Course ILT Technology and time management Unit objectives Use the computer and telephone technologies to save time instead of wasting time Maintain a reasonable.

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Presentation transcript:

Course ILT Technology and time management Unit objectives Use the computer and telephone technologies to save time instead of wasting time Maintain a reasonable workload by saying no when appropriate

Course ILT Technology and time management Topic A: Technology saves time Topic B: Say No

Course ILT Technology saves time Acquire only the technology you need Learn only what applies to you Create a time with no interruptions

Course ILT Activity A-1: Using technology to save time

Course ILT Computers can waste time Computers lead to wastage of time Computers create information overflow Organizing electronic files saves time

Course ILT Organizing electronic files 1.Create a file system for document files 2.Create a file system for stored and fax messages 3.Organize the system 4.Transfer documents into appropriate electronic folders 5.Create a computer desktop to access files and applications easily

Course ILT Organizing After reading mail, act on it immediately Delete messages not required

Course ILT Organizing faxes Send and receive faxes through computer Delete unwanted fax documents Organize fax documents in their respective folders

Course ILT Activity A-2: Organizing your computer

Course ILT What do you do when… It takes time for your mailbox to open. You dont understand a particular feature in the software. A Web site takes a long time to load. Your computer stops responding. The printer doesnt respond when you try to print. You are searching for a file. Are you wasting time?

Course ILT Handling Always read the subject line Send request to stop junk mail Schedule time to check Turn off notification devices Be selective when disclosing your business address Use just one mailbox

Course ILT Activity A-3: Handling

Course ILT Use Internet time wisely Create bookmarks –Keep a record of interesting and useful Web sites. Familiarize yourself with different search engines Do not become overly curious

Course ILT Activity A-4: Using your Internet time wisely

Course ILT Telephone wastes time Dont answer every call immediately Enable voice mail to answer your calls

Course ILT Minimize call time Plan your calls in writing Focus on the subject of the call Stand up while talking Place a time limit on each call Develop verbal messages to end a call Use voice mail when appropriate

Course ILT Activity A-5: Being productive with telephone time

Course ILT Technology and time management Topic A: Technology saves time Topic B: Say No

Course ILT Reasons for doing too much Need to achieve Insecurity Failure to delegate Unrealistic time estimates Lack of organization

Course ILT Avoid doing too much Prioritize Delegate Concentrate on priorities Be flexible

Course ILT Activity B-1: Saying no

Course ILT Making your workload reasonable Realize you dont work best under pressure Resist taking over jobs because others are not doing them Do not assume that everything has to be done Overestimate time for projects

Course ILT Activity B-2: Creating reasonable workloads

Course ILT Why we dont say No Looking for gratitude Guilt Fear of expendability Belief of indispensability

Course ILT PAUSE P ay attention A nalyze the situation U tilize your decision-making skills S upply reasons E xamine alternatives

Course ILT Activity B-3: Identifying the steps to say no

Course ILT Technology and time management Unit summary Explored ways to use the computer and telephone to save time Maintained a reasonable workload by saying no