For People Who Never Seem to Have Enough Time
Time Mastery &Time Mastery &
Personal Effectiveness WorkshopPersonal Effecti...
OH-2
Power Link Dynamics –
Seminar PurposeSeminar Purpose
Identify ways that you use time effectively
and ineffectively.
D...
OH-3
Power Link Dynamics –
BenefitsBenefits
Time Management can:
Help you increase your productivity on
the job and at hom...
OH-4
Power Link Dynamics –
Today’s AgendaToday’s Agenda
 Introductions
 Fundamentals of Balance & Success
 Winning Atti...
OH-5
Power Link Dynamics –
IntroductionsIntroductions
 Name
 Job/position
Complete the sentence:
 One reason time is wa...
OH-6
Power Link Dynamics –
Key to Time ManagementKey to Time Management
Question:
 What is the key to good time
managemen...
OH-7
Power Link Dynamics –
Good Habits = Good ResultsGood Habits = Good Results
Worth Remembering …
“Our habits may contro...
OH-8
Power Link Dynamics –
1. Introductions
2. Getting Started
Seminar AgendaSeminar Agenda
OH-9
Power Link Dynamics –
You Can ChangeYou Can Change
C = Commit to a new beginning
H = Habits – out with the old start ...
OH-10
Power Link Dynamics –
Seminar AgendaSeminar Agenda
1. Introductions
2. Getting Started
3. Improving Attitudes
OH-11
Power Link Dynamics –
Attitude is EverythingAttitude is Everything
Worth Remembering …
“Everything can be taken away...
OH-12
Power Link Dynamics –
AttitudesAttitudes
“Our ability to control
our time is related to
our attitude toward
controll...
OH-13
Power Link Dynamics –
Take ControlTake Control
“Worth Remembering …
“The more we believe we CAN control, the
more we...
OH-14
Power Link Dynamics –
Positive Attitude ProverbPositive Attitude Proverb
“Plant a thought, harvest an act.
Plant an ...
OH-15
Power Link Dynamics –
Seminar AgendaSeminar Agenda
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Set...
OH-16
Power Link Dynamics –
Setting GoalsSetting Goals
Question:
 Do you write a “To Do” list of what you
hope to accompl...
OH-17
Power Link Dynamics –
GoalsGoals
Specific
Measurable
Achievable
Realistic
Timed
…and Written
“Well-developed
goals a...
OH-18
Power Link Dynamics –
Goals WorksheetGoals Worksheet
OH-19
Power Link Dynamics –
Sample Project RecordSample Project Record
OH-20
Power Link Dynamics –
Short vs. Long Range GoalsShort vs. Long Range Goals
 Short-range projects are those that nee...
OH-21
Power Link Dynamics –
Aspects of LifeAspects of Life
Family
Spiritual
Career
Social
Personal
Health
Wealth
Leisure
OH-22
Power Link Dynamics –
Time is LifeTime is Life
Worth Remembering …
“I thought 24/7 was a new kind of
convenience sto...
OH-23
Power Link Dynamics –
Personal GoalsPersonal Goals
Question:
 Do you have a personal life plan?
 Where do you see ...
OH-24
Power Link Dynamics –
Seminar AgendaSeminar Agenda
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Set...
OH-25
Power Link Dynamics –
Chinese ProverbChinese Proverb
Worth Remembering …
“Besides the noble art of getting things
do...
OH-26
Power Link Dynamics –
Establishing PrioritiesEstablishing Priorities
Question:
 Why do you do what you do when you ...
OH-27
Power Link Dynamics –
Establishing PrioritiesEstablishing Priorities
Question:
 List the 3 most important things in...
OH-28
Power Link Dynamics –
Time is LifeTime is Life
Worth Remembering …
“We all have the same amount of hours in a
week. ...
OH-29
Power Link Dynamics –
UU
RR
GG
EE
NN
TT
IMPORTANTIMPORTANT
Crisis
Trivial
Work
Work
to Do
Time-
Wasting
Work
YES
YES...
OH-30
Power Link Dynamics –
Important Things Are?Important Things Are?
 Important things are those that contribute
signif...
OH-31
Power Link Dynamics –
Urgent Things AreUrgent Things Are
 Urgent things have short term
consequences. They must be ...
OH-32
Power Link Dynamics –
Importance over UrgencyImportance over Urgency
Worth Remembering …
“Just because something is ...
OH-33
Power Link Dynamics –
Saying “No”Saying “No”
“You may be surprised
at how reasonable
people can be when
your turn do...
OH-34
Power Link Dynamics –
80/20 Rule80/20 Rule
“Eighty percent of our activities
produce 20 percent of the results, whil...
OH-35
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-36
Power Link Dynamics –
AnalyzingAnalyzing
Worth Remembering …
“No problem can be solved until it is well
defined”
OH-37
Power Link Dynamics –
Time LogsTime Logs
Question:
 How many of you have kept Daily Time
Record Logs before?
 What...
OH-38
Power Link Dynamics –
Daily Time Record LogDaily Time Record Log
OH-39
Power Link Dynamics –
Three PerspectivesThree Perspectives
“Examining all three
perspectives will give
you valuable ...
OH-40
Power Link Dynamics –
Another Point of ViewAnother Point of View
Think about:
1. What do you want to stop doing?
2. ...
OH-41
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-42
Power Link Dynamics –
PlanningPlanning
Worth Remembering …
People who fail to plan, plan to fail. If you fail
to pla...
OH-43
Power Link Dynamics –
PlanningPlanning
Question:
 How many feel you plan too little?
 How many feel you plan too m...
OH-44
Power Link Dynamics –
Planning GuidelinesPlanning Guidelines
“The key to successful
planning is to plan both
work an...
OH-45
Power Link Dynamics –
PlanningPlanning
Question:
 How many of you put together daily or
weekly plans?
 Are these p...
OH-46
Power Link Dynamics –
Sample Weekly PlanSample Weekly Plan
OH-47
Power Link Dynamics –
Sample Daily PlanSample Daily Plan
OH-48
Power Link Dynamics –
Coordination MeetingsCoordination Meetings
Question:
 What major goals or projects will be
wo...
OH-49
Power Link Dynamics –
PlanningPlanning
Worth Remembering …
“The more you do of what you’re doing, the
more you’ll ge...
OH-50
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-51
Power Link Dynamics –
Scheduling GuidelinesScheduling Guidelines
“Things that are
scheduled tend to
happen on time. ...
OH-52
Power Link Dynamics –
Sample Daily PlanSample Daily Plan
OH-53
Power Link Dynamics –
Quiet Time IdeasQuiet Time Ideas
NO…
“Scheduling quiet time
is often an effective
way to get t...
OH-54
Power Link Dynamics –
SchedulingScheduling
Worth Remembering …
“What is the best use of my time right now”
- Alan La...
OH-55
Power Link Dynamics –
SchedulingScheduling
Question:
 What is your most productive time of the
day?
 Do any of you...
OH-56
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-57
Power Link Dynamics –
Sample Interruption RecordSample Interruption Record
OH-58
Power Link Dynamics –
Handling Drop-in VisitorsHandling Drop-in Visitors
“If we allow room for the
unexpected, we ar...
OH-59
Power Link Dynamics –
Handling TelephonesHandling Telephones
“Managing time spent
on telephone calls and
email will ...
OH-60
Power Link Dynamics –
InterruptionsInterruptions
Worth Remembering …
“The average person in an open office
environme...
OH-61
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-62
Power Link Dynamics –
MeetingsMeetings
“Although meetings are
notorious time-wasters,
they are also easy to
control....
OH-63
Power Link Dynamics –
MeetingsMeetings
Worth Remembering …
“Intelligence is no substitute for information;
Enthusias...
OH-64
Power Link Dynamics –
MeetingsMeetings
Question:
 How many of you ever waste time in a
meeting?
 What in your expe...
OH-65
Power Link Dynamics –
Meeting PlannerMeeting Planner
OH-66
Power Link Dynamics –
MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
“Although meetings are
notoriou...
OH-67
Power Link Dynamics –
Meeting AgendaMeeting Agenda
OH-68
Power Link Dynamics –
MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
Take minutes
Stay in control
Fo...
OH-69
Power Link Dynamics –
Meeting Follow-upMeeting Follow-up
OH-70
Power Link Dynamics –
MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
Take minutes
Stay in control
Fo...
OH-71
Power Link Dynamics –
MeetingsMeetings
Question:
 Do you have any tips or suggestions that
you would like to share ...
OH-72
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-73
Power Link Dynamics –
Mastering PaperworkMastering Paperwork
The Four D’s
 Dump it
 Delegate it
 Do it or …
 Del...
OH-74
Power Link Dynamics –
Incoming PaperIncoming Paper
Ask Yourself:
1. Will I really do anything with this paper?
2. Wh...
OH-75
Power Link Dynamics –
Written CommunicationsWritten Communications
“There are only four
things you can do with
a doc...
OH-76
Power Link Dynamics –
Reading & WritingReading & Writing
Question:
 Do you speed read?
 Do you schedule time in yo...
OH-77
Power Link Dynamics –
Why Wait for PerfectWhy Wait for Perfect
Worth Remembering …
“You can do an adequate job in ab...
OH-78
Power Link Dynamics –
Keep it Short and SimpleKeep it Short and Simple
Remember to:
1. Plan what to write before you...
OH-79
Power Link Dynamics –
10. Improving Meetings
11. Handling Written
Communications
12. Delegation
1. Introductions
2. ...
OH-80
Power Link Dynamics –
DelegationDelegation
Question:
 Why aren’t we better delegator’s?
 What are some common reas...
OH-81
Power Link Dynamics –
DelegationDelegation
Worth Remembering …
“ Delegation is sharing responsibility and
authority ...
OH-82
Power Link Dynamics –
Delegation GuidelinesDelegation Guidelines
“Delegation is
sharing responsibility
and authority...
OH-83
Power Link Dynamics –
Delegated AuthorityDelegated Authority
Level 1: Get the facts; I’ll decide.
Level 2: Suggest a...
OH-84
Power Link Dynamics –
Sample Delegation AnalysisSample Delegation Analysis
OH-85
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-86
Power Link Dynamics –
ProcrastinationProcrastination
Question:
 What are the sort of things at work that
you find y...
OH-87
Power Link Dynamics –
Conquer ProcrastinationConquer Procrastination
“Changing your do-it-
later urge into a do-it-
...
OH-88
Power Link Dynamics –
Fear of FailingFear of Failing
Worth Remembering …
“I have not failed 10,000 times. I have
fig...
OH-89
Power Link Dynamics –
10. Improving Meetings
11. Handling Written
Communications
12. Delegation
13. Conquering
Procr...
OH-90
Power Link Dynamics –
Working with Team MembersWorking with Team Members
“Communicate with
your team regularly to
en...
OH-91
Power Link Dynamics –
Team Time Improvement LogTeam Time Improvement Log
OH-92
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Pr...
OH-93
Power Link Dynamics –
ReviewReview
 Improving attitudes
 Setting goals
 Establishing priorities
 Analyzing
 Pla...
OH-94
Power Link Dynamics –
Did You Get Your WIIFM Today?Did You Get Your WIIFM Today?
Your Personal Action Plan:
 What a...
OH-95
Power Link Dynamics –
Keep in TouchKeep in Touch
Worth Remembering …
 My help doesn’t have to end when this
worksho...
For People Who Never Seem to Have Enough Time
Thank YouThank You
for Participatingfor Participating
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Time Mastery & Personal Effectiveness - For Those Who Never Seem to Have Enough Time

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You have 168 hours in the course of a week - no more - or no less. Are you accomplishing what's most important to you? This presentation is for those people who never seem to have enough time.

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Time Mastery & Personal Effectiveness - For Those Who Never Seem to Have Enough Time

  1. 1. For People Who Never Seem to Have Enough Time Time Mastery &Time Mastery & Personal Effectiveness WorkshopPersonal Effectiveness Workshop
  2. 2. OH-2 Power Link Dynamics – Seminar PurposeSeminar Purpose Identify ways that you use time effectively and ineffectively. Determine specific ways you can improve your time management. Examine how you manage your time during the day.
  3. 3. OH-3 Power Link Dynamics – BenefitsBenefits Time Management can: Help you increase your productivity on the job and at home. Help you enhance the quality of your work with less stress. Give you a sense of personal satisfaction and accomplishment.
  4. 4. OH-4 Power Link Dynamics – Today’s AgendaToday’s Agenda  Introductions  Fundamentals of Balance & Success  Winning Attitudes  Exploring Twelve Dimensions of Time Mastery  Attitudes, Goals, Priorities, Planning, Scheduling, Analyzing, Interruptions, Procrastination, Delegation, Meetings, Paperwork & Team Effectiveness  Your Personal Action Plan for Success
  5. 5. OH-5 Power Link Dynamics – IntroductionsIntroductions  Name  Job/position Complete the sentence:  One reason time is wasted in my organization is ….  One area I would like to improve my time management skills in is …
  6. 6. OH-6 Power Link Dynamics – Key to Time ManagementKey to Time Management Question:  What is the key to good time management?
  7. 7. OH-7 Power Link Dynamics – Good Habits = Good ResultsGood Habits = Good Results Worth Remembering … “Our habits may control our destiny, but we can control our habits. Before we change our habits we must change our thinking”
  8. 8. OH-8 Power Link Dynamics – 1. Introductions 2. Getting Started Seminar AgendaSeminar Agenda
  9. 9. OH-9 Power Link Dynamics – You Can ChangeYou Can Change C = Commit to a new beginning H = Habits – out with the old start the new A = Action not words so start now N = Never give up G = Goal orientated set a smart target E = Evaluate your plan and reward yourself
  10. 10. OH-10 Power Link Dynamics – Seminar AgendaSeminar Agenda 1. Introductions 2. Getting Started 3. Improving Attitudes
  11. 11. OH-11 Power Link Dynamics – Attitude is EverythingAttitude is Everything Worth Remembering … “Everything can be taken away from you but one thing – to choose – one’s attitude in a given set of circumstances, to choose one’s own way” Viktor Frankl – Man’s Search for Ultimate Meaning
  12. 12. OH-12 Power Link Dynamics – AttitudesAttitudes “Our ability to control our time is related to our attitude toward controlling our environment.” Internal or external It’s up to you Time is life Success habits Self-management
  13. 13. OH-13 Power Link Dynamics – Take ControlTake Control “Worth Remembering … “The more we believe we CAN control, the more we will TRY TO control, and the more we WILL control”
  14. 14. OH-14 Power Link Dynamics – Positive Attitude ProverbPositive Attitude Proverb “Plant a thought, harvest an act. Plant an act, harvest a habit. Plant a habit, harvest a character. Plant a character, harvest a destiny.” …Worth Remembering …
  15. 15. OH-15 Power Link Dynamics – Seminar AgendaSeminar Agenda 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals
  16. 16. OH-16 Power Link Dynamics – Setting GoalsSetting Goals Question:  Do you write a “To Do” list of what you hope to accomplish each day?  Do you write annual performance objectives for your career?  What are some characteristics, or criteria, of a well written goal?  Please write an example of a good goal.
  17. 17. OH-17 Power Link Dynamics – GoalsGoals Specific Measurable Achievable Realistic Timed …and Written “Well-developed goals are SMART.” Criteria
  18. 18. OH-18 Power Link Dynamics – Goals WorksheetGoals Worksheet
  19. 19. OH-19 Power Link Dynamics – Sample Project RecordSample Project Record
  20. 20. OH-20 Power Link Dynamics – Short vs. Long Range GoalsShort vs. Long Range Goals  Short-range projects are those that need to be completed within the next few weeks.  Long-range projects are those that need to be completed in the next two or three months.
  21. 21. OH-21 Power Link Dynamics – Aspects of LifeAspects of Life Family Spiritual Career Social Personal Health Wealth Leisure
  22. 22. OH-22 Power Link Dynamics – Time is LifeTime is Life Worth Remembering … “I thought 24/7 was a new kind of convenience store not a new way of life. This new technology was suppose to improve the quality of our lives not compound it”
  23. 23. OH-23 Power Link Dynamics – Personal GoalsPersonal Goals Question:  Do you have a personal life plan?  Where do you see yourself in 1 year, 2 or 3 years from now?  Which of these goals will bring you the greatest personal satisfaction?
  24. 24. OH-24 Power Link Dynamics – Seminar AgendaSeminar Agenda 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities
  25. 25. OH-25 Power Link Dynamics – Chinese ProverbChinese Proverb Worth Remembering … “Besides the noble art of getting things done, there is the noble art of leaving things undone. The wisdom of life consists of eliminating the non-essentials”
  26. 26. OH-26 Power Link Dynamics – Establishing PrioritiesEstablishing Priorities Question:  Why do you do what you do when you do it?  What criteria do you use for allocating your time?
  27. 27. OH-27 Power Link Dynamics – Establishing PrioritiesEstablishing Priorities Question:  List the 3 most important things in your life
  28. 28. OH-28 Power Link Dynamics – Time is LifeTime is Life Worth Remembering … “We all have the same amount of hours in a week. No more or no less. How are you spending your 168?
  29. 29. OH-29 Power Link Dynamics – UU RR GG EE NN TT IMPORTANTIMPORTANT Crisis Trivial Work Work to Do Time- Wasting Work YES YES NO NO Urgent vs. ImportantUrgent vs. Important
  30. 30. OH-30 Power Link Dynamics – Important Things Are?Important Things Are?  Important things are those that contribute significantly to our goals; they have high value. The more direct the contribution, the more important the activity. Important things also tend to have long term consequences. They make a difference for a long time.
  31. 31. OH-31 Power Link Dynamics – Urgent Things AreUrgent Things Are  Urgent things have short term consequences. They must be done now; they won’t wait. They may or may not relate to our goals or make significant contributions. But urgent things are far more demanding than important things.
  32. 32. OH-32 Power Link Dynamics – Importance over UrgencyImportance over Urgency Worth Remembering … “Just because something is urgent doesn’t mean it’s important. What we need is the wisdom, courage, and discipline to do the important things first”
  33. 33. OH-33 Power Link Dynamics – Saying “No”Saying “No” “You may be surprised at how reasonable people can be when your turn down their requests.” Tell them why Don’t feel obligated Be honest, but firm Know why before saying “yes” Use your schedule
  34. 34. OH-34 Power Link Dynamics – 80/20 Rule80/20 Rule “Eighty percent of our activities produce 20 percent of the results, while only 20 percent of our activities produce 80 percent of the results.” Worth Remembering … Worth Remembering … Worth Remembering …
  35. 35. OH-35 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing Seminar AgendaSeminar Agenda
  36. 36. OH-36 Power Link Dynamics – AnalyzingAnalyzing Worth Remembering … “No problem can be solved until it is well defined”
  37. 37. OH-37 Power Link Dynamics – Time LogsTime Logs Question:  How many of you have kept Daily Time Record Logs before?  What has been your experience?  Challenge: Keep a Daily Time Record Lot for 2 weeks and contact me so we can analyze the results. It’s important to know where your time is going
  38. 38. OH-38 Power Link Dynamics – Daily Time Record LogDaily Time Record Log
  39. 39. OH-39 Power Link Dynamics – Three PerspectivesThree Perspectives “Examining all three perspectives will give you valuable insight into your job and time problems.” What you ought to be doing What you are actually doing What you think you are doing
  40. 40. OH-40 Power Link Dynamics – Another Point of ViewAnother Point of View Think about: 1. What do you want to stop doing? 2. What do you want to keep doing? 3. What do you want to start doing?
  41. 41. OH-41 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning Seminar AgendaSeminar Agenda
  42. 42. OH-42 Power Link Dynamics – PlanningPlanning Worth Remembering … People who fail to plan, plan to fail. If you fail to plan effectively than what you are saying is that anyplace you end up will do”
  43. 43. OH-43 Power Link Dynamics – PlanningPlanning Question:  How many feel you plan too little?  How many feel you plan too much?
  44. 44. OH-44 Power Link Dynamics – Planning GuidelinesPlanning Guidelines “The key to successful planning is to plan both work and time.” Activities Schedules Priorities Time estimates Results Flexibility
  45. 45. OH-45 Power Link Dynamics – PlanningPlanning Question:  How many of you put together daily or weekly plans?  Are these plans a list of things to do, or do they include other details?  Have you found these plans effective in helping to manage your time each day, each week?
  46. 46. OH-46 Power Link Dynamics – Sample Weekly PlanSample Weekly Plan
  47. 47. OH-47 Power Link Dynamics – Sample Daily PlanSample Daily Plan
  48. 48. OH-48 Power Link Dynamics – Coordination MeetingsCoordination Meetings Question:  What major goals or projects will be worked on and/or completed this week?  What coordination and cooperation is needed from co-workers to accomplish this work?  How do you let your co-workers know what you are working on?
  49. 49. OH-49 Power Link Dynamics – PlanningPlanning Worth Remembering … “The more you do of what you’re doing, the more you’ll get of what you’ve got.”
  50. 50. OH-50 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling Seminar AgendaSeminar Agenda
  51. 51. OH-51 Power Link Dynamics – Scheduling GuidelinesScheduling Guidelines “Things that are scheduled tend to happen on time. Things that are not scheduled may never happen.” Early start Group items Big blocks Small jobs Flexibility Prime time
  52. 52. OH-52 Power Link Dynamics – Sample Daily PlanSample Daily Plan
  53. 53. OH-53 Power Link Dynamics – Quiet Time IdeasQuiet Time Ideas NO… “Scheduling quiet time is often an effective way to get things accomplished.” Paging Drop-in visits Unnecessary talking Distractions Telephone calls Interruptions Emails
  54. 54. OH-54 Power Link Dynamics – SchedulingScheduling Worth Remembering … “What is the best use of my time right now” - Alan Laken
  55. 55. OH-55 Power Link Dynamics – SchedulingScheduling Question:  What is your most productive time of the day?  Do any of you schedule quiet work times?  How do you do this?  How do you let your co-workers know when it’s your quiet time?
  56. 56. OH-56 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda
  57. 57. OH-57 Power Link Dynamics – Sample Interruption RecordSample Interruption Record
  58. 58. OH-58 Power Link Dynamics – Handling Drop-in VisitorsHandling Drop-in Visitors “If we allow room for the unexpected, we are beginning a strategy for handling interruptions that occur most often.” Keep visits short Go see them Stay on track Meet outside office Consider priorities Appointments Rearrange furniture Open vs. Closed door
  59. 59. OH-59 Power Link Dynamics – Handling TelephonesHandling Telephones “Managing time spent on telephone calls and email will enable you to stay focused and work more efficiently.” Screen Cut small talk Plan Set preferred times Analyze Use timers End the call Use alternatives
  60. 60. OH-60 Power Link Dynamics – InterruptionsInterruptions Worth Remembering … “The average person in an open office environment is interrupted almost 6 times an hour, all day long”
  61. 61. OH-61 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda 10. Improving Meetings
  62. 62. OH-62 Power Link Dynamics – MeetingsMeetings “Although meetings are notorious time-wasters, they are also easy to control.” Who, how many? Plan — organize
  63. 63. OH-63 Power Link Dynamics – MeetingsMeetings Worth Remembering … “Intelligence is no substitute for information; Enthusiasm is no substitute for ability; Willingness is no substitute for experience; And a meeting is no substitute for progress”
  64. 64. OH-64 Power Link Dynamics – MeetingsMeetings Question:  How many of you ever waste time in a meeting?  What in your experience are the most common reasons why people waste time in meetings?
  65. 65. OH-65 Power Link Dynamics – Meeting PlannerMeeting Planner
  66. 66. OH-66 Power Link Dynamics – MeetingsMeetings Who, how many? Plan — organize Have an agenda “Although meetings are notorious time-wasters, they are also easy to control.”
  67. 67. OH-67 Power Link Dynamics – Meeting AgendaMeeting Agenda
  68. 68. OH-68 Power Link Dynamics – MeetingsMeetings Who, how many? Plan — organize Have an agenda Take minutes Stay in control Follow up “Although meetings are notorious time-wasters, they are also easy to control.”
  69. 69. OH-69 Power Link Dynamics – Meeting Follow-upMeeting Follow-up
  70. 70. OH-70 Power Link Dynamics – MeetingsMeetings Who, how many? Plan — organize Have an agenda Take minutes Stay in control Follow up Critique “Although meetings are notorious time-wasters, they are also easy to control.”
  71. 71. OH-71 Power Link Dynamics – MeetingsMeetings Question:  Do you have any tips or suggestions that you would like to share on how to save time in meetings?
  72. 72. OH-72 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda 10. Improving Meetings 11. Handling Written Communications
  73. 73. OH-73 Power Link Dynamics – Mastering PaperworkMastering Paperwork The Four D’s  Dump it  Delegate it  Do it or …  Delay it
  74. 74. OH-74 Power Link Dynamics – Incoming PaperIncoming Paper Ask Yourself: 1. Will I really do anything with this paper? 2. When will I do it? 3. Where will I keep it?
  75. 75. OH-75 Power Link Dynamics – Written CommunicationsWritten Communications “There are only four things you can do with a document: dump it, delegate it, do it, or delay it.” Analyze the flow Handle it once Sort Develop a system Resist junk mail Schedule time for it
  76. 76. OH-76 Power Link Dynamics – Reading & WritingReading & Writing Question:  Do you speed read?  Do you schedule time in your day that you dedicate to reading reports, etc?  What are some basic questions you can ask yourself before you read that report?  What are some of the reasons why sometimes we write down too much?
  77. 77. OH-77 Power Link Dynamics – Why Wait for PerfectWhy Wait for Perfect Worth Remembering … “You can do an adequate job in about 10 percent of the time it takes to do a perfect job.”
  78. 78. OH-78 Power Link Dynamics – Keep it Short and SimpleKeep it Short and Simple Remember to: 1. Plan what to write before you write 2. Know the purpose of your writing 3. Write for the reader
  79. 79. OH-79 Power Link Dynamics – 10. Improving Meetings 11. Handling Written Communications 12. Delegation 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda
  80. 80. OH-80 Power Link Dynamics – DelegationDelegation Question:  Why aren’t we better delegator’s?  What are some common reasons for ineffective delegation?  How would you define delegation?
  81. 81. OH-81 Power Link Dynamics – DelegationDelegation Worth Remembering … “ Delegation is sharing responsibility and authority with others, and holding them accountable for performance”
  82. 82. OH-82 Power Link Dynamics – Delegation GuidelinesDelegation Guidelines “Delegation is sharing responsibility and authority with others.” Responsibility/results Checkpoints Right person Authority Plan first Motivating environment Accountability
  83. 83. OH-83 Power Link Dynamics – Delegated AuthorityDelegated Authority Level 1: Get the facts; I’ll decide. Level 2: Suggest alternatives; I’ll decide. Level 3: Recommend an alternative; I’ll decide. Level 4: Decide; wait for my approval Level 5: Decide; act unless I say no. Level 6: Act; report results. Level 7: Act; report if unsuccessful. Level 8: Act, reporting not needed.
  84. 84. OH-84 Power Link Dynamics – Sample Delegation AnalysisSample Delegation Analysis
  85. 85. OH-85 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda 10. Improving Meetings 11. Handling Written Communications 12. Delegation 13. Conquering Procrastination
  86. 86. OH-86 Power Link Dynamics – ProcrastinationProcrastination Question:  What are the sort of things at work that you find yourself putting off, or delaying?  Why do you think people procrastinate?  Keep in mind that procrastination can also be doing low priority actions or tasks rather than higher priority ones.  Are you picking low lying fruit?
  87. 87. OH-87 Power Link Dynamics – Conquer ProcrastinationConquer Procrastination “Changing your do-it- later urge into a do-it- now habit requires positive action.” Consider consequences Use pep talks Take small steps Delegate it Admit it; analyze it Reward yourself Make commitments
  88. 88. OH-88 Power Link Dynamics – Fear of FailingFear of Failing Worth Remembering … “I have not failed 10,000 times. I have figured out 10,000 ways that do not work” - Thomas Edison
  89. 89. OH-89 Power Link Dynamics – 10. Improving Meetings 11. Handling Written Communications 12. Delegation 13. Conquering Procrastination 14. Improving Team Time 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda
  90. 90. OH-90 Power Link Dynamics – Working with Team MembersWorking with Team Members “Communicate with your team regularly to ensure everyone knows the team’s goals and priorities.” Meet deadlines Keep them informed Reduce interruptions Be a good example Respect their time Encourage improvement
  91. 91. OH-91 Power Link Dynamics – Team Time Improvement LogTeam Time Improvement Log
  92. 92. OH-92 Power Link Dynamics – 1. Introductions 2. Getting Started 3. Improving Attitudes 4. Setting Goals 5. Establishing Priorities 6. Analyzing 7. Planning 8. Scheduling 9. Curbing Interruptions Seminar AgendaSeminar Agenda 10. Improving Meetings 11. Handling Written Communications 12. Delegation 13. Conquering Procrastination 14. Improving Team Time 15. Where Do We Go?
  93. 93. OH-93 Power Link Dynamics – ReviewReview  Improving attitudes  Setting goals  Establishing priorities  Analyzing  Planning  Scheduling  Curbing interruptions  Improving meetings  Handling written communications  Delegating  Conquering procrastination  Team time management
  94. 94. OH-94 Power Link Dynamics – Did You Get Your WIIFM Today?Did You Get Your WIIFM Today? Your Personal Action Plan:  What are you going to share with someone else about what you’ve learned in this workshop?  What 2 things are you going to take away with you today and try?  Be sure to set a SMART Target.  Remember – Only you can change you.
  95. 95. OH-95 Power Link Dynamics – Keep in TouchKeep in Touch Worth Remembering …  My help doesn’t have to end when this workshop is over. If you have any questions, comments or concerns please give me a call. Consider me your “Personal Coach and Trainer”.  Contact me by phone: (613) 829-4578 or via email: bsmith@pldynamics.com
  96. 96. For People Who Never Seem to Have Enough Time Thank YouThank You for Participatingfor Participating

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