Workplace Productivity PowerPoint Slides

Time Management
Corporate Training Materials

Module One: Cherish your
dreams, as they
Getting Started are the children
of your soul, the
Time management training most often blueprints of
your ultimate
begins with setting goals. This process achievements.
results in a plan with a task list or calendar
of activities. Napoleon Hill
This entire process is supported by a skill

set that should include personal
motivation, delegation skills, organization
tools, and crisis management.
Well cover all this and more during this
workshop.
Workshop Objectives
Overcome Organize your Delegate more Plan and

procrastination workspace efficiently prioritize
Pre-Assignment Review
What are your biggest time wasters?
What are you currently doing to manage your

time?
What could you be doing better?
If you came away from this workshop with only

one thing, what would that be?
Module Two: The bad news
is that time
Setting SMART Goals flies. The good
news is that
Goal setting can be used in every area of you are the
your life. Setting goals puts you ahead of pilot.
the pack! Some people blame everything
that goes wrong in their life on something Michael
Altshuler
or someone else.
Successful people dedicate themselves
towards taking responsibility for their lives,
no matter what the unforeseen or
uncontrollable events.
The Three Ps
Positive
Personal
Possible
The SMART Way
S Specific
M Measurable
A Achievable
R Relevant
T Timed
Prioritizing Your Goals
Invest your mental

focus on one goal
Choose a goal that

will have the greatest
impact
Visualization
Emotionalizing
Vision board
Visualization
List of the benefits

Module Two: Review Questions
1. Which is not one of the Three Ps of goal setting?
a) People
b) Positive
c) Personal
d) Possible
2. In the SMART acronym what does the T stand for?
a) Timed
b) Tedious
c) Two
d) Together
3. When prioritizing your goals it is better to focus
on several goals at once.
a) True
b)False
4. In order for visualization to work, its necessary
that you ________ your goal as much as possible.
a) Share
b)Populate
c) Emotionalize
d)Achieve
5) In which area of your life can goal setting be used?
a) Financial
b) Physical
c) Spiritual
d) All of the above
6) Which of these is something that your goals should
reflect?
a) The dreams and values of the media
b) The dreams and values of your friends
c) Your dreams and values
d) All of the above
7) Which of these is crucial for goal achievement?
a) Creating vague goals
b) Track your progress towards your goal
c) Setting unrealistic goals
d) Creating a goal that does not have a deadline
8) When prioritizing, which goal should you choose?
a) Choose a goal that identifies only what you want
b) Choose a goal based on how long it will take to achieve
it.
c) Choose a goal that will have the greatest impact on your
life
d) Spread yourself thin by focusing on several goals at once
9) What is one of the best visualization tools?
a) A bar graph
b) A PowerPoint presentation
c) A vision board
d) A list of goals
10) What will help you materialize your goal into your
life?
a) Visualizing and acting quickly
b) Visualizing and emotionalizing
c) Emotionalizing and relaxing
d) Emotionalizing and acting quickly
1. Which is not one of the Three Ps of goal setting?
a) People
b) Positive
c) Personal
d) Possible
2. In the SMART acronym what does the T stand for?
a) Timed
b) Tedious
c) Two
d) Together
3. When prioritizing your goals it is better to focus
on several goals at once.
a) True
b)False
4. In order for visualization to work, its necessary
that you ________ your goal as much as possible.
a) Share
b)Populate
c) Emotionalize
d)Achieve
5) In which area of your life can goal setting be used?
a) Financial
b) Physical
c) Spiritual
d) All of the above
6) Which of these is something that your goals should
reflect?
a) The dreams and values of the media
b) The dreams and values of your friends
c) Your dreams and values
d) All of the above
7) Which of these is crucial for goal achievement?
a) Creating vague goals
b) Track your progress towards your goal
c) Setting unrealistic goals
d) Creating a goal that does not have a deadline
8) When prioritizing, which goal should you choose?
a) Choose a goal that identifies only what you want
b) Choose a goal based on how long it will take to achieve
it.
c) Choose a goal that will have the greatest impact on your
life
d) Spread yourself thin by focusing on several goals at once
9) What is one of the best visualization tools?
a) A bar graph
b) A PowerPoint presentation
c) A vision board
d) A list of goals
10) What will help you materialize your goal into your
life?
a) Visualizing and acting quickly
b) Visualizing and emotionalizing
c) Emotionalizing and relaxing
d) Emotionalizing and acting quickly
Module Three: What is
important is
Prioritizing Your Time seldom urgent
and what is
Time management is about more urgent is
than just managing our time; it is seldom
important.
about managing ourselves in relation
to time. Dwight D.
Eisenhower
It means being willing to experiment
with different methods and ideas to
enable you to find the best way to
make maximum use of time.
The 80/20 Rule
Results Actions
80% 20%
The Urgent/Important Matrix
Urgent Important,
and But Not
Important Urgent
Not
Urgent,
Urgent
But Not
and Not
Important
Important
Being Assertive
Honest Clarify your Give an Assertive

explanation reasoning alternative refusal
Module Three: Review Questions
1. The 80/20 rule states that 80% of your ________ come
from only 20% of your ________.
a) Errors / mistakes
b) Results / actions
c) Time / actions
d) Results / friends
2. A deadline to complete a report due next month can
be considered Urgent and Important on the
Urgent/Important matrix?
a) True
b) False
3. Where would having lunch with a coworker fall on the
a) Urgent and Important
b) Important, But Not Urgent
c) Urgent, But Not Important
d) Not Urgent and Not Important
4. A great tool in being more assertive is to use a ________no
when interrupted.
a) Positive
b) Negative
c) Manual
d) Timely
5) Which of these is the best description of what time
management is about?
a) Managing ourselves in relation to time
b) Managing our time
c) Continuing habits and activities that waste our time
d) Keeping your strategies that help you manage time the
same
6) What is the 80/20 rule also known as?
a) Business logic
b) Z notation
c) Paretos principle
d) Urgent/Important matrix
7) What activities demand immediate attention, but are often
associated with someone elses goals rather than our own?
a) Urgent
b) Important
c) Not urgent
d) Not important
8) What is a powerful way of organizing tasks based on
priorities?
a) Business logic
b) Z notation
9) Which of these is not an example of a Positive No?
a) I am uncomfortable doing that because
b) I dont have time to do that today, but I can schedule it today.
c) I cant right now because I have another project that is due by 5
pm today.
d) I understand that you need to have this paperwork filed
immediately, but I cannot file it for you.
10) What is the positive no most appropriate for?
a) Aggressive people
b) Manipulative people
c) An effective strategy to control your emotions
d) All of the above
1. The 80/20 rule states that 80% of your ________ come
from only 20% of your ________.
a) Errors / mistakes
b) Results / actions
c) Time / actions
d) Results / friends
2. A deadline to complete a report due next month can
be considered Urgent and Important on the
a) True
b) False
3. Where would having lunch with a coworker fall on the
a) Urgent and Important
b) Important, But Not Urgent
c) Urgent, But Not Important
d) Not Urgent and Not Important
4. A great tool in being more assertive is to use a ________no
when interrupted.
a) Positive
b) Negative
c) Manual
d) Timely
5) Which of these is the best description of what time
management is about?
a) Managing ourselves in relation to time
b) Managing our time
c) Continuing habits and activities that waste our time
d) Keeping your strategies that help you manage time the
same
6) What is the 80/20 rule also known as?
a) Business logic
b) Z notation
7) What activities demand immediate attention, but are often
associated with someone elses goals rather than our own?
a) Urgent
b) Important
c) Not urgent
d) Not important
8) What is a powerful way of organizing tasks based on
priorities?
a) Business logic
b) Z notation
9) Which of these is not an example of a Positive No?
a) I am uncomfortable doing that because
b) I dont have time to do that today, but I can schedule it today.
c) I cant right now because I have another project that is due by 5
pm today.
d) I understand that you need to have this paperwork filed
immediately, but I cannot file it for you.
10) What is the positive no most appropriate for?
a) Aggressive people
b) Manipulative people
c) An effective strategy to control your emotions
d) All of the above
Module Four: A work well
Planning Wisely begun is
half ended.
The hallmark of successful time
management is being Plato
consistently productive each day.
Having a daily plan and
committing to it can help you
stay focused on the priorities of
that particular day.
Creating Your Productivity Journal
Notebook
Prioritize tasks
Cross off completed items
Carry over unfinished tasks

Maximizing the Power of Your
Personal Productivity Journal
Plan the night
before
Keep your journal with

you
Sense of satisfaction
Remove tasks postponed three

times
The Glass Jar:
Rocks, Pebbles, Sand, and Water
Rocks Pebbles
Sand Water
Chunk, Block, and Tackle
Chunk
Block
Tackle
Ready, Fire, Aim!
Do not over plan
Just take action
Adjust your aim

Module Four: Review Questions
1. It is recommended to keep a separate journal for
work and for your personal life.
a) True
b)False
2. If you postpone a task ____ times, it does not
belong on your action list.
a) 3
b)4
c) 5
d)6
3. What is considered trivial time-wasters are neither
important nor urgent in the Glass Jar approach?
a) Rocks
b) Pebbles
c) Sand
d) Water
4. A large project can be broken down by Chunk, Block , and
________
a) Completed
b) Tackle
c) Fire
d) Focus
5. Often in time management planning, it is better to think ________,
_______, ________
a) Ready, Fire, Aim
b) Ready, Aim, Fire
c) Aim, Aim, Fire
d) Fire, Ready, Aim
6) What is the hallmark of successful time management?
a) Accomplishing everything you planned to every single day with no
excuses
b) Being consistently productive each day
c) Putting off things that are due the next day
d) Taking time out for distractions during your day
7) Which of these is not a step in creating a Professional Productivity
Journal?
a) Highlight the top five items and focus on those first
b) Get yourself a spiral notebook and label it as your Professional
Productivity Journal
c) Label each page with the day and the date and what needs to be done
that particular day
d) Prioritize each task in order of importance
8) Which personal development expert believes that when you write down
your action list the night before, your subconscious mind focuses on that
plan while you sleep?
a) Britt Reints
b) Stephen Guise
c) Jamie Alexander
d) Brian Tracy
9) What does sand represent in the Glass Jar approach?
a) Your highest priority projects and deadlines with the greatest value
b) Urgent, and important tasks, but contribute less to important goals
c) Urgent, but not important tasks
d) Neither important nor urgent tasks
10) Which time management strategy is ideal for taking on jobs that are so
overwhelming it is difficult to even plan to start them?
a) Chunk, block, tackle
b) The Glass Jar approach
c) Ready, Aim, Fire
d) Chunk, block, focus
1. It is recommended to keep a separate journal for
work and for your personal life.
a) True
b)False
2. If you postpone a task ____ times, it does not
belong on your action list.
a) 3
b)4
c) 5
d)6
3. What is considered trivial time-wasters are neither
important nor urgent in the Glass Jar approach?
a) Rocks
b) Pebbles
c) Sand
d) Water
4. A large project can be broken down by Chunk, Block , and
________
a) Completed
b) Tackle
c) Fire
d) Focus
5. Often in time management planning, it is better to think ________,
_______, ________
a) Ready, Fire, Aim
b) Ready, Aim, Fire
c) Aim, Aim, Fire
d) Fire, Ready, Aim
6) What is the hallmark of successful time management?
a) Accomplishing everything you planned to every single day with no
excuses
b) Being consistently productive each day
c) Putting off things that are due the next day
d) Taking time out for distractions during your day
7) Which of these is not a step in creating a Professional Productivity
Journal?
a) Highlight the top five items and focus on those first
b) Get yourself a spiral notebook and label it as your Professional
Productivity Journal
c) Label each page with the day and the date and what needs to be done
that particular day
d) Prioritize each task in order of importance
8) Which personal development expert believes that when you write down
your action list the night before, your subconscious mind focuses on that
plan while you sleep?
a) Britt Reints
b) Stephen Guise
c) Jamie Alexander
d) Brian Tracy
9) What does sand represent in the Glass Jar approach?
a) Your highest priority projects and deadlines with the greatest value
b) Urgent, and important tasks, but contribute less to important goals
c) Urgent, but not important tasks
d) Neither important nor urgent tasks
10) Which time management strategy is ideal for taking on jobs that are so
overwhelming it is difficult to even plan to start them?
a) Chunk, block, tackle
b) The Glass Jar approach
c) Ready, Aim, Fire
d) Chunk, block, focus
Module Five: Tackling I am a great
believer in
Procrastination luck, and I find
the harder I
Procrastination means delaying a work, the
task (or even several tasks) that more I have of
it.
should be a priority.
The ability to overcome Thomas
Jefferson
procrastination and tackle the
important tasks is a hallmark of the
most successful people out there.
Why We Procrastinate
No clear deadline
Inadequate resources Where to begin?
Feel overwhelmed
Lack of passion Fear of failure
Nine Ways to Overcome
Procrastination
Delete Delegate Do it
Ask for 15 minute

Chop it up
advice rule
Clear Remove
Reward
deadline distractions
Eat That Frog!
"If you have

to eat two
frogs, eat
the ugliest
one first!"
Module Five: Review Questions
1. Which item is a reason we generally procrastinate?
a) Dont know where to begin
b) Task feels overwhelming
c) No clear deadline
d) All of the above
2. What habit will help you overcome procrastination?
a) Have a clear deadline
b) Delay the task
c) Make more plans
d) All of the above
3. In the Eat That Frog analogy what does the frog represent?
a) Procrastination
b) A task that will have great impact
c) Ideas
d) A task that will have low impact
4) What is the definition of procrastination?

a) Tackling the important actions that have the biggest positive impact in
your life
b) Delaying a task (or even several tasks) that should be a priority
c) The latest time or date by which something should be completed
d) To bury or drown beneath a huge mass
5) Which of these is not a reason for procrastination?
a) Passion for doing the work
b) Inadequate resources available
c) Fear of failure or success
d) Task feels overwhelming
6) Which way to overcome procrastination can be defined as help from a
trusted mentor, supervisor, coach, or expert can give you some great
insight on where to start and the steps for completing a project?
a) Delegate
b) Delete it
c) Do it now
d) Ask for advice
7) Who gives the advice Break it down into the ridiculous.?
a) Britt Reints
b) Stephen Guise
c) Jamie Alexander
d) Bob Proctor
8) To reduce the temptation of procrastination, each
actionable step on a project should take no more than how
many minutes to complete?
a) 5
b) 10
c) 15
d) 20
9) What does the saying "If you have to eat two frogs, eat the ugliest one first!"
mean?
a) If you have two important tasks before you, start with the biggest, hardest,
and most important task first
b) The key to reaching high levels of performance and productivity is for you
to develop the lifelong habit of tackling your major task first thing each
morning
c) Celebrate the completion of project milestones and reward yourself for
getting projects done on time
d) You need to establish a positive working environment that is conducive to
getting your work done
10) What do many employees confuse activity with that causes failure to execute?
a) Procrastination
b) Accomplishment
c) Time management
d) Celebration
1. Which item is a reason we generally procrastinate?
a) Dont know where to begin
b) Task feels overwhelming
c) No clear deadline
d) All of the above
2. What habit will help you overcome procrastination?
a) Have a clear deadline
b) Delay the task
c) Make more plans
d) All of the above
3. In the Eat That Frog analogy what does the frog represent?
a) Procrastination
b) A task that will have great impact
c) Ideas
d) A task that will have low impact
4) What is the definition of procrastination?

a) Tackling the important actions that have the biggest positive impact in
your life
b) Delaying a task (or even several tasks) that should be a priority
c) The latest time or date by which something should be completed
d) To bury or drown beneath a huge mass
5) Which of these is not a reason for procrastination?
a) Passion for doing the work
b) Inadequate resources available
c) Fear of failure or success
d) Task feels overwhelming
6) Which way to overcome procrastination can be defined as help from a
trusted mentor, supervisor, coach, or expert can give you some great
insight on where to start and the steps for completing a project?
a) Delegate
b) Delete it
c) Do it now
d) Ask for advice
7) Who gives the advice Break it down into the ridiculous.?
a) Britt Reints
b) Stephen Guise
c) Jamie Alexander
d) Bob Proctor
8) To reduce the temptation of procrastination, each
actionable step on a project should take no more than how
many minutes to complete?
a) 5
b) 10
c) 15
d) 20
9) What does the saying "If you have to eat two frogs, eat the ugliest one first!"
mean?
a) If you have two important tasks before you, start with the biggest, hardest,
and most important task first
b) The key to reaching high levels of performance and productivity is for you
to develop the lifelong habit of tackling your major task first thing each
morning
c) Celebrate the completion of project milestones and reward yourself for
getting projects done on time
d) You need to establish a positive working environment that is conducive to
getting your work done
10) What do many employees confuse activity with that causes failure to execute?
a) Procrastination
b) Accomplishment
c) Time management
d) Celebration
Module Six: In a crisis, be
aware of the
Crisis Management danger, but
recognize the
With better planning, improved opportunity.
efficiency, and increased productivity,
John F.
the number of crises you encounter Kennedy
should decline.
However, you cant plan for
everything, so in this module well
look at what to do when a crisis does
occur.
When the Storm Hits
What happened?
What were the causes?
What will happen next?
What events will this impact?
Who else needs to know about this?

Creating a Plan
Identify the problem
Decide on a solution
Break it down into parts
Create a timeline
Executing the Plan
Continue evaluating the plan working
Stay organized and on top of events
Deliver communication to others

Lessons Learned
Why it Learn from the

Prepare
happened event
Module Six: Review Questions
1. When a crisis hits you should implement the first
fix that comes to your mind.
a) True
b)False
2. The best approach when creating a plan during a
crisis is to:
a) Identify the problem
b)Decide on a solution
c) Create a timeline
d)All of the above
3. As you execute the plan you should continue to
evaluate it.
a) True
b)False
4. An important step to look at is see what is
learned after a crisis is over as it will help prevent
it from happening in the future.
a) True
b)False
5) What should help the number of crises you encounter
decline?
a) Better planning
b) Substandard efficiency
c) Decreased productivity
d) All of the above
6) In a crisis, which question will not help you gather and
analyze the data?
a) What events will this impact?
b) What happened?
c) Who is to blame for this?
d) Who else needs to know about this?
7) What can be defined as the time that you have before the
situation moves out of your control, or becomes
exponentially worse?
a) Planning time
b) Threshold time
c) Executing time
d) Decisive time
8) Which of these is not a step in creating a plan?
a) Decide on a solution
b) Identify the achievement
c) Break it down into parts
d) Create a timeline
9) During execution of a plan, what is important to remember?
a) Identify the crisis
b) Deliver accurate, effective communication to everyone who will
listen
c) Stay organized and on top of events to make sure that your plan
is still applicable
d) Stop evaluating the plan once you start executing it
10) What disaster will you be unable to prepare for?
a) Illness
b) Fire
c) Theft
d) None of the above
1. When a crisis hits you should implement the first
fix that comes to your mind.
a) True
b)False
2. The best approach when creating a plan during a
crisis is to:
a) Identify the problem
b)Decide on a solution
c) Create a timeline
d)All of the above
3. As you execute the plan you should continue to
evaluate it.
a) True
b)False
4. An important step to look at is see what is
learned after a crisis is over as it will help prevent
it from happening in the future.
a) True
b)False
5) What should help the number of crises you encounter
decline?
a) Better planning
b) Substandard efficiency
c) Decreased productivity
d) All of the above
6) In a crisis, which question will not help you gather and
analyze the data?
a) What events will this impact?
b) What happened?
c) Who is to blame for this?
d) Who else needs to know about this?
7) What can be defined as the time that you have before the
situation moves out of your control, or becomes
exponentially worse?
a) Planning time
b) Threshold time
c) Executing time
d) Decisive time
8) Which of these is not a step in creating a plan?
a) Decide on a solution
b) Identify the achievement
c) Break it down into parts
d) Create a timeline
9) During execution of a plan, what is important to remember?
a) Identify the crisis
b) Deliver accurate, effective communication to everyone who will
listen
c) Stay organized and on top of events to make sure that your plan
is still applicable
d) Stop evaluating the plan once you start executing it
10) What disaster will you be unable to prepare for?
a) Illness
b) Fire
c) Theft
d) None of the above
Module Seven: Organizing The only thing
even in this world
Your Workspace is the number of
hours in a day.
The difference in
In order to effectively manage your winning or losing
time and to be productive each day, you is what you do
with those hours.
must create an appropriate
environment. Woody Hayes
By eliminating clutter, setting up an

effective filing system, gathering
essential tools, and managing workflow,
you will be well on your way to creative
an effective workspace.
De-Clutter
Working
Reference
Archival
Managing Workflow
Select one task to do at a time.
Time yourself
Ignore everything else
No breaks or interruptions
Give yourself a reward

Dealing with E-mail (I)
E-mail is Create
best Create folders
handled delivery for
in rules different
batches topics
Using Calendars
Organize
tasks
Identify
patterns
Improve
workflow
Module Seven: Review Questions
1. Which is not a part of a basic filling system?
a) Working files
b)DIY files
c) Reference files
d)Archival files
2. In managing workflow what are the four Ds?
a) Do, Done, Deliver, Double
b)Do, Decide, Defer, Detour
c) Do, Done, Doubt, Decide
d)Do, Delete, Defer, Delegate
3. One of the best ways to deal with email is to set
up rules to filter emails to certain folders.
a) True
b)False
4. The acronym S.T.I.N.G can help when feeling
overwhelmed; what does the G stand for?
a) Give up
b)Give yourself a reward
c) Go home when completed
d)Get it done
5) Which of these does not help to create an effective work space?
a) Working around clutter
b) Setting up an effective file system
c) Gathering essential tools
d) Managing workflow
6) What types of files are used for materials used frequently and
needed close at hand?
a) Working files
b) DIY files
c) Reference files
d) Archival files
7) Which of these are not essential in an effective
workplace?
a) Telephone
b) Three trays to control the workflow on your desk
c) A pile of used post-it notes
d) Standard office supplies
8) If a task is not yours to do, how should you respond?
a) Do it
b) Delete it
c) Defer it
d) Delegate it
9) Which of these is good advice for maximizing your e-mail time?
a) Email is best handled constantly throughout the day
b) Once you know the subject of the message, open and read urgent e-
mails and non-urgent emails (like jokes), and respond accordingly
c) Ask your e-mail contacts to use specific subject lines, and make sure to
use them yourself
d) Move all email to your junk or trashcan when finished
10)For people with multiple responsibilities, what type of calendar might be
especially valuable?
a) A productivity journal
b) An annual calendar organized by areas of responsibility
c) A day-by-day calendar
d) A filing calendar
1. Which is not a part of a basic filling system?
a) Working files
b)DIY files
c) Reference files
d)Archival files
2. In managing workflow what are the four Ds?
a) Do, Done, Deliver, Double
b)Do, Decide, Defer, Detour
c) Do, Done, Doubt, Decide
d)Do, Delete, Defer, Delegate
3. One of the best ways to deal with email is to set
up rules to filter emails to certain folders.
a) True
b)False
4. The acronym S.T.I.N.G can help when feeling
overwhelmed; what does the G stand for?
a) Give up
b)Give yourself a reward
c) Go home when completed
d)Get it done
5) Which of these does not help to create an effective work space?
a) Working around clutter
b) Setting up an effective file system
c) Gathering essential tools
d) Managing workflow
6) What types of files are used for materials used frequently and
needed close at hand?
a) Working files
b) DIY files
c) Reference files
d) Archival files
7) Which of these are not essential in an effective
workplace?
a) Telephone
b) Three trays to control the workflow on your desk
c) A pile of used post-it notes
d) Standard office supplies
8) If a task is not yours to do, how should you respond?
a) Do it
b) Delete it
c) Defer it
d) Delegate it
9) Which of these is good advice for maximizing your e-mail time?
a) Email is best handled constantly throughout the day
b) Once you know the subject of the message, open and read urgent e-
mails and non-urgent emails (like jokes), and respond accordingly
c) Ask your e-mail contacts to use specific subject lines, and make sure to
use them yourself
d) Move all email to your junk or trashcan when finished
10)For people with multiple responsibilities, what type of calendar might be
especially valuable?
a) A productivity journal
b) An annual calendar organized by areas of responsibility
c) A day-by-day calendar
d) A filing calendar
Module Eight: Delegating The best executive
is the one who has
Made Easy sense enough to

pick good men to
do what he wants
If you work on your own, theres only so done, and self-
restraint enough to
much you can get done, no matter how keep from meddling
hard you work. with them while
they do it.
One of the most common ways of Theodore
overcoming this limitation is to learn how Roosevelt
to delegate your work to other people.

At first sight, delegation can feel like more
hassle than its worth. By delegating
effectively, you can hugely expand the
amount of work that you can deliver.
When to Delegate
An opportunity for
growth of another Reoccurring tasks
persons skills
Non-critical tasks
To Whom Should You Delegate?
Experience, knowledge, skills
Time and resources
Require supervision
Current workload
How Should You Delegate?
Initiates action, and then reports
periodically
Acts, and then reports results
immediately
Makes recommendation, and then acts
Asks what to do
Waits to be told what to do
The Spheres of Independence

Keeping Control
Brief your team members
Available for questions
Do not micro-manage
Ask for solutions

The Importance of Full
Acceptance
Review it thoroughly
Only accept complete work
Recognize and reward

Module Eight: Review Questions
1. You should keep this in mind when deciding if a task should be
delegated.
a) Is the task an opportunity for growth of another person
b) Will delegating a task jeopardize any success
c) Weigh the effort to properly train another person against how
often the task will reoccur
d) All of the above
2. When considering delegating a task, what criteria should you
consider?
a) Can I fire them if they fail?
b) What is the current workload of this person?
c) What training or assistance might they need?
d) B and C
3. What is the first level of the Spheres of
Independence?
a) Delegate waits to be told what to do
b)Delegate initiates action
c) Delegate acts, then reports
d)Delegate recommends what should be done
4. Micro-managing is one of the best ways to keep
control and stay updated.
a) True
b)False
5) Which of these statements about delegation is true?
a) There is shame in asking for assistance
b) By delegating effectively, you can only slightly expand the
amount of work you can deliver
c) If you delegate well, you can quickly build a strong and
successful team of people
d) At first sight, delegation will never feel like more hassle than its
worth
6) Which of these tasks should not be delegated to others?
a) Time-sensitive projects
b) Tasks that have been assigned specifically to you
c) A task that will provide an opportunity for growth
d) A meaningful of challenging assignment
7) What is not something that you need to explain to a delegate?
a) Every exact step that you would take if you were doing the
project yourself
b) The goals you have for the project
c) Whats expected of them during the project
d) All timelines and deadlines
8) What is one way to encourage growth in a delegate?
a) Delegate solutions to others when delegates come to you with a
problem
b) Ask for recommended solutions when delegates come to you
with a problem
c) Micromanage as needed
d) Abdicate control altogether
9) What is good advice when overseeing and approving delegates work?
a) Even if you accept work that youre not satisfied with, your team
member will learn to do the job properly
b) If you accept work that youre not satisfied with, you wont be need to
complete the project yourself
c) If you accept work youre satisfied with, it means that you dont have
the time to do your own job properly
d) If you accept work that you are not satisfied with, your team member
does not learn to do the job properly
10)When good work is returned to you, what should you do?
a) Recognize the effort
b) Reward the effort
c) Take the credit for yourself
d) Both A & B
1. You should keep this in mind when deciding if a task should be
delegated.
a) Is the task an opportunity for growth of another person
b) Will delegating a task jeopardize any success
c) Weigh the effort to properly train another person against how
often the task will reoccur
d) All of the above
2. When considering delegating a task, what criteria should you
consider?
a) Can I fire them if they fail?
b) What is the current workload of this person?
c) What training or assistance might they need?
d) B and C
3. What is the first level of the Spheres of
Independence?
a) Delegate waits to be told what to do
b)Delegate initiates action
c) Delegate acts, then reports
d)Delegate recommends what should be done
4. Micro-managing is one of the best ways to keep
control and stay updated.
a) True
b)False
5) Which of these statements about delegation is true?
a) There is shame in asking for assistance
b) By delegating effectively, you can only slightly expand the
amount of work you can deliver
c) If you delegate well, you can quickly build a strong and
successful team of people
d) At first sight, delegation will never feel like more hassle than its
worth
6) Which of these tasks should not be delegated to others?
a) Time-sensitive projects
b) Tasks that have been assigned specifically to you
c) A task that will provide an opportunity for growth
d) A meaningful of challenging assignment
7) What is not something that you need to explain to a delegate?
a) Every exact step that you would take if you were doing the
project yourself
b) The goals you have for the project
c) Whats expected of them during the project
d) All timelines and deadlines
8) What is one way to encourage growth in a delegate?
a) Delegate solutions to others when delegates come to you with a
problem
b) Ask for recommended solutions when delegates come to you
with a problem
c) Micromanage as needed
d) Abdicate control altogether
9) What is good advice when overseeing and approving delegates work?
a) Even if you accept work that youre not satisfied with, your team
member will learn to do the job properly
b) If you accept work that youre not satisfied with, you wont be need to
complete the project yourself
c) If you accept work youre satisfied with, it means that you dont have
the time to do your own job properly
d) If you accept work that you are not satisfied with, your team member
does not learn to do the job properly
10)When good work is returned to you, what should you do?
a) Recognize the effort
b) Reward the effort
c) Take the credit for yourself
d) Both A & B
Module Nine: Discipline is
the bridge
Setting a Ritual between goals
and
Rituals and routines can actually help accomplish-
increase the spontaneity and fun in ment.
your life. Jim Rohn

Because routine tasks are already
planned for, you have more energy to
spend on the tasks that will bring you
closer to your goals and bring more
joy to your life.
What is a Ritual?
Identify
the
time
Ritual
Identify Sub-
the task tasks
Ritualizing Sleep, Meals, and
Exercise
Try to
Establish Plan exercise
a ritual meals for one
before for the hour
you next three
sleep week times a
week
Example Rituals
Lay out clothes
the night before
Prepare your
lunch
Batch together
activities
Using Rituals to Maximize Time
During a break read for ten minutes
Deep breathing and stretches
Clean off a small area
Update your journal
Set aside a lunch hour for personal errands

Module Nine: Review Questions
1. Which step is not a part of building a good ritual?
a) Identify the task
b)Set the task in stone
c) Identify the time and or triggers
d)Identify the sub-tasks
2. Which three items are essential to ritualize?
a) Sleep, meals, and exercise
b)Work, play, and driving
c) Sleep, work, and play
d)Collaboration, delegation, and procrastination
3. What is a Trigger in regards to setting up a ritual?
a) A situation or event
b) Exercise
c) Thought or idea
d) Specific time of day
4) What is the definition of a ritual?

a) A boring, repetitive life, with every moment controlled and
managed
b) No room for spontaneity
c) An activity set in stone
d) Any practice or pattern of behavior regularly performed in a set
manner
5) What is an example of an easy way to put exercise into your schedule?
a) Three hours of swimming every day
b) Take a half hour to plan exercises for the next week
c) Do yoga in the morning before work
d) Exercise for a different length of time on a different day of the week
6) Which of these is not an example of a ritual that many people find helpful
in maximizing their time?
a) Check e-mail, news, and Web sites throughout the day
b) Set up a system for maintaining your Productivity Journal.
c) In the morning, perform your tasks in an organized, routine manner.
d) Lay out your clothes and prepare your lunch the night before for
maximum efficiency
7) What is not a good idea to have as part of your sleep ritual?
a) Filling out your Productivity Journal for the next day
b) Vigorous exercise right before sleep
c) Enjoying a cup of tea
d) Taking a warm bath
8) Once you have been using a ritual for a while, what might
you find?
a) That you have to constantly remind yourself of the ritual
b) That you cannot live your life without things happening
at exactly the same time every day
c) That your day before repetitive
d) That you have bits of extra time here and there
9) Which of these is a good idea for ritualizing meals?
a) Appliances like slow cookers and delayed-start ovens can also help you
make sure supper is ready when you are
b) Spend your weekend making meals for the week to come
c) Make a grocery list and do a comprehensive shopping trip in several
grocery stores
d) Take two hours each weekend to plan meals for the next week
10) What is not an example of situation or event that will cause a ritual to
come into play?
a) Take ten minutes to update your Personal Productivity Journal
b) Take an hour to do some deep breathing and stretches
c) Take five minutes to clean off your desk or some other small area
d) During a break at home, read for ten minutes
1. Which step is not a part of building a good ritual?
a) Identify the task
b)Set the task in stone
c) Identify the time and or triggers
d)Identify the sub-tasks
2. Which three items are essential to ritualize?
a) Sleep, meals, and exercise
b)Work, play, and driving
c) Sleep, work, and play
d)Collaboration, delegation, and procrastination
3. What is a Trigger in regards to setting up a ritual?
a) A situation or event
b) Exercise
c) Thought or idea
d) Specific time of day
4) What is the definition of a ritual?

a) A boring, repetitive life, with every moment controlled and managed
b) No room for spontaneity
c) An activity set in stone
d) Any practice or pattern of behavior regularly performed in a set
manner
5) What is an example of an easy way to put exercise into your schedule?
a) Three hours of swimming every day
b) Take a half hour to plan exercises for the next week
c) Do yoga in the morning before work
d) Exercise for a different length of time on a different day of the week
6) Which of these is not an example of a ritual that many people find helpful
in maximizing their time?
a) Check e-mail, news, and Web sites throughout the day
b) Set up a system for maintaining your Productivity Journal.
c) In the morning, perform your tasks in an organized, routine manner.
d) Lay out your clothes and prepare your lunch the night before for
maximum efficiency
7) What is not a good idea to have as part of your sleep ritual?
a) Filling out your Productivity Journal for the next day
b) Vigorous exercise right before sleep
c) Enjoying a cup of tea
d) Taking a warm bath
8) Once you have been using a ritual for a while, what might
you find?
a) That you have to constantly remind yourself of the ritual
b) That you cannot live your life without things happening
at exactly the same time every day
c) That your day before repetitive
d) That you have bits of extra time here and there
9) Which of these is a good idea for ritualizing meals?
a) Appliances like slow cookers and delayed-start ovens can also help you
make sure supper is ready when you are
b) Spend your weekend making meals for the week to come
c) Make a grocery list and do a comprehensive shopping trip in several
grocery stores
d) Take two hours each weekend to plan meals for the next week
10) What is not an example of situation or event that will cause a ritual to
come into play?
a) Take ten minutes to update your Personal Productivity Journal
b) Take an hour to do some deep breathing and stretches
c) Take five minutes to clean off your desk or some other small area
d) During a break at home, read for ten minutes
Module Ten: History is
written by
Meeting Management people who
attend
Few people look forward to meetings, and
stay until the
meetings, and with good reason. end, and keep
the minutes.
Too many meetings lack purpose and
structure. Anonymous
However, with just a few tools, you

can make any meeting a much better
use of everyones time.
Deciding if a Meeting is Necessary
Participants Observers
Using the PAT Approach
Purpose Agenda Time

Building the Agenda
TIME ITEM PRESENTER
2:05-2:10 1. Agenda and Meeting Purpose Jill Smith
2:10-2:20 2. Review of Current Invoice Signing Process Joe King
2:20-2:40 3. Review of New Invoice Signing Process Joe King
2:40-2:50 4. Questions and Answers Joe King
2:50-2:55 5. Wrap-Up Jill Smith

Keeping Things on Track
Stick to
the
agenda
Follow up
End on an
on missed
agreement
items
Making Sure the Meeting was
Worthwhile
Time
Action
items
Progress
Summary
Follow up Agenda
Module Ten: Review Questions
1. Using the PAT approach is great for meeting
management. What does PAT stand for?
a) Past, Approach, Tracking
b)People, Alternate, Task
c) Postpone, Again, Today
d)Purpose, Agenda, Time frame
2. When creating an agenda it is best to hand it out
at the beginning of the meeting.
a) True
b)False
3. What should you do if an item runs past its
scheduled time?
a) Ask the group what they want to do
b)Skip it and move to the next item
c) Finish it and extend the meeting
d)Remove the next item on the agenda
4. Action items should be clearly indicated, with
start and end dates.
a) True
b)False
5) What is a reason that people generally do not look forward to
meetings?
a) Meetings are always held early in the morning
b) Too many meetings lack purpose and structure
c) Too many meetings bring together co-workers and this creates
conflict
d) Meetings are held daily and become repetitive
6) If a formal meeting is necessary, what two groups should you divide
your attendees into?
a) Minute takers and chairpersons
b) Attendees and non-attendees
c) Supervisors and lower level employees
d) Participants and observers
7) In the PAT approach, which step is described as the
backbone of the meeting?
a) Agenda
b) Approach
c) Purpose
d) Time frame
8) Typically, how long should meetings be?
a) They should exceed an hour
b) They should not exceed two hours
c) They should not exceed one hour
d) They should not exceed thirty minutes
9) What is your job as the chairperson of the meeting?
a) To take minutes
b) To keep the meeting running according to the agenda
c) To ensure all participants are in attendance
d) To supervise participants behavior during the meeting
10) What is an action to take at the end of a meeting?
a) Get agreement that all items on the agenda were sufficiently
covered
b) Decide is if a formal meeting is necessary
c) Make a list of what needs to be discussed, how long you believe
it will take, and the person who will be presenting the item
d) Make sure you ask for everyones approval, including additions
or deletions
1. Using the PAT approach is great for meeting
management. What does PAT stand for?
a) Past, Approach, Tracking
b)People, Alternate, Task
c) Postpone, Again, Today
d)Purpose, Agenda, Time frame
2. When creating an agenda it is best to hand it out
at the beginning of the meeting.
a) True
b)False
3. What should you do if an item runs past its
scheduled time?
a) Ask the group what they want to do
b)Skip it and move to the next item
c) Finish it and extend the meeting
d)Remove the next item on the agenda
4. Action items should be clearly indicated, with
start and end dates.
a) True
b)False
5) What is a reason that people generally do not look forward to
meetings?
a) Meetings are always held early in the morning
b) Too many meetings lack purpose and structure
c) Too many meetings bring together co-workers and this creates
conflict
d) Meetings are held daily and become repetitive
6) If a formal meeting is necessary, what two groups should you divide
your attendees into?
a) Minute takers and chairpersons
b) Attendees and non-attendees
c) Supervisors and lower level employees
d) Participants and observers
7) In the PAT approach, which step is described as the
backbone of the meeting?
a) Agenda
b) Approach
c) Purpose
d) Time frame
8) Typically, how long should meetings be?
a) They should exceed an hour
b) They should not exceed two hours
c) They should not exceed one hour
d) They should not exceed thirty minutes
9) What is your job as the chairperson of the meeting?
a) To take minutes
b) To keep the meeting running according to the agenda
c) To ensure all participants are in attendance
d) To supervise participants behavior during the meeting
10) What is an action to take at the end of a meeting?
a) Get agreement that all items on the agenda were sufficiently
covered
b) Decide is if a formal meeting is necessary
c) Make a list of what needs to be discussed, how long you believe
it will take, and the person who will be presenting the item
d) Make sure you ask for everyones approval, including additions
or deletions
Module Eleven: Our meetings
are held to
Alternatives to Meetings discuss many
problems which
Sometimes, a face-to-face meeting isnt would never
the best solution. In this module, we arise if we held
will explore alternatives to meetings fewer meetings.
that can help you and your team save Ashleigh

time and be more productive. Brilliant
Dont forget that even if you use a
meeting alternative, you should still use
the PAT approach that we discussed in
the last module, take minutes, and
distribute post-meeting notes and
action items.
Instant Messaging and
Chat Rooms
Stick to an Ground
agenda rules
Minutes
Teleconferencing
Screen Interactive
Recordable
sharing whiteboards
E-mail Lists and Online Groups
Ongoing Have a
Moderator
interaction purpose
Collaboration Applications
SharePoint
Collaborate
Skype
Write
Module Eleven: Review Questions
1.When hosting a meeting in a chat room using

an agenda is not a good idea.
a)True
b)False
2.When teleconferencing it is recommended to
us the PAT approach.
a)True
b)False
3. What should you keep in mind when using online groups?
a) Be sure to have a moderator
b) Monitor users time
c) Have a purpose
d) All of the above
4) Which of these is a great alternative to meetings, especially if

meeting members are separated by distance?
a) Face-to-face meetings
b) In-house meetings
c) Chat rooms
d) Email
5) Which of these is important to remember when hosting a meeting via
instant messaging applications or chat rooms?
a) Set some ground rules at the beginning of the meeting to eliminate
distractions such as emoticons, sounds, and acronyms
b) Dont have an agenda, as it will be impossible to keep on track
c) The minute takers role in keeping things on track is more important
than ever
d) Make sure you dispose of the record of the meeting
6) Which of these is not an application to try for instant message applications
and chat rooms?
a) Campfire
b) Meeting Pal
c) Microsoft Access
d) Microsoft Office Communicator
7) Which of these is not a feature of most teleconferencing
applications?
a) Screen sharing
b) Windows Live Messenger
c) Interactive whiteboards
d) Voice and text chat support
8) If your meeting group requires ongoing, interactive communication,
rather than periodic face-to-face gatherings, what would be an
effective tool?
a) Email list
b) Forum
c) Online group
d) All of the above
9) What is a good thing to keep in mind if you plan on using Google Groups,
Yahoo Groups, and Convos?
a) Youll want an informal atmosphere where participants stay off topic
b) Make sure you encourage the participants to use these tools as much
as possible without your monitoring
c) Having a moderator is essential
d) Just like a meeting, an online list or group should not stick to a purpose
10)What is a more sophisticated electronic tool that can reduce the need for
meetings?
a) Email
b) Google groups
c) Collaboration applications
d) Campfire
1.When hosting a meeting in a chat room using

an agenda is not a good idea.
a)True
b)False
2.When teleconferencing it is recommended to
us the PAT approach.
a)True
b)False
3. What should you keep in mind when using online groups?
a) Be sure to have a moderator
b) Monitor users time
c) Have a purpose
d) All of the above
4) Which of these is a great alternative to meetings, especially if

meeting members are separated by distance?
a) Face-to-face meetings
b) In-house meetings
c) Chat rooms
d) Email
5) Which of these is important to remember when hosting a meeting via
instant messaging applications or chat rooms?
a) Set some ground rules at the beginning of the meeting to eliminate
distractions such as emoticons, sounds, and acronyms
b) Dont have an agenda, as it will be impossible to keep on track
c) The minute takers role in keeping things on track is more important
than ever
d) Make sure you dispose of the record of the meeting
6) Which of these is not an application to try for instant message applications
and chat rooms?
a) Campfire
b) Meeting Pal
c) Microsoft Access
d) Microsoft Office Communicator
7) Which of these is not a feature of most teleconferencing
applications?
a) Screen sharing
b) Windows Live Messenger
c) Interactive whiteboards
d) Voice and text chat support
8) If your meeting group requires ongoing, interactive communication,
rather than periodic face-to-face gatherings, what would be an
effective tool?
a) Email list
b) Forum
c) Online group
d) All of the above
9) What is a good thing to keep in mind if you plan on using Google Groups,
Yahoo Groups, and Convos?
a) Youll want an informal atmosphere where participants stay off topic
b) Make sure you encourage the participants to use these tools as much
as possible without your monitoring
c) Having a moderator is essential
d) Just like a meeting, an online list or group should not stick to a purpose
10)What is a more sophisticated electronic tool that can reduce the need for
meetings?
a) Email
b) Google groups
c) Collaboration applications
d) Campfire
Module Twelve: It has been my
observation that
Wrapping Up most people get
ahead during
Although this workshop is coming to the time that
others waste
a close, we hope that your journey to time.
improve your workplace productivity
skills is just beginning. Henry Ford
Please take a moment to review and

update your action plan. This will be
a key tool to guide your progress in
the days, weeks, months, and years
to come.
Words from the Wise
Harvey Mackay: Time is free, but it's priceless. You can't
own it, but you can use it. You can't keep it, but you can
spend it. Once you've lost it, you can never get it back.
Napoleon Bonaparte: Take time to deliberate, but when

the time for action arrives, stop thinking and go.
Steve Jobs: Your time is limited, so don't waste it living

someone else's life.
Benjamin Franklin: You may delay, but time will not.

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Time Management

Corporate Training Materials

This entire process is supported by a skill

Overcome Organize your Delegate more Plan and

What are you currently doing to manage your

What could you be doing better?

If you came away from this workshop with only

Invest your mental

Choose a goal that

List of the benefits

Honest Clarify your Give an Assertive

Cross off completed items

Carry over unfinished tasks

Keep your journal with

Remove tasks postponed three

Do not over plan

Just take action

Adjust your aim

Inadequate resources Where to begin?

Ask for 15 minute

"If you have

4) What is the definition of procrastination?

4) What is the definition of procrastination?

What were the causes?

What will happen next?

What events will this impact?

Who else needs to know about this?

Break it down into parts

Continue evaluating the plan working

Stay organized and on top of events

Deliver communication to others

Why it Learn from the

By eliminating clutter, setting up an

Ignore everything else

Give yourself a reward

Made Easy sense enough to

to delegate your work to other people.

Experience, knowledge, skills

Time and resources

Waits to be told what to do

The Spheres of Independence

Available for questions

Ask for solutions

Only accept complete work

Recognize and reward

your life. Jim Rohn

During a break read for ten minutes

Deep breathing and stretches

Clean off a small area

Update your journal

Set aside a lunch hour for personal errands

4) What is the definition of a ritual?

4) What is the definition of a ritual?

However, with just a few tools, you

Purpose Agenda Time

2:10-2:20 2. Review of Current Invoice Signing Process Joe King

2:20-2:40 3. Review of New Invoice Signing Process Joe King

2:40-2:50 4. Questions and Answers Joe King

2:50-2:55 5. Wrap-Up Jill Smith

that can help you and your team save Ashleigh

1.When hosting a meeting in a chat room using

4) Which of these is a great alternative to meetings, especially if

1.When hosting a meeting in a chat room using

4) Which of these is a great alternative to meetings, especially if