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Time Mgt CMA (5 12)

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Facilitator and Keynote Speaker Greg Creates a plan for greater productivity and balance in your life

Facilitator and Keynote Speaker Greg Creates a plan for greater productivity and balance in your life


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  • 1. PresentsTime Management Certified Management Accountants 2012 Leadership Conference May 29 – 30, 2012
  • 2. The Anatomy of Personal Productivity (Page 2) Optimizing personal productivity (Working Smarter) is really about …Producing the Most Desired Results in the Least Amount of Time! Productivity is always governed by 2 Principles … Effectiveness & Efficiency 1. Effectiveness is really about doing the Right things! 3. Efficiency is really about doing things Right!
  • 3. The Anatomy of Personal Productivity “Productivity Practices Pyramid” Focus Efficiency (Concentration) (Tactical / Execution) Organization Time Planning &Effectiveness Task Prioritization (Strategic) Clarity of Purpose & Desired Results
  • 4. Making & Managing To-Do Lists (Page 3) Many suffer from “To-Do List Frustration” … Failing to Make & Manage lists successfully leaves one feeling self defeated Task Lists serve two basic purposes … 1. To Gather commitments, tasks in time sensitive manner 4. To Guide ones Actions To achieve these two primary ends, we recommend the use of the following Lists …  Daily Action List  Weekly Priority List  Monthly / Quarterly Key Result / Outcome List  Someday / Maybe To-Do List
  • 5. Tips for Successfully Making & Managing Lists When building Action Lists key is Alignment! … Your Daily Action list built from Weekly Priority list which is built from your Monthly Key Result list is built from your KRA’s! Beware - Don’t overload your schedule … Don’t set yourself up for failure by making Wish list! … Only tasks on Action Lists those you realistically think you can complete!  Make Lists after looking at Calendar assessing how much discretionary time you really have available  Plan only 70% of actual discretionary time available  Estimate how much time each task will take …  Apply 130% Rule! - Familiar task allocate 130% - unfamiliar 150% … Beware “Parkinson’s 1st Law!”
  • 6. Tips for Successfully Making & Managing Lists You need access to daily and weekly lists at least four weeks out to capture time sensitive commitments, tasks & activities If using paper based lists … Develop shorthand symbol system to facilitate quick, easy list management! … Completed, moved forward, delegated, deleted, left message Portability is essential! … Must be accessible at all times! Keep your old lists for a month or two When integrating your new list keeping system remember that it is simple, but not easy! Must develop the Habit of use! … Soon using lists will become 2nd Nature!
  • 7. Setting Priorities - Urgency / Importance Matrix Page 5 The eternal struggle between Urgency & Importance High Importance High Low Urgency Urgency Low Importance
  • 8. Setting Priorities - Key Learning Points Page 4 Basic Truth # 1 - You will be successful to the degree you “Live Above the Line”! … In Quadrants A & B! Basic Truth # 2 - The degree of control over Quadrant A is directly proportionate to amount of time spent in Quad B! Quad A is quadrant of Crisis, necessity and burn-out! Quad B is quadrant of Vision, Character, Leadership and True (long-term) Success! Quad C is quadrant of Deception … Cotton Candy Quad D is quadrant of escape, excess and Waste! Lack of Character creates gravitational pull “below the line”! Caution … Quad C tasks will eventually move to Quad A!
  • 9. Setting Priorities – Best Practices Page 6 How can you tell if something is truly Important? … KRA’s! … Or, consequences for yourself and /or your stakeholders Maintain realistic expectations - given realities of today’s workplace can only hope for degree of Control over Quad A To get to Quad B must SAY NO to Quad D and Reduce C! Most dangerous Quad is C! … Beware the “Activity Trap”!  Key is aware when in Quad C and do it FAST!  Set a time frame … use alarm to Contain Quadrant C  Perfectionism in Quad C is highly counterproductive! Multi-tasking OK when in Quad C Schedule time by Quad not Task; when in Quad A or B choose only 1 top priority! … Work on ONE task at a time!
  • 10. Keys to Effective Scheduling (Page 7) The single most important Scheduling Success Strategy is to make a Weekly Planning Session the Cornerstone of your time planning!! Consolidate Discretionary Time into Chunks of time (90 Min) Front-load your Schedule Eat “Veggies” first! … Do most Distasteful tasks out of way! If possible, plan for 2 Distinctive Types of Days … Meeting / Appointment Days & Focus Days! … Key is not to mix! Identify your “Prime Time” save for quad A & B tasks
  • 11. THANK YOU FOR YOURTIME