Time Management strategies


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Time Management strategies

  1. 1. Claudia LimaARC Broward – Learning Institute
  2. 2.  Identify the main obstacles to effective Time Management in your daily role Understand the nature of Time Management Understand a range of tools, techniques and concepts for Time Management Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress Explain the benefits of having an effective Time Management process 2
  3. 3. Time management has five main aspects: 2. Planning & Goal Setting 3. Managing Yourself 4. Dealing with Other People 5. Your Time 6. Getting Results The first 4 are all interconnect and interact to generate the fifth – “results” 3
  4. 4.  Time is the most precious thing we have Time is ultimately the most valuable resource Time is totally perishable Time cannot be stored up for use later “Time is more valuable than money. You canget more money, but you cannot get more time.” 4
  5. 5. Time can be categorized into two types: Fast time  when absorbed in, or enjoying an activity Slow time  when bored with an activity or having a bad time 5
  6. 6. Under-estimation of time Stress due to committing to too many tasks Poor quality output Deadlines may be missedOver-estimation of time Poor quality output Deadlines set may not match requirements Stress due to people pressing to have activities completed 6
  7. 7. Covey identified 4 waves in time management 1. Notes and Checklists Recognition of the demands on energy & time 2. Calendars and appointment books Scheduling with some focus on the future 3. Prioritization Comparison of the relative worth of activities 4. Self management Realization that time cannot be managed - it is ourselves that we have to manage!The Seven Habits of Highly Effective People: Covey,1989 7
  8. 8. Urgent Not Urgent I •Crisis II •Preparation •Unscheduled client mtg •Prevention •PlanningImportant •Pressing problems •Deadline-driven projects •Relationship building •Empowerment III IV •Trivial activities •Interruptions Not •Some phone calls •Some meetings •Time wastersImportant •“Escape” activities •Emails •Irrelevant mail •Peer pressure 8
  9. 9. Urgent Not Urgent I •Crisis 30% II •Preparation 5% •Unscheduled client mtg •Prevention •PlanningImportant •Pressing problems •Deadline-driven projects •Relationship building •Empowerment III 50% IV •Trivial activities 15% •Interruptions Not •Some phone calls •Some meetings •Time wastersImportant •“Escape” activities •Emails •Irrelevant mail •Peer pressure 9
  10. 10. Urgent Not Urgent I •Crisis 20% II •Preparation 75 % •Unscheduled client mtg •Prevention •PlanningImportant •Pressing problems •Deadline-driven projects •Relationship building •Empowerment III 5% IV •Trivial activities 0% •Interruptions Not •Some phone calls •Some meetings •Time wastersImportant •“Escape” activities •Emails •Irrelevant mail •Peer pressure 10
  11. 11. I II •Vision •Stress •Burnout •Perspective •Crises management •Balance •Firefighting •Discipline •Focus on the immediate •ControlIII • IV • Short term focus Total irresponsibility •Crises management •High dependency on •Low value on goals others for basics •Feeling of victimization / •Short career path in the lack of control organization •Shallow relationships 11
  12. 12. The basic requirements to reach Quadrant 2 are:Clear definition of organizational roles and specifically yourown roleDevelopment and utilization of schedulesThe practice of daily adapting in work role Say NO in a professional manner 12
  13. 13. Just because you are busy does not mean that you are productive Differentiate between › Effectiveness -- doing the right things › Efficiency -- doing the right things correctly* 13
  14. 14. Problem No 1: ProcrastinationPutting off doing things that you should do first ! You have to “eat THE FROG” everyday “The Frog” is the undesirable task.Remember, if you look the frog for too long you won’t eat it. 14
  15. 15. Start with the legs… 15
  16. 16. Problem No 2: Paralyzing perfectionism This is a failure to recognize the difference between excellence and perfection Excellence  Achievable  Healthy  Satisfying  Realistic Perfection  Unattainable  Frustrating  Unrealistic 16
  17. 17. When faced with a task - decide to deal with it according to one of the following actions: › Do it › Delegate it › Dump it › Deadline it › Divide it Solution  List all tasks that you are currently putting off  Remove two from the list by doing them now!  Plan and set a schedule for dealing with the rest  Reward when tasks are completed  Punish when tasks are not completed on schedule 17
  18. 18. To deal with over-work, try the following › Understand your pressures › Don’t get worked up or panicked › Don’t blame everything on yourself › Estimate time as well as possible › Agree priorities and keep them › Remind yourself that there is a limited amount of time available to you 18
  19. 19. Differentiating between › Urgent tasks  assume importance as they demand immediate attention › Important tasks  May become urgent if left undone  Usually have a long term effect To judge importance x urgency, estimate tasks in terms of  Impact of doing them  Effect of not doing them 19
  20. 20. The main aim of prioritization is to avoid a crisis To do this then you must: Schedule your Priorities as opposed to Prioritizing your Schedule 20
  21. 21. OrganizingPrioritizingScheduling 21
  22. 22. Proactive work Reactive workconcentrates on making concentrates on getting things happen things done › Developing plans › Handling daily and schedules routines › Focusing on key tasks › Dealing with urgency › Achieving deadlines & Resolving crises & targets › Handling interruptions › Managing projects 22
  23. 23. The most effective way to anticipateand prevent crises is to: › Set deadlines and stick with them › Use temporary targets and milestones to break the task or project into manageable chunks › Build the schedule so that it is realistic 23
  24. 24. A plan is a road map set in real time toreach an objective or set of objectives through the use of defined resources Failing to Plan is Planning to Fail 24
  25. 25. The Pareto principle is based on the ideathat 20% of your tasks yield 80% of your results. By prioritizing with the 80 / 20principle you develop time management skills that boost your effectiveness. 25
  26. 26. Planning levels should cascade as follows: Yearly overview plan, Monthly Plan, Weekly Plan, Daily PlanThe Daily Plan should cover three main areas: › Scheduled activities for the day showing time allocated to each › Identification of key tasks for the day to allow them to be prioritized › Indication of who you need to contact during the day to allow you to complete tasks 26
  27. 27. When setting out the daily plan pay attentionto the following points: › When do you perform best, suit your bio-rhythm › Build in planning time at the start and end of the day › Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’ Guidelines continued – Leave room for unexpected – Don’t stack meetings back to back – Batch telephone calls – Build in quality time 27
  28. 28. Document handling can steal a vast quantity of time from ourworking day. Improve your document usage by: Touch each piece of paper once Act on what is required by the document File the document for reference later Dump the document Define what you need to keep and for how long Allows you to file materials easily and logically Facilitates access to materials 28
  29. 29. How our workspace is organized has an impact on howefficient we are - try the following to improve efficiency › De-clutter your desk by clearing it at the end of each working day › File cabinets have to be easily accessible › Organize a work flow system in your space › Purge files regularly X 29
  30. 30. Try to reduce the number of interruptions by applying thefollowing techniques:  Create a visual barrier at your workspace to reduce the incidence of ‘drop-in’ visits  Don’t have extra chairs in your workspace - people do not hang around as long if they must stand  For important work - move to another space so the potential interrupters can’t find you!  Tell people that you are busy, explain why and arrange to contact them at a more suitable time 30
  31. 31. The telephone can be responsible for eating vast quantities of time - control the phone by using: › Batch your external calls › Delegate calls that you don’t have to make personally to one of your team › Terminate calls once the business has been done › Set up a rotation in your team for handling incoming/outgoing calls 31
  32. 32. › Process your inbox in batches. Make it once or twice a day› Read it, answer it› Keep it short› Clean your inbox creating folder by person or department. 32
  33. 33.  Develop plans – daily, weekly, monthly, annual, Note all deadline on your plans Make a “to do” list daily Prioritize and reprioritize your daily list Work on your top priorities first. Eat the Frog! 33
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