Time Management & Work Organization Skills for Effective HR Personnel Presenter Annick M. Brennen, M.A. Educational Administrator, Consultant, & Trainer

Our Goal Use proven tools and techniques to manage time, organize work, and achieve desired results under intense pressure.

Time is a resource that cannot be bought, sold, rented, borrowed, saved, or manufactured. Managing time is really a misnomer. In actuality, managing time means managing yourself in relation to your time. Definition

Time management is the process of planning activities to gain better control over how you spend your time. Managing your time effectively is critical to your success as an HR professional. Definition

At the heart of time management is an important shift in focus: Paradigm Shift Needed Concentrate on results, not on being busy.

The Pareto Principle or the ‘80:20’ Rule Typically, 80% of unfocused effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort.

Time Management Tools Concentrate on the right things: Decide work priorities. Tackle the right tasks first: Prepare To-Do lists. Make the best use of your time: Practice effective scheduling.

Time Management Tools Make action plans. Stick to your plans, but remain flexible.

Decide Work Priorities Integrate your corporate goals and objectives. Know your job responsibilities and functions. Clarify your job with supervisor, and concentrate on doing well in the areas he or she considers to be most important.

Decide Work Priorities To ensure you concentrate on the right things, talk to your supervisor. Ask these questions: –What is the purpose of the job? –What are the measures of success? –What is exceptional performance? –What are the priorities and deadlines?

Decide Work Priorities To ensure you concentrate on the right things, talk to your supervisor. Ask these questions: –How does this relate to other people? –What will happen if the tasks are not completed on time? –What costs are acceptable?

Tackle the Right Tasks First: To-Do Lists Determine the most important items— Which tasks should be done first, which can wait until tomorrow or next week. If you are new to a job, ask for help. It is part of your responsibility as an HR professional to be able to set priorities.

Tackle the Right Tasks First: To-Do Lists Tool that helps you plan and remember to do all essential tasks, in the right order. Important to have if: You carry out a number of different tasks or different sorts of task. You have made a number of commitments. If you are often caught out because you have forgotten to do something.

Tackle the Right Tasks First: To-Do Lists How to prepare a To-Do List:  Write down all the tasks that face you.  Break large tasks down into their component elements.  Run through each task, allocating priorities from A (very important) to F (unimportant).  Review the priorities, if too many tasks have a high priority, demote the less important ones.  Rewrite the list in priority order.

Tackle the Right Tasks First: To-Do Lists How to Use To-Do Lists: In an operational role or if tasks are dependent on other people, keep one list and chip away at it. If you carry unimportant jobs from one To-Do List to the next, worry about it only if you are running against a deadline for them. If you do, raise their priority. If you work mostly alone, keep your list short and aim to complete it every day.

Practice Effective Scheduling Priorities and goals define what you aspire to do with your time. Scheduling is where these aspirations meet the hard reality of the time you have available.

Practice Effective Scheduling Scheduling is the process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified.

Practice Effective Scheduling By using a schedule properly, you can: Understand what you can realistically achieve with your time. Plan to make the best use of the time available. Leave enough time for things you absolutely must do.

Practice Effective Scheduling By using a schedule properly, you can: Preserve contingency time to handle the “unexpected.” Minimize stress by avoiding over- commitment to yourself and others.

Practice Effective Scheduling Quantify the time you have available. Block in the essential tasks you must carry out to succeed in your job. Schedule in high priority urgent tasks and vital “house-keeping” activities. Block in appropriate contingency time to handle unpredictable interruptions. In the time that remains, schedule the activities that address your priorities.

Make Action Plans How to use an Action Plan + It is a list of tasks that you have to carry out to achieve an objective. It differs from a To-Do List in that it focuses on the achievement of a single goal. + It allows you to focus on the stages of that achievement, and monitor your progress towards it. + To draw an Action Plan, simply list the tasks that you need to carry out to achieve your goal.

Time Management Systems Manual systems – Tickler file – Calendars Electronic systems – Use PIM software such as Corel Central or Microsoft Outlook.

Corel Central

Time Management Techniques Use slack time. Handle paperwork once. Simplify repetitive tasks. Manage information and details.

Use Slack Time Use slack time to accomplish those tasks that you have been unable to do during your peak workload periods: + Clean out your desk. + Rearrange and purge your files. + Organize supplies and materials. + Experiment with new technology to make yourself more productive.

Handle Paperwork Once Rule: Read it. Route it. File it. Or answer it.

Simplify Repetitive tasks Replace your manual forms with electronic ones. Use Corel or MS templates. Make a list of frequently used addresses and telephone numbers using Central or Outlook. Use mail merge, keyboard merge, and boilerplates. Use databases such as Access to track and retrieve information easily.

Boilerplate Document

Manage Details Devise ways of recording details immediately. Establish methods and systems of storing them so you can access them easily. Use these systems consistently.

Manage Details Create forms for recording different types of information. Utilize task files of related information. Store information according to accounts, people, events, projects, etc.

Manage Details Devise a system of initials, check marks, or other codes that indicate the status of information that comes across your desk. The next time you see the information, you will know where it has been and where it is supposed to be going.

Time Management Techniques Perform work correctly the first time. Develop a procedures book. Organize your workstation, supplies, and other materials. Use good communication techniques.

Communication Techniques Transmit ideas in simple, clear terms. Define terms if necessary. Listen carefully. Repeat what you think you have heard and ask for clarification if necessary.

Summary  To manage time and work effectively you must: Shift your focus from being busy to being result-oriented. Spend your time and effort on high- payoff tasks. Agree on work priorities with your supervisor. Schedule work smartly.

Summary To manage time and work effectively you must: Use a To-Do List and electronic time management systems. Make Action Plans. Manage details. Simplify repetitive tasks. Handle paperwork once. Use slack time wisely.

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Time Management & Work Organization Skills for Effective HR Personnel Presenter Annick M. Brennen, M.A. Educational Administrator, Consultant, & Trainer