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Time Management
 

Time Management

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    Time Management Time Management Presentation Transcript

    • Time Management Techniques For Managing Time Techniques For Managing Time Time Management
    •  
    • Agenda Objectives & Expected Outcomes How To Get Things Done Three Types of Files – “Curing Yourself of Pilamania” Ten Golden Rules Goal Setting Exercise Using the SMART Plan Communication Tips Weekly Schedule Activity Time Management Matrix Skills Practice Using OUTLOOK Tools Wrap Up
    • Objectives
      • Systematic Approach to Time Control
      • Techniques for Managing Time
      • Learn to Set Personal and Team Goals and Priorities
      • Organize Yourself and Your Office
      • Eliminate the Time Wasters
      • Learn to Delegate Effectively
    • Effective life and time management is putting first things first. While leadership decides what “first things” are, it is management that puts them first; day by day, moment by moment.
    • How to Get Things Done
    • How to Get Things Done How to Get Things Done Use Time Wisely P roper P lanning P revents P oor P erformance Stress, Miscommunication and Misunderstanding in the Workplace Know and Keep Priorities to Get More Done
    • Common Time Wasters Self-Generated Environmental Disorganization Inability to say no Procrastination Lack of Interest (Attitude) Burnout Others: Gossip Perfectionism Inability to delegate Visitors Telephone Calls Junk Mail Waiting for Someone Unproductive meetings Crises Others: Coffee Klatch Conversations Unused Reports
    • 3 Types of Files Archived Files Reference Files Working Files
    • Reference Files Archived Files Working Files Current projects & routine functions Fingertip Information Phone lists, Address lists, Computer codes, Company policies Items “To Be Discussed” Routine meetings, Staff members Routine Functions Daily, Weekly, Monthly tasks Current Projects Projects working on NOW. Include anything necessary for your current work. Clean out now and then to move less urgent items to your reference file Tickler File Long-term and pending files; divided up into days and months
    • Working Files Archived Files Reference Files Contains the bulk of the files Research for further projects Past projects to which you refer Resource information Personnel information Administrative data Budget information Client account records
    • Working Files Reference Files Archived Files Files kept for statutory reasons Generally set up for common use
    • 80/20 RULE 20% of Activities Gives 80% of Your Results
    • The 10 Golden Rules of Time Management
      • Know how you currently spend your time.
      • Identify your “prime time.”
      • Do tomorrow’s planning tonight
      • Ask Yourself, “why am I doing what I am doing tight now?” often.
      • Handle each piece of paper once.
      • Plan your work, but work your plan.
      • Delete whenever possible.
      • Delegate wisely.
      • Identify your high-payoff items.
      • Work from a prioritized action list
    • Set Limits On Interruptions Announce a time limit Schedule regular staff meetings if you are frequently interrupted Use the “walk-talk” method Get to the point assertively Hang a sign on your door Shut your door
    • Methods for Keeping Interruptions from Sabotaging you Productivity Announce a time limit. Schedule regular staff meetings if you are frequently interrupted. Use the “walk-talk” method. Get to the point assertively. Hang a sign on your door. Shut your door.
    • 5 Step SMART Plan S pecific M easurable A ttainable R ealistic T ime frame
    • I Commit To Having a Man on the Moon [Before the End of the Decade] and Returned Safely. A re Measurable C ompatable T ime Secific I n Writing O wnership N egotiable One minute of planning saves 10 minutes of doing.
    •  
    • Set Goals - Assign an appropriate time frame with start and finish points
      • Be Consistent
        • Once your goal and direction have been set, don’t stay unless absolutely necessary
      • Prioritize
        • Create achievement goals and prioritize your work each day
        • Work from top to bottom of your files/list
        • Prioritize unexpected demands as they occur
        • If you don’t finish what you start you will be distracted by a mountain of unfinished business
        • At the end of the day reprioritize for the next day
      • Use A System
        • Take a minute to look at your goals and your behavior; see if your behavior matches your goals
    • Set Goals (cont)
      • Telephone
        • Help callers come to the point
          • What may I do to help you? Or
          • How may I assist you?
        • Keep the caller focused on the point
          • Pick out a word or filling from a callers comments; mention it then come back to your point
        • Wrap up your call quickly but without being rude
          • Talk in the past tense
          • Spell out what your follow up will be
          • Say thank you
    • Tried and True Telephone Techniques
      • Make calls in blocks of time
      • Get to the point
      • Screen calls
      • Ask yourself if you really need to take this call
      • A tip for eliminating telephone tag
      • Use a headset
      • Use time-saving technology –
        • Cell Phone
        • E-mail
        • Fax
        • Voice Mail
        • Internet
    • Communication Tips
      • Every communication is a chance to empower.
        • Learn when to be blunt, when to soft-pedal, and when to straddle the line.
      • Keep it simple
        • Make it clear and concise
        • Use enough words to get your meaning across, but don’t overdo it
        • Be certain that your meaning is plain before sending a letter or fax
        • Spell check yourself on the computer
        • Keep verbal messages short (10 to 30 seconds)
      • Co-Workers
        • Discourage drop-by visitors to your desk
        • Plan when and where to meet for breaks or lunch beforehand
      • Paperwork
        • Handle paperwork once
        • Use your telephone hold time
        • Read and record in file
        • Refer to the appropriate person
    • Skill Set Determine what’s really important; plan and prioritize. Learn to delegate. Take a speed-reading course. Keep a time log and the importance of tasks. Systemized everything you can. Learn to distinguish between being productive and being effective, and practice being effective. Find out as much as you can about the client to maximize time spent on sales calls. Communicate via email as much as possible. Find subtle ways to let the socializing customer know the call is over, and it’s time for you to go.
    • We gain control of time and events by seeing how they relate to our Mission
    • IV III NOT IMPORTANT II I IMPORTANT NON-URGENT URGENT I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT URGENT
    • NOT IMPORTANT I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment IMPORTANT NOT URGENT
    • NOT IMPORTANT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT III ACTIVITIES: Interruptions, Some Phone Calls Some Mail, Some Reports Some Meetings Many Proximate, Pressing Matters Many Popular Activities NOT IMPORTANT URGENT
    • III ACTIVITIES: Interruptions, Some Phone Calls Some Mail, Some Reports Some Meetings Many Proximate, Pressing Matters Many Popular Activities NOT IMPORTANT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT IV ACTIVITIES: Trivia, Busywork Some Phone Calls Time Wasters “ Escape” Activities Irrelevant Mail Watching TV Excessively NOT IMPORTANT NOT URGENT
    • IV ACTIVITIES: Trivia, Busywork Some Phone Calls Time Wasters “ Escape” Activities Irrelevant Mail Watching TV Excessively III ACTIVITIES: Interruptions, Some Phone Calls Some Mail, Some Reports Some Meetings Many Proximate, Pressing Matters Many Popular Activities NOT IMPORTANT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT
    • Using Outlook Calendar
    • Creating an Appointment
      • Step 1:
      • Click the New Appointment icon
      • toolbar to open a blank form.
      • Step 2:
      • Fill in the Subject and Location
      • fields .
      • Step 3:
      • Press the tab to move the Start
      • Time field and enter the date
      • and time of the appointment.
    • Step 4: Press Tab to move to the Reminder field and click the Reminder checkbox to enable a reminder for this appointment Step 5: Press the Tab key to get to the text box and types any notes or comments. Step 6: Click the Save and Close icon to save the new appointment and return to the Calendar window. Creating An Appointment
    • Step 1: Click on the Plan A Meeting button to view and compare other’s schedules. Step 2: The white bar indicates which time is desire for the meeting. To designate a time, simply click on the bar and move it to the time you would like the meeting to begin. Step 3: To select attendees, click on the Invite Others button. This will also allow you to see their available times. Planning A Meeting
    • Step 1 : Click on the date or groups of dates that contain the appointments you would like to print. Then choose Print from the File menu. Printing Your Appointment Schedule
    • Step 2: The Print Dialog box will appear. Choose which Print style you would like your appointments to be printed in. Step 3: Make sure that the dates in the Print Range field correspond with the dates you selected. If not, click on the drop boxes to adjust the dates.
    • Step 4: Once satisfied with your print options, Click OK to print.
    • Using Tasks The Tasks application in Outlook, allows you to create simple or complex To Do lists. Creating Tasks Step 1 : Click on the Icon in the Outlook Bar. Step 2: Click on Click here to add a new Task.
    • Creating Tasks Step 3: In the Subject Field, type a description of what the task is. Step 4: Click the due date text box to activate the down arrow at the end of the field. Step 5: Once completed, click the Save and Close button.
    • Your entry now appears on the Task List!
    • Why Use Journal ?
      • Journal offers the ability and flexibility to organize:
        • Phone calls
        • Email messages
        • Letters
    • Recording a Journal Entry Step 1: Click on the New Journal icon. The Journal Entry form will appear. Step 2: Complete all the fields on the form. You may also add notes in the space provided . Step 3: Click on the Save and Close button, once you’ve completed the entry.
    • Creating Notes
      • To Create a Note
      • Step 1:
      • Choose File, New, Note from
      • the menu bar.
      • Step 2:
      • The Note form appears on
      • your screen.
      • Step 3:
      • Enter a note or reminder to
      • do something.
    • 6 Steps to Effective Personal Management
    • 1 Connect to Mission 2 Review Roles Identify Goals 3 Organize Weekly 4 Exercise Integrity 5 6 Evaluate
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    •  
    •