Time & Career ManagementMatthew L. Eisenhard, Psy.D.Week 4: Psychology for Business & Industry

Time ManagementBasics - it takes time to develop good h.r.

skills◦ Managing your time effectively gives you more

time to develop & practice h.r. skills.◦ People with good time management skills do

better at… Balancing work and personal life – have less

stress – are more productive & organized – experience more inner peace.

◦ Take control of your time – don’t let it rule you – you rule it.

◦ Keep a log – analyze it and use the information to become more effective in your career and life in general.

Time Management• Using techniques

designed to get more done in less time with better results.▫ First step to success is

tracking how you currently use your time . A time log – is a great way

to do it. A daily diary that tracks

your activities.▫ Example: exhibit 4.1 in

your text. Track daily activities for 1

or 2 weeks. List activities in 15 min.

intervals.

Analyzing Time LogsHow much time is spent on primary

responsibilities – how do you spend most of your time?Identify places you spend too

much time.Identify places you are not

spending enough time.Identify major interruptions –

and how to eliminate them.Identify things you are doing

that you don’t need to be involved in – look for ways to delegate those.

Analyzing Time LogsWho controls your time?

◦ Boss – employees – outsiders.◦ How can you take more control?

Look for crisis situations.◦ Were they caused by you?◦ Can you eliminate them?

Spot habits, patterns, and tendencies.◦ How can you change them or use to your

advantage?List 3 to 5 biggest time-wasters.

◦ What can you do to eliminate them?Determine how you can manage your time

more efficiently!

MultitaskingThe human brain is not designed

nor is it capable of doing more than one thing at a time.When people think they are doing multiple

tasks they are not – they are just switching between tasks at a rapid rate.

This makes us less efficient – every time you switch gears you miss stuff! Concentrate on one thing at a time.Can you name some things we commonly try to

multitask at?Are there any dangers involved in any of them?

Do any of them irritate other people?

Multitasking

•Self-assessment exercise 4.1•The 5 statements were all warning signs

of multi-tasking.▫Higher scores = possible over-

multitasking.▫Lower scores = not an issue for you.

•Sometimes fatigue causes same signs.▫You can improve your time management by

focusing on one thing at a time or prioritizing.

Setting Priorities• The best way to avoid overloading yourself

and setting multitasking behaviors into motion is to set clear priorities.▫A priority is a clear preference given to one

activity over another.• 3 basic questions to ask yourself…

▫1. Do I need to be personally involved in this task?

Or is it something I can delegate?▫2. Is the task in my major area of responsibility?

Will the outcome have an effect on my job?▫3. How soon does it need attention?

Is there a deadline? Is quick action needed?

Assigning PrioritiesBased on how you prioritized –

you assign it to one of the levels:Refer to Exhibit 4.2 in your text.

◦ If you answered question # 1 – ‘no’ you don’t need to be personally involved then… Delegate it!

◦ If you answered ‘yes’ to all 3 questions… It is a high – take quick action!

◦ If you answered ‘yes’ to #1 but ‘no’ to either 2 or 3 then… It is medium – it can wait.

◦ If you answered ‘yes’ to #1 and ‘no’ to both 2 & 3 then… It is a low priority – it’s not your responsibility and no

immediate action is needed.

The “To Do” List•A written list of

things to do.•For practice complete

the application situation 4-1.▫There are 10

activities on the “to do” list.

▫Prioritize them.▫Discuss why you

placed them as you did.

Time Management System

•Experts say we waste up to 2 hours every day!

•The management system in your text has a proven record of success.

•It consists of:▫Priorities – order of importance.▫Objectives – what are your goals?▫Plans – how will you achieve them?▫Schedules – when will you do them?

Time Management StepsSTEP 1: Plan Each WeekSTEP 2: Schedule Each WeekSTEP 3: Schedule Each Day

Never do an unscheduled task before a scheduled one without prioritizing it first.

There are many time management systems available…◦ Office supply stores.◦ Online.◦ Computer.◦ Cell phone.

Time Management Techniques• Complete self-assessment exercise 4.2.

▫ It has 68 time management techniques…▫ And 4 choices of what to do

SHOULD DO COULD DO DO N/A

• How many did your mark “do”?▫ If you don’t have a lot of them that you are

“doing”… if your shoulds and coulds are more numerous… perhaps you need to really think about revving up your time management skills

• Randy Pausch Lecture http://www.youtube.com/watch?v=oTugjssqOT0

Career ManagementYou are responsible for managing your

own careerIn this segment we will cover:

◦Career Stages◦Career Planning & Development◦Getting A Job◦Resumes’◦Getting Raises & Promotions◦Global Careers◦And Apparel & Grooming

Career StagesYour 20’s

◦ Just getting started.◦ Lots of pressure.◦ Often have unreal expectations.◦ It is common to have many jobs.

Your 30’s◦ Time to become experts.◦ Assess where you’re going.◦ Lots of financial & family demands.

Your 40’s & 50’s◦ Used to be a time for security.◦ Not now – many are laid off & have to start over.

Your 60’s & 70’s◦ Plan for retirement/part-time work.◦ Good role models & mentors.

Planning & Development

•CAREER PLANNING▫The process of setting career objectives

and determining how to accomplish them.•CAREER DEVELOPMENT

▫The process of gaining skill, experience, and education to achieve career objectives.

Career Planning Model SELF-ASSESSMENT

◦ What you want based on your interests, experience, skills, values & needs – be realistic.

PREFERENCES & EXPLORATION◦ What motivates you – consider industry, size,

location, income - networking helps – consider part-time and internships to explore possibilities.

SET OBJECTIVES◦ Short & long-range goals.

DEVELOP PLAN◦ Is college needed – what technical skills will you

need? CONTROL

◦ It is your personal responsibility to meet your goals – review them often – and adjust when needed.

Getting a JobGETTING A JOB IS A JOB IN ITSELF!Harder To Do In Today’s Job Market

◦ More independent contracting.YOU NEED A PLAN:

◦ CAREER PLAN Interviewers are impressed with candidates that have realistic

career plans.◦ RESUME & COVER LETTER

This is your first impression – keep it brief but powerful – let them know why they should hire you.

RESEARCH. Know your target. Know about the company & have pertinent questions to ask

them that show you have done your homework.◦ PREPARE for QUESTIONS

Prepare for possible questions they may ask you. Refer to exhibit 4.7 in text.

The Interview• Usually given

the most value in hiring decision.

• Be sure to follow correct etiquette (will see more in C-9).

• Dress for success.

• Take a workshop.

• Smile! • Follow-up.

▫Send “thank-you” letter.

▫STAR Method http://www.youtube.com/

watch?v=0nN7Q7DrI6Q

Resumes

General Resume Guidelines Follow a format – BUT CUSTOMIZE. CONTACT INFORMATION

◦ Where you can be located.◦ Beware social network sites!

OBJECTIVE◦ Be specific about the job you want.◦ Include personal qualities and skills.

QUALIFICATIONS SUMMARY◦ Most recruiters spend only 10-15 seconds .◦ Write a clear concise summary that gets attention.

EDUCATION◦ Point out accomplishments – other activities.

EXPERIENCE◦ All jobs – full/part-time – volunteer positions.◦ Describe knowledge, skills, state quantifiable achievements.

OTHER◦ Foreign languages – certifications – related talents.

E-ResumesMany companies now request electronic

resumes.ALWAYS follow their instructions.

◦ Develop in word processing file.◦ Don’t send as attachment.◦ Save in ASCII file format “save as text file” or

save as PDF file.◦ Write cover letter in e-mail.◦ Copy resume in body of e-mail.◦ Send to yourself to check.◦ Make any corrections.◦ Send it to employer.

Raises & Promotions•TIPS for GETTING AHEAD

▫Be a top performer.▫Finish jobs ahead of time.▫Volunteer for extra assignments.▫Keep up with newest technology.▫Develop good human relations.▫Use good timing in approaching the boss.▫Be polite – always show concern for others.▫Never gossip – don’t say bad things.▫Be approachable – smile – talk to people.

Career Paths

•Are a sequence of job assignments that lead to more responsibility, with raises and promotions.▫Training programs.▫On the job training.▫Assistant positions.▫Major positions.

Preparing for a Raise or PromotionDo what needs to be done to get a good job

appraisal/evaluation.Keep a file of everything you do.When asking for a raise – give a specific

amount – check what other similar positions are paid – consider other benefits.

Timing is crucial – best to ask when getting an appraisal.

If you like where you are – great! If not, update the resume’ and look elsewhere

– but don’t quit until you have another job.

Job Shock

•Occurs when the employee’s expectations are not met.▫The workplace is not always fair.▫Good work is not always rewarded.▫Promises may not be kept.▫You may find it boring or a

dead end.▫No ‘quick fixes’ – develop a

‘real-world’ mindset.

Apparel & Grooming DRESS for THE JOB

◦ Dress like your peers.◦ If unsure, visit the organization first to see.

JOB INTERVIEWS◦ Never under-dress.◦ Again – do your research and see what is appropriate.

WEAR QUALITY CLOTHING◦ You need to make a good first impression.◦ Invest in some clothing that will withstand the test of time.

DRESS and GROOM CONSERVATIVELY◦ Avoid the latest fads.◦ You may not be taken seriously if you dress too flashy.◦ Remember it’s ‘work’ not a nightclub.

CASUAL DRESS◦ Some firms allow ‘casual’ dress, but not jeans and t-shirts.◦ Many firms have dress codes…follow them and dress like others in the

firm.Tips for appropriate dress

http://www.youtube.com/watch?v=9NqkmMqWyCE

Tips For MenGROOMING

◦ Clean shaven – no earrings or bling.SUIT

◦ Most appropriate most places.◦ Blue or gray, dark, stripes okay – conservative cut.

SHIRT◦ Business shirt – solids/or thin stripes – not loud.◦ Long sleeves – should show about half inch from suit sleeves.

TIE◦ A bad tie can ruin any suit – silk and conservative works.

SHOES◦ Conservative dark leather – no sneakers .

MATCHING◦ Pull it all together – socks should match suit color (no heavy or

wool) and long enough that your legs never show when sitting.

Tips For Women GROOMING & JEWELRY

◦ No heavy make-up or excessive perfume.◦ Jewelry simple and tasteful – no long earrings.

SKIRTED SUIT◦ Professional skirted suit most appropriate.◦ Conservative business dress & jacket okay.◦ Nothing above the knee.◦ Stay with dark basic colors.

BLOUSE◦ Silk or cotton – no frills – no low cuts – button up.

NO TIE – SCARF OPTIONAL◦ Don’t dress like the guys – no ties please.

SHOES◦ Leather shoes – conservative – no open-toes – medium heel plain

pumps are good basics. MATCHING, and ATTACHE’ CASE

◦ All apparel should match – neutral or skin-toned hosiery – carry an Attaché Case instead of a purse when possible.

Your AppearanceYou may think it’s unfair to be judged on

appearance rather than your performance.But as mentioned before…this is the

workplace and it’s not always ‘fair.’Your appearance is your statement about

yourself and how you want others to think of you – so look professional!You can’t control many things but you can

control your appearance - make it a good one!

Review of Key Concepts• Keeping a time log• Assigning priorities• 3 steps of time

management• Time management

techniques• 4 career stages• Career planning• Tips for getting a

job, raises, & promotions