How much valuable work an employee is able to get done in a given period is important because it has direct impact on an organization’s bottom line. The more work employees can get done, the more profit their organization can make.

 

Hence, for sustained success in any organization, the employees must be able to get work done. That is, they must be productive – they must produce value for the business that exceeds the cost of their wages.

 

But, unfortunately, many employees are not productive. Some do not put in enough effort and time due to distractions. Some spend their major time on low-priority tasks. And some, due to procrastination and multitasking, do not get enough work completed.

 

These unproductive work behaviours are costing organizations. And this training is designed to help stop them.

 

It will equip participants with the skills, tools, techniques, and motivation that will help them achieve optimal productivity, and bring significant value to their organization.

 

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The Learning Journey

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The training starts with a look at what personal efficiency is and how it is different from traditional time management. It also covers some skill sets and attitudes that can help the participants become more productive.

 

Then, we move onto the foundation of personal productivity: vision statements, dreams, and specific goals. We then explore Pareto’s principle (also known as the 80/20 rule) and the characteristics of a good organizational system. We emphasize the importance of creating a custom system that works for each of the participants.

 

We then look at some different components of organizational systems. We start by sharing a system for cleaning up an area and purging clutter. Next, we ask the participants to apply these principles to re-design their workspace. The participants also learn how to use a priority tray and incubator to track ongoing tasks, and how to file documents efficiently.

 

Next, we learn about electronic documents and e-mail, as well as different types of information management systems. As well, we complete several case studies to help us apply these techniques.

 

After that, we talk about using the GOPHER system to process information. We also shared a flow chart to help the participants process e-mail messages. Then, they complete a case study about Donald, who was overwhelmed by a messy desk and too many things to do.

 

The last part of the course gives the participants some tools to keep on top of tasks, including the urgent-important matrix, ways to say no, techniques for creating routines, and ways to curb procrastination.

 

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Course Objectives

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After completing this course, participants will be able to:

 

- Identify what personal efficiency is, what skill sets can improve their personal productivity, and what attitudes they should cultivate

- Understand why multi-tasking is a myth and desist from wrong use

- Appreciate what role long-term goals play in short-term efficiency and begin to apply accordingly

- Share a personal vision and develop dreams and goals from it

- Apply the 80/20 rule and learn how it should affect planning

- Identify the characteristics of a good organizational system

- Develop a plan for an efficient workspace, including a customized information center and a filing system

- Apply a system that will allow them to process any type of information that crosses their desk, including e-mail, electronic files, paper files, text messages, and drop-in visitors

- Use the Eisenhower principle to prioritize work for more effectiveness

- Avoid urgency trap

- Say no

- Use routines to simplify their life

- Understand why they procrastinate and develop methods for tackling tasks

 

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Training Outline

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Session 1: Overview

 

 - Learning Objectives

 - Pre-Assignment: Purpose

 - Pre-Assignment: Steps

 - Pre-Assignment: Images 

 - Pre-Training Assessment

 

Session 2: Understanding Personal Efficiency

 

- Defining Personal Efficiency

- In the Groove

- A Holistic Approach

- Time Management vs. Personal Productivity

 

Session 3: Developing the Right Attitude

 

- Useful Skill Sets

- Useful Attitudes

- Why Multi-Tasking is a Myth

 

Session 4: Laying the Foundation

 

- Creating a Personal Vision Statement

- Step One: Identifying Your Values

- Bringing It All Together

- Step Three: Put it all Together

- Making Connections

- Identifying Dreams and Setting Goals

- Getting Some Ideas

- SPIRIT

- Putting it All Together

 

Session 5: The Building Blocks of a Good Organizational System

 

- Pareto's Principle

- Characteristics of a Good Organizational System

- Building a Customizable System

 

Session 6: Creating the Right Environment

 

- Garbage Out!

- Step Two: Make an Action Plan

- Step Three: Get Started, Part One

- Step Three: Get Started, Part Two

- Step Four: Finish the Task

- Laying Out Your Workspace, Part One

- Laying Out Your Workspace, Part Two

- Re-Designing Your Workspace

- Setting up a Daily System

- Priority Tray

- The Incubator

- Sample Incubator

- Using the Incubator

- Using the Incubator Each Day

- Setting up a Filing System

- Four File Types

- Filing Tips

- Putting Everything Back Together 

- Putting it in Action, Part 1

 

 Session 7: Setting up your Virtual Environment

 

- Organizing Electronic Files

- Tips and Tricks

- Making Your E-Mail Program Work for You

- Commit to Your E-mail Program

- Take Some Training

- Set Up Folders

- Schedule Backups and Archives

- Automate What You Can

- Use Time-Saving Tools

- Exploring Applications

- Top Applications

 

Session 8: Setting up Your Information Management Center

 

- Key Components of a System, Part 1

- Key Components of a System, Part 2

- Case Study: Sarah the Salesperson

- Case Study: Walter the Writer

- Case Study: Edna the Executive Assistant

- Making Connections

- Lessons Learned, Part 1

- Lessons Learned Part 2

 

Session 9: Managing Information in Six Easy Steps

 

- GOPHER It!

- Processing E-Mail Messages

- Digging Donald out of the Hole

- Problem One

- Problem Two

- Problem Three

 

Session 10: Prioritizing Your Tasks

 

- The Urgent-Important Matrix

- Matrix Overview

- Quadrant 1: Urgent and Important

- Quadrant 2: Important but Not Urgent

- Quadrant 3: Urgent but Not Important

- Quadrant 4: Not Urgent and Not Important

- Putting Tasks in Their Place

 

Session 11: Saying No

- Techniques for Saying No, Part One

- Techniques for Saying No, Part Two

- Techniques for Saying No, Part Three

- Techniques for Saying No, Part Four

 

Session 12: Creating Routines

 

- Why Routines?

- Start of Day Routine

- End of Day Routine

- Dealing with E-mail

 

Session 13: Stopping Procrastination Now (Not Later!)

 

- Tackling Procrastination

- A Challenge to Change, Part 1

- A Challenge to Change, Part 2

- A Challenge to Change, Part 3

- A Challenge to Change, Part 4

 

Session 14: A Personal Action Plan

 

- Starting Point

- Where I Want to Go

- How I Will Get There

- Summary