Module 2 document your time
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The document discusses the importance of using a time log to track how time is spent during the workday, helping individuals identify productivity barriers and improve their time management skills. It outlines the steps to create a time log, including recording activities immediately and categorizing them by priority. The document also emphasizes the need to identify time wasters that can impede productivity, suggesting strategies to focus on high-priority tasks.
Module 2 document your time
- 2. Why you should use a time log: If you feel that you never have enough time to get your tasks done you should ask yourself two questions. The first question you should ask is, “How much time do I have?” In a typical work day, an individual has eight hours, but this may vary.
- 3. You are given approximately 30 minutes to an hour for lunch. The next question that needs to be asked, is, “How do I spend my time?”
- 4. The factors in how time is spent at work vary, but they involve how much time is spent on the phone, on email, on budgets, log books, and socializing just to name a few. In order for one to properly manage their time, they first need to document it to find how that time is spent.
- 5. This is accomplished by the use of a time log. The time log will document how much time you spend in each are during your weekday.
- 6. It will then identify areas where you are spending your time that is not productive towards your overall goals and the job. Taking control of time can help improve ones self worth and lower stress levels, which in turn create better production and a better lifestyle.
- 7. How to create a time log: Starting out with a daily log should include about one typical work week. To start a time log, the basic information needed is the time started what the activity was, and how many minutes were spent on the activity
- 8. To effectively record activities must be written down immediately after they are completed. Include all activities, how minor they may seem. This includes coffee breaks, restroom break, time spent tidying up, and time spent reading periodicals for example.
- 9. Do not procrastinate or wait to record the activities, as information may be forgotten. Additionally it is important to create a time log during a typical work week, not a week with holidays or planned business trips.
- 10. As activities are entered into the log, they should each be categorized as specific as possible. Examples given for this are e- mail, meetings, breaks, lunch, phone, and data entering.
- 11. The next step into creating the time log is how you want to prioritize each of the activities. The recommended system to do this is a High, Medium, and Low priority.
- 12. You’re High, or H priorities need to be those activities that are directly associated with your job responsibilities and individual and team goals. These activities categorized as H, have little room for failure and must be given the most weight when considered in the hierarchy of time management.
- 13. Some examples of high activities are completing evaluations for your subordinates. Medium, or M activities are those that are activities that support critical job goals
- 14. Medium level activities are of medium value to the accomplishment of the job, and should be given a high sense of urgency. An example of a medium priority activity is updating your evaluation log.
- 15. The lowest priorities, L are those at are both urgent and on-urgent but have no or little relation to the critical goals and responsibilities of the job. An example of this is time spent socializing about the games played over the weekend. Chart one is an example of how to create a simple time log.
- 16. After the time log has been completed after a week, it then can be summarized. Include category types, total time per week, time per day, and the priority of each category on this log.
- 17. By using this summary chart you can then determine where time can be saved by cutting out low priority activities that are not supporting your goals. Chart two is an example of this weekly summary.
- 18. Time Log Time Category Activity Priority Minutes Chart One – Time Log
- 19. Summary Activity Total Hours Average Per Day Priority Chart Two - Summary
- 20. Identify Time Wasters Once the weekly summary has been completed, time wasters must be identified. Some of the time wasters that must be identified and watched out for include. • Focusing on the wrong tasks. These are tasks that do not relate to the job, and what must be done now. • Failing to delegate. If you spend time doing others work will severely impact the ability to get your job done and waste your time. • Misjudging time. Not properly planning the time it takes to get something done will waste time, and prolong projects unnecessarily.
- 21. Identify Time Wasters • Procrastinating. Putting off the important task, by doing personal things such as surfing the net, socializing with co-workers, or focusing on low priority tasks is a time waster. • Socializing. Socializing about things that are not related to high priority tasks will take away important time that those tasks can be accomplished. These are just some examples of time wasters that can affect the way you can accomplish the task at hand and not manage time effectively.
Editor's Notes
- #2: Time for Action (Intermediate) To reproduce the video effects on this slide, do the following: On the Home tab, in the Slides group, click New Slide, and then click Video With Caption. On the slide, click the Movie Icon to launch the Insert Video dialog box. In the left pane of the Insert Video dialog box, click the drive or library that contains the video. In the right pane of the dialog box, click the video that you want and then click Insert. On the Animations tab, in the Animation group, select Play. Also on the Animations tab, in the Timing group, click the arrow to the right of Start and select With Previous. To reproduce the text effects on this slide, do the following: In the Caption Text Box, type, “Time for Action.” To reproduce the Master Layout text effects on this slide, do the following: On the View tab, in the Master Views group, select Slide Master. On the Slide Master tab, in the Edit Master group, select Insert Layout. On inserted slide, select the preset text box at top. Under Drawing Tools, on the Format tab, in the Size group, click the arrow at the bottom right launching the Format Shape dialog box. In the Format Shape dialog box, select Position in the left pane, under Position on Slide in the right pane set the Horizontal to .5” and the Vertical to 5.6”. Select the text box, on the Home tab in the Font group, select Calibri from the Font list, then select 36 pt from the Font Size list, and then click the Bold icon. To reproduce the Master Layout video effects on this slide, do the following: On the View tab, in the Master Views group, select Slide Master. On the Slide Master tab, in the Master layout group, click Insert Placeholder and select Media, then on the side, drag to draw box. Under Drawing Tools, on the Format tab, in the Size group, click the arrow to the right of Size launching the Format Shape dialog box. In the Format Shape dialog box, select Size in the left pane, under Size and Rotate in the right pane set the Height to 5” and the Width to 6.67”. Also in the Format Shape dialog box, select Position in the left pane, under Position on Slide in the right pane set the Vertical to 0.55”. Also in the Format Shape dialog box, select Line Color in the left pane, under Line Color in the right pane select Solid Line, and then click the arrow to the right of Color and under Theme Colors select, Black, Text 1, Lighter 25% (fourth row, second option from left). Also in the Format Shape dialog box, select Line Style in the left pane, under Line Style in the right pane set the Width to 15 pt. Also in the Format Shape dialog box, select Shadow in the left pane, under Shadow in the right pane click the arrow to the right of Color and under Theme Colors select, Black, Text 1 (first row, second option from left), and then do the following: In the Transparency box, enter 60%. In the Size box, enter 100%. In the Blur box, enter 21 pt. In the Angle box, enter 40 degrees. In the Distance box, enter 19 pt. Also in the Format Video dialog box, select 3-D Format in the left pane, under Bevel in the right pane click the arrow to the right of Top and under Bevel, select Relaxed Inset (first row, second option from left), and then do the following: To the right of Top, in the Width box, enter 6 pt. To the right of Top, in the Height box, enter 16.5 pt. Close the Format Video dialog box. Select the video frame, on the Home tab, in the Drawing group, click Arrange, point to Align, and then do the following: Click Align Center. To reproduce the Master Layout background effects on this slide, do the following: On the View tab, in the Master Views group, select Slide Master. Select the Master Slide (on top of Master Layouts). On the Slide Master tab, in the Background group, click the arrow at the bottom right corner launching the Format Background dialog box. In the Format Background dialog box, select Fill in the left pane, under Fill in the right pane select Gradient fill, in the Angle box, enter 90 degrees, and then under Gradient stops, click Add gradient stop or Remove gradient stop until eight stops appear on the slider. Customize the gradient stops as follows: Select the first stop on the slider, and then do the following: In the Position box, enter 0%. Click the button next to Color, and then under Theme Colors select White, Background 1, Darker 25% (Fourth row, first option from left). Select the second stop on the list, and then do the following: In the Position box, enter 11%. Click the button next to Color, and then under Theme Colors select Black Text 1, Lighter 35% (third row, second option from the left). Select the third stop on the slider, and then do the following: In the Position box, enter 22%. Click the button next to Color, and then under Theme Colors, select Black Text 1, Lighter 35% (third row, second option from the left). Select the fourth stop on the list, and then do the following: In the Position box, enter 63%. Click the button next to Color, and then under Theme Colors select White, Background 1 (first row, first option from the left). Select the fifth stop on the list, and then do the following: In the Position box, enter 81%. Click the button next to Color, and then under Theme Colors select White, Background 1 (first row, first option from the left). Select the sixth stop on the slider, and then do the following: In the Position box, enter 89%. Click the button next to Color, and then under Theme Colors, select Black Text 1, Lighter 35% (third row, second option from the left). Select the seventh stop on the list, and then do the following: In the Position box, enter 92%. Click the button next to Color, and then under Theme Colors select Black Text 1, Lighter 15% (fifth row, second option from the left). Select the eighth stop on the list, and then do the following: In the Position box, enter 100%. Click the button next to Color, and then under Theme Colors select White, Background 1, Darker 5% (second row, first option from the left). On the Slide Master tab, in the Close group, click Close Master Views.