Lesson 1:

What Is Time Management?

Working Smarter to Increase Productivity

Learning objectives:
To develop strategies for time management.

Warm up:
We all have the same 24 hours – so why do some people seem to achieve more with
their time than others? The answer: good time management.
Time management is the process of organizing and planning how to divide your time
between different activities. Get it right, and you will end up working smarter, not harder,
to get more done in less time – even when time is tight and pressures are high.

Key question:
▪ What are the Time Management Strategies for Trainees?
Effective time management is all about getting the right balance between your
homework, college life or workplace, and your free time. As a trainee, organizing your
days and work will eliminate stress and ensure that you are productive. The general
time management tips for trainees, such as sleeping well, scheduling, and prioritizing,
are some important tips that can help you in the long run.

1
 ▪ How Well Do You Manage Your Time?
Start by assessing your existing approach. How good are you at organizing your
time so that you get the important things done well? Can you balance your time
between different activities? And when you do make time to do something, are
you able to focus – and get it finished?

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Benefits
▪ Greater productivity and efficiency.
▪ Less stress.
▪ A better professional reputation.
▪ Increased chances of advancement.
▪ More opportunities to achieve your life and career goals.
▪ You feel confidence and more in control with how to use the best of your time.
▪ You feel happier, more relaxed, and better able to think.

▪ Look at the three meanings for time management skill and tick (√) the correct
meanings. Check your answers with a partner. (5 min)
▪ To finish tasks on time and be on time for work ( )
▪ To look at your watch during work to see how much time is left ( )
▪ Working smarter to increase productivity ( )

2
 ▪ Task 1. Answer the following questions:

1) Time management is working -------.

a) hard b) slow c) smart

2) Effective time management is all about achieving the right --------------.

a) play b) balance c) choice

3) When you know how to manage your time effectively, you can get many ----------.
a) Benefits b) profits c) people

4) So why do some people seem to ------- more with their time than others do?
a) receive b) achieve c) choose

▪ Task 2. Take this self-assessment quiz to identify the aspects of time management that
you need most help with.

Instructions:

For each statement, make a tick in the column that best describes you. Answer
the questions as you actually are, rather than how you think you should be, and
don't worry if some of the questions seem to score in the "wrong direction." When
you are finished, count and "Calculate My Total" at the bottom of the test.

Not
Very
15 Statements to Answer at Rarely Sometimes Often
often
all

1) The tasks I work on are the ones with

the highest priority.

2) I find myself completing tasks at the

last minute, or asking for extensions.

3) I set aside time for planning and

scheduling.

4) I know how much time I spend on

each of the various tasks I do.

3
 Not
Very
15 Statements to Answer at Rarely Sometimes Often
often
all

5) I find myself dealing with

interruptions.

6) I use goal setting to decide what tasks

and activities I should work on.

7) I leave contingency time in my

schedule to deal with "the
unexpected".

8) I know whether the tasks I am

working on are high, medium or low
value.

9) When I am given a new assignment, I

analyze it for importance and prioritize
it accordingly.

10) I am stressed about deadlines and

commitments.

11) Distractions keep me from working

on critical tasks.

12) I have to take work home in order to

get it done.

13) I prioritize my To-Do List or Action

Program.

14) I confirm my priorities with my boss.

4
 Not
Very
15 Statements to Answer at Rarely Sometimes Often
often
all

15) Before I take on a task, I check that

the results will be worth the time put
in.

Calculate My Total: ……….

5
 Lesson 2

Time Management Skills

Objectives:
Trainees will become aware of how they use their time.
Trainees will become aware of specific strategies to manage their time.
Trainees will practice time management strategies.

Key Question How can you manage your time effectively?

Materials Needed:
Copies of the “Where does the time go?” (1 for each trainee)
Copies of the “Time Management Tips.” (1 for each trainee)
Trainee Planner
Week Planner
“Twelve Steps to Success”
Procedure:
Day One:
Discuss objectivity expected in SPSP.
Ask trainees how they manage their time.
1) What works?
2) What doesn’t work?

Warm up: “Where does the time go?”

What are your goals when it comes to grades and classes?
How can time management help with that?

Day 2 & 3:

6
 Take trainees through the Four Steps of Time Management

Step #1 Long-Term Plan

• Use the District Calendar on the SPSP Planner
• Have trainees indicate large assignments and events on this calendar. Develop
“codes” for common long-term items…
▪ Project due dates
▪ Paper due dates
▪ Test dates
▪ Finals
▪ Birthdays or others important days

▪ Make sure to check this “master” plan from time to time, so the trainees get used to
indicating these important dates.

Step #2 Trainee Planner

• Discuss ways to use the Trainee Planner
o Including…
• Indicating appointments, tests, projects and assignments.
• Checking planner each day before homework/study time and before bed to get
ready for the next day

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 Step #3 Homework/Study Time
▪ Why do you think it is good to set a regular time and place for studying and doing
homework?
▪ Do you follow any useful techniques when you study?

Step #4 Daily Checklist

▪ Make a “To Do” list with the things you want to do each day.
Suggest…

▪ “Post-It” notes in the Planner

▪ Section of each day in the planner becomes the “To Do” area

Day 4#:
Discuss the “Where does the time go?” assignment.
▪ Have you used your time effectively?
▪ In groups discuss better ways to use your time and create goals to do so - using
the “So, this is where the time goes…” sheet

Check the planners daily during announcements. Keep your trainees

accountable for using their planners and creating time management skills. Feel
free to require struggling trainees s to show you their homework that is due that
day - let them know you care about their success.

8
 A self-assessment Questions:
What goals do you have for your use of time this year? How is that different from what
you did last year? How will the trainee planners help you?

https://youtu.be/iONDebHX9qk

Name__________________________

9
 Task 1: Self-assessment
Where does the time go?
Directions: Put the amount of time you spend in each of these activities as you go
through the next three days. Use decimals to indicate parts of an hour. If one of these
categories does not indicate something you do, add your own at the bottom. Make sure
each day adds up to 24 hours!

Category Actual Time Actual Time Actual Time Used

Used Day One Used Day Two Day Three
Sleeping/Resting

Dressing/Hygiene

Eating

Travel

Classes

Extra-Curricular

Work

Chores

Appointments

Study Time

Homework Time

Volunteering

Leisure Tim

Name_______________________

10
 Task 2.
So, this is where the time goes…
Directions: Calculate the average time you spent on each of the following activities
over the last three days, put that average in the “Actual Time Used.” Work with your
group to discuss your choices and potentially better ways to use your time, put those
suggestions in the next column, “Time Suggested by my Group.” Then decide on your
goal and record that in the next column.
Category Actual Time Used Time Suggested by My Time
presently my Group Management Goal
Sleeping/Resting
Dressing/Hygiene
Eating
Travel
Classes
Extra-Curricular
Work
Chores
Appointments
Study Time
Homework Time
Volunteering
Leisure Time

Average of the last three days.

Time Management Tips:
▪ Develop blocks of homework/study time - no more than 50 minutes at time and
schedule weekly reviews and updates.
▪ Prioritize assignments - start with the most difficult subject or task.
▪ Develop alternative study places free from distractions.
▪ Use your time wisely - use your “bits” of time while walking, riding the bus, etc.
▪ Review studies and readings just before class.
▪ Review lecture material right after class.
▪ Schedule time for serious course events.
▪ Create a simple “To Do” list
▪ Use your Daily/Weekly Planner

11
 Lesson 3

How do we spend the time

LEARNING OBJECTIVES: Trainees will be able to:

Reflect on how they spend their available time wisely.

Identify some strategies to maximize time for things that are important for them to
be caring, satisfied, and engaged individuals

Key questions:

Throughout this lesson, trainees are encouraged to consider the following question (s):

How do we spend our available time?

Warm Up (5 minutes)
▪ Discuss the following questions:
▪ How would you like to spend a typical week? Why/ how are these answers
different?
▪ What are your top three priorities on a day-to-day basis?
▪ What should they be?

Introduce the Strategy (2 minutes)

• How much time do you spend “giving back” to others (including your family,
school, or community)? Do you think you spend too much time caring for
others? Do you feel like you spend the right amount of time? If you don’t feel
like you spend enough time caring for others, how might you spend more
time?
• When/ how do you practice self-care? Is this enough time? Too little? Too
much?
• If you could do anything with your time, what would it be?

12
 • Video and Reflections (13 minutes)

Watch this TED Talk by Laura Vanderkam entitled, “How to Gain Control of Your
Free Time.” While watching the video, encourage the class to take note of strategies
they hear from Laura Vanderkam list:

https://www.ted.com/talks/laura_vanderkam_how_to_gain_control_of_your_free_time?u
tm_campaign=tedspread&utm_medium=referral&utm_source=tedcomshare

▪ Write the family holiday letter to identify your top priorities

▪ Make a three category priority list and include your priorities in your weekly
planner before you include other tasks and appointments
▪ Keep a time diary
▪ Maximize “in-between” moments by putting down your phone and instead doing
what matters most to you

No matter what it is, put a clock on it.

Task 1. Assessment questions:

1) What can you do to plan your time so that it reflects your most important
priorities and so you feel good about the way you spend it?

2) What might be difficult in doing so?

3) Who can support you in managing your time well?

13
 Task 2. Activity Small Group Work (10 minutes)

Discuss the benefits and challenges of using each strategy. In groups, identify three
strategies you will use to match your time with the actions in your list .

Ask trainees to share with the class strategies that they have identified either during
their individual or group work.

Task 3. (10 minutes)

Create a time log for yourself for the coming week. At the end of the week, compare
the actual time log with the Time Management Activity they completed at the
beginning of this lesson. Identify similarities and differences between the actual log
and their estimates.

Discuss the following questions:

▪ What caused the differences you see between the time you
anticipated/estimated spending on each activity and the time you actually spent
on each activity?
▪ How does it make you feel when you do not do what you set out to do?
▪ Are there times when it feels ok?
▪ Times when you feel badly?
▪ How can you plan to make better use of your time?

▪ How can you organize to make sure you take care of others and yourself

14
 Lesson 4

The importance of Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Make their day purposeful.

Understand why time management is important.
Control the time they have and use it for productivity.

Key question: Why is Time Management Important for Trainees?

All of us should make the most of the limited amount of time we have in a day.
Managing time effectively helps you to become more confident, and organized,
and to learn more efficiently. Effective time management skills are particularly
essential for high school students, as they have to deal with more subjects, tests,
assignments, and extra-curricular. Time management techniques can help
trainees be on track and cope with the stress of added responsibilities.

▪ Following are a few more reasons why time management is important for
trainees:

▪ Enables You to Accomplish Your Goals Faster

Appropriate time management makes one more effective and encourages you to give
your best to what you are doing and what you can, thus helping you achieve your goals
much faster.

15
 ▪ Enables You to Prioritize Your Work

When creating a timetable, you prioritize and arrange essential tasks that need
immediate attention. For example, students have to complete assignments before
attending a session. A student can fit in time to work on the assignments before
attending a study group with correct time management.

▪ Enables You to Get More Done in Less Time

Dedicating a specified amount of time to a particular task helps you focus on it. Instead
of working on a given task with no predefined time assigned, you can complete the
same task by sticking to a time plan. Without a time plan, you might completely forget to
finish a task.

▪ Reduces Stress Levels

Time management skills can help you prioritize the time required for essential tasks;
prioritizing tasks and having enough time to accomplish those tasks means reduced
stress levels.

16
 ▪ Helps You Become More Efficient
Effective time management helps you to be more focused at school and work; therefore,
increasing your efficiency and enabling you to accomplish more within less time.

So, how can trainees learn to manage time more effectively? We have collated a list of
the best time management tips for trainees to beat procrastination, stay focused, and be
more productive.

▪ Time Management Tips and Strategies

Efficient time management is one of the primary keys to success, and thus, it is worth
learning. Following are time management strategies for students to help them manage
their time in the best possible manner.

▪ Make Use of a Daily Schedule Template to Plan Your Day

Classes and workshops may take up a chunk of your day, but when a trainee schedule
his own time makes all the difference. It is essential to master your schedule. A daily
schedule template helps you manage and control your time each day. It will enable you
to stay organized, focus on what matters most, and even help you overcome
procrastination. The method that most successful people from Elon Musk to Bill Gates

17
 use is “time blocking”. Time blocking is creating a template for how you intend to spend
every minute of your day. Trainees should therefore follow this method to manage their
time more fruitfully.

▪ Understand How You are Currently Spending Your Time (And Where You Are
Losing It)

Your schedule will offer you an ideal version of your day, but you need to analyze how
you spend your time to develop better time management habits. Without understanding
how you are spending your time each day, it is impossible to build better time
management strategies for students to stay focused.

18
 ▪ Set Proper Goals to Measure Your Progress

Goals are an excellent way to get you motivated to do school work. However, the
problem is that goals are just the result, with you not knowing how to achieve them. So,
focus on what needs to be done to achieve that goal by focusing on constant progress
and developing better habits. For example, if you need to write a 5,000-word essay in a
month, set a daily goal of writing 500 words. If you continue this, you can complete your
essay in a week.

▪ Break Large Projects Into Smaller, Actionable Tasks

A part of proper goal setting is to segregate large goals from smaller daily tasks. Doing
this will help you stay focused and stop you from procrastinating. It is easy to
procrastinate when a project feels like a huge task. However, taking that first step is all
you need to build momentum.

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19
 Time Management Questionnaire
Scoring for each choice: 2 = Always 1 = Sometimes 0 = Never

1) I do things in order of importance ---------

2) I accomplish what needs to be done during the day ---------
3) I always get assignments done on time ---------
4) I feel I use my time effectively ---------
5) I force myself to make time for planning ---------
6) I spend enough time planning ---------
7) I prepare a daily or weekly "to do" list ---------
8) I can meet deadlines without rushing at the last minute ---------
9) I keep up-to-date on my reading and research assignments---------
10) I prevent anything from distracting me from high importance tasks --------
11) I avoid spending too much time on unimportant matters ---------
12) I spend enough time on work-related activities ---------
13) I plan time to relax and be with friends in my weekly schedule ---------
14) I have a weekly schedule on which I record things such as work hours -----
15) I try to do the most important tasks during my most energetic periods of the day ---------
16) I make constructive use of my travelling time ---------
17) I review my activities in relation to my goals ---------
18) I have discontinued any unimportant activities or routines that may affect my work
schedule ----
19) I screen and telephone calls to allow for control over telephone interruptions---------
20) I judge myself by finishing tasks rather than by amount of activity ---------
21) I, determine my actions not by chance or by other people's priorities ----
22) I have a clear idea of what I want to finish during the coming month ---------
23) I am satisfied with the way I use my time ---------

Results calculation
40 to 46 points: You have outstanding time management skills
34 to 39 points: You have strong time management skills
28 to 33 points: You are managing your time fairly well, but sometimes feel
overwhelmed
22 to 27 points: You work career is likely to be stressful and less than
satisfying unless you take steps to begin to manage your time more
effectively
Less than 22 points: You need to work on your time management skills

Workplace Attendance Student Self-Assessment

20
 ▪ Circle the number in the table to show how closely the statement describes
your current situation

1. I usually wake up early every morning when the alarm goes off for the first time.

1 2 3 4
Not at all Just a little Very close Just right

2. I usually check the time on my watch at least 10 times each day.

1 2 3 4
Not at all Just a little Very close Just right

3. I keep all my appointment times organized so that I can be reminded and avoid
being late.

1 2 3 4
Not at all Just a little Very close Just right

4. I am always on time for personal meetings/activities.

1 2 3 4
Not at all Just a little Very close Just right

5. I am always on time for work meetings/events.

1 2 3 4
Not at all Just a little Very close Just right

6. I think that being late is disrespectful to others.

1 2 3 4
Not at all Just a little Very close Just right

7. When I think I am going to be late for a meeting, I always call ahead to inform the
others.

∙ 1 2 3 4
Not at all Just a little Very close Just right

21
 8. When I can’t attend a meeting, I always call ahead and give at least 6 hours’
notice.

1 2 3 4
Not at all Just a little Very close Just right

Calculate Your Score for the Punctuality Self-Assessment

TOTAL SCORE WHAT IT MIGHT MEAN and WHAT YOU SHOULD

DO TO FOLLOW-UP

32 You are a punctual person! Keep it up!!

24 to 31 You are in control of your on-time/late ratio! Work with your

teacher to find out how you can get even higher scores!

16 to 23 You are on the right track! Take some time to practice

developing your weak areas.

8 to 15 You have a few difficulties with punctuality!! Spend some

time with your teacher so you can develop a strategy on building
your strengths even further!

22
 Lesson 5

Time Management Strategies and Techniques

LEARNING OBJECTIVES Trainees will be able to:

Start their day with a plan

Order the most important tasks

Limit distractions

Key questions:
What are the best Time Management Strategies and Techniques?

Warm up:
How do you plan your day, week, and month?

1) Start your day with a plan

It all starts with a plan. To effectively use your time, you should create a plan for
everything that you want to accomplish that day. The easiest way to start planning
your workday is by making a to-do list of all the things you want and need to do. A
to-do list isn’t a groundbreaking technique, but it can make an incredible difference
in how well you use your time throughout the day.

Each time you complete a task on your to-do list, make sure to physically cross it
off so you have a sense of accomplishment and can go back and review all of the
things you finished that day.

23
 2) Order the most important tasks

Once you have created a to-do list, it is time to organize it in order of priority.
Prioritization allows you to use your time productively and focus on the day’s most
important tasks. Pick out your most important three items to accomplish and get
started.

1. Sort your tasks into three stages of importance: high, medium, or low.
2. Rank every item on your list on a scale of 1-10, and then order them
accordingly. 

3) Divide larger projects into smaller tasks.

One of the most common reasons people do not manage their time well on large
projects is that they feel overwhelmed. When you feel overwhelmed, you may want
to procrastinate and work on other things instead. To overcome this feeling, break
large projects into smaller, more manageable tasks. It is easier to get started, and
you will make progress and improve your overall time management.

24
 4) Limit distractions

Everyone gets distracted. Whether it is email, social media, co-workers, kids, or

random thoughts. While you can’t control all of them, it is vital to make a dedicated
effort to limit the number of things that can distract you.

Time management self-reflection: Identify the things that distract you and come up
with a solution to minimize that distraction. Do you need to put your phone in the
other room? Should you turn off notifications for texts or emails? Do you need to
block social media from your work computer?

5) Leave the social media for later

Social media can be an unexpected time consumer. Every time you stop what you
are doing to check social media, you are disrupting your productivity. It takes time
and mental energy to switch between different tasks. Wait until you finish your
current task before checking your phone or computer.

25
 6) Reduce multitasking tasks
While it may feel like you are tackling more things on your to -do list by multi-
tasking, many studies show that multitasking makes you less productive. If you
want to use your time more effectively, wait and complete the task, you are
working on before moving on to the next item on your list.

7) Block time off on your calendar

Keeping all of your events, meetings, deadlines, and tasks on your calendar can
save you a big time. Having a single place to check these things saves time.

8) Look ahead—weeks and months

When you have many things on your to-do list, it can become challenging to see
the bigger picture. That is why it is a critical time management strategy to make a
conscious effort to step back and look at what is coming ahead in the next few
weeks or months.

26
 9) Take time to recharge

At some point, it is time to put down the work and call it a full day off. You are only
human, and humans need sleep and rest. When you are exhausted, you will not be
able to perform as well.

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27
 ▪ Ask your partner the flowing questions:

1) What do you really want to get from this training?

2) What are your plans for the future?
3) What do you need to do to improve skills?

Self-assessment

Statement Never Rarely Occasionally Often Always

1 I schedule time for planning

2 I focus on the most urgent tasks
3 I break complex tasks into small steps
4 When given a new task, I evaluate my
ability to meet the deadline
5 I feel anxious about meeting deadlines
6 I take work home
7 I find myself asking for extensions to
deadlines in order to complete a task
8 I prioritize my ‘to-do’ list
9 I allow buffer time in my schedule to deal
with the unexpected
10 I find my plans are hindered by
interruptions
11 I focus on tasks that are aligned to my
longer-term goals
12 I give tasks that can be done by others
13 I enjoy quality time with my family and
friends
14 I put off tasks that aren’t important
15 I work more than 40 hours a week

28
How to score:
Questions 1, 3, 4, 8, 9, 11, 12, 13, 14, 15
Never = 0 points Rarely = 1 point Sometimes = 2 points Often = 3 points Always = 4
points

Score
6-20 The great news is that there is lots you can do to help yourself. Our ‘Time to
manage’ guide, available separately, will offer you a wealth of hints, tips and
case studies to improve your time management. The time to start is now –
choose one key area to begin with and keep a log of your progress. Re-
assess yourself in one month’s time using this self-assessment and monitor
your improvement.
21-36 You have adopted some good time management activities, but there is
stillroom for improvement. Check where time is being lost and put strategies
in place to improve this.

37-66 You are an excellent time manager – well done! The Time to Manage Guide
will offer ideas to further improve your time management skills and help you
to manage your work-life balance even more effectively. Focus on aligning
your tasks to your long-term goals.

29
 Lesson 6

Punctuality and Time Management

LEARNING OBJECTIVES Trainees will be able to:
Understand the meaning of punctuality and its importance at work.
Identify ways of being punctual.

Key questions
Throughout this lesson, trainees are encouraged to consider the
following questions:

1) What is punctuality in the workplace?

2) Why is it important in the workplace?

3) How do punctuality apply at work?

4) Tips on punctuality at work.

Warm up:

▪ What is punctuality at work?

Look at the different meanings of punctuality below and tick (√) the
sentences that best describe the definition of punctuality.

1) Punctuality means coming to work on time and without delay. ( )

2) Punctuality means looking at your watch before you come to work. ( )
3) Punctuality means sticking to the time limit at work. ( )

▪ What is Punctuality at the workplace?

Punctuality means being on time for work or appointments. It is important because it

shows that you respect other people's time and that you are reliable. When you are
punctual, you arrive at work or meetings at the scheduled time and avoids causing delays
for others.
Being punctual also helps you manage your time effectively. It allows you to plan your
tasks, ensuring that you complete them on time. Punctuality encourages positive work
environment and can increase productivity, as it allows for better management workflow
among team members.

To be punctual, you should aim to arrive at work or meetings a few minutes before the
scheduled time. It is a good practice to plan your journey or set reminders to avoid being
late. If you anticipate being late due to unforeseen circumstances, it is important to inform
your supervisor about the delay.
30
 https://youtu.be/Nvh16ao_D9Q

Importance of Punctuality

Section 1: Understanding Punctuality

1) What does punctuality mean in the context of the workplace?

a) Arriving at work early.
b) Arriving at work on time.
c) Arriving at work late.
2) Select the appropriate statement regarding the importance of punctuality at the
workplace.
a) Punctuality helps in maintaining a disciplined work environment.
b) Punctuality improves productivity and efficiency.
c) Both a) and b).
Section 2: Benefits of Punctuality

3) How does punctuality contribute to professionalism?

a) It shows respect for others' time and commitments.
b) It creates a positive impression on colleagues and superiors.
c) Both a) and b).
4) How does punctuality affect teamwork and collaboration?
a) It ensures that team members can start and complete tasks on time.
b) It promotes trust and reliability within the team.
c) Both a) and b).
Section 3: Consequences of Being Late

1) What are potential consequences of consistently being late at work?

a) Damage to professional reputation.
b) Negative impact on relationships with co-workers and superiors.
c) Both a) and b).
2) How can punctuality contribute to personal growth and career advancement?
a) It showcases reliability and dedication.

31
 b) It opens up opportunities for higher responsibilities and promotions.
c) Both a) and b).
Answers: Section 1:
1. b) Arriving at work on time.
2. c) Both a) and b).
Section 2: 3. c) Both a) and b).
1. c) Both a) and b).
Section 3: 5. c) Both a) and b).
1. c) Both a) and b)

▪ Task: Fill in the blank on punctuality at the workplace:

1) Punctuality means ___________ to work or meetings on time.

2) Being punctual shows ___________ and respect for others' time.

3) It is important to plan ahead and allow enough time to ___________ to work.

4) When you are punctual, it helps to create a _________ and efficient work

environment.

5) If you are running late, it is important to ___________ your supervisor or

colleagues.

6) Tardiness can disrupt ___________ and cause delays in work progress.

7) Being punctual demonstrates your ___________ and commitment to your job.

8) Arriving late on a regular basis can have ___________ on your professional

reputation.

9) Punctuality is a ___________ skill valued by employers in the workplace.

10) By practicing punctuality, you set a ___________ for others to follow.

Answer:

1. Arriving
2. Consideration
3. Commute
4. Productive
5. Notify
6. Schedules
7. Dedication

32
 8. Negative impact
9. Essential
10. Example

Self-assessment

Think of different ways to be punctual at work.

List your thoughts below and discuss them with a partner (10 min)

1 ………………………………

2 ………………………………

3 ………………………………

4 ………………………………

5 ………………………………

6 ………………………………

7 ………………………………

8 ………………………………

9 ………………………………

Things to remember about punctuality

A student’s success is directly related to his attendance and punctuality

A student who is not in class cannot learn

A student who is late for class is disruptive to the instructor, to

fellow classmates, and to his own learning ability.

Your instructor cannot fire you from class. However, he will follow
the attendance policy and mark you absent based on your
attendance record if the situation requires.

33
 When student leaves class early, not only does he miss teaching
or lab time, but he may also miss out on future assignments,
instructions, and important class information

Please schedule all personal appointments on the days that

you are not supposed to be in class time.

Proper Workplace Attendance Pre-Quiz

▪ Circle the letter that best answers the questions.

1) When arriving at a work meeting, which scenario is best?

a) Arrive 5 minutes late because people are still getting seated anyway
b) Arrive 15 minutes late because the real discussions don’t start until then
c) Arrive 30 minutes late so everyone thinks you are very busy at work
d) None of the above
e) All of the above

2) Being punctual means more than being on time –it means being early.

A. TRUE
B. FALSE

3) Being late means:

a) Showing up 30 seconds late
b) Showing up 1 minute late
c) Showing up 5 minutes late
d) All of the above
e) None of the above

4) Being punctual means:

a) Arriving on time
b) Arriving 30 minutes early
c) Arriving when you feel like it
d) Arriving fashionably late
e) All of the above

5) If you are going to be more than 5 minutes late to a meeting, you

should ALWAYS:
a) Give up and go back home
b) Call ahead and tell the others you will be a little late
c) Rush as fast as you can and hope you can make it
d) Try to reschedule the meeting
e) All of the above

34
 6) If you are always late to work and to meetings, what impression will
others have of you?
a) Uncaring
b) Unreliable
c) Smart
d) Only A and B
e)
f) All of the above

Objective: Trainees will be able to identify and

speak about poor workplace attendance.

Reasons and Solutions to Poor Workplace

Attendance
Why do people show up late or miss work? What can people do about improving their attendance?

Poor time management in personal and family Any appointments and personal things should
life be done after work with a prior notice to your
employer

35
 Write the sentences in the correct box. The first
one is done for you.

Lazy and tired Call the employer early before being missed. Be honest about your sickness

Decide what is important to you to organize your attendance and

punctuality at work

Decide what is important to you to organize your attendance and punctuality at work

Talk to your boss about problems you face and how to solve them Go to bed early

Family emergency
Find a job you enjoy which you can show up on time

When travelling, plan for unexpected things Poor time management

for travel
Late night sleep They don’t like the boss Poor time management
skills
Sleep late when you don’t have to work the next day

Not committed to Sick time

work

36
 Lesson 7:

Attendance and Punctuality at Workplace

LEARNING OBJECTIVES Trainees will be able to:
Understand the importance of attendance and punctuality on the job.
Understand the benefits of being punctual at workplace.

Key questions
▪ Why is the attendance and punctuality important in the workplace?

Warm up: Attendance and punctuality at work

▪ In your group, collect ideas about the person in each situation and what
you think of that person.
1) "I can't understand why my boss keeps talking to me about being a few
minutes late every day. I make up the time at the end of the day - I
mean, what's the big deal? It's not like anything important happens in the
time I'm late. Besides, my boss doesn't understand how busy I am. I
have a lot of stuff to do in the morning."
What do you think? Is the person right or wrong? Why? Why not?

2) The Small Tools Company was waiting for a quick delivery of special
tools to finish a job to be finished at the end of the day. The delivery
truck arrived at 8:00 a.m.as scheduled. Khalid, the small company's only
warehouse man, was 25 minutes late for work so he had not arrived. He
had the keys for the forklift locked in his desk and had his desk keys with
him. The delivery man waited 15 minutes and then left to make other
important deliveries, promising to return later in the day.

3) The company missed an important deadline and lost a few future

contracts because of the incident. Not only did Khalid’s lateness cost the
company production time and money, but he also affected the earning
power of his co-workers.
What do you think? Is the person right or wrong? Why? Why not?

4) Abdullah has his day all planned. Finally, he can catch up on all the
typing that has been piling up for Mr. Adel. He’s in a good mood as he

37
 arrives at work and sits down at his desk. That good mood changes very
quickly when Saleh approaches him. "Khalid, Abdulaziz called in sick
again today so you're going to have to cover his work today."

5) Khalid is angry. Not only is he getting further behind in his own job, but
he feels like he should be paid for two jobs. He is also angry at
Abdulaziz, who misses work quite a bit. At lunch, he and the other
secretaries have a hot discussion about what Abdulaziz did to him.
What do you think? Is the person right or wrong? Why? Why not?

6) Hamad is a good worker. He knows his job duties well. When he assigns
him a job, Hamad’s boss is confident that Hamad will do the job well and
on time. The problem with Hamad is that his attendance is not good. He
calls in sick quite often. While he is there, he is very dependable, but in
the normal day to day schedule, he is not. When he's not at work, the job
doesn't get done
What do you think? Is the person right or wrong? Why? Why not?

https://www.youtube.com/watch?v=Dbxs_XI-eIY

7) Fahad was telling his friend Talal, "I can't believe it. My boss deducted a day's
pay from me just because I forgot to call in sick last week. And he always tells
me what a great job I do. That's the thanks I get from the boss."
What do you think? Is the person right or wrong? Why? Why not?

8) Ali and Ahmed are discussing their jobs one day.

"My boss says he doesn't need a clock because I always walk through the
door at 7:15," said ALI. “I thought you don't start until 7:30," said Ahmed.
“What benefit do you get for being so early? It's not like you're getting paid
for it."
"I don't like to rush in. I like to get there and get all set and have a cup
of coffee. The company is small, and my boss depends on me. I got in
the habit of going in early and it has been great,” said Ali.
What do you think? Is Ali right or wrong? Why? Why not?

9) Mohamed liked to do a lot of his personal things in his lunch hour. His

38
 employer, when asked, told him to feel free to leave company grounds
to do so. The problem arose when Mohamed started getting back to
work late. He never seemed to have quite enough time to do
everything, so he started leaving a few minutes early and getting back a
few minutes late. His employer started to notice when he was not at his
station and Mohamed received a verbal warning.
What do you think? Is the person right or wrong? Why? Why not?

39
 Objective: Trainees will be able to demonstrate knowledge
about the importance of attendance

Task 1.
In your group, complete these activities to demonstrate your
understanding of the importance of attendance and punctuality on the
job.
Answer the following questions:
1. List four reasons why an employer needs his employees to be on time.
a. …………………………………………………………………………………………..
b. …………………………………………………………………………………………..
c. …………………………………………………………………………………………..
d. …………………………………………………………………………………………..

2. Write a paragraph explaining, from a coworker’s point of view,

why you should be at work regularly and on time.
………………………………………………………………………………..
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………

40
 3. Describe the steps you should take if there is a true emergency,
or you are very sick and can't go to work.
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………

4. Think! You are always five or ten minutes late to work. Make a
quick list of action steps you could take to remedy this situation.
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………

5. You be the Boss. You own a small business and one of your best
workers has missed five days in the last two months and has been late
seven times. You've called him to your office. You don't want to lose him
but he's affecting the company. Write what you would say to this worker.
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………
………………………………………………………………………………

41
 6. List the three most important benefits you can gain from being
punctual and regular in your job attendance.

a. ………………………………………………………………………………
b. ………………………………………………………………………………
c. ………………………………………………………………………………

Workplace Attendance Student Self-Assessment

Circle the number in the table to show how closely the statement
describes your current situation.

1) I usually wake up early every morning when the alarm

goes off for the first time.

1 2 3 4
Not at all Just a little Very close Just right
2) I usually check the time on my watch at least 10 times each day.

1 2 3 4
Not at all Just a little Very close Just right

3) I keep all my appointment times organized so that I can be

reminded and avoid being late.

1 2 3 4
Not at all Just a little Very close Just right
4) I am always on time for personal meetings/activities

1 2 3 4
Not at all Just a little Very close Just right

5) I am always on time for work meetings/events.

1 2 3 4
Not at all Just a little Very close Just right

42
 6) I think that being late is disrespectful to others.

1 2 3 4
Not at all Just a little Very close Just right

7) When I think I am going to be late for a meeting, I

always call ahead to inform the others.

1 2 3 4
Not at all Just a little Very close Just right

8) When I can’t attend a meeting, I always call ahead and

give at least 6 hours’ notice.

1 2 3 4
Not at all Just a little Very close Just right

Calculate Your Score for the Punctuality Self-Assessment

TOTAL SCORE WHAT IT MIGHT MEAN and WHAT YOU SHOULD

DO TO FOLLOW-UP
32 You are a punctual person! Keep it up!!
24 to 31 You are in control of your on-time/late ratio! Work with your
teacher to find out how you can get even higher scores!
16 to 23 You are on the right track! Take some time to practice
developing your weak areas.
8 to 15 You have a few difficulties with punctuality!! Spend some
time with your teacher so you can develop a strategy on building
your strengths even further!

43
 Lesson 8

Time management and Technology:

Increasing Productivity

LEARNING OBJECTIVES Trainees will be able to:

Understand the role of technology in time management and productivity.
Identify and apply technology-based tools to enhance productivity.
Develop a personalized action for incorporating technology for better time management.

Key questions: Throughout this lesson, trainees are encouraged to consider the
following questions:

Warm up:
1) What are the best tech tools for time management?
2) How can technology increase productivity?

Technology has made our lives a lot easier, especially when it comes to the workplace.
With the right technology in place, employees can be more productive. They do not
have to worry about everyday tasks that can be automated by a computer, and they will

44
 have more time to do the meaningful work that they enjoy. In this lesson, we will look at
six ways technology increases productivity in the workplace.
1) Automates workflows
Technology can automate the workflow of almost any function in a business,
such as finance, marketing, operations, and workplace management. Technology
can turn inefficient, boring tasks into a smooth and automated process. This
frees up time for yourself and your team and allows them to be more productive.
For example, without technology, workplace managers have to worry about
signing in trainees, instructors, and employees with a pen and paper and then
keeping a record of that sign-in, but using technology makes it much quicker and
easier.

Introduction:

2) Enables communication
With many people working on a project, it can be difficult to keep track of all of the
requests, strategies, timelines, and feedback without a centralized source of

45
 communication. If you’re spending more effort coordinating a project than executing it,
that’s not a productive use of your time. That is where technology comes in. Tools like
email and social media are excellent ways to help everyone stay informed on an event
or project and contribute ideas. Email is useful for keeping a paper trail and sharing
documents, while social media is great to get a quick answer from friends, colleagues
and family. When technology enables better communication between trainees and
employees, they are much more likely to stay on top of their workload, be productive,
and even finish tasks early.

Technology can be useful for streamlining the logistics of meetings. For example,
a meeting room booking system can help your employees quickly scan and book
available meeting rooms.
Another way technology has increased the efficiency of meetings is by helping people
share documents easier. Video conferencing tools and screen mirroring allows
employees to share their screens while participants discuss and take notes. When
these tools are in place, it helps employees spend less time setting up the meeting, and
more time contributing to the meeting.

46
 .
3 Offers more time for concentration

Since technology can reduce tasks for employees, they will have time to concentrate
more and for longer periods. While there are, some unavoidable tasks that might
interrupt the workday, technology that has an all-in-one capability can help streamline
those tasks. For example, when employees are planning their workweek, they need to
schedule a day in the office, book a desk, book a meeting room, and invite an upcoming
event or visitor. That allows them to spend less time worrying between tools and more
time getting themselves set up for a productive day at work.

4. Allows for continuous education

Part of a productive trainee and employee experience is continuous learning and
growth. Technology is a great way to enable employees to be students for life.
Hundreds of online courses, certifications, and workshops can help employees up skill.
Moreover, technology powers onsite learning from one another. Trainees and
employees can flow each other’s work projects, ask each other questions, or read
historical documents to learn existing processes. This kind of continuous learning
increases the productivity of employees by equipment them with new skills. It also
increases workplace efficiency by growing stronger cross-functional links.

47
 Technology like digital calendars, room-booking software, or visitor management
systems are just a few of the many solutions for increasing productivity and improving
the workplace experience for everyone.

Tips for Effective Time Management

https://youtu.be/RiI1NkaDXlQ

Automation and Productivity- Quiz Time!

▪ Part 1: Questions and Answers

1. Automation is the use of machinery, which are controlled by computers, to replace

human workers.
A. True
B. False
2. A control system is a device that monitors, directs, and manages the performance of
the other devices or system.
A. True
B. False
3. An automatic door lock is an example of automation
A. True
B. False
4. What does ATM stand for?
A. Another Talking Man
B. Automated Teller Man
C. Automated Teller Machine
D. All of the above

48
 5. There is advantages, disadvantages for technology impacts in our society
A. True
B. False
6. Technology help us to share info, connect people
A. True
B. False
7. Technology could not help to save time
A. True
B. False
8. We can’t survive without technology.
A. Tru
B. False
▪ Part 2: Questions
1) A monitor displays information.
A. True B. False
2) A SD card is an output device.
A. True. B. False
3) A microphone is used an input device.
A. True. B. False
4) A pen drive is a storage device.
A. True. B. False
5) Microsoft office is a piece of software.
A. True. B. False
6) A firewall is a type of hardware.
A. True. B. False
7) The CPU is referred as the stomach of the computer.
A. True B. False
8) A computer is a piece of hardware.
A. True. B. False
9) A terabyte is equal to 1 million gigabytes.
A. True B. False
10) CD stands for collective disk.
A. True B. False
11) Bluetooth allows your device to connect with another device.

49
 A. True. B. False
12) A processor accepts your commands for the computer.
A. True B. False
13) Software that is free for trial is called shareware.
A. True B. False
14) A scanner is an output device.
A. True B. False

50
 Lesson 9

Punctuality and Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Identify the meaning of setting priorities.

Identify ways of being focusing on important tasks.

Understand why is it important to set priorities?

Key questions
1) What is a typical day in your life?
2) What tasks do you usually need to accomplish?
3) How do you decide what to prioritize?

Warm-up activity:

▪ Think about a typical day in your lives. In pairs or small groups, discuss what
tasks you usually need to do and how you order these tasks.
▪ Share your thoughts with the whole class.

51
 .
Objective: Trainees will identify meaning and
importance of setting priorities

▪ How to Identify and Focus on Important Tasks?

▪ Look at the different meanings of setting priorities below

and tick (√) the sentences that best describe the
definition of setting priorities.
1. Decide which tasks are the most important. ( )
2. Do your favorite tasks first. ( )
3. Start with the easiest tasks. ( )

Ways of prioritizing your tasks at work

Think of different ways to prioritize your tasks in the workplace.
List your thoughts below and discuss them with a partner (10 min)
1) …………………………………………………………………………
2) …………………………………………………………………………
3) …………………………………………………………………………
4) …………………………………………………………………………

▪ Rocks, Pebbles and Sand Story: Prioritizing your life

▪ Watch the video and discuss the Rock, Pebble and Sand priorities.

https://youtu.be/cPgMeKfQFq8

▪ What are your prioritization choices? Why have you chosen these priorities?

Setting Priorities Quiz Time!

52
 ▪ Circle the correct answer.

1. A priority is something that is:

a. of most importance b. of least importance
c. of some importance d. of no importance

2. The goal "I want to make good grades" is a S.M.A.R. T. goal.

a. True b. False

3. A consequence of not spending enough time on "Rock Priorities" could be:

a. bad grades b. failing/being retained
c. a loss of privileges/restrictions d. all of the above

4. "Pebble Priorities" include:

a. things we enjoy doing b. things we think are fun
c. things that we find relaxing d. all of the above

5. The "S" in the S.M.A.R.T. goals method of setting goals stands for:
a. systematic b. specific
c. simple d. none of the above

6. Setting goals requires taking:

a. one step at a time b. multiple steps at a time
c. a giant leap forward

7. The following are benefits of setting goals:

a. You take control of your life. b. You focus on the important things.
c. You will be more self-confident and believe in yourself. d. all of the above

53
 8. A "Rock Priority" may include:
a. hanging out with friends and socializing b. texting and social medias
c. playing video games d. school assignments/homework/studying for tests

Attendance and Punctuality Self-assessment

I am a reliable employee who arrives on-time and leaves on-time.

My break times are well planned and do not exceed the allotted time.
I arrive each day fully prepared to tackle my responsibilities.
I am reliable and do not have any attendance problems.
I ensure my team adheres to their lunch schedules and breaks.
I meet all company standards for attendance and punctuality.
I begin each day refreshed and ready for any challenges I will face.
My attention to punctuality has paid off this year, I consistently arriv on time.
I start and end meetings on time.
I schedule time off well in advance.
I am conscientious of others when scheduling time off.

54
 Lesson 10

Common Time Wasters for time management

LEARNING OBJECTIVES

By the end of this lesson, students will be able to identify the most common time wasters
with activities and understand their impact on productivity.
Trainees will be able to:

identify the most common time wasters.

avoid the time wasters.

understand the impact of wasting time in a workplace.

Key questions

Throughout this unit, trainees are encouraged to consider the

following questions: 1) Have you ever had a situation of
wasting time during activities?
2) What are the most common time wasters in the workplace?

Warm up:

Agree or not? Why?

To delay doing something until a later time because you do not

want to do it.

1) Social Media
Social media is one of the biggest time wasters both in and out of work. With
platforms like Twitter, Facebook and Instagram only a click away, it’s easy to get
lost. While social media can be used for work, it can also be a huge time waster.
If you find yourself always checking Facebook, Twitter or Instagram during work
hours, it is time to cut back.

55
 ▪ One way to do this is by designating specific times for social media breaks —
say 20 minutes, so you stay focused during work hours while still having a
good chunk of time in your day to enjoy yourself online. It is all about balance.

1) Email Overload
Another major time waster in the workplace is dealing with a full inbox. According
to a study by McKinsey Global Institute, workers spend 28% of their day reading
and answering emails.

▪ To avoid this, try to organize your email checking and responses. Checking
your emails every 15–20 minutes will only lead to more interruptions and
distractions. Instead, set aside a couple of times during the day to check and
respond to emails. This will help you stay focused and avoid being sidetracked
when you really should be putting your attention elsewhere.

56
 2) Delaying work
We have all been guilty of putting off tasks that we don’t really want to do, but
delaying work can be a real time-waster.If you find yourself constantly deferring
tasks, try setting yourself smaller goals to achieve within a certain timeframe. For
example, instead of telling yourself you will ‘write X report’, set a goal to write 500
words by lunchtime.

▪ This method is an excellent way to avoid being late at doing things, by

working in chunks with small breaks in between, it helps you get things done
more quickly.

https://study.com/academy/lesson/time-energy-wasters-in-the-workplace-identification-
strategies.html

57
 .
Objective: Trainees will identify meaning and
importance of procrastination

How to avoid procrastinate at work.

Part 1: Think of different ways to avoid procrastinate in the workplace.
List your thoughts below and discuss them with a partner (10 min)

1) ………………………………

2) ………………………………

3) ………………………………

4) ………………………………

5) ………………………………

58
 Assessment Procrastination Test – (10 questions)
1. Which of the following statements best describes your attitude to deadlines?

I like having a good time reserve in case something goes wrong.

I like the pressure of an oncoming deadline, but I still need to have a solid time reserve.

I work best when I know there is a deadline coming soon (within a week).

I have the utmost disrespect for deadlines, so I barely finish anything on time.

I love the feeling of racing against the clock to see if I can meet the deadline.

2. You have a 10-page report due in a month. When do you start working on it?

Immediately

Three weeks before it is due .

Two weeks before it is due.

One week before it is due

Several days before it is due. .

The night before it is due.

I don't do it at all.

3. When I'm at work or studying, I find myself daydreaming.

Most of the time Often Sometimes Rarely Almost never

It is Wednesday and the deadline for a rather important assignment is Friday, but you are
4.
just not "in the zone". What do you do?

I figure that I'm just not going to get in the groove, and try again tomorrow

I force myself to start working and do what I have to do.

59
 I wait until I find myself in the mood.

I spend a good amount of time on preparations - getting motivated, planning, making lists,
developing a Strategy, sharpening pencils etc.

I break it up into smaller steps and start working.

When I have something pressing to do that isn't really appealing (cleaning my room,
5.
organizing CD's, doing my taxes), I typically:

Find something else more interesting to work on.

Immediately start working on that particular task.

Start working on it but drag it out with other distractions (phone calls, making trips to the
bathroom, Getting something to eat, etc).

Things to remember about Procrastination

Tips to Avoid Procrastination

Admit that you're procrastinating.

Pick a good study location.

Eliminate distractions.

Set Goals You can reach.

Work with a study group.

Reward yourself.

60
 Take a break.

Hold yourself accountable.

61
 Lesson 11:

Goals Setting and Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Identify the meaning of goals setting.

Learn about goals-setting theory.

Understand the importance of goals setting.

Key questions

Throughout this lesson, trainees are encouraged to consider the

following questions:

1) What is a goal?

2) Is it important to set goals?

3) Can goals help to change your life? How

Warm up: How do you set your goals?

▪ Goal setting involves the development of an action plan designed in
order to motivate and guide a person or group toward a goal. Setting
goals means that a person has committed thought, emotion, and
behavior towards achieving the goal.

62
 .
Objective: Trainees will identify meaning and
importance of goals setting.

Definition: Goal setting is the process of defining specific, measurable, achievable,

relevant, and time-bound objectives that an individual or organization aims to achieve. It
involves identifying the desired outcomes and developing a plan for achieving them.
Goals provide a framework for action and direction.

▪ What is goal setting and why is it important?

Goal setting is a powerful process for thinking about your ideal future, and for motivating
yourself to turn your vision of this future into reality. The process of setting goals helps
you choose where you want to go in life.

▪ What is Goals Setting?

Look at the different meanings of goals setting below and tick
(√) the sentences that best describe the definition of goals
setting.

1) Goals setting means thinking about your ideal future. ( )

2) Goals setting means you pick what you want to buy. ( )

3) Goals setting means turn on your night vision. ( )

https://lacitycollege.libguides.com/c.php?g=963808&p=6977035

63
 A. Accomplishments and goals
▪ Part 1. Complete the sentences with the verbs in parenthesis with
your own information. (Use negative if necessary)

E.g. In the last ten years, I …

1) I …………………………………………………………. (finish) elementary school.

2) I …………………………………………………………. (graduate) from school.

3) I……………………………………………………………… (start) a family

4) I……………………………………………………… (travel) to another country.

5) I…………………………………………………………… (buy) a new house.

6) I……………………………………………………………… (finish) the university.

7) I……………………………………………………… (learn) a second language.

8) I…………………………………………………………… (get) driver’s license.

9) I…………………………………………………………… (play) and instrument.

10 . I…………………………………………………………… (meet) new friends.

64
 ▪ Part 2. Complete the previous sentences with the verbs in parenthesis
with your own information. (Use negative if necessary)

E.g. Five years from now, I …

1) I ………………………………………………………… (finish elementary school.

2) I ………………………………………………………….…. (graduate) from school.

3) I…………………………………………………………………… (start) a family.

4) I…………………………………………………………… (travel) to another country.

5) I……………………………………………………………… (buy) a new house.

6) I………………………………………………………………… (finish) the university.

7) I………………………………………………………… (learn) a second language.

8) I………………………………………………………………. (get) driver’s license.

9) I…………………………………………………………… (play) and instrument.

10) I……………………………………………………………… (meet) new friends.

65
 Self-assessment Questions

1) What is your biggest goal in life?

2) How do you plan to achieve that goal?
3) What are your “short term” goals?
4) What are your “long term” goals?
5) Should parents help their children set goals?
6) What is your education goals?
7) What are your career goals?
8) What are your financial goals?
9) How important are goals to you?
10)Are goals necessary to achieve success?
11)Which of your goals have you already achieve?
12)Do you have any goals that you feel are unrealistic?
13)What are different between male and female goals?
14)How do you feel if you failed to achieve any of your goals?
15)Are you ambitious enough to achieve your goals?
16)Is having a goal in life effective in becoming successful?
17)Is having a goal helpful in motivating a person?
18)Do you think people have fewer goals as they get older?
19)Do you think it is a good idea to write down your goals?
20)How are plans and goals related?

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 Lesson 12:

Keeping a Journal and Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Identify the meaning of journal.

Learn the benefits of keeping a journal.

Understand the importance of keeping a journal.

Key questions

Throughout this lesson, trainees are encouraged to consider the

following questions:

1) What is a journal?

2) Is it important to keep a journal?

Warm up:
▪ How does writing a journal help you to manage your
time?

▪ A work task journal is a written or electronic record that helps individuals keep
track of their work-related tasks, assignments, and activities. It serves as a
tool for organizing and documenting daily, weekly, or monthly tasks and
serves several purposes:

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 1) Task Management: A work task journal helps individuals prioritize and
manage their workload by providing a clear overview of pending, ongoing, and
completed tasks.

2) Time Tracking: By logging tasks in a journal, individuals can track the time
spent on each task, allowing them to better manage their time and identify
areas where they can improve efficiency.

3) Progress Monitoring: Keeping a journal allows individuals to monitor their

progress on different tasks and projects, ensuring they stay on track and meet
deadlines.

4) Accountability: Journaling tasks helps individuals hold themselves

accountable for completing their assigned work and ensures they don't
overlook important responsibilities.

5) Reflection and Analysis: A work task journal enables individuals to reflect on

their productivity, identify patterns, and make improvements to their work
habits and routines.

▪ When using a work task journal, individuals typically record the task or
assignment, its due date, any relevant details or instructions, and update the
status (e.g., in progress, completed). They can also include additional notes,
deadlines, or any challenges faced during the task.

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 Objective: Trainees will identify meaning and
the importance of keeping a journal.

▪ What does it mean to keep a journal?

▪ Look at the different meanings of keeping journal below and tick (√)
the sentences that best describe the definition of keeping journal.

1) Keeping journal means write about your future. ( )

2) Keeping journal means you keep your secrets safe. ( )

3) Keeping journal means a written record of thoughts and observations. ( )

Journal Writing: Benefits, Examples & Prompts - Video & Lesson Transcript | Study.com

▪ Journal Writing: Benefits, Examples & Prompts

▪ EXAMPLE of a Journal Entry:

Date: 6/12/2017, Wednesday
Today was the third and final day of our class field-trip. We visited a textile factory to see
how cloth is made from cotton. I had been looking forward to this day since we started
our trip! At the factory, we were greeted by the manager. He showed us around the place
and stopped to explain how each machine worked. My favorite part was watching the
cloth being dyed. I learned a lot today and I would love to visit another factory someday.

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 ▪ Scenario
1) Ali keeps writing his journal every day. therefore, he always comes on time.

2) Khalid doesn’t want to keep a journal, so he is a day dreamer, and always forget
things and comes late.

▪ Which one is more organized? Why?

▪ How has a better time management?

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 Quiz Time:
▪ Part 1
1. Is journal writing an ancient practice?
True False

2. For free-writing it is necessary to have a topic or question in mind.

True False

3. Journal writing does not help you to express gratitude.

True False

4. To write a journal is like having a personal therapist.

True False

5. Writing a journal will improve your writing skill.

True False

▪ Part 2

1) What is a free write journal?

a) A place where you write about yourself
b) A place where you write about one specific topic
c) A place where you make art
d) A place where you can write about anything.

2) What is NOT true about a journal?

a) A journal is a notebook.
b) A journal is usually private.
c) A journal is usually kept in a special place.
d) There are only a few kinds of journals.

3) What pattern of writing is done as a private way to express yourself and

generally is not read by anyone else?
a) Journaling
b) song writing
c) essay
d) reporting

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 4) Which of the following is a benefit of journal writing?
a. You don't have to stress about spelling and grammar.
b. You don't have to include illustrations.
c. You don't have to think about what you're writing.
d. You don't have to edit your feelings.

5. What is self-expression?
a. Being an individual
b. making faces and gestures at someone
c. Making an argument with no support
d. expressing of your feelings

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 Lesson 13:

Organization Skills and Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Understand the importance of organization skills.

Apply effective strategies for organizing tasks and schedules

Develop a plan for improving their own organization and time management skills.

Key questions

1) How do you organize your tasks and manage your time?

2) What are the benefits of being organized?

Warm-up
What is organization skills in the workplace?

Look at the different meanings of organization skills below and tick (√) the sentences
that best describe the definition of teamwork.

▪ Organization skills in the workplace mean they are a mix of skills used to plan,
order and deliver on your short-term and long-range responsibilities. ( )
▪ Organization skills in the workplace mean they are a mix of skills used to clean
your office and take care of you responsibilities. ( )

▪ https://study.com/academy/lesson/importance-of-organization-for-time-
management.html

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 Task 1. Work with a partner and answer the following questions. Write
complete sentences.

1) Write about the best time management skills in your opinion.

2) Describe the soft skills that keeps the workflows moving smoothly and
efficiently.

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 Work & School Never Sometimes Often Usually

1) I arrive at work on time.

2) I am able to routinely complete tasks on the due dates.

3) I arrive at classes on time. .

4) I am able to prioritize what I need to do.

5. I turn in assignments on time.

6) I can put my solutions, ideas into action.

7) My workspace is organized and free of mess.

8) I don’t have to work extra time to complete tasks.

9. If I am disrupted, I can re-focus and begin to work on the

task again.

10. I maintain my interest in the course throughout the

semester.

11. I am satisfied with how I manage my time.

12. I feel positive about my work performance.

13. I utilize brief break times/ lunch times to re-energize and

reduce stress.

14. I feel confident with my finished products.

15. I am overall satisfied with my organization of class

material.

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 Organization Skills Self-assessment

Home & Interpersonal Never Sometimes Often Usually

1) My closets and dressers are organized.

2) I am satisfied with my meal preparation/planning

3) I use the rooms in my house for their intended use.

4) The night before what I organize what I need for the next
day

5. I have a successful system to pay my bills on time.

6) I pay attention while I am driving and drive safely.

7) I am able to meet work obligations and set aside time I

need for myself family and relationships.

8 I am able to get out of bed when my alarm rings.

9. I usually get at least 8 hours of sleep each night.

10. I look at my schedule the night before.

11. Remaining focused on what I am doing, and keeping track

of the time.

12. I set timers, use watches with alarms, use pillboxes with
alarms as daily aids.
13. I use techniques that help me to decrease procrastination.

14. I have a consistent way of recording voice mail messages,

and return calls in a timely fashion.

15. For the most part, the organization of my home enables

me to find things readily.

16. I know when it is appropriate to multi-task and when I

should only focus on one thing

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 Organization Skills Self-assessment:

Organizational Skills Quiz

▪ How organized are you?

▪ Do you never forget to bring anything or school?
▪ Do you hand in every assignment on time?
Take this assessment to evaluate your organizational skills.

❖ Rate yourself on each statement using the following

➢ scale: 4-Always, 3-Usually, 2-Sometimes, 1-Never

1) _________ I use a planner to keep track of my homework.

2) _____ My planner is filled in with all of my homework assignments and upcoming

tests, quizzes, and projects.

3) ________ I check my planner before I leave school each day.

4) _______ I prioritize my homework assignments and plan out when I will complete

each one.

5) ___ When faced with a large project or test, I break it down into smaller tasks.

6) ____ When I do homework, I have a dedicated, neat space to work that has all the

materials I need to do my assignments.

7) _______ I have enough time to complete my homework each day.

8) _______ My backpack is clean, and I can find what I need in it easily.

9) ________ I clean out my backpack each night.

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 10) ______ I put everything I need for classes in my backpack the night before so that I

am not rushed in the morning looking for missing items.

11) ______ When I am in class, I can easily locate any items I need to do work, such as

pencils, calculator, or books.

12) _______ When I get papers in class, I file them into a binder or folder for that class.

13) _______ I feel prepared when I walk into class.

14) ________ My instructors would say that I am organized.

15) ________ My family would say I am organized.

Add up your total points: _____

46-60 Points: You are an organizational rock star! You have well developed strategies for
organizing your materials and time. Keep up the GREAT work!

31-45 Points: You have some solid organizational skills, but there is room for improvement. Ask
a friend or your instructor to help you identify strategies to help
you improve your organizational skills.

15-30 Points: Time to get organized! Ask a friend or instructor to help you create some routines
for organizing your materials and class work. It will take a little work and time, but once you
develop your organizational skills you will feel more in control of your academic life.

78
 Tips for organizing:

1) Create a clear work area. This will help you locate the materials you need

when you are ready to work.

2) Use a planner or calendar to keep track of assignments, deadlines, and

appointments. Make sure to write in the due dates of tests, quizzes, and

projects for each class.

3) Schedule time to complete your assignments.

4) Schedule your study time in blocks with short breaks.

5) Plan your week on Sunday evenings.

6) Keep a separate folder for each class, and consider color-coding your folders.

Buy folders that have two pockets where you can organize assignments that

you are

7) working on and assignments that have been graded.

8) Keep your backpack organized and clean it out on a weekly basis.

9) Create a “To Do List.” This list will keep you focused on what needs to be

done. Cross out each task as you complete it.

10) Eat healthy foods and try to get 7-8 hours of sleep nightly. Put that time on

your schedule

11) Reward yourself

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 Lesson 14:

Smartphones and Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Understand the impact of smartphones on time management.

Identify strategies for effective smartphone usage

Develop a plan for managing smartphone time to improve productivity and well-being.

Key questions

1) How can you use your Smartphone to manage your time effectively?

2) How can smartphones affect their daily routines and time management?

Warm-up

▪ Discuss the advantages and disadvantages of smartphones in terms of time

management. Share any personal experiences or challenges you have faced
with smartphone usage.

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 ▪ Look at the powerful features of a smartphone that make it an effective
organisational tool and excellent for aiding time management.

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 ▪ Discuss the importance of establishing healthy smartphone habits to manage time
effectively.

Cell phones are an invaluable tool when it comes to time management. They allow us to stay
connected and informed while on the go, so we can make the most of our time. We can use our
phones to set reminders and alarms, schedule tasks, and stay organized. We can also access a
variety of apps and tools that help us manage our time better. Additionally, many phones have
built-in features such as voice-to-text that allow us to quickly communicate with others, reducing
the amount of time spent on conversations. Overall, cell phones are an incredibly useful tool for
managing our time.

▪ Share your ideas and experiences related to smartphone management.

▪ Set personal goals for managing your smartphone time effectively.

▪ Goal Setting and Action Plan (10 minutes):

https://youtu.be/VJ61t5ZL35M

Task 1. Work with a partner and answer the following questions.

Write complete sentences.

1) How can you use your smartphone to manage time?

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 2) Which Apps do you usually use to manage your time?

Assessment Quiz Time: 1. Multiple-choice

1) Does 'cheap' mean

a. costly c. expensive
b. not expensive d. reliable

2. Which of these can mean 'computer, smartphone or tablet'?

a. device c. contraption

b. processor d. thingy

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 'App' is short for;

3. Which of these can mean 'computer, smartphone or tablet'?

a. Device b. contraption
c. Processor d. thingy

...

4. If you transfer something, you...

a. buy it b. turn it upside down
c. change it d. Move it from somewhere to somewhere else

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 5. A 'contact' is...................

a. an agreement

b. b. a competition

c. a legal document

d. the name, address and phone number of someone you know

6. If we say something is 'secure', we mean it is:

a. safe b. unstable c. difficult d. beautiful

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 7. Viruses are sometimes found in people as well as computers. A virus in a human is:
a. poor hearing b. poor eyesight

c. a kind of disease d. being smart

8. If someone 'hacks' a computer, they...

a. cut it up b. turn it on
c. break into it d. restore the operating system

9. A phone or computer with a 'faster processor' can...

a. do things more quickly

b. translate into different languages

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 c. scan documents

d. connect automatically to the internet

10. The performance of a good computer is most likely to be...

a. vertical b. ugly c. smooth d. buggy

11. When you 'boot up' a computer, you...

a. turn it off b. turn it on c. put it to sleep d. ignore it

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 12. More 'natural' colors in a picture are...
a. more yellow

b. brighter

c. paler

d. more like real life

13. Choose the best word:

'This model of phone _______ to be the most reliable.
a. showed b. proved c. were d. missed

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 14. A phone which is 'waterproof'...........
a. can't be washed with water

b. should be washed with water

c. takes the best photos of water

d. isn't affected by water

15. We say something is 'durable' when it is

a. hard to damage

b. easy to open

c. easy to damage

d. temporary

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 16. In 'Face ID', the 'ID' is short for...
a. idiot b. idea

c. idol d. identification

17. 'Fingerprint Recognition' is a type of:

a. phone security

b. mobile game

c. email address

d. drawing app

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 18. A 'high resolution' screen has
a. a few very large pixels

b. many very small pixels

c. no pixels

d. darker pixels

19. When we describe a phone as having 'lots of features', we usually mean...

a. it has lots of sockets

b. it has lots of memory

c. it has lots of power

d. it can do lots of things

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 Lesson 15:

Planning and Time Management

LEARNING OBJECTIVES: Trainees will be able to:

Understand the importance of using a calendar for scheduling and time management.

Utilize calendar tools effectively and create a personalized schedule for better productivity

and organization.

Key questions

1) What are your current methods of scheduling and time management?

2) What challenges do you face when it comes to organizing their time?

Information

What effective scheduling techniques have you learned from your peers. Using
Calendar Tools (5 minutes):

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 Self-assessment:
Work with a partner and answer the following questions. Write
complete sentences.

3) How often do you plan your schedule to manage time?

4) What types of calendar do usually use for your scheduling?

93
 https://study.com/learn/lesson/scheduling-planning-time-management-process-importance-examples.html

Quiz Time
Task 1. Multiple-choice questions:

1. Failing to manage your time can lead to some consequences, like……

a. Less stress b. Greater productivity and efficiency
c. Missed deadlines d. A better professional reputation

2. What is one common time management mistake?

a. Procrastination b. Manage Distractions
b. Taking Breaks d. Scheduling Tasks

3. Time management is important to...

a. Students only b. Employees only
c. Everyone d. No one

4. One of the following things is not a scheduling method.

a. Diary b. Timetables
c. To do lists d. Social media

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 5. A way to avoid distraction is to……..
a. Start with the unpleasant tasks first
b. Keep the TV on
c. Keep your phone close to you.
d. Drink and eat while doing your work

6. Which of the following is a true statement?

a. Time management means always doing more than one task at the same time.
b. Good time management means never taking breaks.
c. Time management is about planning to get tasks done and doing them.
d. One way to manage your time well is to ignore deadlines and focus on doing the
most fun activities.

7. To spend your time productively, you need to have set some _____.
a. possibilities b. ideas c. boundaries d. goals

8. If you aren't sure how long a task will take, you should ________.
a. skip it b. do it last
c. give yourself only 5 minutes to finish it
d. give yourself extra time to finish it

9. Which of the following is a good time management strategy?

a. forgetting about deadlines
b. never looking at a schedule or to-do list and just doing the tasks you remember
c. thinking about the consequences of your actions when you prioritize your tasks
d. keeping your phone next to you while you study

10. Which word means the time by which something must be completed?
a. Chore b. Consequence c. Deadline d. Goal

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 11. Which word means a result or effect of an action or condition?
a. Chore b. Consequence c. Deadline d. Goal

12. Which word means determine the order for dealing with (a series of items or
tasks) according to their relative importance?
a. Planner b. Prioritize c. Schedule d. Task

13. Which word means a list or chart with information that is an aid to planning?
a. Planner b. Prioritize c. Schedule d. Task

Task 2. True / False Questions

1. Time management is the process of planning the best way to organize the
things.
a. True b. False

2. Always start working on the easiest tasks, even if they are less important.
a. True b. False

3. Postpone unnecessary activities until the work is done.

a. True b. False

4. Multitasking is a great way to finish things quickly.

a. True b. False

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 Task 3. Time management Scenario:

1) Alan has been studying for his math test for an hour. He knows he needs to

study for at least another hour, but he is feeling distracted. His phone keeps

buzzing with text messages, and he's hungry. What would be the best thing for

Alan to do now?

a) He should keep studying until he falls asleep.

b) He should talk to his friend, eat a snack and keep studying all at the same time.

c) He should take a quick break, so he can get a snack and respond to his texts

before he goes back to studying.

d) He should stop studying and make plans to see his friends.

2) Saud is following the time management steps. He just made a list of his tasks

and estimated how much time they will take. What should he do next?

a) He should take a break and eat a snack.

b) He should organize his tasks alphabetically.

c) He should cross off tasks that he doesn’t want to do right away.

d) He should prioritize his tasks, or put them in order of importance.

97