Gain Learners Attention

Detailed Lesson Plan

Email

Equipment & Materials: Computer

Time: 3 days prior to the training session

To inform and motivate employees to participate in training session our team has created and sent the invitation email to every construction manager of the company.

The body of the email includes further information:

Dear Construction Manager,

It is our pleasure to invite you to a training session on time management. This training session aims to develop and expand basic time management skills and to discuss different time management techniques. The training will take place on 11/22/2012 in St. James campus, room 256E at 1: 45. Attendance is mandatory for all Construction Managers.

Training Team.

Gain Learners Attention

Instructor: Alena, Zina, and Sandy

Assistant: Denys

Time Allotted: 4 minutes

Equipment & Materials: projector, computer, power point.

Sandy will invite trainees into the training room and Alena and Zina will help trainees settle into their respective seats where name tags have been placed. Den will set up the projector and check for computer set up.

Trainers will introduce themselves to the trainees. Briefly explain to the trainees what they will learn during the training and how it will affect their job performance.

A brief video will be played to gain everyone’s attention. Video from youtube: https://www.youtube.com/watch? v=ryWsoAjwGew

Objectives:

• Trainer introduction

• Introduction to the training company

• Importance of Time Management

• Video clipping to gain attention

Objectives

Instructor: Zina

Assistant: Denys

Time Allotted: 1 minute

Equipment & Materials: projector, computer, power point.

Describe training objectives to our trainees. Explain to the trainees what they will learn during the training and how it will affect their job performance.

Objectives:

• Learn about the most common time management mistakes

• Learn how to manage your time better by using simple techniques: keeping to-do list, prioritizing your tasks, making schedules

• Learn how to transfer these techniques into work routine

Explain trainees that if they will learn these techniques and will be able to apply it in their work, it will improve their performance, the quality of their work and as a result it will increase customer satisfaction.

By the end of this training session we want the attendees – construction managers to get the skills and knowledge necessary so they can go back to work the next day and put these ideas into practice.

Recall Prior Knowledge

Instructor: Denys

Assistants: Sandy, Alena, Zina

Time Allotted: 4 minutes

Equipment & Materials: projector, computer, screen, printed materials

Assistants will provide attendees with printed version of the test called “How good is your time management? ”. After all the trainees are done with the test the trainer will show the slide with the score and explain the results, so that every attendee can define his level of time management. Approximate time is 4 minutes.

The test:

Rating scale:

Time management test results

A

14 – 25

You seem to handle your time well and have mastered planning ahead for optimum effectiveness. You can go further and apply the techniques you use at work to improve your work-life balance. Day to day time management is one thing; how about longer term projects for quality time, health and well-being. Do you relax and reflect enough? Have you considered writing a list of future projects that you could start working on today?

B

26 – 38

You understand the importance of being organized in order to be most effective. But to advance further you could benefit from the following tip: pacing yourself will allow you to reduce the need to go back and correct or change things. We can fall into the trap of doing too much too quickly. ‘Less is more’, this applies to time, do less and do it properly. Identify what is important and what is urgent for better time management. The result is more quality time for friends, family and personal interests.

C

39 - 56

Try to slow down, relax and reflect. To manage your time, first take some time out for yourself. You may want to learn to say no in a positive way to others’ needs or demands to save time for yourself. Creating personal time will benefit you as well as writing a plan for your tasks and projects. Address this aspect of your life today to improve your health and well-being and get more out of your time.

Present New Material

Instructor: Alena, Sandy

Assistants: Denys

Time Allotted: 5 minutes

Equipment & Materials: projector, computer, power point slides

Outline and explain common time management mistakes: failing to keep a to-do list, not prioritizing, failing to manage distractions, ineffectively scheduling tasks, multitasking. Explain how important it is to be able to recognize these mistakes and how it will benefit attendees if they will be able to overcome these mistakes.

Outline time management techniques and explain why it is necessary to use these techniques and how they will improve attendees’ time management skills.

v To-do list

1. Put down all the tasks that you need to do

2. Run through the tasks allocating priorities from A-very important to F-not at all important.

3. Work through your to-do list starting with a high priority A-task first.

4. Spend 5 or 10 minutes going over your to-do list at the end of the day.

v Prioritization

1. Action priority matrix

2. 80: 20 rule

3. Nominal group technique

v Scheduling

1. Pickle Jar Theory

2. Scheduling process:

• Identifying the time available for your work.

• Block in the essential tasks.

• Review your to-do list, and schedule in the high-priority activities.

• Block in appropriate contingency time to handle unpredictable interruptions.

• In the time that remains, schedule the activities that address your priorities.

Provide Learning Guidance

Instructor: Zina

Time Allotted: 2 minutes

Provide trainees with a short example to help them learn the new information and better understand how it is related to their work.

Short example to help trainees apply their new knowledge:

Chris is the construction manager who is burning at work because of his inability to organize the tasks need to be done properly and meet the deadlines. His current project regarding after-flooding renovation in the condo-building (10 units) has been delayed for a 2 weeks after the deadline date. The half of the units is finished, but there is another half left. One of the main problems is lack of necessary materials and inaccuracy in workers’ tasks assigning.
Clients are angry and dissatisfied with Chris’s work and boss too. What steps he can do to resolve this issue?
· Go to the condo by himself and evaluate the construction process.
· Come to the office and make a deep breath before starting the work.
· Eliminate distracting factors at work (turn off the Internet browser; avoid not-scheduled meetings with open-door coming unless the building is in the fire now; do not make and receive personal calls unless it’s an emergency case etc.)
· Create a to-do list or the day and the day after (planning for the future)
· Prioritize activities (1. buy materials. 2. control their delivery. 3. assign tack to each involved worker. 4. control the work onsite)
· Schedule the activities (to buy materials, define their amount and delivery; re-assign each worker’s task; take a look on the done part of the work)
· Strictly follow this schedule!
· Visit construction space again and check the changes.
· Notify the clients about project progress
· Report the boss about project progress

Elicit Performance

Instructor: Sandy

Assistants: Alena, Zina, Den

Time Allotted: 5 minutes

Equipment & Materials: projector, computer, power point slides, printed materials

Provide trainees with an exercise that will help them to implement their knowledge. Divide participants of the training session into groups of 5. Explain the exercise: fill out the Action Priority Matrix with the work related tasks. Ask them to try to come up with at least one task for each section of the matrix.

The example of the blank form:

Provide Informative Feedback

Instructor: Zina, Sandy

Assistants: Denys

Equipment & Materials: projector, computer, power point slides

Time Allotted: 4 minutes

The purpose of this part is to show correctness of the trainee's response, analyze learner's behavior, and present a possible (step-by-step) solution of the problem. During the time when groups will fill in the blank forms the trainer and assistants will try to help the attendees with any issues and answer their questions. After groups are ready with their answers, the trainer, assistants and attendees will discuss the results. Trainer and assistants will present their own possible solution of the tasks and make sure that every attendee understands how to use the Action Priority Matrix technique.

Possible solutions:

1. Send e-mail invitations to the Christmas party for employees (low on effort/low on impact)

2. Order plywood for the emergency project that has already started yesterday. (low on effort/high on impact)

3. Develop new project plan for a new condo building (high on effort/high on impact)

4. Archive documentation for a project that has been finished 2 weeks ago (high on effort/low on impact).

Assess Performance

Instructor: Denys

Assistants: Alena, Zina

Time Allotted: 4 minutes

Equipment & Materials: computer, projector, power point slides, printed materials

Assistants hand out printed questions to attendees and then the trainer asks them to think about the answers. The trainer will go over the questions with participants starting 1 in across. The questions will be also displayed on the screen. If trainees have a problem answering the question, the trainer will try to use probes to help find the right answer.

Crossword body:

Answers:

Crossword questions:

Across:

1. Group of tasks with high impact that requires low effort.

2. A list of all of the things that you need to do prioritized in the order that you need to do them.

3. The matrix that lets you analyze the value of the tasks compared to the effort it will take to complete it.

4. 20% of effort give you 80% of _______.

Down:

1. To arrange or deal with in order of importance.

2. Group of tasks with low impact that require low effort.

3. Group of tasks that are high on impact and effort.

Enhance Retention and Transfer

Instructor: Alena

Assistants: Zina, Sandy, Denys

Equipment & Materials: Printed materials

Time Allotted: 1 minute

Trainees will be provided with a short summary of the techniques that have been introduced in the training session. We will provide trainees with a blank forms for to-do lists and schedules that they will be able to use when they go back to work.