Objectives. Social Media & the Internet. Where Did the Time Go? Time Management Workshop

Transcription

1 Where Did the Time Go? Time Management Workshop Presented by: Jaime Brew, MBA, CMCC Municipal Court Administrator Sugar Land Municipal Court 2 Objectives Discuss social media and the web. Describe how people waste time at work. Explain why people waste time at work. Define time management and discuss its importance. Discuss the difference between urgent and important tasks. Discuss principles of good time management. List 7 simple time management skills you can use daily. 3 Social Media & the Internet 1

2 4 Video: Social Media Revolution Video on next slide 5 Video: Social Media Revolution Video on next slide 6 Did You Know? According to Socialnomics and other web sources, volumes of new data and photos are uploaded continually. Web surfers are bombarded with millions of new pictures, tweets and articles every day. 2

3 7 Did You Know? More than 1.1 billion active Facebook users upload 350 million photos daily. More than 100 hours of video join the YouTube database every minute. We now have access to more than two Zettabytes of data worldwide as of The Ways People Waste Time at Work 9 Workplace Distractions Surfing the web Personal phone calls Searching for new job opportunities Gossiping Shopping online Exploring social networks Checking personal 3

4 10 #1 Workplace Distraction Which workplace distraction is the greatest productivity drain? INTERNET 64% of employees visit non-work related websites each day. 11 Workplace Distractions Time Wasted < 1 hour 1 to 2 hours 2 to 5 hours 6 to 10 hours 10+ hours % of Employees 39% 29% 21% 8% 3% 12 Contributing Factor: Social Media Networks The winners for the timeloss warp are: Tumblr - 57% Facebook - 52% Twitter - 17% Instagram - 11% SnapChat - 4% 4

5 13 Time Wasting Impact Example: An employee works 2,080 hours per year (260 days). This person is in the top bracket of time wasters. The employee wastes 520 hours per year: 25% of the employee s total hours at work are spent on unproductive activities. Result: Costs to your organization. 14 Responses According to a recent survey conducted by Salary.com, employees gave the following responses: 34% of employees say they are not challenged. 34% say they work long hours. 32% say there s no incentive to work harder. 30% are unsatisfied with work. 23% are just plain bored. 18% say it s due to low wages. 15 Video: 3 Biggest Time Wasters Video on next slide 5

6 16 Video: 3 Biggest Time Wasters Video on next slide 17 Why Do Employees Waste Time at Work? 18 Time Management 6

7 19 What is Time Management? It is the act of planning and determining how much of your time is spent on specific tasks. 20 Why is Time Management Important? Time is a limited resource. Setting goals is a key to your success. Being efficient at work is about managing your time. Know your priorities at work. Article: Career Success for Newbies 21 Understanding the Difference Between Urgent and Important 7

8 22 Difference Between Urgent and Important Urgent tasks demand your immediate attention, but whether you actually give them that attention may or may not matter. Important tasks matter, and not doing them may have serious consequences for you or others. This distinction between urgent and important is the key to prioritizing your time and your workload. Article: The Key to Good Time Management 23 The Priority Matrix Article: The Key to Good Time Management 24 Examples of Urgent Tasks Answering the phone. Responding to your supervisor s . Handling a citizen, defendant, attorney complaint. Performing your duties in the courtroom. 8

9 25 Examples of Important Tasks Preparing dockets for trials set for next week. Submitting a conviction report to DPS that is due tomorrow. Completing the court s Texas Comptroller Report that is due by the end of the month. Preparing deposit for pickup/delivery to bank or treasury. 26 Review Your Task List Regularly Urgency and important tasks are not a fixed status. You should review your lists on a regularly to make sure that the status of a task has not changed. Article: The Key to Good Time Management 27 Activity 9

10 28 Principles of Good Time Management 29 Principle # 1 Keep Your Area Tidy Top Tips for Tidying: Create 3 piles: Keep, Give Away, and Throw Away Keep Pile If you need to keep certain things for your records, or do something with it. If you need to take action on it, then add it to your task list. Give Away Pile If you don t want it, but someone else might be able to use it, and/or it is work that can and should be delegated. Throw Away Pile For things that have no value to you or anyone else. Article: The Key to Good Time Management 30 Principle # 1 Keep Your Area Tidy Untidy Tidy 10

11 31 Principle # 2 Pick Your Moment Each of us have a time of day that we work better; therefore, it is best to tackle the difficult tasks during this time. Schedule appropriate times in your day for meetings. Useful tip Keep a list of important, but non-urgent small tasks that can be done in that odd 10 minutes between meetings. Article: The Key to Good Time Management 32 Principle # 3 Do NOT Procrastinate 33 Principle # 3 Do NOT Procrastinate (Continued) If a task is urgent and important do not procrastinate; just do it! Article: The Key to Good Time Management 11

12 34 Principle # 4 Do Not Try to Multi-Task The experts say do not multi-task, but this is almost impossible to do in our profession. Suggestions try not to do too many things at one time. Block out time in your schedule each day for uninterrupted work. If you are working on a task and are interrupted, keep track of where you were so that you can go back to it later. Remember it is okay to say no. 35 Principle # 5 Keep Things in Perspective When you have too many tasks to do at one time it can be stressful. Remember to remain calm. If you cannot get everything on your to-dolist completed before you go home it is okay (as long as it wasn t due that day). Article: The Key to Good Time Management 36 Principle # 5 Keep Things in Perspective Going home and getting rest and/or exercising at the end of your work day may be a better option than meeting a self-imposed or external deadline that may not even matter that much. Article: The Key to Good Time Management 12

13 37 7 Simple Time Management Skills You Can Use Daily 38 Time Management Skill # 1 Organize your work area and declutter your work space. 39 Time Management Skill # 2 Update your to-do list each day. 13

14 40 Time Management Skill # 3 Prioritize your tasks.. 41 Time Management Skill # 4 Maintain a calendar. Planner Outlook Calendar 42 Time Management Skill # 5 Stay focused on the tasks at hand. Remain calm to reduce your stress level. 14

15 43 Time Management Skill # 6 Effectively manage your s. 44 Time Management Skill # 7 Occasionally you will have a difficult day and will not be unable to stay on task (unexpected things happen). Refocus and get back on task the next day. 45 Time Management Skill # 7 (Continued) 15

16 46 47 References Forbes article: Who Wastes the Most Time at Work? Written by: Cheryl Conner & Russ Warner Business Insider Article: 13 Things Successful People Do in the First 10 Minutes of the Workday Written by: Jacquelyn Smith Skills You Need Article: The Key to Good Time Management Published by: Videos: Social Media Revolution 2014 Equalman Production 3 Biggest Ways to Waste Time in the Office 16