Workplace Productivity PowerPoint Slides
Workplace Productivity PowerPoint Slides
Positive
Personal
Possible
The SMART Way
S Specific
M Measurable
A Achievable
R Relevant
T Timed
Prioritizing Your Goals
Emotionalizing
Vision board
Visualization
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
Prioritize tasks
Sense of satisfaction
Rocks Pebbles
Sand Water
Chunk, Block, and Tackle
Chunk
Block
Tackle
Ready, Fire, Aim!
Feel overwhelmed
Lack of passion Fear of failure
Nine Ways to Overcome
Procrastination
Delete Delegate Do it
Clear Remove
Reward
deadline distractions
Eat That Frog!
Decide on a solution
Create a timeline
Executing the Plan
Working
Reference
Archival
Managing Workflow
Select one task to do at a time.
Time yourself
No breaks or interruptions
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
Module Seven: Review Questions
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
Module Seven: Review Questions
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
Module Seven: Review Questions
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
Module Seven: Review Questions
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 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
Module Seven: Review Questions
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
Module Seven: Review Questions
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
Module Seven: Review Questions
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
Module Seven: Review Questions
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
An opportunity for
growth of another Reoccurring tasks
persons skills
Non-critical tasks
To Whom Should You Delegate?
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
Do not micro-manage
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
Participants Observers
Using the PAT Approach
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
Module Ten: Review Questions
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
Module Ten: Review Questions
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
Module Ten: Review Questions
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
Module Ten: Review Questions
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 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
Module Ten: Review Questions
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
Module Ten: Review Questions
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
Module Ten: Review Questions
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
Module Ten: Review Questions
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.
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