Leadership Mastery Series –Time Management & Productivity Workshop

Course Objectives

Understanding the time management matrix Weekly scheduling skil ls Beating Procrastination Creating new time management habits

Exploring activity logs – how are you really using your time? Takeaway action & implementation plan Following up individual coaching session

Rapport Building

Work Smarter

Take Control of Your Workload

Concentrate on Results, Not on Being Busy

H A N D O U T:ACTIVITY LOG TEMPLATE

Time Management Matrix

ACTIVITIESCrisis

Pressing problemsDeadline-drive projects

URGENT/IMPORTA NT

ACTIVITIES:Prevention, PC

Relationship bui ldingRecogniz ing new

opportunitiesPlanning, recreation

ACTIVITIESInterruptions

Some cal ls , some mail , some reports, some

meetings, proximate, pressing matters Popular

ACTIVITIES:Trivia, busy work

Some mailSome phone cal ls

Time wastersPleasantries

NOT URGENT/UNIMPORTANT

H A N D O U T:Weekly Scheduling

Beating Procrastination

Many people procrastinateto some degree

For some, it stops them from fulfilling their potential, disrupts their careers

Manage Your Time - Get It Done

What Is Procrastination?

Putting off things that should be focused on right now, usually in favour of doing something more enjoyable or more comfortable

How to OvercomeP r o c r a s t i n a t i o n

STEP 1: Recognise that You’re Procrastinating

Fill ing your day with low priority tasks

from your TO DO List

Reading e-mails several times without starting

work on them

How to OvercomeP r o c r a s t i n a t i o n

STEP 1: Recognise that You’re Procrastinating

Starting a high-priority task?You immediately go make

a cup of coffee!

Leaving an item on your TO DO list too long, although

you know it ’s important

How to OvercomeP r o c r a s t i n a t i o n

STEP 1: Recognise that You’re Procrastinating

Saying “yes” tounimportant taskswhile fill your time

Waiting for the “right mood”or “right time”

Putting off an unimportant task may just be good prioritisation!

Have a good reason for rescheduling an important task? You’re not necessarily procrastinating...

OR are you just making excuses?

How to OvercomeP r o c r a s t i n a t i o n

How to OvercomeP r o c r a s t i n a t i o n

STEP 2: Work Out WHY You Are Procrastinating

A particular job is unpleasant, and you

to avoid it

You are disorganized - organized

people priortise

How to OvercomeP r o c r a s t i n a t i o n

STEP 2: Work Out WHY You Are Procrastinating

You’re overwhelmed by the task

You are a perfectionist

You have underdeveloped decision-making skills

How to OvercomeP r o c r a s t i n a t i o n

Breaking the Habit: Tips to Motivate You

Motivational Tips:

Reward yourselfGet someone to check up on youRemember the consequences if you

do not complete these tasksWork out the cost of your time to your employerEat an elephant!

How to OvercomeP r o c r a s t i n a t i o n

Breaking the Habit: Tips to Motivate You

Get Organized Tips:

Keep a TO DO List - use it dailyUse an Urgent/Important Matrix to help prioritise your to-do-listsBecome a master scheduler & project plannerSet yourself time-bound goalsFocus on one task at a time

How to OvercomeP r o c r a s t i n a t i o n

Breaking the Habit: Tips to Motivate You

OVERWHELMING TIPS:

Break project into smaller chunks – create an action plan for each

Start with something quick & easy

Congratulate yourself with your achievements

How to OvercomeP r o c r a s t i n a t i o n

Breaking the Habit: Tips to Motivate You

Unpleasant Tips:

Give it a go! It may not be as bad as you thought!

Hold the unpleasant consequencesof not doing the work at the frontof your mind

Reward yourself for doing the task

How to OvercomeP r o c r a s t i n a t i o n

Breaking the Habit: Tips to Motivate You

In-Decisive Tips

Look at decision-making tools; i.e.: PMI, force field analysis, six thinking hats, etc.

Ensure that you have goals set in place & understand the reasons to achieve them

The longer you can spend without procrastinating, the

greater your chances of breaking this destructive

habit for good!

R E M E M B E R !

H A N D O U T:STRESS DIARY

H A N D O U T:PROCRASTINATION EXERCISE

Activity Logs:Finding Out How Your Really Spend Your Time

Do you KNOW how much time you’ve spent reading junk mail, talking to colleagues, making coffee and eating lunch?

Activity Logs:Finding Out How Your Really Spend Your Time

• Activity logs help analyse how you actually spend your time

• The first time you use it, you may be shocked to see the amount of time that you waste!

• Memory is a very poor guide

Activity Logs:How to Use the Tool

Note how you feel: whether alert, flat, tried, energetic

Do this periodically throughout the day

You may decide to integrate your log with a stress dairy

Analyse your log to see the amount of time you spend doing low value jobs

You may be energetic in some parts of the day & flat in others

Activity Logs:Learning from Your Log

Activity Logs:Learning from Your Log

Eliminate jobs that your employer shouldn’t be paying

you to do, tasks that someone else should be

doing, or personal activities (sending non-work emails)

Activity Logs:Learning from Your Log

• Schedule your most challenging tasks for the times of day when your energy is highest

• Try to minimise the number of times a day you switch between types of task

• Reduce the amount of time spent on legitimate personal activities; i.e.; making coffee

Activity logs are useful for auditing the way that

you use your time

Helps you track changes in your energy, alertness & effectiveness

throughout the day

By analysing, you will be able to identify & eliminate time-

wasting, low-yield jobs

Know the times of day you are most effective, so you can carry out your most important tasks

during these times.

KEY POINTS

H A N D O U T:ACTIVITY LOG TEMPLATE

Action Programs:Becoming Exceptionally Well Organized

To-Do Lists are great for managing a small number of tasks but

are not really planned, focused action lists

Action Programs:Becoming Exceptionally Well Organized

You do specific tasks, & fail to make progress with the big,

important projects, making multi-tasking difficult

Action Programs:Becoming Exceptionally Well Organized

Action programs: industrial strength versions of to-do lists, incorporating short,

medium & long-term goals

Action Program:How to Use This Tool

Make inventory of all the things in your world that require resolution

Collect & write down everything – urgent or not, big or small, personal

or professional - that you feel is incomplete & needs action

STEP 1: Collection – Overwhelm Purge – Use Post It’s

Action Program:How to Use This Tool

STEP 1: Collection – Overwhelm Purge – Use Post It’s

There are other projects you want to run, things you intend to deal

with, that need to be gathered & put in place

Bring all of these actions and projects together; inventory

them in one place

Action Program:How to Use This Tool

STEP 2: Pruning

Process list made in step 1 – look carefully at each item

Decide whether you should take action

Action Program:How to Use This Tool

STEP 3: Organising & Prioritising

Review your inventory of items & group individual

actions into projects

Review these projects & allocate a priority to them

Action Program:How to Use This Tool

STEP 3: Organising & Prioritising

Insert your projects into a formatted action program:

1) A ‘Next Action List’ 2) A ‘Delegated Action List’3) A ‘Project Catalogue’

Action Program:How to Use This Tool

STEP 3: Organising & Prioritising

Project Catalogue--back of theaction program

Create the Delegated Actions List by working through your Project Catalogue

Delegated Actions List sits in front of the Project Catalogue

Create the Next Action List by working through the projects to which you’ve

given the highest priority

.

Step 1: Collection (Overwhelm Purge – Use Post-It ’s)Step 2: PruningStep 3: Organising & PrioritisingA. Organise Items into Projects – Grouping of ItemsB. Review Projects & PrioritiseC. Create a Formatted Action Program:1) The Project Catalogue2) Delegated Actions3) Next Action List

Key Steps for Action Programs

H A N D O U T:FORMATTED ACTIONS PROGRAMS EXERCISE

H A N D O U T:DELEGATED ACTIONS

H A N D O U T:ACTION LIST

H A N D O U T:TAKEAWAY IMPLEMENTATION PLAN

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