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How to save time and work more effectively
 

How to save time and work more effectively

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  • Well...are you?How many of us are truly ever that relaxed and carefree? And when we do feel in control and on top of the world how long does it last?We may never actually reach utopia but we can make our journey easier by: see next slide
  • In my experience being fancy free is usually a result of good planning, prioritising and a willingness to adapt and change. Most of us spend huge amounts of time planning for the good things in life like holidays and parties, but how much time do you spend planning your workload?How often do you get out of bed in the morning with clear objectives?
  • Priorities for 2010 – what would = success in 2010? Looking back for both personal and business?WHY DO YOU GET OUT OF BED IN THE MORNING???????Get everyone to get into pairs and discuss their individual priorities.Write them down and then we can get an overview for the flip chart
  • Discuss in pairs again and then put them onto flip chartMost often it all comes down to time....and not enough of it!This is certainly not an ideal scenario for most business owners but sometimes it is difficult, if not impossible, to imagine life  any differently.
  • Simple isn’t it. We can all go home now and find that time and achieve our dreams.Unfortunately that is just something none of us can have unless we are Father Time himself!And is you are please put your hand up.....!!!!!Not only do we not have enough time we also often use our time badly. And that is what this presentation is all about.....Helping you to find new ways to plan and prioritise your workload so that you use the time you have got to better effect.In other words we have to either do less, or do what we are currently doing but much much more efficiently.Putting you in the driving seat and making sure that you stay there!!!
  • Having a to do list can sometimes be the number one reason for NOT getting things done.Do you remember how your first list started?What sort of things do you have on your to do list? Flip chart again.....Update websiteIssue invoicesPhone client ADo mail shot
  • And then if you are anything like I used to be – you will choose the road of least resistance and leave all the difficult stuff behind for another day. Boy was I a procrastinator!!!!
  • What can I show you that might give you a little more time and make your life easier?
  • There are numerous theories on the best way to plan and prioritise your workload and I am sure that they all work.I can only advise you based on what I have learnt along the way in my career as an office manager and PA and since becoming self employed as a VA. And boy have I learnt a lot!!!
  • You now need to spend some time thinking about the tasks on your task list and adding them to one (and only one) of the quadrants.The handout will explain in greater detail what tasks should go into what quadrants.
  • These Are the tasks that are business critical; the tasks that absolutely have to be done now or there will be a problem. These tasks usually have a defined and often tight time frame i.e. returning a client call about a meeting that afternoon, or completing work that had an agreed deadline of that day
  • This quadrant will probably be home to the majority of your To Do list. That is, everything that can be planned for in advance and doesn’t need to be done straight away i.e. update website, or issue monthly invoices. These tasks should be scheduled and planned for in advance. The best way to achieve this is to use your Task function in Outlook.
  • Anything in this quadrant needs to be done urgently but is not business critical. These tasks should be delegated so that you can concentrate on the first two quadrants.
  • If there is no urgency and it is not important then you have to ask yourself the million dollar questions.....what’s the point of doing it? I suggest you celebrate when you can put a task into this quadrant as in my opinion it no longer needs to be done – yeah!
  • Provides total clarity on what I need to do now and what I don’t – just in case I am tempted to slip into my old procrastinating ways and choose the tasks I like doing rather than those I need to do!
  • If you follow the advice given then all tasks that are Important but Not Urgent should be date activated. What do I mean by this? Well, if you are a lover of Outlook (like me) then this can be very effectively done within the task function.
  • We also need to be flexible.It is important not to fill your day with Urgent and Important tasks just because you think you will have time to do them. Things will change through the day and you need to be flexible.I use the analogy of a sunflower – always firmly rooted into the ground (your goals) but moving throughout the day to face the sun (responding to new tasks and reprioritising)

How to save time and work more effectively How to save time and work more effectively Presentation Transcript

  • How to save time and work more efficiently Trusted Partners - Seamless Support
  • Are you Footloose and Fancy Free? Trusted Partners - Seamless Support
  • So...how do you do this? • Understand your priorities – where are you going? • Plan your trip • Prioritise your activities • Be flexible Trusted Partners - Seamless Support
  • What are your priorities? • Spending time with family & friends • Making money • Hobbies • Grow your business • 4 x Holidays a year • Recognition Trusted Partners - Seamless Support
  • What are your challenges? • Not enough hours in the day • Not enough days in the week • Not enough weeks in the year According to The Federation of Small Businesses: • 79 per cent of small business owners work over 40 hours per week, • 27 per cent work between 50 and 60 hours per week, • and 22 per cent work over 60 hours. Trusted Partners - Seamless Support
  • So what we need is more time! Trusted Partners - Seamless Support
  • What are we currently doing? Trusted Partners - Seamless Support
  • What are we currently doing? • To Do Lists Trusted Partners - Seamless Support
  • What are we currently doing? • To Do Lists • Post it notes Trusted Partners - Seamless Support
  • What are we currently doing? • To Do Lists • Post it notes • Technology Trusted Partners - Seamless Support
  • What are we currently doing? • To Do Lists • Post it notes • Technology • Memory Trusted Partners - Seamless Support
  • This is not a To Do List? It is the road to: • Frustration Trusted Partners - Seamless Support
  • This is not a To Do List? It is the road to: • Frustration • Disappointment Trusted Partners - Seamless Support
  • This is not a To Do List? It is the road to: • Frustration • Disappointment • Burn Out Trusted Partners - Seamless Support
  • Trusted Partners - Seamless Support
  • So what can we do? Trusted Partners - Seamless Support
  • What do I do? • Steven Covey’s Quadrant Method – 7 Habits of Highly Effective People • The Four D’s Method Trusted Partners - Seamless Support
  • The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT
  • The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT URGENT AND IMPORTANT NOTIMPORTANT
  • The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT NOT URGENT AND IMPORTANT NOTIMPORTANT
  • The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT URGENT AND NOT IMPORTANT
  • The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT NOT URGENT AND NOT IMPORTANT
  • The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT
  • The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT NOTIMPORTANT
  • The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT (brought forward folder or VA) NOTIMPORTANT
  • The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT DELEGATE IT (To your VA)
  • The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT DELEGATE IT DUMP IT
  • So what are the next steps? Trusted Partners - Seamless Support
  • Next steps..... • Collate all tasks into one place • Consider the urgency and importance of each task • Allocate each task to the correct quadrant THEN: • Do it • Date it • Delegate it • Dump it Trusted Partners - Seamless Support
  • How should you date activate tasks? With Outlook Tasks For more information on how to use Outlook Tasks take a look at the Top Tips section of our website at www.kaleidoscopeservices.co.uk Trusted Partners - Seamless Support
  • Remember..... • You can’t do everything and you certainly can’t do everything today. Learning to understand the difference between Urgent and Important is crucial to business success. • Try to delegate tasks from quadrants two and three – don’t forget that there will always be a Virtual Assistant willing and able to take on these tasks. • Use a brought forward folder and Outlook tasks • Take time out at the end of every day to update your matrix so that when you arrive at your desk the next day you arrive with a clear focus on what you will be doing that day. Trusted Partners - Seamless Support
  • And finally..... Be flexible..... Trusted Partners - Seamless Support
  • Catherine Adamson Executive Virtual Assistant Services 07946 444366 catherine@kaleidoscopeservices.co.uk Trusted Partners - Seamless Support