© Whizlabswww.whizlabs.com
How To Effectively Manage
Your Time In Getting IT DONE!
Presenter: Simone M. Yarber, PMP
Wednes...
© Whizlabswww.whizlabs.com
Agenda
• 1 - Plan: What is the goal? What needs to be
done?
• 2 - Do: What can you start doing,...
© Whizlabswww.whizlabs.com
1 – Plan
• What is the goal? What needs to be done?
– Determine what you are trying to accompli...
© Whizlabswww.whizlabs.com
Examples: To Do List / Priorities
© Whizlabswww.whizlabs.com
Examples: Time Log
© Whizlabswww.whizlabs.com
2 – Do
• What can you start doing, right now?
– Don’t overwhelm yourself. Have balance.
Relax &...
© Whizlabswww.whizlabs.com
Examples: Outlook Calendar
© Whizlabswww.whizlabs.com
Examples: Outlook Task list
© Whizlabswww.whizlabs.com
Get “SMART” with Time!
Goals we set should be “SMART”, which is
Simple, Measurable, Attainable,...
© Whizlabswww.whizlabs.com
Some of the ways to be “SMART” with Time include:
• To-do list
• Goal setting
• Be proactive
• ...
© Whizlabswww.whizlabs.com
Let us look at each of these in detail
To-do list
A to-do list is a standard tool in time
manag...
© Whizlabswww.whizlabs.com
© Whizlabswww.whizlabs.com
• Effective time management is learning to say NO to tasks in
categories 3 and 4 to make more t...
© Whizlabswww.whizlabs.com
So… if you still have to do those cat 3&4 jobs, then:
– Set some time apart everyday to do such...
© Whizlabswww.whizlabs.com
Goal setting:
• Set rational specific short-term goals – short-term could
be a week, a day or e...
© Whizlabswww.whizlabs.com
Goal setting:
• Once the goals are set, GO for it
• Deviate only if the basic premise (circumst...
© Whizlabswww.whizlabs.com
Be proactive:
• Get proactive in your discussions.
• Ask questions if you are uncertain. Make s...
© Whizlabswww.whizlabs.com
Understanding others:
• Extremely important in your job
• Thoroughly understand the expectation...
© Whizlabswww.whizlabs.com
Improving Yourself:
Do a SWOT analysis of yourself
S – Strength
W– Weakness
O – Opportunity
T –...
© Whizlabswww.whizlabs.com
How do you do a SWOT of yourself?
Strengths:
• What advantages do you have?
• What do you do we...
© Whizlabswww.whizlabs.com
Weaknesses:
• What could you improve?
• What do you do badly?
• What should you avoid?
• Are yo...
© Whizlabswww.whizlabs.com
Threats:
• What obstacles do you face?
• Are the required specifications for your job changing?...
© Whizlabswww.whizlabs.com
• Chalk out a strategy to overcome your W’s and T’s.
• Constantly work towards improvement
• It...
© Whizlabswww.whizlabs.com
• Carrying out a personal SWOT Analysis is an important
step in finding life and career directi...
© Whizlabswww.whizlabs.com
3 - Check
• Is it working for you?
– You can monitor and track your
progress by simply crossing...
© Whizlabswww.whizlabs.com
4 - Act
• If it’s working out, great! Stabilize what works and
focus on achieving top prioritie...
© Whizlabswww.whizlabs.com
Additional tips
• Work hard / Play hard. Make time to enjoy yourself.
• Be flexible and relax. ...
© Whizlabswww.whizlabs.com
Thank You 
© Whizlabswww.whizlabs.com
Connect.
• My Webpage: about.me/yarber
• LinkedIn: linkedin.com/in/yarber/
(referrals welcome)
...
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How To Effectively Manage Your Time In Getting It Done - PMP Webinar

  1. 1. © Whizlabswww.whizlabs.com How To Effectively Manage Your Time In Getting IT DONE! Presenter: Simone M. Yarber, PMP Wednesday, February 26, 2014 2:00 PM - 3:00 PM EST
  2. 2. © Whizlabswww.whizlabs.com Agenda • 1 - Plan: What is the goal? What needs to be done? • 2 - Do: What can you start doing, right now? • 3 - Check: Is it working for you? • 4 - Act: If it's working out, great! Stabilize what works and focus on achieving top priorities, first. If it's not working, re-plan.
  3. 3. © Whizlabswww.whizlabs.com 1 – Plan • What is the goal? What needs to be done? – Determine what you are trying to accomplish & when you want to have them done • Write down the goals & make a list of tasks – Prioritize the list • Rank the tasks • Include due dates (when?)
  4. 4. © Whizlabswww.whizlabs.com Examples: To Do List / Priorities
  5. 5. © Whizlabswww.whizlabs.com Examples: Time Log
  6. 6. © Whizlabswww.whizlabs.com 2 – Do • What can you start doing, right now? – Don’t overwhelm yourself. Have balance. Relax & start working on tasks that are due, FIRST. Focus on starting the most important tasks FIRST. – Schedule your work. Use your calendar to allot scheduled increments of time to work on tasks. • Be sure to give yourself breaks to clear your mind & refocus. • A great tool to download to remind you to take breaks is www.workrave.org (note: there are many others too)
  7. 7. © Whizlabswww.whizlabs.com Examples: Outlook Calendar
  8. 8. © Whizlabswww.whizlabs.com Examples: Outlook Task list
  9. 9. © Whizlabswww.whizlabs.com Get “SMART” with Time! Goals we set should be “SMART”, which is Simple, Measurable, Attainable, Relevant, and Time bound 2 – Do: Get “SMART” with Time
  10. 10. © Whizlabswww.whizlabs.com Some of the ways to be “SMART” with Time include: • To-do list • Goal setting • Be proactive • Priorities • Understanding others • Improving yourself 2 – Do: Get “SMART” with Time
  11. 11. © Whizlabswww.whizlabs.com Let us look at each of these in detail To-do list A to-do list is a standard tool in time management. It usually is a flat list of tasks that a person needs to complete. To increase the efficiency of the ordinary to-do list, prioritize the tasks in four different categories: 1. important and urgent, 2. important and not urgent, 3. not important and urgent, 4. not important and not urgent. 2 – Do: Get “SMART” with Time
  12. 12. © Whizlabswww.whizlabs.com
  13. 13. © Whizlabswww.whizlabs.com • Effective time management is learning to say NO to tasks in categories 3 and 4 to make more time for tasks in categories 1 and 2. • Freeing yourself from doing the unimportant tasks leaves more time to focus on the important matters. • Hence PRIORITIZE your tasks and LEARN to SAY NO to certain tasks • But if You still need to do those under cat 3&4, then how to proceed? 2 – Do: Get “SMART” with Time
  14. 14. © Whizlabswww.whizlabs.com So… if you still have to do those cat 3&4 jobs, then: – Set some time apart everyday to do such things (say evening 5 to 5:30?) – Prioritize even those cat 3&4 jobs before doing it. – Determine if you can Delegate them to your subordinates – Do not get immersed in these tasks just because the some wants it! PRIORITIZE. 2 – Do: Get “SMART” with Time
  15. 15. © Whizlabswww.whizlabs.com Goal setting: • Set rational specific short-term goals – short-term could be a week, a day or even an hour. • Set Directional Goals – general direction for long term –Example: say “in one year I should be the PMO Director”. This directional goal should answer a question you have to ask yourself – “What do I want to be 3 years from now?” 2 – Do: Get “SMART” with Time
  16. 16. © Whizlabswww.whizlabs.com Goal setting: • Once the goals are set, GO for it • Deviate only if the basic premise (circumstances) change • Prioritize your tasks based on the goals • Set apart some time everyday for your Directional Goals 2 – Do: Get “SMART” with Time
  17. 17. © Whizlabswww.whizlabs.com Be proactive: • Get proactive in your discussions. • Ask questions if you are uncertain. Make sure they explain it to you. • Then PRIORITIZE the work. 2 – Do: Get “SMART” with Time
  18. 18. © Whizlabswww.whizlabs.com Understanding others: • Extremely important in your job • Thoroughly understand the expectations. • Ask, clarify, ask again (if you are not clear) before you start the job. 2 – Do: Get “SMART” with Time
  19. 19. © Whizlabswww.whizlabs.com Improving Yourself: Do a SWOT analysis of yourself S – Strength W– Weakness O – Opportunity T – Threats 2 – Do: Get “SMART” with Time
  20. 20. © Whizlabswww.whizlabs.com How do you do a SWOT of yourself? Strengths: • What advantages do you have? • What do you do well? • What relevant resources do you have access to? • What do other people see as your strengths? 2 – Do: Get “SMART” with Time
  21. 21. © Whizlabswww.whizlabs.com Weaknesses: • What could you improve? • What do you do badly? • What should you avoid? • Are you not qualified fully for the future opportunities? Opportunities: • Where are the good opportunities facing you? • What are the interesting trends you are aware of? 2 – Do: Get “SMART” with Time
  22. 22. © Whizlabswww.whizlabs.com Threats: • What obstacles do you face? • Are the required specifications for your job changing? • Is changing technology threatening your position? • Could any of your weaknesses seriously threaten your job? • Is there any threat to you which will force you not to take the “Opportunity” when it comes along? 2 – Do: Get “SMART” with Time
  23. 23. © Whizlabswww.whizlabs.com • Chalk out a strategy to overcome your W’s and T’s. • Constantly work towards improvement • It has to be an Everyday affair, not to be accumulated for a week and done at the end of the week. • Put little bit of time apart EVERYDAY for this and You will see the improvement for Yourself very fast 2 – Do: Get “SMART” with Time
  24. 24. © Whizlabswww.whizlabs.com • Carrying out a personal SWOT Analysis is an important step in finding life and career direction. • Working towards minimizing your W’s and T’s is the next most important step. • Remember that improvement is an EVERYDAY affair! We should seek to be continuously improving. 2 – Do: Get “SMART” with Time
  25. 25. © Whizlabswww.whizlabs.com 3 - Check • Is it working for you? – You can monitor and track your progress by simply crossing them off of your checklist as tasks are completed. – This will give you a feeling of relief & accomplishment. It will help you to determine if your plans worked. – Don’t forget to reward yourself for getting it done!
  26. 26. © Whizlabswww.whizlabs.com 4 - Act • If it’s working out, great! Stabilize what works and focus on achieving top priorities, first. • If it’s NOT working, re-plan. • We can’t win it all. Accept failure & try again. – Reassess, Update, or Eliminate your list. – Find an “extra hour” in the day • Wake up earlier, stay up later • Delegate and distribute tasks • Make quick decisions • Ask yourself: “Is it my problem?” If not, learn to say NO politely – Use technology. There are lots of mobile technology apps that help you manage your tasks.
  27. 27. © Whizlabswww.whizlabs.com Additional tips • Work hard / Play hard. Make time to enjoy yourself. • Be flexible and relax. Expect the unexpected. • Get a goodnight sleep every night. – at least 6-8hours/night (to stay high functioning during the day) • Your checklist doesn’t need to be complex. It can be as simple as a list of to-do’s for the day or week. It can be as complicated as a spreadsheet with linked tables and calendars. Choose the most appropriate method. • Be aware of time wasters! Try not to spend too much time on irrelevant tasks. • Don’t spread yourself too thin. Be realistic. Be practical. • Give yourself time in between tasks for random happenings (ie: phone calls, rest room breaks, immediate interruptions, etc ) • Take advantage of delays and small gaps of “wait time”. Use that time to get something done!
  28. 28. © Whizlabswww.whizlabs.com Thank You 
  29. 29. © Whizlabswww.whizlabs.com Connect. • My Webpage: about.me/yarber • LinkedIn: linkedin.com/in/yarber/ (referrals welcome) • @SimoneMYarber on Twitter
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