Social Media & the Internet · Describe how people waste time at work. Explain why people waste time at work. Define time management and discuss its importance. Discuss the difference

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Where Did the Time Go? Time Management

Workshop

Objectives Discuss social media and the web. Describe how people waste time at work. Explain why people waste time at work. Define time management and discuss its

importance. Discuss the difference between urgent and

important tasks. Discuss principles of good time management. List 7 simple time management skills you can

use daily.

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Social Media & the Internet

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Video: Social Media Revolution

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Did You Know? According to Socialnomics and other web

sources, volumes of new data and photos are uploaded continually.

Web surfers are bombarded with millions of new pictures, tweets and articles every day.

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Article: Who Wastes the Most Time at Work

Did You Know? More than 1.1 billion active Facebook

users upload 350 million photos daily. More than 100 hours of video join the

YouTube database every minute. We now have access to more than two

Zettabytes of data worldwide as of 2011.

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The Ways People Waste Time at Work

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Workplace Distractions Surfing the web Personal phone calls Searching for new job opportunities Gossiping Shopping online Exploring social networks Checking personal email

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#1 Workplace Distraction

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Which workplace distraction is the greatest productivity drain? INTERNET

64% of employees visit non-work related websites each day.


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Workplace Distractions

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Time Wasted

< 1 hour1 to 2 hours2 to 5 hours6 to 10 hours

10+ hours

% of Employees

39%29%21%8%3%


Contributing Factor:Social Media Networks

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The winners for the time-loss warp are: Tumblr - 57% Facebook - 52% Twitter - 17% Instagram - 11% SnapChat - 4%


Time Wasting Impact Example:

An employee works 2,080 hours per year (260 days).

This person is in the top bracket of time wasters.

The employee wastes 520 hours per year: 25% of the employee’s total hours at work are

spent on unproductive activities. Result: Costs to your organization.

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Why Do Employees Waste Time at Work?

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ResponsesAccording to a recent survey conducted by Salary.com, employees gave the following responses: 34% of employees say they are not

challenged. 34% say they work long hours. 32% say there’s no incentive to work harder. 30% are unsatisfied with work. 23% are just plain bored. 18% say it’s due to low wages.

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Video: 3 Biggest Time Wasters

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Time Management

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What is Time Management?

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It is the act of planning and determining how much of your time is spent on specific tasks.

Why is Time Management Important?

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Time is a limited resource. Setting goals is a key to your success. Being efficient at work is about managing your time. Know your priorities at work.

Article: “Career Success for Newbies”

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Understanding the Difference Between Urgent and Important

Tasks

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Difference Between Urgent and Important

“Urgent” tasks demand your immediate attention, but whether you actually give them that attention may or may not matter.

“Important” tasks matter, and not doing them may have serious consequences for you or others.

This distinction between urgent and important is the key to prioritizing your time and your workload.

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Article: “The Key to Good Time Management”

The Priority Matrix

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Examples of Important/Urgent Tasks (Do It Right Away)

Answering the phone. Responding to your

supervisor’s email. Handling a citizen,

defendant, attorney complaint.

Performing your duties in the courtroom.

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Examples of Important/Not Urgent Tasks (Do It Soon)

Preparing dockets for trials set for next week.

Submitting a conviction report to DPS that is due tomorrow.

Completing the court’s Texas Comptroller Report that is due by the end of the month.

Preparing deposit for pickup/delivery to bank or treasury.

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Examples of Not Important/Urgent Tasks (Delegate or Reschedule)

Conflict arises with regularly scheduled staff meeting/training.

An internal statistical report needs to be completed and available upon request by City management.

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Examples of Not Important/Not Urgent Tasks (Avoid or Ignore)

Reading and responding to funny emails at work.

Updating your Facebook during work hours. Texting a friend back about dinner plans.

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Review Your Task List Regularly Urgent and important

tasks are not a fixed status.

You should review your lists regularly to make sure that the status of a task has not changed.

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Activity

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Scenario #1You are the court administrator at the municipal court. The court staff is comprised of one full-time judge, two associate judges, one part-time prosecutor, a bailiff, and 4 court clerks. This morning you have arraignments that start at 9 a.m. and you have to attend a budget workshop meeting at 11 a.m. to present your budget to City Council. You know this morning will be busy because there are 100 defendants scheduled to arrive this morning for arraignments based upon the docket that was ran at close of business yesterday.

Your office opens at 8 a.m. and you arrive at work today at 7:30 a.m. Upon your arrival, you received 3 phone calls. Two of your court clerks called in sick. Your judge also called you to inform you that his wife was in a car accident this morning and he is with the hospital with her. The judge has asked you to contact the associate judges to see if one of them is available to cover for him.

When you thought things could not get any worse, you realize that a computer virus has attached itself to the court’s case management software. Your IT department has informed all court staff to shut down their computers until the issue is investigated. For most courts this would not be a big deal; however, your court is a paper-less or paper-lite court and you do not have paper files.

Given the information provided above, how would you prioritize your work day?

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Scenario #2You are the court clerk at the municipal court. The court staff consists of a full-time judge, a court administrator, 2 court clerks (including yourself), a prosecutor, and a bailiff. You and the other court clerk are responsible for docket check-in; processing payments; providing defendants their options; processing DSC and deferred disposition requests; performing duties in the courtroom; processing jail paperwork; processing warrants; clearing warrants; answering the phones; and responding to email.

Over the weekend the police department conducted a warrant round-up. Officers arrested 30 defendants on Saturday and Sunday. Police Officers also placed door hangers on over 500 hundred residences. Volunteers conducted a warrant call out on Saturday from 10 a.m. to 5 p.m. and approximately 800 phone calls were made.

You arrive at work at 7:45 a.m. and pick up the large stack of jail paperwork. You walk back to the office and check the court’s voicemail and there are over 50 messages from defendants who want a call back. At 8 a.m. when you opened the court doors you discovered that there is a line of people (approximately 75 people) holding warrant door hangers who are waiting to check in for court. This is in addition to the other 50 people who were already on the arraignment docket and scheduled to appear in court. You and your co-worker (the other court clerk) look at each other and say, “It’s going to be a long day!”


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Scenario #3You are the court administrator/court clerk at the municipal court of non-record. The court staff consists of one part-time judge, one part-time prosecutor and one full-time court administrator/court clerk. As the court administrator/court clerk your are responsible for taking care of every aspect of court administration from preparing budgets, processing payments; processing DSC and deferred requests; preparing the dockets; performing duties in the courtroom; processing warrants; answering the phone; responding to email; attending director’s meetings; etc.

Last Monday when you arrive at work your judge and City Manager are waiting to speak with you. Your judge joined the U.S. Army National Guard several years ago and has just received orders that she has to deploy oversees next week. The judge will be gone for the next 6 to 9 months. As a result, she has recommended to the City Manager to have you fill in as the presiding judge until she returns. Since you are well educated in criminal law and you know the ins and outs of the office, she believes you would be great. The City Manager also believes this would be a good idea, but wanted to find out if you are interested before approaching City Council with the recommendation. You accept this appointment and it is approved by Council.

Today you officially start your duties as presiding judge and court administrator/court clerk and you will be the only person running the office until you are able to hire temporary help in a few weeks. Given the information provided above, how would you prioritize your work day?

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Principles of Good Time Management

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Principle # 1 – Keep Your Area Tidy

Top Tips for Tidying: Create 3 piles: Keep, Give Away, and Throw

Away Keep Pile – If you need to keep certain things for

your records, or do something with it. If you need to take action on it, then add it to your task list.

Give Away Pile – If you don’t want it, but someone else might be able to use it, and/or it is work that can and should be delegated.

Throw Away Pile – For things that have no value to you or anyone else.

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Principle # 1 – Keep Your Area Tidy

Untidy Tidy

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Principle # 2 – Pick Your Moment

Each of us have a time of day that we work better; therefore, it is best to tackle the difficult tasks during this time.

Schedule appropriate times in your day for meetings.

Useful tip… Keep a list of important, but non-urgent

small tasks that can be done in that odd 10 minutes between meetings.

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Principle # 3 – Do NOT Procrastinate

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Principle # 3 – Do NOT Procrastinate (Continued)

If a task is urgent and important do not procrastinate; just do it!

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Principle # 4 – Do Not Try to Multi-Task

The experts say do not multi-task, but this is almost impossible to do in our profession.

Suggestions…try not to do too many things at one time. Block out time in your schedule each day

for “uninterrupted” work. If you are working on a task and are

interrupted, keep track of where you were so that you can go back to it later.

Remember it is okay to say “no”.

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Principle # 5 – Keep Things in Perspective

When you have too many tasks to do at one time it can be stressful.

Remember to remain calm. If you cannot get

everything on your to-do-list completed before you go home it is okay (as long as it wasn’t due that day).

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Principle # 5 – Keep Things in Perspective

Going home and getting rest and/or exercising at the end of your work day may be a better option than meeting a self-imposed or external deadline that may not even matter that much.

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7 Simple Time Management Skills You Can Use Daily

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Time Management Skill # 1

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Organize your work area and declutter your work space.


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Update your to-do list each day.

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Time Management Skill # 3Prioritize your tasks..

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Planner

Maintain a calendar.

Outlook Calendar

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Stay focused on the tasks at hand. Remain calm to reduce your stress level.

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Effectively manage your emails.


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Occasionally you will have a difficult day and will not be unable to stay on task (unexpected things happen).

Refocus and get back on task the next day.

Time Management Skill # 7 (Continued)

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References Forbes article: “Who Wastes the Most Time at Work?”

Written by: Cheryl Conner & Russ Warner Business Insider Article: “13 Things Successful People Do in

the First 10 Minutes of the Workday”Written by: Jacquelyn Smith

Skills You Need Article: “The Key to Good Time Management”Published by: www.skillsyouneed.com/ps/timemanagement.html

Videos: Social Media Revolution 2014 – Equalman Production 3 Biggest Ways to Waste Time in the Office –

www.getcourse.com

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Scenario #1

You are the court administrator at the municipal court. The court staff is comprised of one full-

time judge, two associate judges, one part-time prosecutor, a bailiff, and 4 court clerks. This

morning you have arraignments that start at 9 a.m. and you have to attend a budget workshop

meeting at 11 a.m. to present your budget to City Council. You know this morning will be busy

because there are 100 defendants scheduled to arrive this morning for arraignments based upon

the docket that was ran at close of business yesterday.

Your office opens at 8 a.m. and you arrive at work today at 7:30 a.m. Upon your arrival, you

received 3 phone calls. Two of your court clerks called in sick. Your judge also called you to

inform you that his wife was in a car accident this morning and he is at the hospital with her.

The judge has asked you to contact the associate judges to see if one of them is available to cover

for him.

When you thought things could not get any worse, you realize that a computer virus has attached

itself to the court’s case management software. Your IT department has informed all court staff

to shut down their computers until the issue is investigated. For most courts this would not be a

big deal; however, your court is a paper-less or paper-lite court and you do not have paper files.

Today is also your wedding anniversary. Your spouse text and called you this morning to

finalize your dinner plans this evening.


Scenario #2

You are the court clerk at the municipal court. The court staff consists of a full-time judge, a

court administrator, 2 court clerks (including yourself), a prosecutor, and a bailiff. You and the

other court clerk are responsible for docket check-in; processing payments (window, mail, drop

box, phone, and internet); providing defendants their options; processing DSC and deferred

disposition requests (window, mail and drop box); performing duties in the courtroom;

processing jail paperwork; processing warrants for the judge to sign; clearing warrants;

answering the phones; responding to court email; and preparing the court’s deposit when the

court administrator is out of the office.

Over the weekend the police department conducted a warrant round-up. Officers arrested 30

defendants on Saturday and Sunday. Police Officers also placed door hangers on over 500

hundred residences. Volunteers conducted a warrant call out on Saturday from 10 a.m. to 5 p.m.

and approximately 800 phone calls were made. In addition, today your court administrator is out

of the office attending a TMCEC training seminar.

You arrive at work at 7:45 a.m. and pick up the large stack of jail paperwork. You walk back to

the office and check the court’s voicemail and there are over 50 messages from defendants who

want a call back. At 8 a.m. when you opened the court doors you discovered that there is a line

of people (approximately 75 people) holding warrant door hangers who are waiting to check in

for court. This is in addition to the other 50 people who were already on the arraignment docket

and scheduled to appear in court. You and your co-worker (the other court clerk) look at each

other and say, “It’s going to be a long day!”

During the day the office phones are constantly ringing. The accounting department has called 3

times trying to get ahold of someone to ask them about yesterday’s deposit. Throughout the day

you have also received several emails from your mother and from the subject line you can tell

that they are funny emails that she has forwarded to you that are not of any importance.


Scenario #3

You are the court administrator/court clerk at the municipal court of non-record. The court staff

consists of one part-time judge, one part-time prosecutor and one full-time court

administrator/court clerk. As the court administrator/court clerk, you are responsible for taking

care of every aspect of court administration from preparing budgets, processing payments

(window, phone, internet, drop box and mail); processing DSC and deferred requests (window,

drop box and mail); preparing the dockets; performing duties in the courtroom; processing

warrants; answering the phone; responding to court email; preparing the daily deposit;

completing monthly reports to various departments; attending director’s meetings; etc.

Last Monday when you arrived at work your judge and City Manager were waiting to speak with

you. Your judge joined the U.S. Army National Guard several years ago and had just received

orders that she has to deploy overseas next week. The judge will be gone for the next 6 to 9

months. As a result, she recommended to the City Manager to have you fill in as the presiding

judge until she returns. Since you are well educated in criminal law and you know the ins and

outs of the office, she believes you would be great. The City Manager also believed this would

be a good idea, but wanted to find out if you are interested before approaching City Council with

the recommendation. You accept this appointment and it is approved by Council.

Today you officially start your duties as presiding judge and court administrator/court clerk and

you will be the only person running the office until you are able to hire temporary help in a few

weeks. Today you have your court clerk duties to perform in addition to your judicial duties.

Today you have arraignments at 9 a.m. and pretrials at 1:30 p.m. The police department also has

contacted you and need several search warrant signed. Given the information provided above,

how would you prioritize your work day?

Documents

Social Media & the Internet · Describe how people waste time at work. Explain why people waste time at work. Define time management and discuss its importance. Discuss the difference