Time Management

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A course on effective time management. Short and very practical. For more info go to www.smartlife.es
This course is in English- developed in Spain

Published in: Business, Technology
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Time Management

  1. 1. Georgina Barquin Rotchford
  2. 2. Overview • Time & time wasters • Advantages of TM • Barriers • Plans, tips & techniques • Setting Boundaries • Calls and emails • Filing (Spring cleanings) • Procrastination • Delegating
  3. 3. Time • Time is yours • Time is life – remember the story about the money that appears every morning • Time is money - how much money is your time worth?
  4. 4. Time wasters • Lack of personal organization • Getting priorities confused • Limited delegation • Trying to manage a wide spectrum of activities • Lack of information • Slow communication • Interruptions • Others’ lack of organization REAL EXCUSE
  5. 5. Time wasters • Lack of punctuality • Procrastination • Undertaking activities without considering the consequences • Dated processes • Not setting boundaries • Emergencies • Calls and emails • Meetings • Bosses’ inadequate demands REAL EXCUSE
  6. 6. Advantages • Reduce stress • Achieve much more • Have more free time • Save money
  7. 7. Barriers • Fears
  8. 8. Barriers • Fears • Procrastination
  9. 9. Barriers • Fears • Procrastination • Not knowing how to say no
  10. 10. Barriers • Fears • Procrastination • Not knowing how to say no •Excuses
  11. 11. Barriers By S. Covey
  12. 12. Plans & Techniques 80% of our efforts go into generating 20% of our achievements 80/20 ratio
  13. 13. Plans &Techniques
  14. 14. Plans &Techniques HOW DO YOU SPEND YOUR TIME? 24 hours a day = 168 hours a week 1.440 minutes a day = 10.080 minutes a week
  15. 15. Plans & Techniques Self Family Romance Career Finances Health Community Spirituality Others
  16. 16. Plans & Techniques • 60 plan Make a list of 100 things you want to do
  17. 17. Plans & Techniques Objectives must be SMART Specific Measurable Agreed Realistic Time framed
  18. 18. 5 year plan Self Family Romance Career Finances Health Community Spirituality Others Which are the most important? Where do you want to be?
  19. 19. One year plan YEAR OBJECTIVES Quarter’s objectives Month’s objectives Daily tasks 5 year plan 60 PLAN
  20. 20. Annual evaluation Choose a date on which you will re-evaluate your annual plan
  21. 21. Month’s plan At the beginning of the month take some time to think and make a list of things you want to do over the month. Perhaps you can choose an item from each section
  22. 22. Weekly plans Every week, look at the list of objectives for the month. Think of an activity you can do that will take you closer to the objective of the month Put it on your agenda
  23. 23. Useful tips Breakfast Planning Commuting Solving Problems Emails Doing something towards your goal Meetings Having a coffee Calls Commuting home Lunch Personal things Unexpected things Dinner Break up your schedule to allocate time for routine activities
  24. 24. Planner techniques ABC 123
  25. 25. Useful lists • Master action List • Daily action list • Weekly check list • Monthly check list • Year plan
  26. 26. Setting boundaries Saying NO •If boss overloads you…. •This sounds interesting. Can I look at my schedule, can I speak to my wife…. •I’d love to but… •Think about What when, how
  27. 27. Setting boundaries Things you can do about: •Telephone •Emails •Interruptions
  28. 28. Telephone calls • 067 • Make list of calls you need to make • Preparing for calls- 5W • Don’t answer calls when busy
  29. 29. Emails • Sort them out before reading • Read all before responding • Create templates • Set automatic filters News letters Priority Reading Reports
  30. 30. Filing • Action •Read •File •Bin/trash
  31. 31. Reducing Floods • Unsubscribe from publications you are no longer interested • Put filters in your email • Cancel catalogues you no longer use • Tick the box so that companies won’t send unwanted info
  32. 32. Spring cleaning
  33. 33. Procrastination Present when we: Feel unsure of ourselves Believe it’s going to be boring Think someone else will do it for us INVEST 8 MIN PLANNING & SAVE 1 HOUR A DAY
  34. 34. Delegating When…. You are not the best person for the job The job would take longer if you did it Rountine tasks prevent you from doing other things Another department can do it better
  35. 35. Delegating How? Get organized to explain it Have the delegatee explain it back to you Make delegatee feel free to ask questions IF YOU CANT DELEGATE YOU CANT GET PROMOTED
  36. 36. Time Jar
  37. 37. Summary Spend time planning SMART Goals Prioritize To do list Consider biological clock

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