Time Management - PGN Workshop


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Presented by Lance Whitworth on 22nd July 2008

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  • Provide some CONTENT OVERVIEW The session is largely aimed at those with a basic understanding of effective time management tools and techniques. The first step is to reflect on your own time management habits. Do you tend to “Put out fires” and specialise in managing crises rather than look to the long-term and plan for the future? Time Management is largely a state of mind – there is no quick fix or secret recipe. Time Management is about common-sense, but with the phone ringing, emails backing up, the Blackberry relentless after hours, and people dropping by for a chat, its easy to lose sight of the real goals. Each person’s commitments and responsibilities are different so some of the time management techniques discussed today will work for you, whilst others will not. There is no secret bag of tricks. Strategies work for different people Question : What are some of the Time Eaters common in the work place? Response: meetings, phone/mobiles, email, crises, f2f drop ins, procrastination, unclear starting point
  • Time Management - PGN Workshop

    1. 1. Time Management
    2. 2. Why don’t we manage time well? <ul><li>Interruptions </li></ul><ul><li>We weren’t taught how too </li></ul><ul><li>There is no right way </li></ul><ul><li>Individuals work differently </li></ul><ul><li>Time Management is habit not discipline </li></ul>
    3. 3. What is time? <ul><li>Parkinson’s Law </li></ul><ul><ul><li>&quot;work expands to fill the time available.&quot; </li></ul></ul><ul><ul><li>As an individual's income rises, their costs of living and lifestyle increase to meet their income level </li></ul></ul><ul><li>“… the challenge is not to manage time, but to manage ourselves.” S. Covey: 7 Habits of Highly Effective People </li></ul>
    4. 4. Busy-ness vs. Effectiveness <ul><li>Being busy does not automatically imply productive and effective work habits </li></ul><ul><li>We can be busy doing the wrong things! </li></ul>
    5. 5. <ul><li>URGENT TASKS: </li></ul><ul><li>Reactive tasks </li></ul><ul><li>Generally shorter in time commitment </li></ul><ul><li>Provide instant gratification </li></ul><ul><li>Quicker ROI </li></ul><ul><li>Routine & Administrative </li></ul><ul><li>IMPORTANT TASKS </li></ul><ul><li>Generally longer in time commitment </li></ul><ul><li>Relate to results, contribute to your mission, values & high priority goals </li></ul><ul><li>Take planning & deeper level of thought and creativity </li></ul>NOT I MPORTANT NOT URGENT URGENT I MPORTANT
    6. 6. Time Management Matrix
    7. 7. Goals – crystal clear or clear as mud? <ul><li>Set Goals </li></ul><ul><li>Align Goals </li></ul><ul><ul><li>Company, Business Unit, Personal </li></ul></ul><ul><ul><li>&quot;Our company's mission is to __. My department's contribution to that goal is to __. And my part in this effort is to __.&quot; </li></ul></ul><ul><li>Prioritise Goals </li></ul>
    8. 8. Communicating expectations <ul><li>Effective communicators = effective time managers </li></ul><ul><li>Misaligned task expectation/s leads to re-doing tasks </li></ul><ul><li>Get clear directions on your Mgr’s preferences </li></ul><ul><li>Respect your supervisor's time constraints </li></ul>
    9. 9. Setting Tasks <ul><li>AIMS </li></ul><ul><ul><li>Action Centred – objectives begin with a verb </li></ul></ul><ul><ul><li>Incremental </li></ul></ul><ul><ul><li>Measurable </li></ul></ul><ul><ul><li>Scheduled </li></ul></ul>
    10. 10. AIMS Scheduled <ul><li>Presentation slides, Facilitator notes and handouts to be finalised by July 18 </li></ul>Measurable <ul><li>60 minute presentation </li></ul><ul><li>Printed handouts/reference materials for 45 participants </li></ul>Action-centred & Incremental <ul><li>Set Learning Objectives for Time Management training session </li></ul><ul><li>Locate relevant resources to assist with content development </li></ul><ul><li>Assemble audio visual resources relevant to the topic </li></ul><ul><li>Book Facility & Catering </li></ul>Prepare Time Management Presentation
    11. 11. Multitasking / Task Switching <ul><li>Multitasking – Research suggests </li></ul><ul><ul><li>human brain can't switch b/w tasks quickly without a ''warm-up period'' in-between </li></ul></ul><ul><ul><li>performing tasks simultaneously such as reading & listening leads to cognitive overload and loss of focus </li></ul></ul><ul><li>Task-switching </li></ul><ul><ul><li>flitting b/w functions & tasks </li></ul></ul><ul><ul><li>brain is pushing pause and play buttons </li></ul></ul><ul><ul><li>Combine like activities to increase productivity </li></ul></ul>
    12. 12. Scheduling <ul><li>Batching </li></ul><ul><li>Planning </li></ul><ul><ul><li>“ If you spend half your time planning, you will get it done twice as fast” - German Proverb </li></ul></ul><ul><li>Don’t over-commit “Under promise, over deliver” </li></ul><ul><li>Saying No </li></ul><ul><li>To Travel or not to travel? Webex Carbon Calculator </li></ul><ul><li>Buffering </li></ul><ul><li>Energy levels </li></ul>
    13. 13. Work/Life Balance <ul><li>Don’t skip Breakfast - A potent energy providers </li></ul><ul><ul><ul><li>Determines mood </li></ul></ul></ul><ul><ul><ul><li>Productivity/Energy </li></ul></ul></ul><ul><li>Don’t skip Lunch </li></ul><ul><ul><ul><li>Exaggerate the body’s stress responses </li></ul></ul></ul><ul><ul><ul><li>Can lead to digestive problems </li></ul></ul></ul><ul><ul><ul><li>Cause tiredness, lethargy, limited cognitive ability, and damage to motor skills and eye health </li></ul></ul></ul><ul><li>Lunchtime exercise - Research suggests </li></ul><ul><ul><ul><li>Employees more tolerant & forgiving </li></ul></ul></ul><ul><ul><ul><li>Work performance consistently higher, better time management and improved mental sharpness </li></ul></ul></ul><ul><ul><ul><li>Increase employee moral & productivity </li></ul></ul></ul><ul><ul><ul><li>Decrease in absenteeism </li></ul></ul></ul>
    14. 14. Inbox – Microsoft Outlook <ul><li>Set specific times to check & respond to e-mail </li></ul><ul><li>Remove yourself from mailing lists that offer no value </li></ul><ul><li>Setup an RSS feed aggregator to reduce correspondence www.netvibes.com </li></ul><ul><li>Setup rules to direct emails into specific folders </li></ul><ul><ul><li>Tools > Rules and Alerts > New Rule > Step 2: People & Distribution List > select name > specify folder for mail delivery > Finish </li></ul></ul>
    15. 15. Inbox – Microsoft Outlook <ul><li>Colour code emails for prompt recognition </li></ul><ul><ul><li>Tools > Organize > Using Colours </li></ul></ul><ul><li>Remove audio & visual email notifications </li></ul><ul><ul><li>Tools > Options > Preferences > Email Options > Advanced Email Options </li></ul></ul><ul><li>Setup Distribution lists </li></ul><ul><ul><li>Contacts > New > Actions > New Distribution List > Select Members </li></ul></ul><ul><li>Dedicate time to manage your inbox </li></ul>
    16. 16. Calendar & Task List <ul><li>Running an Outlook calendar & paper diary </li></ul><ul><li>Synchronise PDA/Mobile to Outlook </li></ul><ul><li>Plan ahead: Year-in-a-view calendars </li></ul><ul><li>Drag & Drop email into Outlook Calendar/Tasks </li></ul><ul><ul><ul><li>Maintains clutter free Inbox </li></ul></ul></ul><ul><li>Use Outlook Tasks as your To-Do List tool </li></ul><ul><ul><ul><li>Setup categories </li></ul></ul></ul>
    17. 17. Other Time Savers <ul><li>Saving files to the desktop </li></ul><ul><ul><li>Save files to the server </li></ul></ul><ul><ul><li>Create shortcuts on desktop </li></ul></ul><ul><li>START > DOCUMENTS </li></ul><ul><li>Social Bookmarking: www.delicious.com </li></ul><ul><ul><ul><li>Bookmarks/Favourites can be accessed from any internet ready computer </li></ul></ul></ul>
    18. 18. Further Development <ul><li>PB University Learning Portal </li></ul><ul><ul><li>Time Management – Harvard Mgt. </li></ul></ul><ul><ul><li>Techniques for better Time Mgt. </li></ul></ul><ul><ul><li>It’s about time </li></ul></ul><ul><li>Further Reading </li></ul><ul><li>Self-Assessment </li></ul><ul><li>Time Log </li></ul>