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Organise and complete daily work activities Be effective at work.

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Presentation on theme: "Organise and complete daily work activities Be effective at work."— Presentation transcript:

1 Organise and complete daily work activities Be effective at work

2 Work goals and plans Be clear on your work duties – position description should tell you what your responsibilities are, clarify with supervisor How does your job affect the organisations goals? What do you need to achieve on a daily basis?

3 Work plan Advantages of using a to do list Focuses your mind on important objectives You are less likely to forget to do tasks Writing a list helps order your thoughts It helps show the bigger picture You don't need to hold everything in your head. It saves time It helps you decide on priorities: the most important and the most urgent You are less likely to become sidetracked You get the reward of ticking off your achievements You feel more in control You have a record of what you've done You always have something to work on

4 Set goals Knowing what you want to achieve can help you attain it. Goals should be: S = Specific M = Measurable A = Attainable R = Realistic T = Timely

5 Specific Goals should be straightforward and emphasize what you want to happen. Specifics help us to focus our efforts and clearly define what we are going to do. Specific is the What, Why, and How WHAT are you going to do? Use action words such as direct, organize, coordinate, lead, develop, plan, build etc. WHY is this important to do at this time? What do you want to ultimately accomplish? HOW are you going to do it? (By...) Ensure the goals you set is very specific, clear and easy.

6 Measurable If you can't measure it, you can't manage it. In the broadest sense, the whole goal statement is a measure for the project; if the goal is accomplished, it is a success. However, there are usually several short-term or small measurements that can be built into the goal. Choose a goal with measurable progress, so you can see the change occur. How will you be when you reach your goal? Be specific! "I want to read 3 chapter books of 100 pages on my own before my birthday" shows the specific target to be measure. "I want to be a good reader" is not as measurable. Establish concrete criteria for measuring progress toward the attainment of each goal you set. When you measure your progress, you stay on track, reach your target dates, and experience the exhilaration of achievement that spurs you on to continued effort required to reach your goals.

7 Attainable When you identify goals that are most important to you, you begin to figure out ways you can make them come true. You develop the attitudes, abilities, skills, and financial capacity to reach them. Your begin seeing previously overlooked opportunities to bring yourself closer to the achievement of your goals. Goals you set which are too far out of your reach, you probably won't commit to doing. Although you may start with the best of intentions, the knowledge that it's too much for you means your subconscious will keep reminding you of this fact and will stop you from even giving it your best. A goal needs to stretch you slightly so you feel you can do it and it will need a real commitment from you. The feeling of success which this brings helps you to remain motivated.

8 Realistic This is not a synonym for "easy." Realistic, in this case, means "do- able." It means that the learning curve is not a vertical slope; that the skills needed to do the work are available; that the project fits with the overall strategy and goals of the organization. A realistic project may push the skills and knowledge of the people working on it but it shouldn't break them. Devise a plan or a way of getting there which makes the goal realistic. The goal needs to be realistic for you and where you are at the moment. For instance, it may be more realistic to set a goal of completing 5 things on your to do list than completing everything on your to do list. Be sure to set goals that you can attain with some effort! Too difficult and you set the stage for failure, but too low sends the message that you aren't very capable. Set the bar high enough for a satisfying achievement!

9 Timely Set a timeframe for the goal: for next week, in three months, by November. Putting an end point on your goal gives you a clear target to work towards. If you don't set a time, the commitment is too vague. It tends not to happen because you feel you can start at any time. Without a time limit, there's no urgency to start taking action now. Time must be measurable, attainable and realistic.

10 Prioritising Efficiency and effectiveness are not the same. Someone who works hard and is well organised but spends all their time on unimportant tasks may be efficient but not effective. To be effective, you need to decide what tasks are urgent and important and to focus on these. This is called prioritising. It's important to list the tasks you have and to sort these in order of priority, and then to devote most time to the most important tasks. This avoids the natural tendency to concentrate on the simple, easy tasks and to allow too many interruptions to your work. Differentiate also between urgent and important tasks: an urgent task may not necessarily be important! When job hunting, you won't be able to apply to every employer. You will need to carefully prioritise those you wish to apply to, based upon factors such as closing date, location, degree class required, and chances of getting in.

11 Procrastination Procrastination is the scourge of action planning. It's important that you manage 'Your fear of doing things' you don't want to do and realise that the fear is often far worse than any possible negative results. The best time to do something is usually NOW. Taking action generates the impetus for further action.

12 Break down tasks Break goals down into their components so that you can accomplish them one step at a time. Write these steps down, and try to be as specific as you can when you do this. Try to complete one task before you go on to the next. Reward yourself for achieving these goals to maintain your enthusiasm. Regularly review your progress towards your goals and revise plans as appropriate to take account of unforeseen changes.

13 Persevere Inevitably, things will not always run smoothly as you progress towards your goals. When things are not working out, you need to persevere and learn how to take a positive attitude towards frustration and failure. Mistakes are a crucial part of any creative process and each is a lesson leading you towards the right solution. Fear of making or admitting mistakes is a major handicap to taking effective action. It is said that the people who have achieved the most have made the most mistakes! Try to be aware that satisfaction comes as much from pursuing goals as from achieving them. Work at effective strategies to deal with pressure - these can vary from taking exercise, to relaxation techniques such as meditation, to simply sharing problems with friends. Being assertive can also help here, for example, politely saying no to the demands of others when you are pushed for time. Sharing tasks and problems with others will spread the burden and will bring a fresh perspective to them. Being assertive

14 Organise your time Identify areas of your life where you are wasting time and try to reduce these. A good way to do this is to log everything you do for a week in meticulous detail and then examine your record to see how you use (or misuse!) your time. Develop a regular work routine. Keep your work space tidy so that you can work efficiently - it's hard to do this if things you need to find are buried under a pile of paper! Work to schedule so that you meet deadlines in good time - don't leave everything until the last minute.

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