Leadership Mastery Series – Time Management & Productivity Workshop
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Transcript of Leadership Mastery Series – Time Management & Productivity Workshop
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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