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WIZARD of WHEN?

Workbooks on Planning and Organization

by Shirley Lee

 Contains Units For: Time Management, Workspace Organization, Meeting Management, Project Management

Copyright © 2003 Shirley Fine Lee, All Rights Reserved

 

 

Why choose a Wizard as the icon for this series?

Definitions of wizard from Webster's Dictionary include a wise man; one skilled in magic; a very clever or skillful person.  So a wizard indicates one with a great skill, whether that skill is to create magic, manage time, organize workspace, enhance meetings, or complete projects - the skill is the key to success.  Since this series is meant to make people more skilled, they should become magical wizards as well.*

* Adapted from Preface of Book.

 

NOTE:  Examples are of completed forms, Formats are blank forms for reader practice. 

 

Unit I - Time Management

(unit approximately 11,146 words on 46 pages with forms and examples)

Section  -  Title

  1. Introduction

    1. Basic Principles

a.       If an item is important to remember to do, then write it down.  

b.      Accomplishments will not happen unless they fit in the schedule. 

c.       All recorded appointments are important and keeping them is too. 

d.      Not all tasks are necessary. 

e.       People and projects are the most important aspects of time.

f.        People and projects can be the highest assets. 

  1. Process = T.A.P.P. Steps (Tasks, Appointments, Priorities, People)

  2. Tasks (with Questions Table)

    1. Peak Time Chart

    2. Task Status Symbols

    3. with Example Task List & Format

  3. Priorities (with Questions Table)

    1. Priority Categories

    2. Priority Sub-Categories

    3. with Example Priority List

  4. Appointments (with Questions Table)

    1. with Monthly Example & Format

    2. with Weekly Example & Format

    3. with Daily Example & Format

  5. People (with Questions Table)

    1. Contact List (with Example)

    2. Time Log (with Example)

  6. Interfering Problems

    1. Clarification

    2. Correspondence

    3. Data

    4. Errands

    5. Files

    6. Interruptions

    7. Large Project

    8. Meetings

    9. Overload

    10. Phone

    11. Quality

    12. Shared Responsibility

    13. Socialization

    14. Travel

    15. Unpleasant Job

  7. Summary

    1. Planners Verses Organizers

    2. Basic Principles

  8. T.A.P.P. Success

    1. Self-Evaluation

    2. Self-Evaluation Format

  9. Review

    1. Final Thoughts Poem – Where is my Priority?

  10. Resources For More Information

    1. Books

    2. Web Sites

 

Unit II - Workspace Organization

(unit approximately 16,049 words on 56 pages with forms and examples)

Section  -  Title

  1. Introduction

1.      Basic Principles

a.       If it is important, find the right place to keep it. 

b.      Organization does not happen unless there is a plan and the time is scheduled. 

c.       If it not necessary, why keep it?

  1. Process = S.I.F.T. Method (Scheme, Initiate, Format, Triumph)

1.      Configurations with Chart

  1. Scheme (with Questions Table)

  2. Initiate (with Questions Table)

1.      S.I.F.T.2 (Significant, Intermediate, Future, Toss)

  1. Format (with Questions Table)

  2. Triumph (with Questions Table)

  3. Problem Areas

1.      Books

a.       Sorting

b.      Hardbacks

c.       Paperbacks

d.      Binders/Notebooks

2.      Communication/Correspondence

a.       Bills

b.      Catalogs/Circulars

c.       Documents/Reports

d.      Emails/Memos

e.       Forms/Checklists

f.        Letters

g.       Phone (Cellular, Stationary)

h.       Periodicals

3.      Computers

a.       Desktop

b.      Disks

c.       Files with Naming Examples

d.      Laptop

e.       Monitor

f.        Printer

g.       Scanners

h.       Security

4.      Equipment

a.       Audio/Video

b.      Copier

c.       Fax Machine

d.      General Equipment

5.      Files/Folders

a.       Categorizing with Table of Ideas

b.      Maintaining

c.       Storing

6.      Lighting

a.       Electrical

b.      Natural

7.      Seating

a.       Guest Chair

b.      Work Chair with Angle Examples

c.       Work Stools

8.      Shelves

a.       Built-in

b.      Freestanding

c.       Modular

9.      Storage Options

a.       Baskets and Miniatures

b.      Bins to Tubs

c.       Cabinets

d.      Drawers

10.  Supplies & More

a.       General Supplies

b.      Money Matters

c.       Plants

d.      Telecommuting

e.       Time Devices

11.  Travel

a.       Briefcase/Computer Case

b.      Carry-on Items

c.       Check-in Luggage

d.      Preparation

e.       Shipping

12.  Walls/Dividers

a.       Bulletin Board

b.      Dividers

c.       Hooks

d.      Marking Boards

e.       Noise

f.        Pegboards

13.  Work Surface

a.       Primary

b.      Secondary

  1. Summary

1.      Basic Principles

  1. S.I.F.T. Marvel

1.      Self-Evaluation

2.      Self-Evaluation Format

  1. Review

1.      Final Thoughts Poem – Is My Life a Clutter?

  1. Resources For More Information

1.      Books

2.      Web Sites

 

Unit III - Meeting Management

(WORKBOOK has been replaced with book "R.A!R.A!  A Meeting Wizard's Approach")

 

Unit IV - Project Management

(unit approximately 23,256 words on 97 pages with forms and examples)

Section  -  Title

  1. Introduction

1.      Basic Principles

a.       All project team members and the sponsor must agree on what the project goal and primary task accomplishments should be. 

b.      All project team members must be willing to participate in meetings and do tasks related to the project.  

c.       Every team member must have a role to play and the relation of each role to the project is understandable. 

d.      All tasks listed on the plan schedule are important and the responsible team member should do their best to stay on schedule

e.       Recording progress to plan schedule and changes in resources are important to completing the project within or near budget.  

f.        People are the most important resources to on-time completion and quality results. 

  1. O.P.I.E. Process (Open, Plan, Implement, End)

  2. Roles

1.      Customer

2.      Project Manager

3.      Project Team Member

4.      Sponsor

5.      Sub-Team Leader

6.      Sub-Team Member

  1. Types

1.      Customer Service

2.      Change Transition

3.      Product Design/Manufacture

4.      Product/Process Improvement

5.      Problem Solving

6.      Software/Systems Development

  1. Open

  2. Objective

1.      Analysis (with Question Table, Example & Format)

2.      Preliminary Approval

3.      Project Manager

  1. Plan

1.      Project Team

2.      Specification (with Question Table, Example & Format)

3.      Schedule (with Example & Format)

a.       Phases

b.      Milestones

c.       Sub-projects

d.      Tasks

e.       Graphics

WBS Tree

GANTT Chart

PERT (Network) Diagram

4.      Resources (with Question Table, Example & Format)

a.       Cost Estimate Types

b.      Equipment

c.       Facilities

d.      Materials

e.       People/Team Members

f.        Supplies

g.       Other

5.      Budget (with Example & Format)

a.       Budget Methods       

6.      Plan Approval

  1. Implement

1.      Execute And Monitor Plan

2.      Specification Modification (with Question Table, Example & Format)

3.      Schedule Progress (with Example & Format)

4.      Resource Tracking (with Example & Format)

5.      Budget Costs (with Example & Format)

6.      Communication (with Question Table)

7.      Progress Review

a.       Team

b.      Others

8.      Performance Approval

  1. End

1.      Administration

2.      Celebration

3.      Compensation

4.      Evaluation (with Example & Format)

  1. Meetings

1.      Roles

2.      Agenda

3.      Records

a.       Boards And Paper

b.      Minutes (With Example & Format)

4.      Actions

5.      More Hints

a.       Facility Preparation

b.      Meeting Notices

  1. Risky Problems

    1. Budget Overrun

    2. Inexperienced Manager

    3. Inexperienced Members

    4. Lack Of Support

    5. Lost Resources

    6. Low Morale

    7. Poor Output

    8. Schedule Slippage

    9. Scope Change

    10. Shortages

    11. Uncommitted Member

  2. Summary

    1. Basic Principles

  3. O.P.I.E. Proficiency

  4. Review

    1. Final Thoughts Poem – How Goes the Project?

  5. Resources For More Information

    1. Books

    2. Web Sites

Send email to admn at shirleyfinelee.com with questions or comments about this web site.
Copyright © 2008 Shirley Lee