Using Microsoft Outlook to Improve Time Management

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  • Topic: Microsoft Outlook, Microsoft Exchange Server, E-mail
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Cothran 1
Training Program Assignment
Using Microsoft Outlook to Improve Time Management
Dr. Mary Kiker
HRSM 6610

15 December 2004
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This training program is designed to assist employees in the most difficult task which affects all positions in the job market today – Time Management. Time Management is a critical component of most jobs and should be included in the required Knowledge, Skills, and Abilities (KSAs) which are often overlooked during the job analysis. I will attempt to scope this vast requirement, and focus on certain tools that will be used to manage office tasks and assist the everyday worker in managing his or her time. Effective managers are managers who can manage his or her time, and also teach subordinates how to manage his or her own time. With the use of technology today, this difficult task can be made easier, and many "tricks of the trade" will be provided in this training program. In order for the worker to begin managing time, it is essential to first identify the lack of ability in managing his or her own time. If the workers feel they do not have any problems with time management, then they will not gain as much as others from this program. Therefore, I think training workers on time management, like all other training, is effective if the user is open to learning new skills. I also feel time management is easily viewed as a critical "necessary" skill in all forms of work. Knowledge, Skills, and Abilities (KSA)

The students must have basic computer and office skills, and they must be able to identify tasks associated with their everyday job. Some assistance in identifying the day-to-day task will be accomplished within this training program; however, the students Cothran 3

must know what task they are expected to perform each day. The students must also know how to prioritize their task. This is critical in identifying what work must be accomplished and in what order. Needs Assessment

A needs assessment tool (questionnaire) was created in order to determine if the individuals to be trained possess the skills needed to learn about time management (see Attach A). This questionnaire was sent to 10 individuals who work within my office or within close proximity of my current office here at Maxwell AFB, Alabama. I used two different methods in order to conduct this needs assessment – observation and documentation. The observations all came from working within the job market for several years and managing numerous individuals and projects during this evaluation period. Therefore, a lot of information will come from my experience and observations in and of itself. Additional documentation was found utilizing the Internet, in order to add more value to the observations I have made throughout my career. To analyze the needs of the users the results of the needs assessment tool was calculated and categorized (see Attach B). Based on the results of the Needs Assessment Survey, most workers have the KSA's required for training. The most critical KSA's being common knowledge of Microsoft Outlook, identifying task, prioritizing task, and typing. It was interesting to note that most individuals surveyed felt they WERE in control of their projects, and that they COULD prioritize their workload. However, from personal observations, most of the individuals surveyed are NOT capable of managing their time. Therefore, one of the Cothran 4

disadvantages of a survey is the fact individuals may not want to provide accurate data because they may feel it could be used against them or the individuals believe they are capable of time management when they are not. This is the case for several of the surveyed workers in my local office. The questionnaire was specifically created to determine if the participants or trainees had the necessary skills to gain a transfer of knowledge during training. Those required skills are sending e-mails and typing. All recipients stated they were able to...
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