Time Management

Question 1

Success Signs: Love

Answer 1

Love can relate to your family, religion, or country. Love is probably the most important sign of success because of the value we put on it.

Question 2

Success Signs: Labor

Answer 2

Pride in what you have accomplished with your hands or your time. Feeling that what you you are doing is important.

Question 3

Success Signs: Learning

Answer 3

Success is how you use your knowledge. Learning and taking the risk of using that knowledge is critical for success.

Question 4

Success Signs: Laughter

Answer 4

Successful people have fun at what they are doing. Humor is a great relaxer.

Question 5

Success Signs: Letting Go

Answer 5

When you feel that you did your best to accomplish what you set out to do, but you still didn’t achieve it, it’s time to let go. If you know you have done everything possible, you don’t need to punish yourself with guilt or frustration.

Question 6

Roadblock: The best way to get the job done is to do it yourself

Answer 6

When you think that no one can do a task better or faster than you can, this attitude often leads to crisis management and procrastination.

Question 7

Roadblock: The more you sweat the more you get

Answer 7

The key is to not only work hard but work smart too. Learning to work effectively and efficiently allows you to free up time that can be spent elsewhere.

Question 8

Pareto Principle

Answer 8

80 % of the work gets done in 20% of the time.

Question 9

Roadblock: We work best under pressure

Answer 9

Waiting until the last minute will result in more mistakes and missed deadlines. When you don’t do jobs correctly or on time you lose credibility.

Question 10

Parkinson’s Law

Answer 10

Work expands to fill the time available for its accomplishment.

Question 11

Setting a predetermined course of action.

Answer 11

Planning

Question 12

Planning vs. Scheduling

Answer 12

Planning is deciding what to do. Scheduling is deciding when to do it.

Question 13

Function of Managements

Answer 13

Planning, Organizing, Directing, Following Up

Question 14

Failure to plan: Too little time

Answer 14

Some people feel they are too busy to plan

Question 15

Failure to plan: Too many interruptions

Answer 15

Some people feel they are victims of frequent interruptions every time they plan.

Question 16

Failure to plan: Little knowledge of prioritizing

Answer 16

When some people plan, they find they don’t know where to begin.

Question 17

Failure to plan: Little understanding of the value of planning

Answer 17

Some reject planning because they do not understand why they should take the time to plan.

Question 18

Success Behaviors: Intellectual

Answer 18

Planning, conceptual thinking, analytical thinking, judgement, perception, sensing, objectivity

Question 19

Success Behaviors: Emotional

Answer 19

Self-discipline, results-oriented, assertiveness, enthusiasm

Question 20

Success Behaviors: Interpersonal

Answer 20

Sensitivity, persuasiveness, effective written and verbal communication

Question 21

Success Behaviors: Managerial

Answer 21

The ability to motivate, lead, delegate, guide, hire, and fire

Question 22

Behaviors

Answer 22

The way you act.

Question 23

Determining what takes precedence among the list of things you need to accomplish

Answer 23

Prioritizing

Question 24

Does it relate to my agency’s mission statement?

Answer 24

Importance

Question 25

When does it need to be accomplished?

Answer 25

Urgency

Question 26

How long will it take?

Answer 26

Time Required/Available

Question 27

How does this task impact others?

Answer 27

Relationship to other matters/Dependency

Question 28

Discretionary Time

Answer 28

Time you can call your own.

Question 29

Non-Discretionary Time

Answer 29

Time controlled by others (your manager, associates, customers, suppliers

Question 30

Incomplete information

Answer 30

External Time Robber

Question 31

Employee problems

Answer 31

External Time Robber

Question 32

Telephone calls

Answer 32

External Time Robber

Question 33

Meetings

Answer 33

External Time Robber

Question 34

Drop-in customers

Answer 34

External Time Robber

Question 35

Crisis management

Answer 35

External Time Robber

Question 36

Chatty coworkers

Answer 36

External Time Robber

Question 37

Poor communication

Answer 37

External Time Robber and Internal Time Robber

Question 38

Emails and other paperwork

Answer 38

External Time Robber

Question 39

Social media

Answer 39

External Time Robber and Internal Time Robber

Question 40

Attempting too much

Answer 40

Internal Time Robber

Question 41

Not prioritizing, procrastinating

Answer 41

Internal Time Robber

Question 42

Being indecisive

Answer 42

Internal Time Robber

Question 43

Not actively listening

Answer 43

Internal Time Robber

Question 44

Not saying no

Answer 44

Internal Time Robber

Question 45

Doing everything yourself (if a manager, not delegating)

Answer 45

Internal Time Robber

Question 46

Being disorganized, searching for missing objects or papers

Answer 46

Internal Time Robber

Question 47

One Touch Method

Answer 47

As soon as you touch a piece of paper or open an email, take one of three courses of action: 1 act on it immediately, or, if you manage, delegate the responsibility along with the authority to accomplish the task 2 file the paper and prioritize it on your to-do list 3 dispose of it immediately.

Question 48

When both the sender and the receiver of a message have a common understanding of the message sent

Answer 48

Good Communication

Question 49

When a person takes the responsibility to understand something, without prejudgment, by inviting the communication to continue.

Answer 49

Active listening

Question 50

Active listening methods

Answer 50

- Sustain conversation (I see or even silence awaiting more information) - Summarize by repeating in your own words all of the major points that have been covered - Paraphrase individual points during the conversation to confirm what was said. - Open-ended questions used to elicit more information - Probe to invite the communication to continue to get a common understanding. - Communicate non-verbally: Be alert, Lean forward slightly, face your client squarely, maintain an open position, Stay in the personal distance zone, Communicate actively, make eye contact

Question 51

Listening that occurs when a person takes the responsibility to understand something, without any prejudgment, by inviting the communication to continue.

Answer 51

Active Listening

Question 52

The way people act.

Answer 52

Behaviors

Question 53

Time that is under your control and is needed to work on important goals.

Answer 53

Discretionary Time

Question 54

Describes a person who is doing things right.

Answer 54

Efficient

Question 55

Describes a person who is doing the right things.

Answer 55

Effective

Question 56

Planning, organizing, directing, and following up.

Answer 56

Functions of management

Question 57

Occurs when the sender and receiver of a message have a common understanding of the message sent.

Answer 57

Good communication

Question 58

States that 80 percent of the work gets done in 20 percent of the time.

Answer 58

Pareto Principle

Question 59

States that work expands to fill the time available for its accomplishment.

Answer 59

Parkinson’s Law

Question 60

A predetermined course of action.

Answer 60

Planning

Question 61

Deciding when to do things.

Answer 61

Scheduling

Question 62

Playing back, in your own words, all the major points that have been covered.

Answer 62

Summarizing