TIME MANAGEMENT
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Transcript of TIME MANAGEMENT
TIME MANAGEMENT
WHY TIME MANAGEMENT?
IT IS BASICALLY A SKILL THAT CAN BE ACQUIRED. IT IS NOT AN ART
IT IS A USEFUL ABILITY TO BE PROFICIENT AT IN AN EVER INCREASINGLY COMPLEX AND DEMANDING WORLD
IT’S GOAL IS TO IMPROVE EFFECTIVENESS AND IS THEREFORE A TOOL IN ACHIEVING PERSONAL AND ORGANISATIONAL SUCCESS
TIME AND EFFECTIVENESS
THERE IS NOT AN AUTOMATIC CORRELATION BETWEEN WORKING HARD AND BEING EFFECTIVE. MANY PEOPLE ARE WORKING HARD BUT ARE NOT WORKING EFFECTIVELY
TIME IS LIFE. IT IS BOTH TIME IS LIFE. IT IS BOTH IRREVERSABLE AND IRREVERSABLE AND IRREPLACEABLE. TO WASTE IRREPLACEABLE. TO WASTE YOUR TIME IS TO WASTE YOUR YOUR TIME IS TO WASTE YOUR LIFE, BUT TO MASTER TIME IS TO LIFE, BUT TO MASTER TIME IS TO MASTER YOUR LIFE AND TO MASTER YOUR LIFE AND TO THEN MAKE THE MOST OF IT.THEN MAKE THE MOST OF IT.
ALAN LARKINALAN LARKIN
A DEFINITION
MAXIMISING THE USE OF THE TIME THAT IS AVAILABLE TO ALLOW EACH INDIVIDUAL TO BEST ACHIEVE THEIR LIFE’S GOALS AND OBJECTIVES.
FACT
WE ARE ALL MANAGING TIME TO SOME EXTENT BUT IF WE DO IT BETTER WE CAN END UP WITH OUR LIVES BECOMING MORE COMPLETE WITH MORE FULFILLMENT
WHY ARE PEOPLE NOT MANAGING TIME AS WELL AS THEY COULD?
THEY DON’T KNOW HOW THEY ARE LAZY (IT TAKES TIME AND
EFFORT) THEY ARE CRISIS MANAGEMENT
JUNKIES
TO CONSIDER
OUR ATTITUDE TO TIME IS CHANGING – new technology like email, faster travel, has given us new options but put us under greater pressure
TIME IS MONEY – goals, deadlines etc are part of working life
CULTURAL DIFFERENCES – not everyone sees time the same way
TWO AREAS TO LOOK AT
CONCEPTS OF TIME MANAGEMENT TECHNIQUES OF TIME
MANAGEMENT
WHY DO WE NEED IT?
ALMOST ALL ASPECTS OF MOST PEOPLES LIVES HAVE
BECOME MORE COMPLICATED AND THE DEMANDS BEING
PLACED ON US ARE INCREASING
FEELING THE PRESSURE
PRESSURE EXISTS WHEN THERE IS AN IMBALANCE BETWEEN DEMNDS BEING PLACED ON YOU AND YOUR ABILITY TO DEAL WITH ALL OF THESE DEMANDS
SO THE BENEFITS ARE
BETTER WORK PERFORMANCE MORE BALANCE IN YOUR LIFE LESS STRESS FEELING IN CONTROL LIFE IS MORE FULLFILLING
FEELING GOOD ABOUT TIME
WHEN YOU ARE IN CONTROL WHEN YOU ENJOY WHAT YOU ARE
DOING WHEN YOU HAVE A SENSE OF
PURPOSE
FIVE INSIGHTS
What is your relationship with time? Each individual’s relationship with time is unique. Do we plan too much or not enough? Could we achieve more by demanding less of ourselves and more of others?
Is the glass half-full or half-empty? If you have the right attitude to time you are more likely to be satisfied with the time that you have available and how you use it. Likewise the reverse occurs.
We are individuals and have preferences. Finding ourselves in the wrong situation be it the wrong relationship or wrong job can be deeply frustrating. Equally being in the right situation can be uplifting and therefore time generating.
Slow down, you move too fast. Rushaholics end up in danger of not making best use of their time. Speeding up can actually slow you down and reduce the pleasure and benefit you get from the time that you do have available.
What satisfies you? You will feel good about time when you are in the zone of feel-good experiences.
EVOLUTION OF TIME MANAGEMENT
HOW TO GET THINGS DONE. ERA OF TO DO LISTS, CHECKLISTS, NOTES
HOW TO ORGANISE MY WORKLOAD AROUND PRIORITIES, OBJECTIVES AND FOLLOW UP.THE ERA OF WORK GOALS
WHAT ARE THE THINGS I WANT OUT OF LIFE. HOW CAN I BETTER ORGANISE MY LIFE TO ACHIEVE WHAT I WANT.
WHY MANAGE MY LIFE?
PEOPLE WHO LEAD BALANCED LIVES ARE MORE EFFECTIVE
INCREASING NON WORK DEMANDS. FAMILY, HEALTH, RELIGION, LEISURE
ITS’ BECOMING TOO HARD TO TREAT WORK AND NON-WORK AS SEPARATE ENTITIES
TIME MANAGEMENT PROCESS
EXAMINE YOUR LIFE FROM THE BIG
PICTURE VIEW YOUR LIFE FROM THE PERSPECTIVE
OF THE ROLES YOU FILL SET SPECIFIC GOALS FOR EACH CATEGORY
OR ROLE PRIORITISE THEM ORGANISE YOUR SCHEDULE AROUND
THEM REVIEW, UPDATE AND REORGANISE THEM
FREQUENTLY
THE BIG PICTURE
DECIDE SHORT TERM CAREER GOALS
PLAN LONG TERM CAREER GOALS DECIDE SHORT TERM PERSONAL
GOALS PLAN LONG TERM PERSONAL GOALS WRITE A PERSONAL MISSION
STATEMENT
When you know what your specific When you know what your specific objectives are concerning your objectives are concerning your distant, immediate and intermediate distant, immediate and intermediate goals, you will be more apt to goals, you will be more apt to recognise that which will help you to recognise that which will help you to achieve them and be more content. achieve them and be more content.
N. Clement StoneN. Clement Stone
GOALS SHOULD BE “SMART”
SPECIFIC MEASURABLE ACHIEVEABLE REALISTIC TIME BOUND
WHAT ARE ROLES?
FATHER HUSBAND PERSONAL ADMINISTRATOR MARKETING CUSTOMER SERVICE OPERATIONS MANAGER
PERSONAL SUCCESS WHEEL
WHAT IS A PRIORTY?
SOMETHING THAT WILL MAKE A DIFFERENCE
TO THE PEOPLE THAT MATTER
THE CUSTOMER THE EMPLOYEES THE OWNER YOUR COLLEAGUES YOUR CHILDREN YOUR PARTNER YOURSELF
EXAMPLES
MAKE MONEY SAVE MONEY IMPROVE EFFICIENCY ENHANCE IMAGE IMPROVE MORALE INCREASE CUSTOMER SATISFACTION HELP OUR CHILDREN IMPROVE YOUR QUALITY TIME GET BETTER AT A HOBBY
HOW TO SET THEM?
YOUR GOALS AND OBJECTIVES YOUR FAMILIES GOALS AND OBJECTIVES THOSE OF YOUR COLLEAGUES THOSE OF THE TEAM YOUR BOSSES YOUR CUSTOMERS YOUR COMPANIES BUSINESS PARTNERS
HOW MANY SHOULD YOU HAVE?
ACCORDING TO PETER DRUCKER MAXIMUM TWO.
OTHER COMMENTATORS HAVE SAID BETWEEN 3 AND 5
A PRIORITY IS NOT A TASK. EACH PRIORITY WILL INVOLVE MANY ACTIVITIES
SCHEDULE ONE 90 MINUTE SESSION PER WEEK TO FOCUS ON YOUR PRIORITIES
PRIORITIESPRIORITIES
TIME MANAGEMENT IS NOT TIME MANAGEMENT IS NOT ACTUALLY ABOUT MANAGING ACTUALLY ABOUT MANAGING TIME. ITS ABOUT MANAGING TIME. ITS ABOUT MANAGING PRIORITIES. SURPRISINGLY PRIORITIES. SURPRISINGLY WE DO NOT AUTOMATICALLY WE DO NOT AUTOMATICALLY FOCUS ON THE THINGS THAT FOCUS ON THE THINGS THAT ARE MOST IMPORTANTARE MOST IMPORTANT..
SOSO
• TIME CANNOT BE MANAGED; ACTIVITIES CAN BE
• TIME MANAGEMENT IS ABOUT GETTING RESULTS, NOT ABOUT BEING BUSY
• ITS ABOUT MANAGING YOURSELF
TIME WASTING
90% OF ALL MANAGERS ARE SPENDING AT LEAST 50% THEIR TIME ON UNIMPORTANT
TASKS.Harvard Business Review 2002
TIME WASTE DIFFERS FROM TIME WASTE DIFFERS FROM MATERIAL WASTE IN THAT MATERIAL WASTE IN THAT
THERE CAN BE NO SALVAGE. THERE CAN BE NO SALVAGE. WASTED TIME DOES NOT WASTED TIME DOES NOT LITTER THE FLOOR LIKE LITTER THE FLOOR LIKE
WASTED MATERIALWASTED MATERIALHenry Ford.Henry Ford.
THE MAIN THING IS TO THE MAIN THING IS TO KEEP THE MAIN THING THE KEEP THE MAIN THING THE
MAIN THING.MAIN THING.Stephen CoveyStephen Covey
THE WORK DILEMA
LIST YOUR TASKS
KEEP COMPREHENSIVE LISTS OF ALL THINGS YOU WANT TO DO AND ALL THINGS THAT YOU NEED TO DO EXTRACT THESE FROM ALL SOURCES NOTES, EMAILS, MEMOS, MEETING MINUTES, WEBSITES, ARTICLES ETC.
PULL IT TOGETHER
MEETING MINUTES
ACTION PLANS MESSAGES
EMAILS
MEMOS
MY AGENDA
SORT YOUR PRIORITIES
A TASKS. IMPORTANT AND URGENT B TASKS. IMPORTANT BUT NOT
URGENT C TASKS. TASKS THAT CAN WAIT
UNTIL TIME PERMITS
THE ACTION PRIORITY MATRIX
RATE YOUR TASKS IN TERMS OF a) THE IMPACT THEY WILL HAVE
b) THE AMOUNT OF EFFORT REQUIRED
GIVE THEM SCORES OUT OF 1-10
PLOT THEM ON A GRAPH
TIME MANGEMENT CYCLE
URGENCY ENGULFS MANAGERS; YET URGENCY ENGULFS MANAGERS; YET URGENT TASKS ARE NOT ALWAYS THE URGENT TASKS ARE NOT ALWAYS THE
MOST IMPORTANT. THE TYRANY OR THE MOST IMPORTANT. THE TYRANY OR THE URGENT LIES IN ITS DISTORTION OF URGENT LIES IN ITS DISTORTION OF
PRIORITIES. ONE OF THE MEASURES OF A PRIORITIES. ONE OF THE MEASURES OF A GOOD MANAGER IS HIS OR HER ABILITY GOOD MANAGER IS HIS OR HER ABILITY
TO DISTINGUISH WHAT IS IMPORTANT AND TO DISTINGUISH WHAT IS IMPORTANT AND WHAT IS URGENT AND TO REFUSE TO WHAT IS URGENT AND TO REFUSE TO
MANAGE BY CRISIS.MANAGE BY CRISIS.
ALEC MACKENZIEALEC MACKENZIE
THE 4 Ds OF TIME MANAGEMENT
DELEGATE IT DELAY IT DROP IT DO IT
CONSIDER
WHAT ARE YOU ACTUALLY SUPPOSED TO ACCOMPLISH?
WHAT DO YOU ACTUALLY SPEND TIME DOING?
YOUR ATTITUDE TO TIME
3 KEY ISSUES
PERFECTIONISMThings take too long
or stack up
PROCRASTINATIONPut things offUntil the last
Minute
PLANNINGLooking ahead And balancing
Tasks
MANAGING INTERUPTIONS
EMAILS PHONE CALLS INTERRUPTIONS LAST MINUTE ISSUES
POSSIBLE SOLUTIONS
SAY NO SCHEDULE AVAILABLE TIME POSTPONE THE ISSUE DO YOU REALLY HAVE TO DEAL
WITH IT?
TIP: KEEP AN INTERUPTIONS LOG
SET UP A WEEKLY PLAN
FAIL TO PLANPLAN TO FAIL
CATGORIES OF TIME
NECESSARY TIME – SLEEPING, EATING
CONTRACTED TIME – WORK BOOKED TIME – OBLIGATIONS.
COOKING, CLEANING ETC FREE TIME – RELAX, DO HOBBIES
WEEKLY WORKSHEET
ROLES GOALS SCHEDULE
Monday Tuesday Wednesday Thursday Friday Saturday SundayPERSONAL
8:00
FAMILY 9:00
10:00MARKETING
11:00
OPERATIONS 12:00
1.00ADMINISTRATION
2.00
STANDARDS 3.00
4.00STAFF
5.00
PROJECTS 6.00
7.00HEAD OFFICE
8.00GUESTS
9.00PHYSICAL A. ExerciseMENTAL B. Read/Study 10.00SPIRITUAL C. Bible/Church Others Others Others Others Others Others OthersSOCIAL
WEEKLY PLAN
WEEKLY WORKSHEET
ROLES GOALS SCHEDULE
Tennis Monday Tuesday Wednesday Thursday Friday SaturdayPERSONAL Rotary
8:00Trip to Lombok Briefing Briefing Briefing Briefing Briefing
FAMILY Emma piano 9:00Credit
Monthly review 10:00 Monthly MeetingMARKETING Xmas package Report
11:00Wine tasting
OPERATIONS 12:00
Dep Head Agenda 1.00ADMINISTRATION Credit Meeting Rotary
2.00Agenda
STANDARDS 3.00 Dep HeadsMonthly General Emma Piano
General staff 4.00 Sales Review Monthly StaffSTAFF Report
5.00Beach bar Wine Tasting
PROJECTS 6.00Tennis
Monthly report 7.00HEAD OFFICE
8.00GUESTS
9.00PHYSICAL A. ExerciseMENTAL B. Read/Study 10.00SPIRITUAL C. Bible/Church Others Others Others Others Others OthersSOCIAL
WEEKLY WORKSHEET
DAILY WORKSHEETMonday 21-Aug-05Time Schedule Notes Contacts
8:00 Morning Briefing
9:00
10:00
11:00
12:00
1.00
2.00 Agenda Issue Agenda for 29th Meeting Check items with BadrusDep Heads
3.00
4.00
5.00Nusa Dua Beach Hotel Check Joe
6.00 Tennis
7.00
8.00
9.00
10.00 Others
TIPS
BECOME A LIST MAKER WRITE THINGS DOWN WHENEVER YOU REMEMBER
THEM PUT IN THE KNOWN ITEMS (MEETINGS) THEN WORK
AROUND THEM MAKE PLANNING FOR TOMORROW THE LAST TASK OF
TODAY BE PREPARED TO BE FLEXIBLE PLAN SHORT SHARP SESSIONS SPEND SOME TIME THINKING EVERY DAY PLAN FOR SOME QUIET TIME EACH DAY
HELP YOURSELF
USE AVAILABLE RESOURCES. TECHNOLOGY, ORGANISERS, VOICE RECORDERS
LEARN TO DELEGATE SHUT YOURSELF AWAY IF YOU NEED TO EVALUATE YOUR OWN TIME MANAGEMENT
PERFORMANCE SET SMART GOALS USE COLOURS AND ILLUSTRATIONS IN
PLANS
THE BRAIN RESPONDS TO COLOUR
THE BIO CLOCK
PRODUCTIVITY PEAKS ARE AT ABOUT 11.00AM,4.00PM AND 7.00PM
PRODUCTIVITY LOW IS AT ABOUT 2.00PM SCHEDULE A TASKS AROUND
PRODUCTIVITY PEAKS DISCOVER YOUR OWN ENERGY CYCLE SCHEDULE C TASKS AT LOW
PRODUCTIVITY TIMES
ENERGY LEVELS
Learn your own energy highs and lows.
Schedule appropriate tasks at appropriate times
WORKING EFFECTIVELY
WORKING EFFECTIVELY MEANS ACHIEVING WHAT YOU HAD
PLANNED TO DO OR WHAT YOU HAD AGREED TO DO.
MANAGING YOUR DAY
MAKING THE MOST OF YOUR DAY
Action 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
Bad time to concentrate
Good time for creativity
Good time for problem solving
Rejuvenate
MANAGE YOUR DAY BETTER
TAKE BREAKS BETWEEN TASKS TO REFRESH WORK WITHIN YOUR CONCENTRATION CYCLE.
MOST PEOPLE HAVE A CONCENTRATION SPAN OF ABOUT 90 MINUTES. AT THIS POINT TAKE A BREAK
MAXIMISE YOUR MORNINGS. 90% OF PRODUCTIVITY OCCURS IN THE MORNING.
MANAGE YOUR WEEK
Don’t schedule meetings or conference calls for Monday morning
Get off to a good start by planning powerful mornings.
Leave room in your schedule for the unexpected – impromptu meetings etc
Apply the veggie principle. Work on some things during the week that are good for you but that you would normally put off
MANAGE MEETINGS
PLAN SMART MEETINGS. MAKE THEM PRODUCTIVE
SCHEDULE MEETINGS EFFECTIVELY. AFTERNOONS ARE BEST.
RUN SMART MEETINGS. USE VISUALS, FLIP CHARTS ETC
NO LONGER THAN 90 MINUTES BREAK THE MEETING
SECRETS FOR SUCCESS
THINK AND PLAN AHEAD. THE BRAIN CONSISTS OF TARGETTED THOUGHTS (FOCUSSED) AND ASSOCIATIVE THOUGHTS (IMAGINATION). COMBINE THE TWO
SIMPLIFY. WE OFTEN MAKE THINGS MORE COMPLICATED THAN THEY ARE. SWISS CHEESE APPROACH
TAKE TIME TO REFRESH. DO NOT RUSH FROM ONE TASK TO THE NEXT.
CONCENTRATE. PLAN CAREFULLY. THE SUBCONSCIOUS MIND NEVER SLEEPS SO IF YOU HAVE MADE A PLAN IT REMAINS IN YOUR SUBCONSCIOUS EVEN WHEN ASLEEP.
NO NO’s
DO NOT MISS DEADLINES DO NOT GET CAUGHT UNAWARES DON’T LET YOUR BOSS HAVE TO
REMIND YOU DON’T MISS SCHEDULED EVENTS DON’T ARRIVE AT MEETINGS
UNPREPARED
REMEMBER
PROPER PLANNING PREVENTS POOR PERFORMANCE
NOTHING IS EASIER THAT NOTHING IS EASIER THAT BEING BUSY AND NOTHING BEING BUSY AND NOTHING IS MORE DIFFICULT THAT IS MORE DIFFICULT THAT
BEING EFFECTIVEBEING EFFECTIVEAlec MacKenzieAlec MacKenzie
RESOURCES
Microsoft Outlook Microsoft Office One Note Mind Mapping www.mind42.com Reqall www.reqall.com Filofax, Time Systems etc Blackberry, PDAs etc Fileshares www.adrive.com Delicious www.del.icio.us
THE END
ANY QUESTIONS?