How To Effectively Manage Your Time In Getting It Done - PMP Webinar

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How To Effectively Manage Your Time In Getting IT DONE!

Presenter: Simone M. Yarber, PMPWednesday, February 26, 2014 2:00 PM - 3:00 PM EST

http://www.whizlabs.com/


Agenda

• 1 - Plan: What is the goal? What needs to be done?

• 2 - Do: What can you start doing, right now?• 3 - Check: Is it working for you?• 4 - Act: If it's working out, great! Stabilize what

works and focus on achieving top priorities, first. If it's not working, re-plan.



1 – Plan

• What is the goal? What needs to be done?– Determine what you are trying to accomplish &

when you want to have them done• Write down the goals & make a list of tasks

– Prioritize the list• Rank the tasks• Include due dates (when?)



Examples: To Do List / Priorities



Examples: Time Log



2 – Do

• What can you start doing, right now?– Don’t overwhelm yourself. Have balance.

Relax & start working on tasks that are due, FIRST. Focus on starting the most important tasks FIRST.

– Schedule your work. Use your calendar to allot scheduled increments of time to work on tasks.

• Be sure to give yourself breaks to clear your mind & refocus.

• A great tool to download to remind you to take breaks is www.workrave.org (note: there are many others too)


http://www.workrave.org/


Examples: Outlook Calendar



Examples: Outlook Task list



Get “SMART” with Time!

Goals we set should be “SMART”, which is Simple, Measurable, Attainable, Relevant,

and Time bound

2 – Do: Get “SMART” with Time



Some of the ways to be “SMART” with Time include:

• To-do list • Goal setting • Be proactive• Priorities • Understanding others • Improving yourself




Let us look at each of these in detail

To-do list

A to-do list is a standard tool in time management. It usually is a flat list

of tasks that a person needs to complete. To increase the efficiency of

the ordinary to-do list, prioritize the tasks in four different categories:

1. important and urgent,

2. important and not urgent,

3. not important and urgent,

4. not important and not urgent.




• Effective time management is learning to say NO to tasks in categories 3 and 4 to make more time for tasks in categories 1 and 2.

• Freeing yourself from doing the unimportant tasks leaves more time to focus on the important matters.

• Hence PRIORITIZE your tasks and LEARN to SAY NO to certain tasks

• But if You still need to do those under cat 3&4, then how to proceed?




So… if you still have to do those cat 3&4 jobs, then:– Set some time apart everyday to do such things (say

evening 5 to 5:30?)– Prioritize even those cat 3&4 jobs before doing it.– Determine if you can Delegate them to your

subordinates– Do not get immersed in these tasks just because the

some wants it! PRIORITIZE.




Goal setting:

• Set rational specific short-term goals – short-term could be a week, a day or even an hour.

• Set Directional Goals – general direction for long term –Example: say “in one year I should be the PMO Director”. This directional goal should answer a question you have to ask yourself – “What do I want to be 3 years from now?”




Goal setting:

• Once the goals are set, GO for it

• Deviate only if the basic premise (circumstances) change

• Prioritize your tasks based on the goals

• Set apart some time everyday for your Directional Goals




Be proactive:

• Get proactive in your discussions.

• Ask questions if you are uncertain. Make sure they explain it to you.

• Then PRIORITIZE the work.




Understanding others:

• Extremely important in your job

• Thoroughly understand the expectations.

• Ask, clarify, ask again (if you are not clear) before you start the job.




Improving Yourself:

Do a SWOT analysis of yourself

S – Strength

W– Weakness

O – Opportunity

T – Threats




How do you do a SWOT of yourself?

Strengths:

• What advantages do you have? • What do you do well? • What relevant resources do you have access to? • What do other people see as your strengths?




Weaknesses:

• What could you improve? • What do you do badly? • What should you avoid?• Are you not qualified fully for the future opportunities?

Opportunities:

• Where are the good opportunities facing you? • What are the interesting trends you are aware of?




Threats:

• What obstacles do you face? • Are the required specifications for your job changing? • Is changing technology threatening your position? • Could any of your weaknesses seriously threaten your job?• Is there any threat to you which will force you not to take the

“Opportunity” when it comes along?




• Chalk out a strategy to overcome your W’s and T’s.

• Constantly work towards improvement

• It has to be an Everyday affair, not to be accumulated for a week and done at the end of the week.

• Put little bit of time apart EVERYDAY for this and You will see the improvement for Yourself very fast




• Carrying out a personal SWOT Analysis is an important step in finding life and career direction.

• Working towards minimizing your W’s and T’s is the next most important step.

• Remember that improvement is an EVERYDAY affair! We should seek to be continuously improving.




3 - Check

• Is it working for you?– You can monitor and track your

progress by simply crossing them off of your checklist as tasks are completed.

– This will give you a feeling of relief & accomplishment. It will help you to determine if your plans worked.

– Don’t forget to reward yourself for getting it done!



4 - Act• If it’s working out, great! Stabilize what works and

focus on achieving top priorities, first. • If it’s NOT working, re-plan.• We can’t win it all. Accept failure & try again.

– Reassess, Update, or Eliminate your list.– Find an “extra hour” in the day

• Wake up earlier, stay up later• Delegate and distribute tasks• Make quick decisions• Ask yourself: “Is it my problem?” If not, learn to say

NO politely

– Use technology. There are lots of mobile technology apps that help you manage your tasks.



Additional tips• Work hard / Play hard. Make time to enjoy yourself.• Be flexible and relax. Expect the unexpected. • Get a goodnight sleep every night.

– at least 6-8hours/night (to stay high functioning during the day)• Your checklist doesn’t need to be complex. It can be as simple as a list of

to-do’s for the day or week. It can be as complicated as a spreadsheet with linked tables and calendars. Choose the most appropriate method.

• Be aware of time wasters! Try not to spend too much time on irrelevant tasks.

• Don’t spread yourself too thin. Be realistic. Be practical.• Give yourself time in between tasks for random happenings

(ie: phone calls, rest room breaks, immediate interruptions, etc )• Take advantage of delays and small gaps of “wait time”. Use that time to

get something done!



Thank You



Connect.

• My Webpage: about.me/yarber• LinkedIn: linkedin.com/in/yarber/

(referrals welcome)• @SimoneMYarber on Twitter


http://about.me/yarber



http://www.linkedin.com/in/yarber/



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