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Delivering Time Management for IT Professionals: A Trainer's Manual

Book Description

Tools, methods, and strategies for delivering effective time management training

  • Discover strategies for dealing with distractions and procrastination to optimize the use of time at work

  • Help your team identify personal obstacles to effective time management and their preferred style of working

  • Featuring materials and exercises that will help sustain positive results after the training

  • In Detail

    In a world where IT is absolutely integral to the way business works and how it interacts with its customers, effective time management within IT is perhaps more important than in any other department. Effective and on-time delivery is essential for any IT team, and ensuring your team is able to plan and deliver results independently as well as being able to cooperate and work cohesively together is the foundation of an exceptional and productive organizational culture.

    Business consultant and sociologist Dr. Jan Yager understands exactly what effective time management in IT can bring to a business. In this book she provides you with templates, tips, tools and tricks that you can use to deliver successful time management training for your team. From Agile organization to personal strategies for managing projects, this training manual will provide you with everything you and your team need to cultivate a culture where time is highly valued.

    Time Management for IT Professionals: A Trainer’s Manual is designed to make the task of delivering training material easier for you. Featuring exercises and worksheets and plenty of tips that will help you to develop exceptional time management skills this book is indispensable for anyone who recognizes the value of time in a business.

    Discover strategies for improving personal productivity and help your team tackle time management headaches such as procrastination with exercises and tasks to help improve personal planning and project management skills. Tackle the distractions of the modern workplace and help your team overcome issues such as perfectionism to ensure they are not only more productive but also happier and successful employees.

    Along with goal setting and prioritization for personal success, explore organizational strategies and Agile methodologies with your team. Move from personal goal setting to strategic cohesion as you help your team complete the time management puzzle to see the broad picture – where both personal productivity and organizational efficiency come together.

    About the Author

    Dr. Jan Yager is a business consultant and sociologist who has been researching and writing about time management since the early 1980s. She is the award-winning author of 40 books including five on time management, translated into 12 languages: Put More Time on Your Side (2014); Work Less, Do More: The 14-Day Productivity Makeover (2nd edition, 2012); 365 Daily Affirmations for Time Management (2011); Creative Time Management for the New Millennium (1999); and Creative Time Management (1984).

    Dr. Yager, President of Timemasters.com, has taught at the college level, which includes teaching at the New York Institute of Technology, Penn State, Temple University, The New School, St. John's University, the University of Connecticut, and most recently at John Jay College of Criminal Justice (CUNY).

    Often interviewed by print and broadcast media, her appearances have included such major talk shows as the Today Show, Good Morning America, the BBC, ABC Nightline, CBS Sunday Morning, CBS This Morning, CNN, as well as morning and evening news shows in the United Kingdom, Australia, and New Zealand.

    Some of Dr. Yager's other titles, translated into 32 languages, include additional business and relationship books, such as: Productive Relationships: 57 Strategies for Building Strong Business Connections; Grow Global; Who's That Sitting at My Desk? Workship, Friendship, or Foe?; Business Protocol; When Friendship Hurts; Friendshifts; Effective Business and Nonfiction Writing; 365 Daily Affirmations for Happiness; Road Signs on Life's Journey; 125 Ways to Meet the Love of Your Life; The Fast Track Guide to Speaking in Public; and Making Your Office Work For You. Dr. Yager's books are available in print, e-book, and/or audiobook formats. Follow her tweets on Twitter at @drjanyager.

    Dr. Yager, a coach, professional speaker, and trainer, delivers seminars, workshops, and presentations about time management and other business topics, including work relationships, business writing, and business protocol, throughout the U.S. and internationally before corporations, associations, the public, and the government.

    To book Dr. Yager for time management training, speaking, or coaching, contact your favorite lecture bureau or contact her directly: yagerinquiries2@aol.com.

    For more on Dr. Yager, or to read her blogs or excerpts from some of her writings, go to: http://www.drjanyager.com

    Downloading the example code for this book. You can download the example code files for all Packt books you have purchased from your account at http://www.PacktPub.com. If you purchased this book elsewhere, you can visit http://www.PacktPub.com/support and register to have the files e-mailed directly to you.

    Table of Contents

    1. Delivering Time Management for IT Professionals: A Trainer's Manual
      1. Delivering Time Management for IT Professionals: A Trainer's Manual
      2. Credits
      3. About the Author
      4. Acknowledgments
      5. About the Reviewers
      6. Preface
        1. Goals for this manual
          1. Wasted time and getting more done
          2. Your role as a time management trainer
          3. Pre-training daily time log for a work day
          4. What this book covers
          5. Who this book is for
          6. Conventions
          7. Reader feedback
          8. Piracy
      7. Introduction
        1. Getting ready to present this workshop
          1. Working on your training and facilitation skills
          2. Presentation skills basics
        2. Understanding how adults learn in a nutshell
        3. Pre-training time management self-assessment
          1. Pre-training time management self-assessment/self-quiz
        4. Introducing yourself to the attendees
          1. What is your role? Manager? Trainer? Owner?
          2. Housekeeping/ground rules – brainstorming and sharing without judgment
          3. Using an ice breaker
            1. Using an ice breaker to have the group become more comfortable working together
          4. Explain how the training will proceed
        5. Bibliography
        6. Resources
        7. Summary
      8. 1. Why Time Management Is More Important Than Ever
        1. Introductory exercise
        2. A definition of time
        3. A definition of time management
        4. Why time management is more essential than ever before
        5. How time management relates to productivity
        6. Managing time in the IT world
        7. Consequences of poor time management
          1. Applying the pros and cons of effective time management to yourself
        8. Benefits of excellent time management
        9. Time management is a series of skills that can be taught
          1. Training agenda
        10. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        11. Bibliography
        12. Resources
        13. Summary
      9. 2. How Efficient Are You? Self-Awareness of Your Body Clock and Work Style
        1. Time management self-assessment
          1. Time management self-assessment/self-quiz
        2. Daily time log
        3. Setting up a weekend time log
          1. Reviewing and analyzing the time logs
          2. How is your performance being evaluated?
          3. Energy highs and lows
          4. What is your preferred work style?
            1. Work style self-quiz
        4. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        5. Bibliography
        6. Resources
        7. Summary
      10. 3. Setting Goals and Prioritizing
        1. What you need to know about goal setting
        2. Setting a measurable goal
        3. Goals should also be S.M.A.R.T.
        4. Setting short- and long-term goals, and why it will make you more effective
          1. Chapter 3/Module 3/Worksheet #1
          2. Chapter 3/Module 3/Worksheet #2
          3. Goal setting and the Agile Manifesto
        5. Prioritizing goals for greater clarity and productivity
        6. Pareto's 80/20 rule
        7. Re-evaluating and setting new goals
        8. Using a to-do list to prioritize goals
          1. Chapter 3/Module 3/Worksheet #3
        9. Using the ACTION! system
          1. ACTION! strategy worksheet
        10. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        11. Bibliography
        12. Resources
        13. Summary
      11. 4. Getting Organized
        1. Organizing your day: the value of routine
          1. Do you need to get more organized?
          2. Evaluating your answers
          3. Activity for training session
        2. Causes of disorder and how you can overcome it
          1. Attention Deficit/Hyperactivity Disorder (ADHD)
          2. Attention Deficit Trait (ADT)
        3. Organizing principles to apply to your things
        4. Organizing your desk
        5. Clearing the clutter
          1. Does clutter have a positive side?
          2. Organizing your office or workspace
          3. Creating a filing system that is organized
            1. Creating a routine/repetitive tasks organizer
          4. Making the most of commuting time
          5. Business travel tips
        6. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        7. Bibliography
        8. Resources
        9. Summary
      12. 5. Identifying and Overcoming the Top 15 Time Wasters
        1. Procrastination
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        2. Perfectionism
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        3. Poor planning
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        4. Poor pacing
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        5. Failure to delegate
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        6. Doing too much at once
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        7. Complaining
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        8. E-mail addiction
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome e-mail addiction
        9. Fear of success
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        10. Internet surfing
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        11. Fear of failure
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        12. Depression
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it.
        13. Over-valuing or under-valuing your worth
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        14. Jealousy
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        15. Blaming others
          1. Possible causes
          2. Potential consequences
          3. Ways to overcome it
        16. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        17. Bibliography
        18. Resources
        19. Summary
      13. 6. Dealing with Distractions, Interruptions, and Handling Change
        1. Taking control of your time and your day
        2. Improving your concentration and focus – understanding your brain!
        3. Dealing with distractions
          1. Evaluating your answers
        4. Most typical reasons for distractions at work
        5. Coping with the most common causes of work distractions
        6. Limoncelli's mutual interruption shield approach
        7. Cirillo's The Pomodoro Technique®
          1. Simplicity helps memory
        8. Attention Deficit Hyperactivity Disorder (ADHD)
        9. Multitasking – does it work?
        10. Handling change
        11. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        12. Bibliography
        13. Resources
        14. Summary
      14. 7. Enhancing Your Verbal and Written Communication Skills for Efficiency
        1. How body language impacts on how your words are perceived
        2. How improved verbal and written communication skills will enhance your productivity by setting goals
        3. Writing effective e-mails
          1. For the e-mails that you write
          2. For the e-mails you receive
        4. Improving your listening skills
        5. Making the most of meetings
          1. Meeting frequency
          2. Worksheet 1
          3. Worksheet 2
        6. Using your phone more efficiently
        7. Communication time saver
        8. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        9. Bibliography
        10. Summary
      15. 8. Setting and Meeting Deadlines
        1. Why do so many people dread deadlines?
        2. Changing attitudes toward deadlines
          1. Self - Quiz – deadline attitudes
          2. Evaluating your answers
        3. Deadlines as a useful time management tool
        4. Guidelines for how to set realistic deadlines
        5. Project management basics
        6. Working with a project manager – is this something you should be delegating? If so, to whom?
        7. Strategies if you agreed to an unrealistically quick deadline
        8. If you and your staff practice effective time management, you are more likely to set and meet deadlines
        9. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        10. Bibliography
        11. Resources
        12. Associations
        13. Summary
      16. 9. Improving Your Work and Personal Relationships
        1. Why work relationships matter
        2. Getting along better with others at work
        3. Dealing with conflict
        4. Making time for connections at work
        5. Tips for improving your business relationships
        6. Collaborating for innovation and efficiency
        7. Successful delegation
          1. Should you be delegating?
        8. Why delegating is a time saver
        9. Selecting the right person to delegate to
          1. How much supervision is just the right amount?
        10. Dealing with the poor time management skills of those you work for or report to
          1. Networking tips
        11. Fostering better personal relationships
        12. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        13. Bibliography
        14. Resources
        15. Networking groups
        16. Summary
      17. 10. Cultivating a Work-Life Balance
        1. Defining work-life balance
        2. Why having a work-life balance is so important
        3. Recognizing if your life is out of balance
        4. The reality or myth of work-life balance
        5. Creating your ideal workday
          1. An ideal workday and evening worksheet #1
          2. An ideal leisure day/evening worksheet #2
        6. The hazards of being a workaholic
          1. Self-Quiz: are you a workaholic?
          2. Evaluating your answers
        7. The top six ways to develop work-life balance
        8. Why taking vacation time is key for your work and for your greater efficiency and balance
        9. Making the most of your evenings and weekends
        10. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        11. Bibliography
        12. Resources
        13. Summary
      18. 11. Closing the Training
        1. Keeping up with technology
        2. Time and culture considerations
          1. Gender
          2. Age
        3. Cross-cultural issues
        4. Top 12 time management ideas for IT professionals
        5. Creating a work and personal self-improvement plan
          1. Worksheet
        6. Conducting your Q&A session
        7. The final review of the training
        8. Distributing and collecting the training evaluation
          1. Workshop evaluation
            1. One month later - follow-up
        9. Activities
          1. Activity 1
          2. Activity 2
          3. Activity 3
        10. Bibliography
        11. Resources
        12. Summary
      19. A. Appendix
        1. Sample training agendas and additional forums
        2. Sample agendas One-day time management training for IT Professionals
        3. Two half-day time management training for IT professionals
          1. Time management obstacle homework assignment
        4. 10-week course schedule for time management training for IT professionals
        5. Two-day comprehensive time management training (retreat) for IT professionals (agenda)
        6. 90-minute time management training for IT professionals (GPS)
        7. Daily time logs
          1. Day one—workday time log
          2. Day two—workday time log
          3. Day one—weekend (leisure time) time log
          4. Day two—weekend (leisure time) time log
        8. Daily phone logs
          1. Phone logs
            1. Calls received (smart phone, mobile, or cell phone)
            2. Calls received after work (at home)
            3. Calls received (office landline)
            4. Calls placed (office landline)
          2. Text messages
            1. Texts received (smart phone)
            2. Texts placed
        9. ACTION! plan
          1. Confidential workshop evaluation
        10. Glossary