Soft Skills Module 8 Organization Strategiesprofitt.gatech.edu/drupal/sites/default/files... · Soft Skills Module 8-2 Instructor Preparation Title of Module: Organization Strategies

Soft Skills Module 8 Organization Strategies

PROFITT Curriculum Module # 8 – Organization Strategies

Soft Skills Module 8-1

Soft Skills Module 8

Organization Strategies

Summary

Goal: To recognize the importance of knowing and applying organization strategies and techniques when starting and managing a business. SMART Objectives: Specific, Measurable, Achievable, Realistic, and Time-sensitive By the end of this module, students should be able to:

Objective SS8.1: Understand organization preferences and patterns. Objective SS8.2: Recognize methods of organization that support preferences and patterns when organizing materials and information. Objective SS8.3: Implement a number of strategies and techniques for experimentation upon release that will support a good business model.

Instructor:

Delivery Method(s): Story Telling, Discussion, Reflections and Student Activity

Length: Three Topics A total of 2 hours

Any Applicable Business and/or Soft Skills? Business Skills Operating and managing a business

Organizing materials, information, equipment, etc.

Corresponding NLS Lesson #

Take Away Message(s): This module will assist in preparing students leaving the regimentation of the prison, in understanding and applying organization strategies and techniques when starting and managing a microenterprise.



Instructor Preparation

Title of Module: Organization Strategies

Instructor:

This module, in a nutshell, is to help students understand that things work and flow better

when organizational strategies are in place. However, the strategies must be parallel to

the preferences and patterns of the student. While students need a host of ideas and

methods to choose from, the ultimate test of organization success is based on their choices

which specifically relate to their preferences and patterns.

Explain to students that they should be careful not to take on huge changes in their

preferences and patterns. For example, if they work better with “piles” of materials or

information, then it is better to organize the piles than to alphabetize them away in a file

drawer. Habits are hard to change without focus and support. This is not to say that one

or two changes in habits cannot or should not occur in the quest for organization or that

over time the one or two changes build to three and four and so forth. The important

point is to encourage students to take small steps that are easy to manage and that

support their organization preferences and patterns and are not just “shiny new ideas that

work for someone else.”

Agenda – topics to be covered in the module and length of each item

Topic: Organization Strategies Time Allotted: 2 hours

A. Understand Personal Organization Preferences and Patterns (1 hour)

B. Identify Organization Methods to Support Preferences and Patterns (30 minutes) C. Build a Toolkit of Organization Strategies and Techniques (30 minutes)

Materials & Supplies – items needed in order to carry out the agenda and classroom activities

1. Handouts: Picture (8.A.1), Understanding Your Personal Organization Preferences and

Patterns (8.A.2), Definitions (8.A.3), Personal Organization Preferences and Patterns

Frame Lesson (8.A.4 and/or 8.A.5), Checklist of Strategies and Techniques (8.B.1)

2. Picture (8.A.1) on PowerPoint or a document reader



3. Journal or paper to create one

4. Pencil and paper

Classroom Preparation – steps to follow when setting up the learning environment

1. PowerPoint setup or document reader

2. Computer access to create charts/graphs/smart art with Excel or Word

3. Room set up to support dyad/triad student group discussion



Curriculum Content

A. Understand Personal Organization Preferences and Patterns (1 hour)

Objective SS8.1: Understand organization preferences and patterns.

CONTENT PRESENTATION AND LEARNER PARTICIPATION

Begin the lesson with a discussion about a time when you were unorganized. Describe the situation and include information about how you were:

Thinking Acting Feeling

Finish your scenario with what the outcome was, how you believe others saw you and what you might have done or did do to be better organized. If you do not have a story, create one using Picture (8.A.1), of the woman at her desk. Have students think about a time when they were unorganized. Encourage them to quickly journal critical details of the situation and answer the following questions:

What was their thinking about the situation as things unfolded?

How did they act during the situation and afterwards? How did they feel about the situation, particularly about being unorganized?

Ask students to complete their details by answering these final questions:

What was the outcome?

How did others see the situation or you? What might you have done or what did you do to be better organized?

Have students revisit their Personal Learning Styles Profile that they created in Module 3. Share with students that the foundation for understanding personal organization preferences and patterns are largely the result of understanding personal learning styles profile – specifically:

The conceptualization, or how a student thinks The behavioral, or how a student acts

Review the categories and definitions on the Understanding Your Personal Organization Preferences and Patterns (8.A.2) and Definitions (8.A.3) with students; ask students to think about their unique profile as well as the situation they described and mark which characteristics or traits they connect with the most.



Once this is done, they should take time to reflect on which characteristics and traits are

the most important, rank ordering each. This can then be put into a graph, chart, or smart

art using Excel or Word software.

Once their behaviors or traits are identified, have students meet with other students who

have the same or similar personal learning styles patterns for organization, describing why

they think their choices are accurate.

Finally, have each student create a framework for their organization strategies and techniques (computer-based or use Personal Organization Preferences and Patterns Frame (8.A.4 and/or 8.A.5).

B. Identify Organization Methods to Support Preferences and Patterns (30 minutes)

Objective SS8.2: Recognize methods of organization that support preferences and patterns when organizing materials and information.


Using the Framework (computer-based or use Personal Organization Preferences and Patterns Frame 8.A.4 and/or 8.A.5) and the Checklist of Strategies and Techniques (8.B.1), have students identify and write in which strategies and techniques match their Personal Organization Preferences and Patterns (8.A.2). Once they have completed the above task, ask student to look at the strategies and techniques inside their frame and circle those they believe would have helped them during their earlier described situation in Topic A where they felt they were not organized.

C. Build a Toolkit of Organization Strategies and Techniques (30 minutes)

Objective SS8.3: Implement a number of strategies and techniques for experimentation

upon release that will support a good business model.


Have students select those strategies and techniques they believe would assist them in

getting their home-based business organized.

Use the Checklist of Strategies and Techniques (8.B.1).



Soft Skills Module 8 Organization Strategies Handouts



Picture (8.A.1)

Use this picture as a substitute for a personal story.

8.A.1



Understanding Your Personal Organization

Preferences and Patterns (8.A.2)

Personal Learning Style Characteristics and Traits

Abstract Random

Abstract Sequential/Logical

Concrete Random

Concrete Experience

Active Experimentation /Experimental

Reflective Observation

Global Big Picture

Parts/Little Picture

Imaginative Practical

Visual Non-Print

Visual Print

Visual Spatial

Visual Color

Laid Back

High Energy

Short Focus

Long Focus

Long Lead Times

Quick Decider

Early Bird

Night Owl

“All In”

“Little Bits of In”

8.A.2



Definitions (8.A.3)

Active Experimentation – jumps straight in and just does it. Abstract Random – prefers to receive information in unstructured manner,

enjoys group discussion, cooperative learning, and multi-sensory experiences. Abstract Sequential – likes written and verbal symbols, often thinks in

“conceptual pictures,” grasps ideas easily through reading and listening. “All In” – totally agrees and is ready to start. Concrete Experience – experiences real, tangible; feels qualities of the world. Concrete Random – uses experimental, trial/error approach, has “flashes of

insight,” makes “intuitive leaps;” prefers discovery and problem-solving activities. Early Bird – likes to be up early; works better in the early part of the day. Global – big picture, needs whole before can get into parts; jumps in and does. High Energy – Always on the go; always thinking about the next

steps/projects. Imaginative – creative, inventive, artistic, resourceful. Laid Back – needs to collect thoughts; is not in a hurry. “Little Bits of In” – is still thinking and contemplating; is willing to start

slowly/small. Logical – thinks logically, detects patterns; analyze problems, understands

relationship between cause and effect towards a tangible outcome or result. Long Focus – attention and concentration is focused for long periods. Long Lead Times – needs adequate time to think things through; reflect. Night Owl – likes to stay up late; works better in the evening and late night. Practical – sensible, realistic, no-nonsense, down to earth. Quick Decider – listens to all or part and makes a decision in the moment. Reflective Observation – watches, thinks about experience; reflects on what

happened. Sequential – ordering, step-by-step, linear and logical. Short Focus – attention to detail is very short. Visual – seeing and reading, print and non-print (pictures, forms, icons, text,

etc.). Visual Spatial – interprets and creates visual images; has pictorial imagination

and expression; understands relationship between images and meanings, and between space and effect.

8.A.3



Personal Organization Preferences and Patterns Frame

(8.A.4)

8.A.4



Personal Organization Preferences and Patterns Frame

(8.A.5)

8.A.5



Checklist of Strategies and Techniques (8.B.1)

Here is what happens when Organization is Out of Control…

Your brain is seeking order; it needs a schedule; it must have a plan.

Unmanaged clutter and lack of organization wipes out.

Order – Schedule – Plans

Do something – change requires action.

Start small – just a part.

Create a PLAN.

Failing to plan is planning to fail.

Set “goals to paper.”

Make the plan clear and purposeful.

Identify evaluation criteria; make sure you know how you will evaluate the plan and its

success.

Evaluate energy and time.

Try different planners and schedulers.

People are different and different things work for different people.

Try paper/pen and electronic; decide one or the other or a combination of both.

Make sure critical long range dates are entered on the planner/scheduler.

Check schedule at the beginning and end of each day.

Use lists – electronic task list or paper/pen lists.

Create a daily to do list and cross things off as done.

Assign designated time frames to tasks or functions.

Question whether you should do the task or function or not.

Schedule meetings with yourself – to organize, plan and get caught up as needed.

Create a “peak performance” list.

Know what the strategy is and how you are going to accomplish it.

Create new or re-invent routines that make more sense and work with your preferences.

Adjust your approach.

8.B.1



When organizing, think about you want and need.

Manage yourself based on your self-knowledge and self-acceptance.

Manage functions and tasks according to the schedule and deadlines.

Think about how to schedule the heavy stuff and the light stuff.

Only read something if you truly need to read it.

Set things up to do “just once” and bridge tasks to do in a “connected way.”

When finished with something put it away right then.

Be you – take work that uses your ‘talents.’

Focus in the “moment.”

Break big tasks into small bites.

Then break those down further.

Don’t try and do more than can be handled in a day or a specified timeframe.

Re-examine task importance and either.

Move it to later in your plan.

Delegate it.

Do not take it on.

Get the monkeys off your back.

Dump the “all or nothing” approach.

Eliminate “fear of failure.”

Clean as you go; do not leave everything to the end of the day.

Ways to de-clutter.

Do not be overwhelmed and assume you will never be able to tackle the clutter.

Get help.

Have a place for everything.

Create an ‘ok to buy or keep’ criterion.

Keep things you love or use.

Stop the guilt about getting rid of something someone gave you. 8.B.1



When all else fails it’s all about you so take care of yourself.

Work on improving your memory.

Know what is important.

Say no or maybe next time.

Finish what you start.

Use daily affirmations to keep your positive energy flowing.

Do not get discouraged; you will see the progress.

Spring clean your life.

Dump the anger.

Hose down procrastination and delay.

Fluff up your attitude.

Put misunderstanding and lack of patience out with the newspapers.

Humor yourself – have fun.

Like yourself.

The secret formula is:

Do not give up.

No self-battering.

Keep practicing.

Set positive expectations.

Quit using excuses:

o “Too many interrupters..” or “I’m just not organized.”

Practice re-framing.

Monitor and evaluate.

Use a time log and journal what is working and what is not.

Take time for critical reflection.

Do not be afraid to adjust and tinker.

Keep all the critical or important information in one place.

Use an inbox and try to empty it daily.

Create a simple method of tracking pending work. Calendar or task list with due dates or use by times. 8.B.1



Keep notes on customer conversations.

Jot specifics on a message pad; enter in electronic calendar, or a contacts list.

Buy items that work best for you in your space.

Go window shopping before buying.

Filing systems:

Keep them simple. Use the same label or title for paper files, e-files and email files.

Have a place to put important “stuff” – keys, receipts, cell phone, etc.

Get enough sleep.

Take a vacation.

Take a free class on organization skills offered through the small business assistance

group, the local college or community education program, or the Chamber of Commerce.

Some of the above information was retrieved from the follow website.

http://www.hgtv.com/organizing/quick-tips-for-home-office-organization/index.html

8.B.1

http://www.hgtv.com/organizing/quick-tips-for-home-office-organization/index.html



Portion into Doable Parts

8.B.1



Get rid of things you don’t need, won’t need and don’t use!

8.B.1

Documents

Soft Skills Module 8 Organization Strategiesprofitt.gatech.edu/drupal/sites/default/files... · Soft Skills Module 8-2 Instructor Preparation Title of Module: Organization Strategies