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No 37 - INFO-STEWTIME MANAGEMENT FOR STEWARDSTOO MUCH TO DO? TOO LITTLE TIME TO DO IT? Stewards face that problem every day - and some do something about it. It’s called time management. The fact is, everyone already manages their time. All it means is making decisions about what gets done and what doesn’t get done within the time you have. Here are some tips on managing your time in a way that can help make your life easier. Review how you use your time Look for patterns. Are you constantly talking to the same people about the same thing? Are you always helping members do things they could easily do for themselves? Are you always trying to reach people and getting return calls when you are not available?? Take a few minutes and write down your goals - such as getting more members involved or teaching your supervisor to respect the collective agreement. If you work on a project or tasks without setting goals, you’re setting out on a road trip without knowing your final destination. Make “to do” lists of the tasks you face and handle the most important things first - Lists help you remember to do things. They reduce stress because you don’t worry about trying to keep everything in your head. Share information so more people can help you and themselves - For example, instead of constantly handling out application forms, set up a spot where employees can pick them up. Post important phone numbers and names of people members can call for more information. Hold short in formal meetings and/or distribute a written document to give members answers to their most frequent questions. Deal with problems at the source - don’t repeatedly fight the same battle. Rather than fight grievance after grievance on the same issue, try finding another way of dealing with the problem, such as union-consultation meetings. Handle big tasks in pieces - For example, request information, schedule a meeting, write an outline, think about it for 10 minutes, ask for advice, etc. Using this technique will help you get started and make a big task seem less overwhelming. When handling paperwork, sort things by importance - File things so you can find them later. Try not to shuffle papers from one pile to an other. If you pick up something, don/t put it down without doing something with hit - file it, toss it, write a note on it for someone else, enter it on a calendar, write a reply, etc. Create and use forms rather than write the same thing repeatedly. Save reusable paragraphs from letters or memos you write, Cut down on playing telephone tag - Use voice mail to leave as detailed a message as possible. Rather than calling, try using an e-mail. When you leave a message, include the best time to be called back. Shorten your phone conversations - Before making a call, have a written outline of what you want to accomplish. Get right down to business. Develop some good closing lines such as “I know you’re busy so I’ll let you go...”. Keep commonly called phone numbers handy - Every time you use a number, enter it into your system. Don’t set your expectations too high, too fast for improving your time management skills. Expect that some days you may still feel frustrated when other people take up all your time or when you can’t seem to get anything done. Just keep going at it. It will pay off in the end. Publish Date: 13-MAR-2007 09:47 AM |
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