On October 23rd, 2014, we updated our
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Flow of the session…1. Defining time management2. 10 Common Time Management Mistakes3. Time thieves and how to get rid of them4. What can you use in order to improve your time management skills? • ABC Analysis • Pareto Analysis • Eisenhower method5. Tips & Tricks (how to manage my day, how to deal with huge tasks, how to delegate, how to manage my emails, )
What is Time management?the act or process of planning andexercising conscious control over theamount of time spent on specificactivities, especially to increaseeffectiveness, efficiency or productivity.
Mistake #1. Failing to Keep a To-Do List Mistake #2. Not Setting Personal GoalsMistake #3. Not Prioritizing Mistake #4. Failing to Manage DistractionsMistake #5. Procrastination Mistake #6. Taking on too MuchMistake #7. Thriving on "Busy" Mistake #8. MultitaskingMistake #9. Not Taking Breaks Mistake #10. Ineffectively Scheduling Tasks
• Facebook, Twitter, Skype… • Chats and forums • Internet browsingWhat is a • Long and/or ineffective meetingstime thief? • Interrupting co-workers • Phone calls • Too many emails • Bad planning • Inability to delegate • The guy who always says YES
Which are your time thieves?
How could you get rid of the time thieves?• Facebook, Twitter, Skype… & Chats and forums & Internet browsing • SOLUTION – set a time when you check everything and except that time stay away from these channels. Time flies here and then you will start to panic because you don’t have time to finish your tasks• Long and/or ineffective meetings • SOLUTION – set from the beginning a clear outcome of the meeting and a clear agenda. A very good idea, when you have team meetings if also to assign some roles in the team: • Time keeper – that will let you know how much time you still have to discuss different subjects (based on the agenda set before) • Output keeper – that will note down the discussion points and main decisions taken • Meeting leaders – who runs the meeting and has the overview on where you need to get• Interrupting co-workers • SOLUTION – ask people in specific times not to disturb you (have a do not disturb sign)• Phone calls & Too many emails • SOLUTION – set a specific time when you answer all these emails and calls (except urgent ones of course). Stop checking your email every 5 minutes• Bad planning • SOLUTION – work constantly on improving your planning by tracking your daily schedule and how you managed the time that you had.• Inability to delegate • SOLUTION – don’t do everything yourself. Delegate so that others can also learn how to do certain things.• The guy who always says YES • SOLUTION –Think about your time availability, if you actually need to take on another task
Useful tools to use in your time management
ABC AnalysisAn analysis of a range of items that have different levels of significanceand should be handled or controlled differently.The items are are grouped into three categories (A, B, and C) in order oftheir estimated importance.A – Tasks that are perceived as being urgent and important,B – Tasks that are important but not urgent,C – Tasks that are neither urgent nor important.
Pareto Analysis Pareto Analysis is a simple technique for prioritizing possible changes by identifying the problems that will be resolved by making these changes. By using this approach, you can prioritize the individual changes that will most improve the situation. Pareto Analysis uses the Pareto Principle – also known as the "80/20 Rule" 20% generates 80% of theof the actual work results. Makes you thing about what are the really relevant things that will bring you the best results, doesn’t it?
Eisenhower MethodThe Eisenhower Method is a prioritizationframework that is very effective by categorizingtasks in a very straightforward manner.It is derived from a quote supposedly attributedto Dwight D. Eisenhower:“What is important is seldom urgent and whatis urgent is seldom important.”
Urgent/Important MatrixHigh Preparation/ Crisis Planning Pressing problems Relationship Building DDL -driven projects True recreation Medical emergency Importance New opportunities Junk mail Interruptions Some phone Phone calls messages/email MeetingsLow Time-thieves Requests Internet “Pressing” matters Pleasant activities Popular activities Low High Urgency
Urgent/Important MatrixHigh Preparation/ Crisis Planning Pressing problems Relationship Building DDL -driven projects True recreation Medical emergency Importance New opportunities Necessity Junk mail Interruptions Some phone Phone calls messages/email MeetingsLow Time-thieves Requests Internet “Pressing” matters Pleasant activities Waste Popular activities Deception Low High Urgency
Tips & Tricks
Managing my daily schedule How do you do that?
Take time to plan ahead. Schedule. Plan at multiple levels (school, work, free time, etc)Allocate all the things on your To-do list toTrack your day so you can constantly improve your time management.
What should I do if…• The task is very big.• The task is very important.• I don’t know where to start from.• A difficult decision has to be made.• Something unpleasant has to do with it
Eat the ELEPHANT ? The elephant technique is a useful and helpful time management technique. Complex projects/tasks can be broken down into bite size chunks.
Managing my daily schedule How do you do that?
Delegating effectively… • What has to be done? (content) • Should I do it by myself? (priority) • If not, who has to do it? (person) • Why should (s)he do it? (motivation, objective) • How does (s)he have to do it? (range, details) • Until when does (s)he have to do it? (timeline) • How will I control the fulfilment? (milestones, evaluation) Don’t forget to control and evaluate the status of delegated tasks and to follow-up.
Delegating effectively… • Treat your people well. • Challenge your people. • Give your people a goal, not procedures. • Tell the importance of each task. • Communicate clearly. • Be specific: -- Give a specific thing to do -- Set a specific date and time -- Specific penalty / reward
How should I manage my emails?
Email is not your to-do list!• Filter emails through your key areas (example – school, AIESEC EB, AIESEC GIP ICX, Free time, etc)• Use Gmail Labels• Only handle it once (OHIO). Inbox “zero”. Reply. Delete. Forward. Schedule reply (don’t put it into your never-ending To-do list!!!).
Managing e-mails• Don’t send an email to (5) people!• If there is no reply within 48 hours – chase people!• Schedule email times (3-4 times per day)• Check and respond to email at low-productivity times• Keep your email program closed (damn difficult!)• If you are reading emails, you are NOT on vacation!
Managing meetings• Filter meetings with other people through your key areas• Learn to say NO.• Manage people interrupting.• Close your door. Use a sign for your office door• Use headphones (You don’t have to be listening to music!)• Once you have a meeting, conduct it effectively.
Managing my environments• Keep your desk clean and organized.• Get rid of paper piles you’ll never come to read. A file system is essential.• Use labels for hard copy documents.• Arrange facilities conveniently (phone, printer, book shelves etc).• Keep your Desktop clean.• Structure your files and folders according to key areas.
What did you learn?What can you do starting todayso that you can improve yourtime management?