THE NEW TIME OF YOUR IFE - TrainingABC

THE NEW TIME OF YOUR

LIFE

FACILITATOR’S GUIDE

The New Time of Your Life FACILITATOR'S GUIDE

© MMIII Time of Your Life II, LLC. 2

© MMIII Time of Your Life II, LLC. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of Time of Your Life II, LLC. This publication is designed to provide accurate and authoritative information in regard to the subject matter. It is sold with the understanding that Time of Your Life II, LLC. is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional should be sought.



Program Overview Time - our most valuable resource. No matter what you do, no matter how hard you try, you'll never get more time. You can't buy it-you can't borrow it. Time is life. If you waste your time, you waste your life. If you master your time, you master your life. The New Time of Your Life has been developed to help you master your time. No matter your job. No matter your industry. No matter what issues you have to deal with outside of your control. It is important to understand you can’t manage time. You can only manage yourself in relation to time. You cannot manage to get another hour a day or another day per week. What you can manage though is how you use the time available to you. The question you must ask yourself is, do you control time or do you let time control you? This video-based training program, based on the book, How to Get Control of Your Time and Your Life by Alan Lakein, a Harvard MBA, will provide you with tools, techniques and ideas to help you take control of time. To have the time of your life!

Learning Points

After participating in this session participants will be able to:

▪ Take control of their time.

▪ Identify personal time wasters.

▪ List their goals and set priorities.

▪ Make and use a daily "To-Do" list.

▪ Find tasks they can delegate even if they are not in a management position.

uptions like drop-in visitors, telephone calls and

.

▪ Stay in control of their time even in crisis situations.

▪ Work smarter, not harder!

▪ Deal with time wasting interremails.

▪ Overcome procrastination


Customizing Your PowerPoint Presentation and Participant Materials

The materials in this guide have been developed and delivered to you with the goal of making it easy for you to customize them for your specific needs. However, the video may not be modified or duplicated without permission because it is protected by international copyright law.

Training Materials CD The Training Materials CD included with this program contains the following files: Facilitator’s Guide in a PDF format PowerPoint Blank Session Outline Pre-Session Communication Follow Up Communication

Daily Time Log Personal Energy Worksheet Personal Action Plan Evaluation

PowerPoint File

The PowerPoint file included with this program may be modified. We suggest you consider some or all of the following: ▪ Customizing with your organization’s logo. ▪ Inserting organization-specific information pertaining to the content.

ime allotment. ▪ Adding specific exercises and discussion topics.

▪ Reorganizing/deleting of activities to meet your t

Custom Training Delivered on Your Site

Interested in having this session customized and delivered at your location by

a professional speaker?

Contact your Training Product Supplier and find out how affordable and easy it is!



Table of Contents What to Do Before the Program

Developing Your Agenda 8

Sample Session Agendas 9

Blank Session Outline 11

Training Session Checklist 12

Pre-Session Communication 15

Conducting the Session

Introducing the Session 17

Introductions 20

What Would You Do With an Extra Hour a Day? 22

Time is Money! 24

Video: The New Time of Your Life 25

Prioritizing – As Simple as A-B-C and D! 27

Are You a Morning Person or a Night Owl? 33

Activity: Steps for Effective Delegation 35

Common Time Wasters Gallery Walk 39

Tips for Balancing Work and Life 46

Personal Action Plan 49

Conclusion, Evaluation, and Call to Action 50

What to Do After the Session

Follow Up Communication 53

Participant Materials

57




Developing Your Agenda Before developing the agenda for your The New Time of Your Life training session take a moment to step back and identify issues that may impact the success of your session. Ask yourself the following questions to assist in developing how you plan to approach your session.

1. What level/types of participants will be attending my session? _______________________________________________________________ _______________________________________________________________ 2. How many will be participating? ______________________________ 3. What are some general time wasters they face on a daily basis? _______________________________________________________________ _______________________________________________________________ _______________________________________________________________

4. What kind of tools are they provided to help them manage how they use their time? (i.e. MicrosoftOutlook®, PDA's, Planners, etc.)

_______________________________________________________________ _______________________________________________________________

5. What issues do I think the audience might have about the subject or materials I am using?

_______________________________________________________________ _______________________________________________________________

6. What will the participants want to get out of the session? _______________________________________________________________ _______________________________________________________________

7. What would their managers like to see come from the program?

_______________________________________________________________ _______________________________________________________________ 8. How can I help them implement what they learn in their work environments? _______________________________________________________________

_______________________________________________________________


Sample Session Agendas

Following are suggested agendas for a 1.5 or 3-hour session. While we believe these suggested agendas will provide a valuable learning experience, you can make the experience more rewarding by taking time to customize the agenda to meet the specific needs of your audience. Take into consideration the specific needs of your audience and your ultimate goals for transfer of learning and implementation when creating your final agenda. We have placed a blank outline you can use to develop your customized session on page 10.

1.5 Hour Course Agenda

Purpose

Time Introducing the Session Introduce the goals and objectives of the

session to participants and create an environment conducive to learning and sharing.

5 minutes

What Would You Do with an Extra Hour A Day?

This activity helps individuals determine their motivation for working toward better time management.

10 minutes

Video - The New Time of Your Life and Debrief

Allow participants to view the video The New Time of Your Life and capture key learning points.

35 minutes

Prioritizing: As Simple as A-B-C, and D!

Provide participants with a methodology to prioritize their goals.

15 minutes

Are you a Morning Person or a Night Owl? (Option A)

Assist participants in identifying their personal peak energy times and develop a strategy for utilization.

10 minutes

Personal Action Plan Allow participants time to develop personal

strategies for implementing thoughts and ideas from the session.

10 minutes

Conclusion, Evaluation and Call to Action

Allow participants to provide feedback on the usefulness of the training session and identify one significant action they will implement immediately.

5 minutes



3 - Hour Course Agenda Purpose Time Introducing the Session Introduce the goals and objectives of the

session to participants and create an environment conducive to learning and sharing.

5 minutes

Introductions Introduce your qualifications as the facilitator

and have participants begin to familiarize themselves with each other. Additionally, through information sharing you will begin to create a list of common time wasters.

10 - 15 minutes

What Would You Do with an Extra Hour A Day?

This activity helps individuals determine their motivation for working toward better time management.

10 minutes

Time is Money! To identify how valuable our time is and what

our time wasters cost us.

10 minutes

Video - The New Time of Your Life and Debrief

Allow participants to view the video The New Time of Your Life and capture key learning points.

30 minutes

Prioritizing: As Simple as A-B-C, and D!

To provide participants with a methodology to prioritize their goals.

15 minutes

Are you a Morning Person or a Night Owl?

Assist participants in identifying their personal peak energy times and develop a strategy for utilization.

10 minutes

Steps to Effective Delegation

Discussion about when it is best to delegate and why we sometimes fail to delegate.

15 minutes

Common Time Wasters Gallery Walk (Option B)

Share and discuss different methods for overcoming common time wasters.

45 minutes

Tips for Balancing Work and Life

Provide participants with five strategies to help balance work and life.

15 minutes

Personal Action Plan Allow participants time to develop personal

strategies for implementing thoughts and ideas from the session.

5 minutes

Conclusion, Evaluation and Call to Action

Allow participants to provide feedback on the usefulness of the training session and identify one significant action they will implement immediately.

5 minutes



BLANK SESSION OUTLINE

Following is a blank session outline. Feel free to choose different activities from the suggested agendas on page 8 and 9 to create your own customized agenda. You may wish to incorporate your own activities to augment those provided. Remember, the more you can tie your session to the specific needs of your participants the more successful you will be.

Activity

Purpose

Time

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.



TRAINING SESSION CHECKLIST

Proper preparation is an important key to having a successful training session. As your session nears, make sure you have the materials, equipment and other resources needed to help things go smoothly. Use the following list to check your progress.

2-4 weeks before the session

Preview the video and read the Facilitator’s Guide to become familiar with the program.

Develop your agenda and determine the session length.

Determine the date and location for the session.

Invite participants.

1 week before the session

Finalize the agenda.

Confirm attendance.

1-2 days before the session

Review the video and Facilitator’s Guide at least twice to thoroughly prepare for the session. Become familiar with all discussion points and activities.

Gather all materials.

Make copies of the participant materials in the back of this guide for each participant.

Arrange for food and/or beverages (optional).



1-2 hours before the session

Do a final review of agenda, discussion questions and activities using the Facilitator’s Guide.

Verify you have all materials and equipment needed for your session.

Arrange the room with U-shaped seating or small group seating. Ensure all seats have a good view of the TV/VCR and LCD projection.

Check that VCR and monitor are working properly. Make sure you know how to control volume, tracking and color.

Confirm videotape is rewound.

Confirm overhead projector/LCD Projector is working properly.

Place pens or pencils and notepads at each seat (optional). Set up food

and/or beverages (optional).

aterials and Equipment ChecklistM

Your Life

oint Presentation

ector

ip charts (not necessary if using self-sticking flip charts)

Videocassette-The New Time of

Facilitator’s Guide

Overheads/PowerP

Video player and monitor(s)

Overhead Projector/LCD Proj

Flipchart and Markers

Masking tape to post fl

Pens or pencils and notepads for participants (optional)

3 x 5 Cards for time wasters exercise

Participant handouts

Name tents (optional)



DEFINITION OF ICONS

For easy reference, icons are included in the margins of your training materials. They will help you to quickly recognize key items in a section or a specific activity. Following is a description and picture of each icon used.

Facilitator Information

PowerPoint Slide

Materials Required

Flip Chart or White Board to be used

Question & Answer

Group Work



PRE-SESSION COMMUNICATION

To help get the most from your session, we suggest communicating with your participants prior to your session to help them understand session goals. You should get them to begin thinking about issues they may wish to learn about or discuss. You may even want to have them do some pre-work to help get them in the right mindset. We have designed the following dialogue you can send to participants 5-7 days prior to your session in either email or memo form. Feel free to modify to meet your specific needs. Greetings! I'm looking forward to our time together in the upcoming session on time management. I know you are busy and I appreciate you dedicating part of your day to spend with our group. I will be doing everything I can to make this session informative, enjoyable and worthwhile. I have developed a lively, exciting agenda to help us all work toward our focus on the skills and actions necessary to manage ourselves in relation to how we use our time. While we can’t really manage our time, we can manage ourselves in relation to time. In our session we will be utilizing a video entitled The New Time of Your Life. This video focuses on the ideas in a book by Alan Lakein. Lakein is an internationally recognized specialist in time management. We are going to use his ideas and others to identify specific things we can each do to manage our use of time better. During the session we are going to spend time talking about:

▪ The cost of wasting time. ▪ A strategy for prioritizing our activities. ▪ How to overcome time wasters.

s. ▪ Effective delegation technique▪ Working through interruptions.

© MMIII Time of Your Life II, LLC.

▪ Balancing work and personal life.

ake sure to note the following information:

ife

(Insert Location)

M

Session: Time of Your LDate: (Insert Date) Time: (Insert Time) Location:

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We are planning a highly interactive and participatory session. We want you to explore new ideas as well as share great things you are doing already. A topic you might want to think about prior to the meeting is how you would answer the following:

What is the biggest time waster you encounter? What would you do with an extra hour each day?

We'll be discussing these and similar points in our session. If you have any questions prior to our time together do not hesitate to contact me at (insert preferred contact information). I look forward to seeing you!



INTRODUCING THE SESSION

Estimated Time: 5 Minutes

Materials Needed: PowerPoint Slides #1, #2 and #3

Purpose: Introduce the goals and objectives of the session to participants and create an environment conducive to learning and sharing.

Show PowerPoint Slide #1-Title Slide

Welcome participants as they enter the room and ask them to choose a seat where they will be comfortable. If using name tents or nametags ask that they fill them out if you have not done so already. You may wish to introduce early arrivers to each other to eliminate any awkwardness as they wait for other attendees to arrive.



Begin your session by making the following comments:

"Welcome to our time management training session entitled the Time of Your Life! Thank you for being on time…especially because of our subject matter today! Today's topic is extremely important because time is one of those resources that once you've used it - it's gone! Think about it, you can't buy more time. Can you borrow it? Can you reuse it? You can't. Time is our most valuable resource. What we want to do today is talk about how you can utilize time better. We're going to focus on time management in our professional lives but you'll find many of these tips will help in your personal life as well. I want to first start by talking about the term time management. As I just said, we can't manage time can we? So the term time management is wrong. We can't manage time. What we can do - and what we will do in this session is talk about managing ourselves in relation to how we utilize our time. Today's session will focus on practical, easy-to-implement techniques you can put to use immediately. We've got a lot to cover and want to use our time wisely so let's get started."

Show PowerPoint # 2 & 3 - Session Objectives



Using PowerPoint Slide #2 & 3, share the following information with participants:

"Specifically, in our session today, we plan to discuss how to:

Take control of your time instead of letting it or others control you.

Identify time wasters in your life.

List your goals and set priorities.

n delegate even if you are not in a

h interruptions like drop-in visitors, telephone calls and

ions.

Work smarter, not harder!

Transition to Introductions

Make and use a daily "To-Do" list.

Identify tasks you caleadership position.

Deal witemails.

Overcome procrastination.

Manage time in crisis situat



INTRODUCTIONS

Estimated Time: 10-15 minutes depending on size of your group. (Approximately 1 minute per person.) Facilitating a large group you may want to introduce by teams or departments.

Materials Needed: Flip Chart and Flip Chart Marker, and PowerPoint Slide #4

Purpose: To introduce your qualifications as facilitator and have participants begin to familiarize themselves with each other. Additionally, through information sharing you will begin to create a list of common time wasters. Later in the session, you can refer back to these time wasters and introduce solutions for them.

Show PowerPoint Slide #4 – Introductions



Ask each participant to share the following information about themselves:

Name

Department

Role in Organization/Department

Additionally, ask each participant to share what he or she thinks is their biggest timewaster. Some may have many time wasters; others may not be able to think of any. If they have trouble thinking of one, ask them to share an example of a person they know and the person's time wasters in their opinion. (Answers may include things such as: email, phone calls, technology, disruptive co-workers etc.)

As each person shares their thoughts, capture those time wasters on a flip chart page for future reference.

After everyone has had an opportunity to share information, including their time wasters, review the list of time wasters you captured on the flip chart and identify common themes.

You may wish to make the following statement:

“Thank you for sharing your personal time wasters. All of us are challenged by time wasters on a daily basis – some are easy to identify while others sneak up on us. To combat these time wasters it helps to stay focused on our goals. You will find it easier to overcome time wasters when you clearly identify your motivation. Let’s begin a conversation about our goals and motivators.”

Transition to What Would You Do With an Extra Hour a Day?


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WHAT WOULD YOU DO WITH AN EXTRA HOUR A DAY?

Estimated Time: 10 minutes

Materials Needed: Flip Chart and Flip Chart Marker

Purpose: This activity helps individuals determine their motivation for working toward better time management

Begin by saying:

"Have you ever heard someone say, ‘If I just had more time...?’ Are we ever going to get more time in our day, week, month or year? No. But we can manage ourselves to use the time we do have better. Part of doing this is motivating ourselves to do what it takes. One thing that might make it easier for you to commit to the hard work it takes is to find your motivation."

On their own, have each person think of what they would do with an extra hour in a day. Have them think of two personal things and two professional things. After 1 or 2 minutes have them share with their table or the people around them. Give them 1-2 minutes to share and discuss. Ask if anyone would like to share with the large group. Stimulate discussion around the idea that managing your time is hard work. In order to motivate yourself you have to answer the question, "What’s in it for me?"



You may wish to make the following statement to conclude the activity:

“You've identified your motivation. When you are struggling to improve and implement some of the strategies we are talking about today, go back to this list and ask yourself if it is worth it. You need to realize the importance of time to you. Otherwise, like many other things, we tend to waste it."

Transition to Time is Money!



TIME IS MONEY!


Materials Needed: 3 x 5 card for each participant, calculator

Purpose: To identify how valuable or time is and what our time wasters cost us.

Begin by saying:

"When you look at a typical day and the time wasters you identified (refer to flip chart from their introductions), how much time a day do you think you actually waste?"

Hand out a 3 x 5 card to each participant. On the card, have them write down the number of minutes or hours they think they waste on a daily basis on the time wasters they listed.

Say:

"Now, figure out your hourly rate (or an average for your department) take it times the number of wasted hours and come up with a figure per day. Write it on the card and hand it to me.”

Have participants hand in their cards. Tell them while they are watching the video, you will add up their total wasted hours and report back.

During the video, use the index cards to calculate the total wasted hours as a group or department by day, week and year. Also calculate the cost of wasted hours by day, week and year. If possible, extrapolate these figures for the entire organization.

Transition to Video – The New Time of Your Life



VIDEO : THE NEW TIME OF YOUR LIFE

Estimated Time: 35 Minutes (Video 21 minutes/Debrief 14 minutes)

Materials Needed: Video or DVD – The New Time of Your Life and Video Playback Equipment

Purpose: Allow participants to view the video The New Time of Your Life and capture key learning points.

Introduce the video by saying the following:

"We are about to watch the video, The New Time of Your Life. As you watch the video, listen for the ideas given on how you can effectively control your use of time. Watch with an eye towards finding 2 or 3 things you can use immediately.“

VHS

Show Video - 21 minutes

Debrief the video by asking the following questions and stimulating discussion:

1. What are some of the main strategies the video gave for managing common time wasters?

2. How does prioritizing help the people shown in the video handle their time?

3. What are 2 or 3 things from the video you could use immediately?



Transition your discussion by revealing the total wasted hours from your participants 3 x 5 cards. If you would like, you can extrapolate this number for the entire organization. Reveal the cost of the wasted hours by day, week and year. Explain while we cannot cut all time wasters, we can work to eliminate them by 25% or even one-third. Share the dollar figure, which could be saved by reducing time wasters, and especially highlight this point if the company offers any type of bonus incentive program.

Conclude the discussion by introducing the idea of using a Daily Time Log to help identify personal time wasters as mentioned in the video. Recognize the wasted hours and dollars we just discussed are only the ones we are aware of and we should try using a time log to help discover our real time wasters. Remind them that the video suggests using the Daily Time Log (located in their participant materials) for five days once or twice a year. Recommend they keep the log at least once day – a week would be best.

Transition to Prioritizing: As Simple as A-B-C- and D!



PRIORITIZING: AS SIMPLE AS A-B-C AND D!


Materials Needed: PowerPoint Slides #5, #6, #7, #8, #9 and #10

Purpose: To provide participants with a methodology to prioritize their goals.

Show PowerPoint #5 - Prioritizing: As Simple as A-B-C-D

Begin by reviewing the concept introduced in the video regarding the establishment of long-term and short-term goals. Some of the issues you will want to cover include:

A. You should ask yourself what are your long-term goals as well as what your short-term (6 months or less) goals.

B. You may want to do these for your life as well as for your job.

C. Do not be confined to just normal things. Let your imagination work for you. Think possibilities!

D. Always write them down but remember you are writing them on paper not marble and if you need to change them just do so.




Tell participants once they have created their lists, which you suggest they do immediately, the next step is prioritizing. They need to determine which goals are the most important. Remind them to keep asking themselves “what is the best use of my time, right now?” as the video suggests.

Show PowerPoint #6 - A-B-C-D Values

Utilizing PowerPoint #6 share the following information. Ask participants to give examples from the video of priorities for these categories and then share some of their own activities that fit each category..

"A" Goals: High Value "A" goals are those goals, which are of high value to you. When looking at your list, it is those goals that are the most important. "A" goals are the ones that would make a big difference in your life (either work or home) if they did not get accomplished. (video example = increase file processing by 12%) "B" Goals: Medium Value "B" goals are those goals, which are of medium value to you. They are important but may not be as urgent and would not cause great change in your life if not accomplished like "A" goals. (video example = improve relations with boss)

29


"C" Goals: Low Value "C" goals could almost be renamed "Your Wish List". These are goals you wish you could accomplish but frankly may not get around to. You will find in many cases what is on your "C" list now may never get done and you may just end up taking it off your list. (video example = get a new computer)

"D" Goals: Goals You Can Delegate Delegating was discussed briefly in the video. We've discussed "A" , "B" and "C's" but one thing you might want to consider is a fourth category "D". "D" goals are those goals that in retrospect could actually be delegated to someone else. They may be things you would like to see get done but someone else might be better suited to accomplish the task - someone with more skill or possibly more time.

Show PowerPoint #7 - Prioritizing Your Goals



Ask participants: “The video referenced a significant amount of our activities fall into the C category, what percent was stated? (Answer = 80%). What remaining percent is then spent on category A or even some B activities? (Answer = 20%). Remember to concentrate on the twenty percent that is of high value to you and you will be most successful. Will you please share with me some of your typical C tasks? (Likely answers = emails, phone calls, etc.) Will you now share with me some of your A activities? (Likely answers = pursuing a large sales opportunity, completing a major project).”

Tell participants once they have taken their goals and divided them into A-B-C-D categories they then need to prioritize within each category. Identify their top "A" and make it A-1, the second would be A-2, etc. They can do this with their B-C-D categories as well so if and when they do get time to work on some of the lower priority items they work on the right ones.

Show PowerPoint #8 - You Can't Do a Goal!



Tell participants it is great to do all the prioritizing but you cannot “do” a goal. The next thing you need to do is create specific actions to reach the goal.

Show PowerPoint #9 - A-1: Reduce Errors by 25%

Show participants how to break a goal down to specific actions.

Action 1: Identify common errors.

Action 2: Benchmark best practices. Action 3: Modify procedures and conduct training of

operators.

Remind participants they should do this for all their "A" goals and typically their "B" goals as well.



Show PowerPoint #10 -To-Do List Should Be…

Tell participants once they have created their action items they can then incorporate them into a "To-Do List".

To-Do List Should Be: Done daily. Prioritized based on your goals. One combined list instead of multiple lists. Kept in plain sight. Taken with you whenever you leave.

Encourage people to begin making a To-Do List daily if they do not already. Be sure to also discuss with them that problems could arise if they spend too much time making lists. Sometimes list-making is all people get done because they try to be too organized. The key is to help participants focus on the most important use of their time.

Transition to Are You a Morning Person or a Night Owl?


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ARE YOU A MORNING PERSON OR A NIGHT OWL?


Materials Needed: PowerPoint Slide #11

Purpose: To assist participants in identifying their personal peak energy times and developing a strategy to complete important tasks during those peak times.

Begin by saying:

"You've all been asked or have heard the question, ‘Are you a morning person or a night owl’. Most of us have certain times each day when we have a higher energy level than other times. If we can train ourselves to understand and utilize these times we can be more efficient in how we use our time."

Show PowerPoint #11 – Energy Levels



Utilizing PowerPoint #11 share how to utilize different energy levels. High Energy: Complex-Important Tasks Moderate Energy: Complex-Not as Important Tasks

Low Energy: Standard Duties (answering emails, returning phone calls)

Handout the Personal Energy Worksheet. Have participants read the instructions and complete. Allow participants 2 minutes to complete.

Ask Participants How many of you identified yourself as a morning

person? Night owl? What were some of the complex tasks you identified to

accomplish in your high-energy times? What were some of the standard duties you identified

you could do during your low energy times? Does a systematic approach to managing your use of

time make sense?

Tell participants by completing the worksheet they have created their own personal energy cycle. If they use their high-energy times to work on their highest priorities they are taking control of time instead of it controlling them.

Transition to Break



ACTIVITY: STEPS FOR EFFECTIVE DELEGATION


Materials Needed: PowerPoint Slides #12 and #13

Purpose: Generate discussion about when it is best to delegate and why we sometimes fail to delegate.

Begin by asking:

“Why do we sometimes fail to delegate?" Allow for responses from the group. Share the following answers if not shared by the group: Not wanting to burden others, feeling guilty No one else can do it better They might do it better than you Not organized enough

Continue by saying:

All of those answers are pretty typical reasons why most of us may not want to delegate. Many of us feel a sense of accomplishment knowing the job was done right-or at least our way. The reasons for not delegating are fairly obvious. Not delegating can sometimes be a control issue. For example, a co-worker may have just the expertise needed to offer assistance with a project; yet, you ignore the help because you might possibly lose control of the end result.

Ask:

“There are certain times when it is in our best interest to delegate. Does anyone know when?” (Allow responses)



Reveal PowerPoint #12 – Delegate When…

Share information from slide and ask for participants perspective on when to delegate.

Stimulate discussion around ideas mentioned by the group as well as those on the PowerPoint.

Say:

“Once you choose to delegate, there are steps to doing it successfully.”



Reveal PowerPoint#13 – Steps to Effective Delegation

Discuss Steps to Effective Delegation with participants utilizing information provided.

Step #1 – Identify the task: Decide what to delegate by simply listing the things you need done that could be more effectively completed by someone with more skill in a particular area or less expensively.

Step #2 – Determine who has the skill, ability and time: Good people will be able to carry out large jobs with no intervention from you. Inexperienced or unreliable people will need close supervision to get a job done to the correct standard. However, if you coach, encourage and provide practice for them you may improve their ability to carry out larger tasks unsupervised.



Step #3 – Outline the task with the person including their authority: Recognize two-way communication is imperative when meeting with the individual. Clearly define the responsibilities and expectations. Encourage them to ask questions. Avoid confusion by asking them questions to get direct verbal feedback. Make sure you write down the agreed upon details of the assignment. Step #4 – Establish checkpoints: It remains your responsibility to track progress on the task you have delegated. Stick to the deadlines you set when you outlined the task with the individual. You may even want them to submit a progress update worksheet for you to follow the job development. Step #5 – Make yourself available: Talk with the individual to determine how much and what type of support is needed. You can develop the person’s abilities by providing appropriate support. Let them know you want to ensure successful task completion and a positive experience for them.

Step #6 – Give positive and negative feedback: Throughout the task you should offer feedback to the individual. Be prepared to recognize their efforts during the assignment and when the task is complete. Also be prepared to respond if the individual fails to complete the task appropriately. Share the credit and blame for the success or failure of the project.

Transition to Common Time Wasters Gallery Walk



COMMON TIME WASTERS GALLERY WALK


Materials Needed: PowerPoint Slides #14, #15, #16 and #17

Purpose: To share and discuss different methods for overcoming common time wasters.

Prior to your session you will want to place five flip chart pages around your presentation area. Make sure to leave room between each for small groups to work.

Each of your flipchart pages should include a heading related to one of the key points from the video program. Make sure you have a page for each of the following:

Drop-in Visitors Telephone and Email Disruptions Procrastination Crisis Management Other (select another time waster identified during

introductions)

After you have prepared the flip charts, take the bottom of the page and fold it upwards to cover the heading. Secure with a piece of masking tape so participants cannot see the heading.



Begin by saying:

“As you recall, the Time of Your Life video offered us some quick and easy techniques for conquering our time wasters such as turning off the “new email” chime to avoid distraction and learning how to say “no.” Now we are going to do an activity that will allow us to share our ideas for different strategies for overcoming some of your biggest time wasters.”

Show PowerPoint # 14 – Common Time Wasters

Divide participants into five equal groups. Have each group stand by one of the different flip-chart pages. After they have gathered at their respective charts, have them remove the masking tape to show their heading.

Tell participants they will have three minutes to write as many ideas they have about combating the specific time waster on their flip chart. The ideas could be things they are already doing or maybe some thoughts they have about overcoming this time waster in the future. Be sure to emphasize the value of having their comments be action-oriented.



Tell participants after three minutes you will call a halt to their work and ask them to rotate clockwise to the next topic. When they approach the second flip chart, they should review what the first group listed and add to it. They are not allowed to take anything off, just add to it. Inform them after three minutes they will be asked to rotate again and you will continue this “Gallery Walk” activity until they have had an opportunity to share their thoughts and ideas on all five areas.

Give each group a flip-chart marker. It works best if you can have five different colors so you know which group made each comment. Tell each group to take their marker with them to each flip chart.

Conduct the Gallery Walk.

After teams have made comments on all five steps ask them to seat themselves in their groups for further discussion.

Begin by saying:

“Wasn’t that a fun activity? Thank you for working as teams to identify ways we can all overcome these common time wasters. Let’s dig-in and see what we can learn.”

Start with Drop-in Visitors. Review the thoughts and ideas from the flip chart that correspond with this time waster. Ask teams to explain any unclear ideas.



Reveal and discuss PowerPoint slide #15 – Dealing with Drop-in Visitors.

Move on to Telephone and Email Disruptions. Review the thoughts and ideas from the flip chart that correspond with this time waster. Ask teams to explain any unclear ideas.



Reveal and discuss PowerPoint Slides #16 and #17 - Dealing with Telephone & Email Disruptions

Move on to Procrastination. Review the thoughts and ideas from the flip chart that correspond with this time waster. Ask teams to explain any unclear ideas.



Reveal and discuss PowerPoint Slide #18 – Dealing with Procrastination

Move on to Crisis Management. Review the thoughts and ideas from the flip chart that correspond with this time waster. Ask teams to explain any unclear ideas.

Reveal and discuss PowerPoint Slide #19 – Dealing with Crisis Management



Last discuss the “Other” topic. Review the thoughts and ideas from the flip chart that correspond with this time waster. Ask teams to explain any unclear ideas.

To conclude this activity, you may want to review the list of time wasters from the opening activity and discuss tactics to deal with those time wasters not already discussed. Also thank participants for their great ideas.

Transition to Tips for Balancing Work and Life



TIPS FOR BALANCING WORK AND LIFE


Materials Needed: PowerPoint Slide #20

Purpose: To provide participants with five strategies to help them balance work and life.

Begin by asking your participants whether they run into difficulty balancing work and life. Encourage discussion around why this happens.

You may wish to comment that because of the business world pace today and technology advances it is almost impossible to be “away from the job.” It is becoming more important than ever to have a strategy to balance work and life.

Show PowerPoint #20 – Five Strategies for Balancing Work and Life



Discuss the five strategies for balancing work and life. Additional comments for each of the strategies are listed below.

Strategy 1: Start Your Day with 5 Minutes to Yourself Take a minute at the beginning of each day to collect your thoughts and plan your day. Decide what you want to accomplish and look at what barriers might come up to prevent you from reaching your goals both personally and professionally. Make sure to do this for your personal goals as well as professional. Many people do it for their jobs but fail to do it for their personal lives. Strategy 2: Establish a Transition Ritual Some individuals have a hard time transitioning from work to home or vice versa. Try establishing a transition ritual. (You might want to ask participants for some examples of transition rituals they already use.) Rituals could include developing a To-Do List for the next day, shutting off the computer and phone, or just the commute to and from work. Whatever it is, make it something that helps them mentally say it is now time to transition. Strategy 3: Honestly Set Your Priorities and Don't Play the Guilt Trip on Yourself In most cases it is a fact of life: you have a work life and a personal life. You need to honestly set your priorities for what you want to accomplish in both areas. Understand in some cases one area may take priority over another. Putting a guilt trip on yourself only complicates the situation. The guilt trip happens when you are sitting at working feeling guilty you did not spend as much time with the family, or spending time with the family worrying about all the work you should be doing. If you honestly set your priorities and realize there will be times when you have to give a little more time to one area, you can do it without feeling guilty.



Strategy 4: Don't Hang Around Negative People Have you ever made the statement, "I don't know why I bother to be around them, they are always so negative!"? If that is how you feel, DON'T be around them! Negative attitudes are contagious and life is too short to go through it with a negative attitude. Strategy 5: Recharge Your Own Batteries Don't forget to take time out for yourself. It is important to give 100% when you are at work and with your family but it is also important for you to have some personal time as well to just unwind. Read a book, go for a walk, catch a movie - do whatever it takes to recharge your own batteries. In the long run, this personal time will pay dividends at work and home.

Conclude this activity by asking for additional thoughts and ideas they have on how they balance work and life.

Transition to Personal Action Plan



PERSONAL ACTION PLAN


Materials Needed: Personal action Plan for each participant.

Purpose: Allow participants time to develop personal strategies for implementing thoughts and ideas from the session.

Begin by saying:

“While it's been great to spend time with you today and we have had some very good discussions, the most important point is what we do in the future. It is now up to you to take the things we talked about and implement them.”

Hand out a copy of the Personal Action Plan and tell participants they have five minutes to write down several things they think they can go out and implement immediately. Be sure to emphasize the importance of implementation to maximize the time they have spent in the training session.

After five minutes thank them for their time in planning how they can use the information from the session.

Transition to Conclusion, Evaluation, and Call to Action



CONCLUSION, EVALUATION, AND CALL TO ACTION


Materials Needed: Evaluation Form

Purpose: Allow participants to provide feedback on the usefulness of the training session. Have them identify one significant action they will implement immediately.

Hand out a copy of the Session Evaluation form to each participant. Ask that they complete before they leave.

Say:

“Again, it's been a pleasure to work with you. I hope you feel the time you have spent today has been worthwhile. Please take a moment to share your thoughts on this session, what worked well for you, as well as what could be improved. Additionally, as a final activity I would like each of you to share one thing you learned today you can use immediately. It could be an idea or just an example that was shared.”

Go around the room and have each person share an idea or thought. Feel free to make your own personal comments after each to help reinforce the numerous ideas they will be sharing.

Thank participants for attending and remind them to contact you if they have any additional questions.



Follow Up Communication

Integral parts of maximizing the impact of your training session are the actions you take after the session to keep your message alive. The following is information you may wish to use in communicating with participants and their managers in order to reinforce key learning points. Feel free to modify and use it to develop a follow-up email or memo. Participants "Hello. I just wanted to again pass along my thanks for your participation in our Time Management session. I hope you were motivated like I was to see that time is life and the way we effectively use our time is in our control. As a reminder, some of the points we discussed were:

Imagine acquiring an extra hour each day to do as we please – focus on our motivation.

Time is money!

Prioritize tasks to maximize our most precious resource: time.

Eliminate time wasters.

I encourage you to use the personal action plan you received in the session as a working tool. As we discussed throughout the session, we are in control of how we spend our time.

If I can be of further assistance just let me know.

Remember, we each have twenty-four hours a day. Live each one of those hours. Get control of your time and your life.

What is the best use of your time right now?



Participant Managers "Greetings, thanks for making it possible for your employee (insert name) to participate in our time management training session, Time of Your Life. As their manager you play an integral role in helping to make sure the information we discussed in the session is implemented into their daily activities. For your reference, some of the topics we discussed were:

Imagine their motivation for being a better manager of how they use their time.

Time is money!

Prioritize tasks to maximize our most precious resource: time.

Eliminating time wasters.

Several ways to reinforce the messages from our session are:

1. Talk with your employee about the session. What did they like? What ideas did they come away with?

2. Have your employee share the action plan they developed at the end of the session. Talk about how you can help them follow through on the actions they identified.

3. Schedule follow-up meetings over a period of time to check on progress. Consider borrowing the video we used in the session, The New Time of Your Life and show it to your employee again.

4. Continually encourage your employee to look for ways to control how they use their time.

Again, thanks for the opportunity to work with (insert name). Don’t hesitate to call me with questions, comments or concerns."


Daily Time Log Name: ______________________ Date: _______________________ Daily Goals: (1) ________________ (4) _______________ (2) ________________ (5) _______________ (3) ________________ (6) _______________

Time Activity Time Used

Comment

7:00 am 7:30 am 8:00 am 8:30 am 9:00 am 9:30 am 10:00 am 10:30 am 11:00 am 11:30 am 12:00 pm 12:30 pm 1:00 pm 1:30 pm 2:00 pm 2:30 pm 3:00 pm 3:30 pm 4:00 pm 4:30 pm 5:00 pm 5:30 pm 6:00 pm 6:30 pm 7:00 pm

Personal Energy Worksheet Name: _________________________ For each hour of time listed below, rank whether your personal energy cycle is high (H), moderate (M) or low (L). Place the appropriate letter in the space next to the time.

Time Rank 6:00 am 7:00 am 8:00 am 9:00 am 10:00 am 11:00 am 12:00 pm 1:00 pm 2:00 pm 3:00 pm 4:00 pm 5:00 pm 6:00 pm 7:00 pm 8:00 pm 9:00 pm 10:00 pm

What hours do you have the highest energy?

What are some examples of projects or tasks that would be best to do in your high-energy times?

What hours do you seem to have lower energy?

What are some standard tasks you could accomplish during these time periods?

Personal Action Plan

NAME

Area to Improve

Priority Action to Take

Start Date

Identifying Time wasters

Prioritizing Activities

Maximizing Your Personal Energy Cycle

Dealing with Drop-in Visitors

Minimizing Telephone & Email Disruptions

Procrastination

Crisis Management

Delegation

Balancing Work and Life

The New Time of Your Life Evaluation

1. On a scale of 1 to 10, please evaluate your satisfaction with this presentation.

Not Satisfied Extremely Satisfied

Circle One 1 2 3 4 5 6 7 8 9 10

2. What specific things did you like best about today’s presentation?

__________________________________________________________________

3. What are two things you will start, stop, or do differently as a result of this presentation?

__________________________________________________________________

__________________________________________________________________

4. What modification(s) would you suggest for this presentation in the future?

__________________________________________________________________

__________________________________________________________________

5. Your name: (optional)

__________________________________________________________________

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THE NEW TIME OF YOUR IFE - TrainingABC

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