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Time Management Eng

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  • Transcript

    • 1. Time management Understanding ourselves
    • 2. Introduction
      • This presentation has been created for time-management training for a small company
        • With mostly female staff 
      • It’s purpose was more to arise discussion and thoughts, then to actually teach
      • However, you might find some thoughts useful for yourself. That’s why I’m sharing it.
    • 3. Question №1: What is time ?
      • Time (together with space) is a continuous quantity, an a priori attribute of the universe. Time is not determinable.
      • As a basis for measurement we take the sequence of events, about which it is true that events happen at equal intervals, i.e. this sequence is periodical
      • The speed of time course does not depend on anything, therefore it is invariable , i.e. constant
    • 4. Question №2: why then people do not concur with each other ? Time is the same for everyone . We just percept it differently . What works for one, does not necessarily work for another .
    • 5. We are all different
      • These two can adore each other, but never coincide in their time
        • He has a fixed schedule: when, how long, till what time
        • She is “5 min for friendly chat with colleague, 5 min for a cup of coffee, 10 min for Internet, oh is it lunch time already?”
      • They won’t come together till they understand what is time for the other one
    • 6. First steps of managing your time:
      • Understand how you perceive it.
      • Understand how others perceive it
        • Especially your boss
      • Understand what you have to do for these two perceptions would not conflict
    • 7. Some more questions :
      • How do you speak about time ?
        • « Time has been lost »
        • « Time has passed »
        • « Time has run away »
        • … ?
      • How do you imagine time ?
        • As a vector
        • As a continuum
        • As landmarks
        • ...?
    • 8. Something that everyone needs to understand about oneselves :
      • How to indicate the time flow
        • Create an image that you can clearly associate with it (river, music, ticking, sand, etc)
      • How to indicate thresholds in time
        • Create an image that you can clearly associate with “stops” in time (poles, pauses, figures, etc)
    • 9. What is time for you ?
    • 10. How do you measure time gaps? How do the others measure them?
      • « In the afternoon »
      • « Later in the day »
      • « After 5 »
      • « From 5 to 6 »
      • « At 17.30»
      • … ?
    • 11. Most probably by these clocks, if we are all here 
    • 12. Understanding our own perception of time we learn how to rule it
      • If time is water– you need rapids
      • If it is sand – you need fortresses
      • If it’s a run – you need start and finish
      • I.e. moments when you need to stop and think what you are doing
        • We’ll talk about it later on
    • 13. A word about our biological clock
      • What kind of bird are you?
        • Owl
        • Lark
        • Pigeon
        • … ?
      • You need to understand it for planning your day smartly
    • 14. Something that everyone needs to understand about all :
      • We all have only 8 hours of working time
        • No matter how much work you have, it must be finished within these 8 hours
      • We don’t work alone
        • Always remember that your work is needed by other people and it’s needed in time
      • You will never have an opportunity to do everything ideally , and will never know everything about your work
        • That’s why start doing at least something
        • Skills and knowledge will come
        • The main threat is not to get accostomed to doing things loosely
    • 15. Discussion
    • 16. Where do we start from and where are we going to ?
      • Two ways (not alternative, though) :
        • Learn how not to waste time
        • Learn how to use time effectively (i.e. faster)
    • 17. Not wasting time :
      • We eliminate things that distract us
      • We organise our working space
      • We do not procrastinate
    • 18. Eliminating what discracts us and “eats” our working time
      • Personal :
        • Internet
        • Personal phone calls
        • ICQ, etc
      • Working :
        • Doing unneccesary work
        • Doing not job that’s not ours
      • Personal & working :
        • « Digging » into problem
        • Going into details
    • 19. Eliminating personal issues:
      • We understand that wasting our working time on personal things, we steal from our employer , that’s why:
      • We define exact time when we can disctact and have some time for ourselves :
        • 2 times a day (e.g. morning & evening) is enough to check the private E-mail, read news, etc
      • Award yourself for courage and will
        • Resisted? Great! Do domething for yourself. Every time, every day.
    • 20. Eliminating working issues :
      • We understand that wasting our working time on things that we should not do, we steal from our ourselves , that’s why:
      • We don’t do unneccesary work:
        • Initiative is great, but only when you cope with current tasks
        • Of course if you don’t want to change your work area
      • We don’t do other people’s work :
        • Exaclty know our job description: what’s in and what’s not in
        • If someone wants you to do his / hers work, negotiate what you are going to get for it
        • Maybe it’s a step forward in your career
      • We delegate . Let other people learn.
    • 21. Eliminating personal & working issues :
      • We understand that when our big aim goes out of sight, we steal from all the rest people in the world (primarily from our client), that’s why:
      • Problems, details: dig out of them:
        • Make a pause, change place
        • Remember why and what for you are doing it
        • Tell a colleague. Telling helps us to understand it better
        • Tell someone who’s absolutely out of business. A different look may help
        • Use your best sense . If you are a visual, write it down. If you are an audial, tell it to yourself aloud. If you are a kinesthetic, create a model which you can feel *
      • Determine a clear deadline till which you have to perform this task
        • Reminders, timers, peer control – everything that helps you personally
      • We’ll talk about procrastination later on
      • * Problem solving, anyway, is a matter for a separate training.
    • 22. Organize your working space :
      • Unclutter .
        • Clutter seriously distracts attention
        • You have more temptations
        • You can’t find necessary things
      • Throw away everything that’s not about your work
        • Except 1-2 small things that “warm” you
      • Things that remind you about time flow and thresholds should be close to you
        • Clock
        • Sound timer – bzzzz!
        • Any object / effect / person able to serve as a reminder will do
    • 23. Discussion
    • 24. Learning how to use our time effectively (that 8 hours that we have):
      • Define what we should do
      • Define how much time we need for that
      • Define priorities
    • 25. Defining what we should do :
      • The main thing is to fix the to-do list
      • How and where we fix it depends on what’s easier for us to keep, remember and percept
      • Diary, mobile, PC...
        • Only don’t clutter again!
    • 26. In detail :
      • Create a list of things to do every day. Check it regularly.
        • Include everything : lunch, cigarette, pause, etc
        • The form of the list doesn’t really matter
      • Measure (practically! by clock!) how much time we need for this ot that task and fix it in your list
        • E.g. issuing an invoice - 15 min, creating a report – 3 hours, etc
        • Split big tasks into smaller ones
        • Secure more time for things that you do for the first time / for emergency
      • Check out things that are done . Praise yourself for every little success.
        • Gives you satisfaction with your own work
    • 27. Important :
      • We group our daily tasks by type
      • It helps us to save time , becasue tasks of the same type are easier to do simultaneously / serially
      • Besides, we can plan our day so that tasks that require maximum of our capabilities fall on our mental & physical activity peak
    • 28. Setting priorities :
      • Remember this :
        • Tasks can be important
        • Tasks can be urgent
        • Tasks can be urgent and important
      • Our first priority are urgent and important tasks. Second priority – urgent. Third – important. Tasks that are neither these nor that go afterwards
      • We do our daily tasks according to our priorities
    • 29. And about procrastination...
      • Reasons :
        • Perfectionism
        • Fear of complicated / unpleasant tasks
        • Lack of knowledge
        • Lack of inspiration, but it usually goes back to one of the first three
    • 30. Coping with perfectionism
      • Perfectionism is great , but it has its reverse: procrastination. When a perfectionist can’t do the job ideally, he / she most probably does nothing at all
      • How to detect:
        • You think that there can’t be unimportant details
        • You go on “polishing” the job that’s done for a long time
        • You think that you may do things irregularly, but thoroughly
        • Perfectionists are usually very strict for themselves... and other people
      • For a start it is important to do at least something at least somehow
        • When you learn to do things regularly, you’ll do it faster & better
      • Key phrase: You can’t do all things, you can’t earn all money in the world
    • 31. Remedy for perfectionism :
      • Having detected it in you, forgive yourself for having faults
      • Agree with yourself that you do things not ideally, but regularly – and quickly!
        • A room cleaned up a little every day is tidier than a room thoroughly cleaned once a month
      • Set clear deadlines for yourself. For each task you do.
      • Met the deadline? Great. Award yourself for every success. Every time, every day
      • Did not meet it? Detect the handicap . Next time you’ll do without it
      • Don’t criticise yourself for failing. Just do it next time.
    • 32. Coping with fear of complicated / unpleasant tasks
      • How to detect:
        • 1 st priority task in to-do list, but you can’t start it – you wait for the right mood / time
        • You gladly accept every other task (even not yours)
        • You do low-priority tasks all day
        • You start doing it, but immediately leave for a pause (coffee, cigarette, E-mail...)
        • As a result you do it very quickly, but loosely
      • For a start it is important to understand: you’ll have to do it anyway, so better do it now and get rid of it.
      • Key phrase : A journey of a thousand li begins with a single step
    • 33. Remedy for this fear :
      • Split the task into smaller ones .
        • Fix every small one in your to-do list
      • Understand what exactly you:
        • Can do now
        • Can’t do now (i.e. you need more information)
        • Can’t do at all (i.e. it’s not your job)
      • Perform smaller tasks every day
      • Eat the frog every morning (i.e. start your day with the most inpleasant task)
      • Start to like not this very task but your work on this task
      • Award yourself for every small success. Every time, every day
    • 34. Coping with lack of knowledge
      • How to detect:
        • You are often afraid to show that you don’t know something, being ashamed of “ignorance” or “incompetence”
        • In the best case you try to find an answer to our question by yourself
        • It can do good for you, but can also detain you, becasue you can be spending your time on re-inventing the wheel
        • In the worst case you are simply stuck
      • For a start we should remember Socrates.  No, for the start we should understand that it’s not lack of knowledge, it’s most probably lack of confidence.
      • Key phrase: It’s not a shame not to know, it’s a shame not to want to know
    • 35. Remedy for the lack of knowledge :
      • Only one: go on and learn
        • Search engines work
        • Ask the one who definitely knows
        • Demand a training, finally...
      • Asking questions is also an art :
        • When we often come with questions we do risk our reputation as specialists
        • The correct question is not “How to do it?”.
        • It is “I am not sure how to do it, but I think I should do it this way or that way, what would you recommend as the most effective?
      • An employee who arise important issues, and brings not problems but solutions has better chances for career growth.
    • 36. What if you still don’t fit into your working time?
      • Check your list again:
        • Am I doing it right?
        • Am I doing it quick enough?
        • Am I doing my job?
        • Where can I save time?
        • Can I delegate some things to others?
        • Am I wasting time anywhere?
        • Am I honest with myself?
      • If you do everything correctly, but still don’t fit, it might me high time to discuss it with your boss
    • 37. Go practice. My problem :
      • I percieve time visually. I don’t percieve it as a continuum
        • I’ve looked at my watch: 15.00. Till I have a next glance, for me it is still 15.00 !
      • I.e. I have my landmarks: figures . I have to explain to myself that time goes on .
      • I know my priorities, but I really tend to procrastinate. 
      • What would you recommend?
    • 38. How I cope with it myself ( if I do ):
      • I’m a visual . I need to see things to realise that they exist.
        • That’s why I should always have watches nearby, optimally – in front of me
      • I write reminders . Everywhere and about everything (calls, birthdays, lunch)
        • Mobile, diary, PC – everything that I regularly see or have near me
      • I ask people to remind me (especially if they want sonething from me). In written if possible
        • Peer control does not humiliate!
      • I try to eat my frogs every morning :-0
    • 39. I have not made this persentation perfect . But I’ve made it at least somehow !  Keep going...
    • 40. Discussion

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