If you are having trouble with time management issues, here is a zero to hero guide that will ensure you never have that problem again

1. A time management story...
How to get the most out of
your time by following this
simple plan!
Sean Fletcher
Principal Consultant

2. Agenda
❖ Introduction
❖ The Strategy:
❖ Compile the list
❖ Prioritise the list
❖ Plot the list
❖ What's left?
❖ The end - not quite

3. The story begins...
Introduction
There is nothing worse than
feeling that your life is out of
control...

4. Introduction
In particular, it feels like you
have no control over your
time - every one wants a
piece of you, deadlines are
fast approaching, and your
work/life balance is zip...

5. Introduction
Truthfully, there is a better
way to move forward and
become more productive.
Just by implementing one
single time management
strategy you’ll be guaranteed
to make a breakthrough to
your every day routine.

6. Read on...
The Strategy
The first step is simple...

7. Step One: Compile the List
Compile a list of every thing
you believe you need to do...

8. Tip!
When compiling the list, use
what you feel comfortable with:
❖ Whiteboard it;
❖ Craft it on paper;
❖ Brainstorm it on an App;
❖ Use a spreadsheet...

9. The End Result
My Time
Write Blog
Review
Contracts
Project 1
Project 2
Sign Accounts
Strategy Time
Staff Meeting
Review Week
Execute Key
Documents
Client
Meeting 1
Client
Meeting 2
Review Board
Agenda
Gardening
Pick up Kids
See Mum
and Dad
Dinner With
Friends
Update Social
Media
Review Emails
Read Journals
Family Dinner Car Service
Pay Bills
Research
Family Tree
Re-arrange
Lounge
P&C Meeting
Go to the
Cinema
Free Time?Purchase New
Books

10. Step Two: Prioritise the List
Work out your "High,
Medium and Low"
Priorities...
How?

11. Sidebar: What is a Priority!
A priority is generally something
that is actioned according to its
ranking e.g. high, medium or low
A priority consists of two parts:
• Level of urgency
• Level of importance
The two parts when multiplied
together indicate the level of
priority for the matter concerned

12. The Range
To work out, or set the range
for each of the priority levels
(high, medium, low) use a
5 x 5 combination or matrix
based on the Lickert Scale

13. Sidebar: The Lickert Scale!
Response Corresponding Rating
Strongly agree 5
Agree 4
Neutral
(50/50)
3
Disagree 2
Strongly disagree 1
The Lickert
Scale is used
to seek
feedback on
how a person
feels in
response to
criteria listed
for assessment

14. Calculate the 5 x 5 Map
1 2 3 4 5
5 5 10 15 20 25
4 4 8 12 16 20
3 3 6 9 12 15
2 2 4 6 8 10
1 1 2 3 4 5
Urgent
Important
The 5x 5 Map
is similar in
construction
to a risk heat
map and
looks like this

15. Set the Range!
Priority Description Range
High (H) Must be done 20 - 25
Medium (M) Should be done 10 - 19
Low (L)
Not required to
be done
1 - 9
The spread of
the numbers
listed in the
range for each
priority type
can be varied
to reflect your
particular
circumstances

16. Apply the Range
Remember: a priority is determined by
the level of urgency multiplied (x) by the
level of importance to achieve its value
Once the value is determined, see if it is
high, medium or low by comparing the
value to the range for each type of
priority
So, if the task Review Draft Contracts had
a value of 25 (urgency of 5 x importance
of 5), it can be seen that this value falls
within the high priority range 20 - 25

17. This is What it Looks Like
Item Urgency Importance Total H,M,L
Review Draft
Contracts
5 X 5 25 H
Develop Blog 4 X 5 20 H
Staff Meeting 5 X 5 25 H
Review Week 5 X 3 15 M
Project 1 4 X 5 20 H
Project 2 4 X 5 20 H
Visit Mum & Dad 4 X 5 20 H
Family Dinner 4 X 5 20 H
Gardening 1 X 2 2 L
P&C Meeting 3 X 4 12 M
Sign Accounts 2 X 5 10 M
Review Emails 3 X 3 9 L
Client Meeting 1 4 X 4 16 M
Client Meeting 2 4 X 4 16 M
Item Urgency Importance Total H,M,L
Execute Key
Documents
5 X 5 25 H
Review Social Media 2 X 4 8 L
Friend's Dinner 5 X 5 25 H
Go to the Cinema 3 X 4 12 M
Strategy Time 4 X 5 20 H
Review Board Agenda 4 X 5 20 H
Pay Bills 2 X 3 6 L
Re-arrange
Loungeroom
1 X 5 5 L
Pickup Kids 4 X 5 20 H
Free Time 4 X 5 20 H
Car Service 1 X 5 5 L
Read Journals 1 X 5 5 L
Review Family Tree 1 X 5 5 L
Purchase New Books 2 X 4 8 L

18. Step Three: Plot the List
Remove the low priority
items from the list...

19. Tip!
❖ By removing the low priority
items, you will substantially
reduce your list
❖ Also, low priority items can be
a distraction and chew up
valuable time and resources
❖ Psst... Some of you were never,
ever, going to do the low
priority items anyway, so ditch
them...

20. Use a Planner
❖ Place your priorities on a
planner
❖ The planner you use is up to
you: a week, fortnight, month
or year
❖ We find that a fortnightly
planner works best
❖ The planner can be a diary,
calendar, paper based,
electronic and so on

21. Plot the High Priorities
On the planner, plot when
you can do the high priority
tasks...

22. Plot Monday - Friday
Allocate the high
priorities across each
day of the week,
fortnight, or month
Break larger tasks
down and allocate
them across a
number of days
Colour coding tasks
can provide an
overview at a glance

23. Plot the Medium Priorities
On the same planner, plot
when you can do the
medium priority tasks...

24. Tip!
❖ Remember to build in free
time in your planner!

25. The Finished Week
This method allows
short tasks to be
undertaken when
time allows:
• Due to a key task
finishing earlier than
anticipated; or
• There has been a
change in priorities
Key Tip!
Emails should only be
accessed no more than
three times a day

26. What to do next...
What's left?
The weekends!
The weekends are yours to:
• Relax
• Go out
• See friends
• Chill with the family
• Read a book
• Watch TV...

27. About the Author
• Sean Fletcher is the Principal
Consultant at Strategic Teams
based in Perth, Western
Australia
• He is also a training
consultant with WALGA and a
former local government CEO
• Sean holds qualifications in
management, and regional
development. He is also a
member of the LGMA.

28. What to do next...
The end!
Well not quite...
Visit us at: Strategic Teams
Review these resources:
Andrew Jensen: When is the best time to conduct important
business
Businessballs: time management techniques and systems
Images in this presentation are courtesy of:
• iosphere @ freedigitalphotos.net (slides 2-8, 10-12, 16, 18-20, 26)
• nongpimmy @ freedigitalphotos.net (slide 23)
• photostock @ freedigitalphotos.net (slide 21)
• Stuart Miles @ freedigitalphotos.net (slide 24)