Time Management

Workshop

KP

Every Human on Earth has the Same Amount of Time

60 seconds in a minute,  60 minutes in an hour,  24 hours in a day,  and 168 hours in a week. 

It is not how much we have, but rather the way we use it.

Expand Time We cannot create more time We can expand time

Efficient time management Choose right time of the day Group different tasks

Time is ?

A non renewable resource Once it is gone, it is gone. You will never see this

moment again. You cannot store it

“An inch of gold cannot buy an inch of time.” Chinese Proverb

Make a ChoiceFind Time to Do Things That You Want to Do

Avoid Things - Not Supposed to Be Done

Find Your Creative Time – Defend it

Use Other Time for Mundane Activities

Anything That Comes Your Way – Ask Do I Do

Ugliest Things First

Make a Choice

Delegate - Who Can Do Better Than Me

Throw Away Procrastination

Stop Modern Technology Wasting Your Time

Email Beep

SMS Beep

Facebook

Electronic Social Networking

Self-Management

One’s ability to stay flexible and positively direct personal

behaviour

Why is Self-Management important?

Overwhelmed by the

workload

Inability to manage

commitments

Poorly organised

approach to life

De-motivated

Stressed

Difficulty in maintaining a balanced

lifestyle

CONCENTRATE ON RESULTS, NOT ON STAYING BUSY

Identify which of your activities are actually

contributing

80/20 Rule

Before you begin work, always ask yourself, “Is this

task in the top 20% of my activities or in the

bottom 80%?”

Avoid doing low value activities

Avoid procrastination

DEVELOP A PROCESS OF SETTING OBJECTIVES

&PRIORITIES

Setting Goals SMART

PPP

Five Point Planning Check

For every plan you make, cover all these points:

What Where

When How Who

USE ASSERTIVE COMMUNICATION TECHNIQUES TO MANAGE

REQUESTS

APA Communication Styles

• People who want to achieve their goals without any regards for the needs of other people.

Aggressive

• This is based on conformity and compromising own values and needs in order to avoid confrontation.

Passive

• Assertive communicators are confident in delivering their message and work hard to create a mutually satisfying environment.

Assertive

Expressing your No

Once your understand the request and decide

you want to say no, choose the kind of no that

best suits the person and situation.

USE TECHNIQUES TO AVOID PROCRASTINATION

THROUGH GOAL SETTING AND POSITIVE SELF-TALK

Goal Setting Beats Procrastination

Without clear directions you wouldn’t know

how or where to start.

Large goals will most likely lead to quick

failure and frustration on your part.

Setting small, achievable goals and holding

yourself accountable for reaching them is the

best way to change your habits and overcome

procrastination.

Self Talk of Procrastinator

What is positive self-talk? Well it is responding to your psyches thoughts as they take place. Positive self-talk can stop the negative internal dialogue.

The instant you begin procrastinating you will be able to talk yourself out of it by applying positive self-talk. As you can see, positive self-talk is a great way to combat procrastination.

Self Talk of Procrastinator

Regularly practice self talk

Remember, when the self-talk is

negative it not only hinders your self-

esteem and self-confidence, but your

productivity as well.

Do not let negative thoughts create

procrastination

DEVELOP AN EFFECTIVE “TO DO” LIST CAN GIVE YOU

FOCUS AND ENSURE YOU ARE SPENDING THE RIGHT

AMOUNT OF TIME ON THE RIGHT TASKS

Make a to-do list

Steps to making to-do lists

Write a list of activities that you want or need to accomplish today

Remember to prioritize and list the most important tasks first

Check to see if there are any activities that you can accomplish at the same time

Write down how long you anticipate it will take you to get the task done

Write down when you will start each activity

IDENTIFY TIME WASTERS AND CHANGE YOUR WORK

ENVIRONMENT BY IDENTIFYING WHAT IS IMPORTANT AS OPPOSED

TO WHAT IS URGENT

Time Wasters

Unclear Goals

DisorganizedInability to say No

Interruptions

Too Many Things

Stress & Fatigue

All Work no Play

The Usual Time Wasters --- SELF

Lack of discipline Indecisiveness

Personal Disorganizatio

n

Procrastination

Inability to say “NO”

Poor Delegation

Skills

Worry

Time Wasters - Caused by Others

Telephone Interruptions Drop-In Visitors

Unscheduled Meetings

Poor Communication

Confused chain of Authority

Prioritises tasks based upon their urgency and importance to your business:

URGENT NOT URGENT

IMPORTANT

URGENT AND

IMPORTANTNOT IMPORTANT

The Quadrant Method

The Four D’s

Do it now Dump

Delay Delegate

URGENT NOT URGENT

IMPORTANT

DO IT

NOT IMPORTANT

The Four D’s MethodProvides total clarity