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    Time and attendance software

     

    Time clocks have long been a key factor for businesses in keeping track of the hours their employees work. Way back, when time clocks first came into existence, it was the old fashion punch clock. Believe it or not people still use these trusty old things. This was a time when all record keeping was performed by hand. Unimaginable isn’t it? In this day in age, everything is simply done magically by electronics and smart computers. This includes keeping track of time and attendance for businesses. Enter stage right, one fabulous piece of time and attendance software. This works to make life easier for businesses and its management. So much easier than the traditional punch clock. Everything is automated and it can be customized for your specific business needs and size. The beauty of time clock software is that it can keep track of a variety of key factors in your business and not simply the times your employees clock in and out of work each day. While keeping track of when your employees clock in and out of work is important and still a very necessary step with regard to wages, businesses have come to rely on time and attendance software for a variety of other things as well. For example, the right time clock software will keep track of multiple areas, that are essential to large businesses that have a number of different buildings or floors in the buildings. A time and attendance software can determine the exact amount of time each employee is to be paid for, as well. Choosing the right time clock software can also help you monitor overtime hours worked. This can help you determine if too many hours are being worked in your business and help to cut back on overtime hours. It can also help you in determining the hours spent on a specific project. This aids your business in knowing where the most time was spent, if it was spent properly and even bill clients on a time based project. There is a variety of methods that allow the software to read the date and allows you to choose the method you prefer. For example, you could use a small plastic card that contains a magnetic strip or a bar code on the back for easy time punching for your employees. There is also a time and attendance software that will allow employees to enter a specific PIN number assigned to them for clock in and out times. Some software even goes as far as to read fingerprints, retinas or handprints to allow access to certain areas. The options are limitless. Many of the different time clock software products that are available on the market today can be customized to fit the exact needs and wants of your particular business. With the right time and attendance software, any business can easily keep track of time worked, employee attendance, overtime worked, project hours and avoid errors in pay that will ultimately save the business money.

         
    Time and attendance tracking in workforce management

     

    : Time and attendance recording is the key function in any workforce management system. The workers work for pay and payrolls are prepared on the basis of time and attendance records. Accurate time and attendance records not only save employers from losing money on excess payments but also instil employee confidence in the payroll system. Originally, time clocks installed at factory gates recorded in and out times on paper-based time cards of each employee. These time cards were collected by the payroll office and transcribed into time sheets. The time sheets were then summarized and the totals were used to prepare pay sheets. The whole exercise was a time-consuming and costly exercise. It was also prone to errors at several stages. With advances in technology, new methods of recording time and attendance have appeared. These methods eliminate the time spent on preparing payrolls. They also enable more accurate recording and computations, and produce real-time reports for managers. We take a look at the emerging scenario of time and attendance tracking and management. Modern Time and Attendance Recording Devices

    • Time clocks these days work with computers so that time-consuming manual transcriptions and computations are eliminated. They might come as standalone time clocks that can be installed in locations not suitable for computers, and the data recorded in the clocks can be transferred to computers later. With an Ethernet connection, even online data transfer is possible.
    • The time clocks could work in combination with modern time recording devices like the following:
      • Biometric Finger Print Readers can eliminate the cost of employee badges, which can get damaged or stolen. They also eliminate the practice of buddy punching where another employee punches the badge of a buddy.
      • RFID Card Readers can read employee cards without the need for swiping. These cards and readers do not degrade with each use as is the case with swiping systems.
      • Barcode Readers that are used in tracking products and invoices can also be used to track time spent on individual jobs where an employee handles several jobs or tasks.
    • Web Based Timekeeping systems allow employees to punch their times from their desktops or other convenient points.
    • Cell Phone Web Browsers are ideal for employees on the road. They can access the Internet using WAP and punch in the times they spent on each job while traveling.
    The devices listed above are only a sampling. More refined devices are either already available or are coming into the market. These devices seek to make time and attendance recording-related tasks easier, or to overcome problems of existing devices. Technology advances have also made it possible to monitor employee time and attendance remotely in real-time. Managers can review the record of any employee from anywhere and at any time. At the employee end, it is now possible to track accrued vacations, sick days or banked time, without requests to the payroll office. Conclusion Time and attendance recording processes have progressed much with advances in technology. Time clocks that can be connected to computers online or offline; times can be punched in using biometric and radio frequency id devices; Web-based systems can enable desktop, and even mobile (for employees on the road), time recording. These developments have made time and attendance recording scenario a completely different one these days.

         
    Time management for nursing students

     

    Are you one among the people who have trouble in dealing with all your daily activities? Are you tired because you fail to manage all these activities? Keep that frown away. You can manage your time in ways that are more useful in many ways. Read this article and learn how to deal with time management Typical person got many activities to do everyday. These things should be done to facilitate living. People however need to work to survive life. Earning for living is one among the major task of every individual. It is never easy to gain money; everyone should work hard for it. It is not only the working people who experience busy lives, but almost all people including the ones that lives at home, they are the ones who do all the house hold shores. Students as well, they also live busy lives. You, as a student, know how busy a student life is. Schools have so many activities and task to be done. Sometimes these activities are even brought home. Students are pre-occupied with these activities almost everyday of their lives. If they will not manage it well, they may neglect some of their activities that also need attention. These activities are also worthy to our life, like bonding with family members, spending time with friends and mingling with other people. A student may need to know how to handle all their tasks well to be able to manage it properly. How are they going to manage all these task well? Being a nursing student is also a hard task. Nursing students deals with study of care to the people who need it. Nursing is the care for the sick and healthy people as well. It deals with activities such as feeding and caring for infants, promoting growth and development, promoting prevention to all the diseases, to preserve injuries and promote health faster wound healing and promoting good health to the entire citizen. A student nurse should learn these tasks. These students are learning how to deal with diseases that are not easy to learn. As you know, science is never an easy subject but most of the subjects in nursing course are under the curriculum. In nursing course, students need to learn many skills that are important for practicing the nurse profession. With all these activities, student nurses are not able to do some of their tasks other than learning nursing alone. Student nurses may need to prioritize all their activities to provide more room for other activities that are important as well. Time management maybe the best tool for student nurses. Time managements are one of the most important techniques that everyone needs to learn. This is a technique used by many people to facilitate better management of time. Activities are done in an organized manner. With the use of time management, these nursing students will be given the chance to perform other useful activities other than the nursing course itself. These are the suggested techniques that should be followed by the student nurses to manage time in a systematize manner. First thing to do is to organize all the activities to do. Make a checklist of the tasks with proper prioritization. After the end of the day, check off the completed or accomplished tasks. This is a great help in the identification of the tasks not yet done over a day. Begin to focus on the activities giving less priority to the things you do not need to do. Before venturing in to the activities that are not included in the list, your priority tasks must be done first. Avoid interruptions such as chatting with classmates and doing unnecessary activities. You can entertain these activities after your tasks are done. Avoid the activities that will suck all your time. There are many activities that needs so much attention but with less productive outcome. Things like watching televisions, sending emails, chat on internet and telephone conversations are just some of the less important things you need to do for a day. Never give so much time on these activities. With proper time management, student nurses will be able to do other activities that also enhance their personality. Things like dealing with other people and establishing rapport during meeting other people. It is also healthy that people like student nurses give themselves a break from all of their activities for the day. This will be a great help to manage the precious time.

         
    Time management for sme owners

     

    SME owners have to manage everything: from the hiring and managing of employees to seeking clients to planning the business strategies for the company. Is there a more efficient way out?” “I just haven’t got the time” Does that sound familiar? Well, it sure does to the majority of SME owners. What probably once started out as a “One person operation” has now grown into a real business and in some cases has turned into an uncontrollable monster that has got out of hand. The problem? From juggling the accounts and doing all of the hiring and firing through to creating more business and forming the company strategy, the SME owner usually finds it hard to let go. After all, they were responsible for the initial growth of the business, indeed they still are, but there must be a more efficient way of getting everything done and still having a life too! The notion of us not having enough time is not new. However, time cannot be managed. Time cannot actually be controlled! We can only manage ourselves and our use of our time. So what can the SME owner do to make the most efficient use of their time? In order to do this, the SME owner needs to identify two critical areas: 1. What they should be doing on a daily basis to add the maximum amount of value to their business; 2. What are their current time stealers? The tasks and the occurrences that get in the way of them achieving No 1 above. Many SME owners get so bogged down with “The doing” that they fail to identify what it is they should be doing and what actually gets in the way of them doing it! Know what you are worth… An old mentor of mine once said: “If you could take the tasks that you are currently doing that have the biggest impact upon your business in terms of profit and turnover and just do them all day, every day, what would they be and what would the impact be?” These were wise words! As soon as I started to only do the tasks that were on a par with or above my hourly rate and gave the rest out to others, my business soared. The same can be said with SME owners. Many SME owners think that by “letting go” of certain tasks or hiring others to do them, it adds to their cost base. Yes, it does add to the cost base but what does an additional 80 per cent of you doing what you are best at generate for your business in terms of turnover and profits? Identify the time stealers and put a plan in place to arrest them! Where does your time go? Many SME owners get so caught up in the day-to-day running of their businesses that they just don’t realize where their time goes. Before they know it, it’s 6:00pm and if you ask them what they have achieved they probably couldn’t tell you. The first step in sorting out your time management problems is to identify where your time goes – keep a log of what you do and when you do it. Complete that for a week or two. After you have compiled your log, take a look at it and identify the most frequent time stealers that reduce your effectiveness in the workplace. These could include: • Doing work that others should be completing • Answering emails/too many emails coming in • Telephone interruptions that should not have got through • Interruptions from staff that could have gone elsewhere • Unnecessary meetings • Tasks that you should have delegated • Tasks and decisions that you have been putting off • Getting involved in the “doing” too much • Putting out fires • Poor communication • Duplication of work • Lack of skills or knowledge • Lack of planning • Tiredness • Can’t say NO • No system to organize your day All is not lost, however. You can reclaim your time! Here are 10 techniques and strategies that you can use to manage your time more effectively. Top 10 time management tips 1PLETE A BUSINESS AUDIT EACH MONTH Take a look at your business and make a note of your top priorities for each day/week/month. Make a decision on where you want to focus your energy and then look at everything else you have been doing and decide what to do with it. 2. DON’T SWEAT THE SMALL STUFF Work out what areas you add the most value to the business and make a decision that at least 80 per cent of your time will be spent on these activities. 3. DELEGATE Let go of the reins and delegate your work more often. Whatever task you do from now on ask yourself “Should I really be doing this?” and “Can someone else do this instead?” 4. OUTSOURCE You and your staff do not need to do everything you know! Nike doesn’t actually make shoes! Could you outsource some of your tasks and operation to a third party outsider? 5. PERSONAL ORGANISATION Make proper use of TO DO lists and your diary – make using them a habit. Can you automate any tasks like getting email on your mobile phone? 6. PROCESS IMPROVEMENT By simplifying your business and your processes you can make it a lot easier to run and this in turn will lead to saving you a lot of time. 7. IMPROVE YOUR COMMUNICATION SKILLS You will get the most out of your staff and save yourself a lot of time in the process if you can communicate what you want in a clear, concise manner. Assertiveness skills will also allow you to say “NO” in the right way to requests and will allow you to manage the frequent interruptions that you get on a daily basis. 8. FOCUS ON STRATEGY Know where you are heading and why you want to get there. This will keep you focused on what is important. Continually revisit your strategy to make sure you keep on track and away from all of the distractions. 9. IMPORTANT AND URGENT TASKS ARE NOT THE SAME As soon as you can make this distinction you will be able to categorize your tasks accordingly and know what to do with each one. 10. KEEP ON IT! Keep analyzing where you are spending your time on a monthly basis and make adjustments to what you should be doing and how you are doing it. We all stray off track from time to time so don’t beat yourself up about it, just take stock and move forward.

         
    Time management tips for graduate students

     

    During the first months in the graduate school, you feel so excited about the level of your studies. But later on, you seem to be discouraged and very much stressed. Graduate Students will always complain that they have plenty of things to do but very little time to accomplish them. How are you going to keep your sanity if you are full of course requirements, teaching, researches and the demands of your life? In order to be free from being burned out and drained from your energies, you should do something in managing your time, that is, you will have to note down your days and make a progress report of your goals. It has been said that time is gold. Time is one of the most valuable resources of man. You are supposed to use it wisely. When you lose it, it will never come back again. Make the most of it. This is where time management will apply. Time management will have a key role for your success in the graduate school. When you use time management, it does not mean you will be able to slow down or speed up the time. The success of time management lies on you. It is actually how you manage yourself. Moreover, you will be using techniques of time management in order to be organized. If you are not organized, then everything will be in disarray. It is then necessary to put things in order so as to achieve efficient and effective performance. And this will encourage you to be more productive and contented. Time management simply pertains to your responsibilities and the choices you have made in using your time. We have the following time management tips for graduate students. 1. You will have to make use of a calendar and school planner. Put some space where you will record your appointments, lists to do and assignments. Make use of a yearly, monthly, and weekly calendar. You are required by the graduate school on long term perspective of time. Formulate a plan at least two years ahead with a yearly calendar which will be divided into months. 2. Take your time in planning and organizing. Everyday make it a point to check your calendar, take note of your future assignments, and your lists must be updated. 3. Divide the tasks and assignments into smaller parts. It will be manageable and easier to accomplish. 4. You should be able to identify your set of goals and the deadlines to achieve them. An example for this is when you set deadlines which are realistic for every phase of finishing a large assignment like the term paper. 5. You must classify your tasks and lists according to priority. The total picture must be taken into account. You decide which is the most important among your tasks and lists. Which assignment will be due this week? Which assignment is not easy? 6. You must be flexible all the time. Be aware that there will always be distractions and interruptions which will hinder your daily schedule. Make room for necessary adjustments of your time. 7. You should be able to know the time wherein you are very productive. Identify your biological highs and lows. Are you at your best in the morning? Or are you an afternoon person? Plan your whole day properly. You must reserve the most difficult task during the time when you are at your best to do something. 8. Do not be ashamed to say no to a person if you unable to do it. It is something that you are honest with him. There are occasions wherein you will be given additional courses, responsibilities of job, activities which outside your schedule. Try to examine carefully how relevant they are to you, before you decide to accept them. 9. The time wasted must be used properly for productive purposes. Are you aware that you spend so much time while commuting, standing in lines waiting for your turn, and waiting for your doctor, adviser or a friend. Always bring a pocketbook so as to utilize the time which will be wasted. Take with you a minor assignment which could be done easily. You could use the time to make some changes in your planner and for self organization. With the additional number of minutes, you will be able to achieve more.

         
    Time management tips for the busy computer consultant

     

    Time management tips are essential for busy computer consultants. Time gets eaten up by everything from administrative activities to traveling to and from clients. We have found that there are three really important time management tips that you should be aware of. Time Management Tip #1 Limit the Time You Spend Reading IT Related Material As a computer consultant you are running a business and that means you need to spend your time on revenue generating activities. Put away the magazines and books for now. If you utilize this time management tip you will be miles ahead of your competition. Time Management Tip #2 Use Time Management Related Software There are some great and inexpensive software programs and tools that you should use to manage your time effectively. - ACT is a great program for contact management - QuickBooks is great for time and billing - Outlook can be very helpful for e-mail and other calendar related items. - PDA's keep you connected to your schedule at all times - Wireless email and wireless browsing help you maximize your efficiency Time Management Tip #3 Use Non-Billable Time to Market Your Business Even when you are really busy, one of the best time management tips out there is to spend time marketing. This might seem like a contradiction but it isn't. This time management tip forces you to focus on revenue generating activity. When you start to consistently bill out 30 to 35 hours per week, this tip forces you to keep up your marketing - you need to keep your name out there no matter how successful you are. The Bottom Line On Time Management Tips Time management tips are important in every businessputer consultants are especially time pressed though because most of the work is done off site. The three time management tips presented here will help you rise above your competition. You will be using your time efficiently and concentrating on revenue generating activity. These are the activities that will help you grow a successful computer consulting business. Copyright MMI-MMVI, Computer Consulting Blog. All Worldwide Rights Reserved. {Attention Publishers: Live hyperlink in author resource box required for copyright compliance}

         
    Time management tips to keep a smooth running household

     

    Ten Time Management Tips to Keep a Smooth-Running Household Remember when your mom always told you to stay organized and you would have more time? Of course you do. How often have you misplaced something and thought if you don’t find it you would fall apart? If you find yourself still losing items it’s time to stop! Stop putting yourself through useless hours of frustration and emotional outburst. Get organized and stay that way. Look how much easier life can be if you do. Your household will run so much smoother, and everyone from husband to the smallest tike in the house will not be waiting for misplaced items to be found. Look at some of these useful household tips to help your life run much smoother and more efficiently. Remember what mother said, and use your common sense. Schedule more time for things that you’re going to do around the house. It doesn’t matter if it’s vacuuming; block more time out to do it. If you hear yourself saying it shouldn’t take any more time than a certain amount of time to do something then re-think that statement. You know in your heart it often does, so learn to deal with blocking time. Once you’ve decided to do something, keep doing it until you’re done. That doesn’t mean running your self into exhaustion. Taking a break is permissible, but don’t get off on another tangent until you complete what you’re doingplete it! Use time by applying it to your advantage and use it proficiently. For example, when you’re unexpectedly interrupted by a noisy chatty neighbor, or a well meaning but lonely friend, it’s okay to tell them you’re busy. Go ahead and continue to do little things that take up the minutes of the day such as pick up toys, clothes or whatever else you were doing when interrupted. If they love you and care they understand. Use the house cleaning one-week principal. Give your home a deep cleaning at least once a week. Getting the grime out every week or two weeks will keep the kitchen sink from building up with grime around the edges until you would have to sand blast it to get it clean. This wastes time. It’s not healthy either. Keep lots of lists. Don’t depend on remembering everything, you can’t. By keeping you’re to-do list everyday, you won’t have your phone cut off right in the middle of a very important business call or more importantly an emergency. Keep your paper work up daily; even if that means just straightening it back into its organized pile. If possible use the principle of lets get it done in one stop idea. Instead of wasting time and going here or there everyday, it is best to plan all outings to do at one time. For instance, go to pay a bill, pay as many as possible, then stop by the oil changing place, then before you go home, get groceries. On average, and depending on if you live around a larger traffic area, you’ll spend 15 minutes each way driving somewhere, that’s a lot of time to be wasting everyday. It’s not fuel efficient either. Get rid of junky clutter in your house and garage. Have you heard people say that everyone has a junk drawer or a junk area in their house or apartment? Do you have one? That’s doesn’t need to be. If you’ve got junk, get rid of it. Let go of the painting that hasn’t hung on the wall for twenty years, unless of course it’s a family heirloom. If it doesn’t fit, get rid of it. If it’s beyond repair take it to the garbage heap. Take the time to buy or make your own proper storage containers. If you’re still cramped after cleaning out, consider saving for a storage building, either rented or for your own yard. Enlist the help of others and encourage them to help you rid of the clutter. You might have to do some real cajoling for the younger members of the family, that still want to keep a broken toy. Be persistent, but gentle with them. Ask them to donate used but well kept toys and clothing. Prioritizing every day is what really needs to be done. If the clutter bothers you excessively or is not healthy then get rid of it

         
    Tips for successfully outsourcing services to freelancers or outsourcing service providers

     

    Small businesses and entrepreneurs always benefit by outsourcing their services to professional service providers or freelancers as this saves them time and money. The money saved due to outsourcing can be effectively and successfully utilized to focus more on strategic and core business functions. This article will help small businesses and entrepreneurs in making the right decision in choosing the correct service provider for them and managing their projects. Tips for Finding and Choosing the Right Freelancer or Service Provider for your Services 1. Where to find a Service Provider You can find service providers or freelancers through online outsourcing marketplaces. All you need to do is submit your requirements. Service providers whose skills match your criteria will submit bids/proposals. Alternatively, you can search for providers through search engines and directories – this step is more time consuming. 2. Confidentiality Agreement If your requirements contain some confidential information, then do not give all the requirements to the service providers. You can give them a short description of your requirements and ask them to sign a Non-Disclosure Agreement (NDA) before you provide them all the information. 3. Provide clear Scope, Schedule, and Deliverables Clearly define the scope, schedule, and deliverables for your project. It is recommended that you give service providers as much information as you can in order to allow them to submit realistic proposals with reasonable rates. 4. Evaluate Proposals Evaluate service providers’ proposals against your evaluation criteria. An evaluation criterion is a measure that you will use to evaluate proposals, e. g., experience in similar projects, approach and methodology, price, etc. Always find the key differentiators between all competitive proposals. Feel free to ask them any questions to learn more about them. One of the important questions can be about what kind of support will be available during and after the project is finished. 5. Review Portfolios/Sample Work and Feedback from Previous Clients Short-list the service providers whose proposals satisfy your evaluation criteria (cost, approach, etc). Check their references and get feedback from their clients. View their samples and completed projects or portfolios to understand their quality standards and work capability. Do not choose a service provider based solely on price: you need to take overall quality apart from price into consideration. 6. Choose a Service Provider Finally, compare the competitive bids to make the right decision. What next after you have chosen a Service Provider 1. Service-Level Agreement It’s good practice to get everything in writing from the service provider, who will provide the agreement and project plan. The agreement must have the project plan attached which outlines a project's scope, deliverables, timeline, and payment terms. This will help in avoiding disputes during the project. You should also ask the service provider to give you a list of deliverables/milestones with tentative dates of completion. Ownership of work must be stated and included in the agreement. 2. Releasing Payment Service providers always demand advance payment. This should be 20–30 percent. The rest of the payment should be dependent on agreed deliverables. Only release payment when a deliverable/milestone is met. Tips on Managing your Project 1.When a project starts, introduce yourself or your team members to the development team. Specify meeting, reporting, and feedback timings. 2.Project scope, deliverables, and price can change during the course of a project: it is highly recommended that all these changes be agreed upon, documented, and signed by both the service provider and you. 3.If your service provider is located offshore, the greatest challenges of successfully managing offshore projects are overcoming differences of language, culture, and geography. All the processes must be well documented to avoid any confusion. These processes may include: resolution of problems, reports, feedback, discussion timings, etc. 4.Depending on your flexibility, ask the service provider to submit daily or weekly progress reports to see the actual performance in comparison to the plan initially submitted. 5.Make sure the service provider understands how you intend to use the deliverables that they are agreeing to provide. It must be clear about who owns the final work. 6.Save all information from the chats, emails, messages and discussions between you and your service provider. It may be helpful in resolving disputes.

         
    Tips for training your cleaning staff

     

    Copyright 2006 The Janitorial Store Proper training of your cleaning staff not only leads to cleaner buildings, but it also means fewer accidents, faster cleaning times, and a more professional cleaning staff. When hiring new employees, you may find candidates with extensive backgrounds in cleaning; however, it is more likely your new - hires will know little about proper cleaning techniques. Proper training is essential to get your employees off on the right foot and to make sure they are getting the work done properly, safely, and efficiently. Keeping the following tips in mind will help to make sure your employees learn to do their job safely and efficiently. - Cleaning workers are the fifth most injured workers in the country, so training your employees properly will keep them on the job and help keep your insurance rates down. - Keep the training focused on the employees and their needs. Training sessions are often in a room with the instructor at the front and the employees seated at tables - this makes it easier for the instructor. Instead, arrange chairs in circles so people can interact with one another. If training just one or two employees, use eye contact, ask questions, and get them involved - don't just give a lecture. - Don't just demonstrate products. Many cleaning crews only receive training when a new product or piece of equipment is introduced. Make sure to train your employees from start to finish. - Measure the effectiveness of your training. It's hard to know if your training time was well spent if you do not have some sort of measurement tool. This can be faster cleaning times, lower accident rates, or reduced use of cleaning products and supplies. - Make sure that your training is effective. Do more than have your employees watch a training video and read through a handout. Demonstrate products and techniques and encourage your employees to ask questions if they don't understand something. Use the following technique: Tell - Show - Do - Review. - Tell (about each step) - Show (how to perform each step) - Do (each step) - Review (each step) - Training can be boring. Don't just give employees training manuals or product literature and expect them to read it and then have improved their job performance. Find ways to make training interesting. Demonstrate new products and supplies instead of having employees read about them. Give practical examples of how to be more efficient. Use your knowledge and experience and pass that along to your employees. - Remember, you can learn from your employees. If they have picked up a technique that saves times, money, or makes the job easier, ask them to share that with the rest of your cleaning staff. - Change is not always easy. Training involves changing behaviors and attitudes. The training may involve a new product or piece of equipment or it may be to break bad habits. Either way, employees may be resistant to change. Don't be surprised when your employees are hesitant to change. Rather, be prepared for this resistance and overcome it with information and statistics about why the change is needed. The proper training of your cleaning crew is essential - not just to get the job done correctly and efficiently, but also to keep your cleaning crews safe and on the job. Keep your employees interested during training sessions by making the training hands-on and informative. A properly trained staff will lead to buildings that shine and higher profits in your checkbook!

         
    Tips to a more effective project management

     

    Gillian is at the end of her wits! They only have less than three months to finish the project and yet all things seem to be going wrong. And to top it all, there's little financial resources left to finish all things that needed completion before d-day! To an expert's eye, Gillian's problem all boils down to improper project management. She may have started the project without evaluating all her resources and whether or not these resources will be enough to meet all the requirements of the project. She has also failed to make a doable timetable for the project, the reason why she is on a panic stage. Project management is the process of applying one's know-how or knowledge in overseeing and managing a project of whatever magnitude. Do not think that project management is required only by big projects. Small projects can also benefit from an effective project management. Knowing how to use and apply the knowledge you have acquired in all areas will be helpful in the implementation and accomplishment of any project. Scope of project management Project management covers all the areas necessary to see a project into completion such a finances, administrative work, communication and public relations. Project management includes but is not limited to: 1. The development of a project plan - The project manager must talk to the project creator before accepting or starting a project. They must agree on specific terms of the project so as to avoid conflicts and unreasonable delay in the future. Make sure you know what needs to be done and in what time frame. Ask for specific results that the creator wants to arrive at so you would know what to expect and you will have a gauge as to whether or not the project was managed properly. 2. Definition of the scope of the plan - Once the terms of reference has been agreed upon, the project manager must make a project plan which contains all the things necessary to start and complete the project. List down all the resources and logistics you need and the available human resources. Make a map of the project, from start to finish. Make the map realistic so you can avoid problems later on. 3. Creation of a project schedule-A timeframe for your project would help you map out the exact schedule required to start and end the project. Create specific time schedules for each step of the project so that would know if you are ahead of your schedule or whether you need to hasten things up to meet the desired schedule. 4. Acquisition of human resources - Aside form good planning. A good project management relies on the acquisition of efficient and able human resources. The project leader may be doing all things possible but if he is surrounded by an inept staff, then he will have more problems than he can handle. A project's human resources must be informed of the project schedule and deadline so they will know what is expected of them. Try to motivate your staff and praise each accomplishment no matter how small. 5. Development of a communication plan and good public relations - Project management includes the creation of a good communication plan which will enable the efficient flow of information from the leaders to the staff and to the stakeholders. The communication plan must make sure that all information related and affecting the project are relayed to the proper person or office as soon as possible to avoid delays and misunderstanding. A good public relations plan should also be put into place, particularly if the project has a positive or negative impact to the community. So many projects have been stopped in the middle due to pressure from the public. It is better to inform the public on the advantages and disadvantages of the project at the start of the plan so as to avoid conflicts later on. Proper project management is not really complicated but it requires had work and proper planning to make everything smooth, from the start to the completion of the project.

         
    Tips to help you organize

     

    According to a survey conducted by Harris Interactive on behalf of American Demographics, the most common excuse people use for not getting organized is not having enough time. Ironically, those who are organized end up having more time to focus on important tasks and do the things they enjoy most. "Finding time to get organized simplifies your life and brings peace of mind, which you can't put a price on," says Ronni Eisenberg, author of 10 organizing books including "Organize Yourself." "Organization is a skill that can be learned and will reduce the stress in your life. Once you learn some basic organizing principles, you'll easily be able to apply them to everything you do at work and in the home." Eisenberg offers the following organizing tips to help simplify your life: • Use only one calendar to list appointments, meetings and tasks; with more than one, there is always the risk of forgetting to keep both up to date. Also, make sure the calendar is portable, since sometimes you need to make appointments while on the go. • Create a master "to do" list of what needs to be accomplished for the week. Then create a realistic and flexible daily "to do" list. Be aware that sometimes your priorities may change and you may not accomplish everything you originally set out to do. • Break down large projects or chores into manageable tasks. One way to do this is to write each task on a Post-it Sortable Card. These cards are a great way to visually organize your tasks because they stick to many surfaces but not to each other. You can stick them up or sort and prioritize them in the palm of your hand. • Cluster similar tasks or errands together. If you need to make several phone calls or go to multiple stores in the same neighborhood, try to do it sequentially. • Delegate assignments to co-workers or family members. By having others help you, it will give others a shared sense of responsibility and free up your time to accomplish other tasks. • Try not to let things pile up. Set aside a time each day to file paperwork or sort through the mail to avoid overwhelming and unmanageable piles. • Keep frequently used information and files in a place that is easily accessible. For example, keep important phone numbers near the phone or active project files on your desk. With everything at your fingertips, you won't waste time searching for information when you need it most.

         
    Tips to improve customer loyalty

     

    Statistics show that, on average, U. Spanies lose half of their customers every five years. It's true that acquiring new customers will help your business grow. However, your current customers are the lifeblood of your business and keeping them happy should be your highest priority. Here are a few ways to make sure your customers keep coming back. * Understand lost customers. Many business owners mistakenly believe that customers choose to patronize other companies solely because of better prices. While pricing can be a concern, customers often head to the competition when they don't feel valued. A change of lifestyle may have also created a situation where customers no longer need your product. By staying in touch with their needs, you might be able to adjust your offering to continue servicing them. * Know your customer's top priority. Maybe it's reliability or speed or cost. Your company should know your clientele's No. 1 priority and consistently deliver it. Remember, customers' desires change frequently, so ask yourself this question every six months. * Acknowledge the lifetime value of customers. The lifetime value of your customers is the income you would gain if a customer stayed with you as long as they could possibly buy your product or service. For example, the lifetime value of a customer employing a financial adviser could be several decades and could span several generations. Treat the parents well and you could win the children's business. * Create a positive first impression. Good first impressions tend to generate loyal customers, and you get only one chance to make a positive first impression. Appearance is important. The exterior and interior of your business should be neat and clean. * Listen to the customer. Employees should listen actively to customers. Reassure your customers that you genuinely want to help them. Customers will judge your business based on the politeness, empathy, effort and honesty of your staff. * Address and resolve complaints quickly and effectively. Inevitably, your employees will encounter unsatisfied customers. Whether they're returning an item or changing a service, customers expect a fair policy. If you cannot offer a resolution immediately, let the customer know when he or she can expect an answer.

         
    To coach or not to coach

     

    To coach, or not to coach: that is the question. Whether ‘tis nobler in the mind to suffer The slings and arrows of occasional "time lost," Or to take arms against a sea of troubles... Think you don’t have time to coach? Think again. It’s easy, almost comforting, to say there simply isn’t enough time in the day to coach and do everything else—reports, admin tasks, hiring, and, of course, selling. From a sales manager’s perspective, coaching is a burden, especially given the pressures to produce. But, consider the premise that proper coaching is, in fact, not “time lost,” but time saved. That an hour helping prepare a salesperson is time better spent than fighting the “sea of troubles” generated from unprepared, ineffective sales activity. The answer lies in targeted coaching. Think about it. Few, if any, fields of human endeavor succeed on mere reaction. Success requires preparation, focus and disciplined execution—especially when time is limited. There is no question that sales managers have one of the hardest jobs in any organization. But it is also true that sales managers are the key to success in both changing behavior and achieving positive results in the field. Huthwaite challenges you to find an hour a week to do a pre-call plan or some other coaching exercise with one of your salespeople. Monitor individual progress and measure whether there is a positive net gain. The benefits realized will be far greater than the business outcomes alone. You will also save hours that otherwise would have been expended objection handling, exception making or playing the super closer. The more proactive you are, the more discretionary time you have to invest in other priorities. How does the old saying go—an ounce of prevention is worth a pound of cure? Or a stitch in time saves nine? Trite perhaps, but true. To coach, or not to coach: that is the question. The answer is up to you.

         
    To team or not to team

     

    Everyone thinks teams are a good thing. Leaders like to form teams. People, for the most part believe in the value and purpose of teams . . . All of us are smarter than each of us. 1 + 1 = 3 . . . are just two common phrases that reinforce and prove how pervasive our belief in teams is. And that belief is justified. Sometimes. There are many times in our civic or church groups, and in our businesses and professional associations that we need teams of people to work on an issue or a project. And sometimes we would be better off without a team - with individuals contributing as individuals. What? No team? You got it. At least not the type of team you probably think of, when you think of a team. Two Basic Types of Teams To keep things simple, I believe there are two basic types of teams. There are basketball teams and there are track and field teams. Basketball Teams Basketball teams (or soccer or hockey) are teams that require, by the nature of their task, that everyone play as one unit. On teams in these sports the players are interdependent. At any moment of any game, in order to be successful, the entire team needs to be working in harmony. The role of each player is designated by their position (which takes into account their innate strengths and acquired skills). However, the situation at any moment during the flow of the game, may require any player to take any role. And on good teams of this sort, all players are willing to be flexible, to assist, to change roles, to “do what it takes”. Because they know that without working together, they can’t achieve their team goals of victory. The nature of the game forces interdependency among the team members. Track and Field Teams Players on track and field teams on the other hand (except in a few relay events) are not interdependent, they are independent. Shot putters have a skill set that is largely unrelated to the sprinters. And the high jumpers can be personally skilled and successful without any tangible help or support from the distance runners. At the end of the day (or meet), the team can win if enough of the individuals do well. In other words if enough individuals win, the team will win. The most successful of these teams will have highly talented individual contributors, supporting each other to reach their common goal of winning. In this way they are definitely a team. They may feel allegiance to the group. They certainly can have pride in being a part of the group. They want each other to be successful. They know that they can all be more successful when each individual is more successful. They can have a common goal (to win the meet or championship). But the fundamental relationship between the players isn’t the same as it is on a basketball team. What This Means to Us In our organizations we most likely have both sorts of teams. We have teams that work in a process flow or project where the outputs of one person directly affect the work of the next – where the work and the people are highly interdependent. We also have teams that look more like the track and field team. In these situations people are working toward a common mission and goal, but their work doesn’t intersect in nearly the same ways as for the highly interdependent teams. Fair enough you say. But in my experience, we tend to want all teams to think they are basketball teams. If the work or project dictates that focus, great. But if you have a track and field (independent) team, you don’t need the same focus on interdependence and traditional “team building” activities. What Do We Do Now? If you lead a team or form teams or are just a member of a team, you need to think about and talk about this distinction. Determine across the team (or future team) what type of team you are. Once there is agreement on the type of team you are, you can begin to set the right kinds of expectations for each other and for yourself. You can build more appropriate plans for training, development and team building. Knowing which type of team your work or project dictates is the first step towards helping that group of people be more successful and the work being done successfully. So maybe it isn’t really, “to team or not to team?”, but “which type of team?” . . . that is the question. Answer that one first. And, using the answer as a guide, watch all of your teams be more successful.

         
    Top 7 differences between generation x and boomers

     

    : No, they’re not from Mars, but Generation Xers are dramatically different from the Boomers. Here are the top 7 difference you’re likely to see between Boomers and Xers in the workplace. 1. Their approach to authority is casual. It’s not that Xers don’t respect authority; it’s that they are unimpressed by authority. Xers grew up watching many “authority” figures fall from grace. Think Nixon, Jim Baker, and Jimmy Swaggart. Many also saw their own parents (their first authority figures) divorce. What they witnessed has a definite impact on their views on authority. In Managing the Clash of Veterans, Boomers, Xers, and Nexters in Your Workplace, the authors explain that Xers are likely to treat the company president just the way they would the front-desk receptionist.

    2. They thrive in a casual, fun work environment. You’d be hard pressed to find a stuffed shirt Xer. Generation X wants an informal and casual workplace. And we’re talking more than Jeans Day once a week. In Generations At Work, the authors report that “Many (Xers) assert that casual days aren’t just a perk: they actually make us work harder and get more done.” Further, the authors of Generations At Work report that “Anything that makes work less “corporate” resonates well with generation X “. 3. Xers are pessimistic when it comes to their future. A survey of Generation X revealed that more Xers believe General Hospital will be around longer than Social Security. Xers have seen massive layoffs and slashes in company benefit plans.

    They are skeptical about their future and almost no Xer expects to work at one company until retirement. 4. They have a nontraditional approach to time. (Surprise, surprise!) The attitude of many Xers is “As long as I get my work done and do my fair share, what does it matter what time I show up or leave?” Don’t mistake this attitude with “slacking?

    ” Xers grew up in flexible times and they approach everything – even work schedules – with a flexible attitude. 5. Family and work balance is extremely important to Xers. Many Xers grew up in two-income families. And as a result, there was no one waiting at home to bring them milk and cookies.

    Their parents made many sacrifices, including missing out on school plays and sporting events. Xers are determined to make work serve their lives and not the other way around. 6. Generation Xers tend to be technologically savvy. You’re probably not surprised to learn than that Xers will prefer to hold discussions and make decisions electronically over traditional staff meetings and memos.

    Xers grew up with GameBoys, microwaves, and VCRs. Technology is second nature to them. 7. Workaholism is not a trait you’ll find in many Gen Xers. While it may be common to find a Boomer who is a workaholic, this is not the case with Xers.

    Their motto is “Get a life!” If you’ve had challenges understanding, managing, or motivating your Generation X (1965-1976) employees, you’re not alone. Few managers are naturally endowed with the specific skills, strategies, and smarts it takes to manage and motivate this young, unique, complex, and talented generation. Get up to speed with Generation X with a pre-recorded teleseminar that is 50% right now by going to Generation X Help.

         
     
         
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