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
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.
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
Once your goal and direction have been set, don’t stay unless absolutely necessary
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)
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
Ask yourself if you really need to take this call
A tip for eliminating telephone tag
Use a headset
Use time-saving technology –
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)
Discourage drop-by visitors to your desk
Plan when and where to meet for breaks or lunch beforehand
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
Click the New Appointment icon
toolbar to open a blank form.
Fill in the Subject and Location
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:
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.
To Create a Note
Choose File, New, Note from
the menu bar.
The Note form appears on
Enter a note or reminder to
6 Steps to Effective Personal Management
1 Connect to Mission 2 Review Roles Identify Goals 3 Organize Weekly 4 Exercise Integrity 5 6 Evaluate