenda should be drawn up so that everyone knows what is to be discussed. The agenda and any discussion papers should be circulated beforehand so that everyone can brief themselves ahead of the meeting. 28

Meetings Can you think of any good tips for carrying out/attending meetings and what should happen after a meeting is finished? 29

Meetings: make notes During the meeting, the chairperson should stick to the agenda and be aware of the time allowed for the meeting, cutting short discussion on items that are over-running so that the full agenda is covered. Off agenda items should not be allowed; they can be postponed and added to the next agenda. The minutes of the meeting should show what actions are expected and by whom before the next meeting. These should be circulated as soon as possible after the meeting and again when the agenda is sent out. 30

At the end of the session revisit aims and objectives to check if the learning took place aims and objectives aims and objectives 31