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Time Management Rfid Center 2010

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A specific application of the project management

A specific application of the project management

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  • « Everything must go through the Checklist »

Time Management Rfid Center 2010 Time Management Rfid Center 2010 Presentation Transcript

  • Time Management A specific application of the project management method Cours RFID Center 16.02.2010
  • Contents
    • Introduction
    • Evaluation and « Time Eaters »
    • Your brain
    • Goals
    • Rules
    • Tools
    • Process
    • Tricks
    • Market offers
  • The project and its elements
    • A Project is ...
    • A UNIQUE succession of ACTIVITIES …
    • which are PLANNED …
    • in order to reach some GOALS …
    • using given RESOURCES and …
    • taking into account RISKS of failure.
    • the application of Project Management method to a multi-project activity which is… « your life » !
    • the management of the resource … «your  time » ! (Slide : retour sur l’investissement de la vie)
    • the way to « balance » your multiple activities
    Time Management is ... POSSIBLE ... IF YOU WANT ...!
  •  
  • A remplir petit à petit
  • Evaluate your Time Management ...
    • What are common Time Eaters ? (common exercise)
    • How well do I manage my time ? (individual Auto-Evaluation, detailed results secret)
    GOALS OF MY TIME MANAGEMENT PLAN OF ACTIONS
  • Time Eaters …
    • When you are disturbed during a task, you take as much as 3 times more time to accomplish it so ...
    • ... do one thing at a time !
    • And reserve each day some time for undisturbed work : « The Hour of Concentration »
      • door closed
      • no phone calls
      • no discussions
    Work in Saw Teeth MINIMIZE INTERRUPTIONS
  • Votre cerveau : mode d’emploi
    • Loi de Illich : nous ne disposons pas de la même énergie à tout moment de la journée
    • Loi de Turgot : s’octroyer régulièrement une petite pause
    • Terminer les cycles entamés
    • Loi de Carlson : notre énergie mentale n’est pas mobilisable immédiatement; elle se perd à la moindre distraction
  • Lois et principes
    • Loi de Parkinson : plus on a de temps, plus on en gaspille
    • Loi de Pareto : 20% de notre travail donnent 80% de nos résultats
    • Loi des cycles : toute activité se gère en termes de début, déroulement, fin
    • Kerry Gleeson : Le meilleur moyen de doubler sa charge de travail est de faire les choses deux fois
  • Typical goals
    • Gain a better view of my activities and priorities
    • Have more time for creativity (acting instead of reacting)
    • Lower my stress
    • Increase my free time for private life
    • Reach my goals consequently to give a direction to my life
    • Your goals ...
    • Your Governing Values: From what I am to what I want to be …
  • The 4 x 4 Rule of Time Management
    • 4 roles (Slide : conflit des rôles)
      • work, family, community, myself
    • 4 activities
      • prepare (approximately 20 % of your time)
      • negotiate (link to peoples’ motivation)
      • communicate (conflict prevention)
      • delegate (resource management)
    • 4 time levels
      • year, month, week, day
    • 4 possible actions when a task enters (4D)
      • Do, Designate (plan execution), Delegate, Delete
  • Compléter
  • Tools of Time Management
    • Goals (SMART)
    • Checklist
    • Yearly project plan
    • Monthly agenda
    • Weekly agenda
    • Daily agenda
    • Time sheet
    * Specific-Measurable-Acceptable-Realistic-Temporal
  • Checklist: Activities, Milestones
    • The central tool of your Time Management
    • Content
      • all activities included private ones (only one Checklist)
      • priorities
      • delegations
      • dates (start, end)
    • Example (you also can make your own one on EXCEL)
  • Yearly, monthly, weekly, daily plans
    • Yearly (half-yearly) project plan
      • a Gantt including main projects with duration and milestones
      • must also appear in Checklist
    • Monthly agenda
      • contains the activities from the Checklist (4 roles)
      • appointments (with preparation and follow up)
      • non affected time for unexpected tasks (+/- 40%)
    • Weekly and daily agendas
      • becoming more and more precise
    • Examples
  • Time sheet
    • Goal : keep track of all activities really accomplished (time, expenses)
    • Uses : invoices, controlling, evaluation, improving your time management by yourself
    • Example
  • Process of Time Management
    • List all activities and milestones on the Checklist
    • Structure activities : duration (be generous), priorities, delegation
    • Generate logical relations : start, end, deadline
    • Carry over successively activities into yearly (half-yearly), monthly, weekly and daily agendas :
      • make yearly plan before the end of the current year
      • make monthly agenda before the end of the current month
      • make weekly agenda before the end of the current week
      • make daily agenda before the end of the current day
    • Fill in Time sheet and next day’s plan daily before leaving the office
  • When tasks enter designate immediately what to do and when + + - - Important Urgent
  • Delegation - 1
    • Delegation is … a direct transfer of tasks and competencies between the chief to the person to whom he/she delegates
    • Why should I delegate ?
      • To unload myself from routine and detail tasks
      • To use knowledge and experiences of my collaborators
      • To motivate my collaborators
      • To develop capacities of autonomy and initiative of my collaborators
  • Delegation - 2
    • What should I delegate ?
      • Routine work
      • Specialized work
      • Detail tasks
    • What should I not delegate ?
      • Pure decision tasks with important consequences
      • Peculiar extraordinary tasks
  • Delegation - 3
    • To whom should I delegate ?
      • To my closest collaborator
      • To a member of the Project Team
      • To an external partner or company
    • Criteria for a successful delegation …
      • The person has the capacities to realize the task
      • Continuity
      • Delegate complete tasks and not isolated partial jobs
      • Give plenty of information to beginners
      • Clearly communicate tasks and goals
  • Delegation - 4
    • Rules for delegation
      • Give the order directly to the concerned person
      • Give / negotiate a deadline for execution
      • Precise the content of the work to be done and the resources available
      • Explain the sense of the work to be done
      • Insist on the needed quality of the work
      • Control that deadline is respected
      • Prevent every attempt to give you the task back
  • Checklist for an optimal delegation
    • WHAT do we have to do ?
    • WHO has to do it ?
    • WHY does she / he has to do it ?
    • WHEN must the task be finished ?
    • WHICH resources are available ?
    • HOW must the job be done ?
    + Regular Communication
  • Le cycle d’action Le cycle d’action 1. Définir les objectifs 2. Négocier 3. Rechercher la bonne méthode 4. Choisir le moment opportun 5. Agir 6 .Évaluer
  • Tricks for your Time Management
    • Take time for …
      • preparation : meetings, time management, ...
      • negotiation : precise arrangements, new deadlines if needed, ...
      • communication : your agenda, the risks of delays, …
      • delegation
    • … it will be largely recuperated later !
    • Plan a maximum of 2 activities per day
    • Reserve time for unforeseen everyday for flexibility
    • Reserve time for « undisturbed work » : the daily « Hour of Concentration »
    • Be flexible, adapt your planning in real time
  • Tricks for appointments
    • On paper use only pencil and rubber, or your agenda will be a mess !
    • Negotiate hour of start and end of meeting
    • Reserve time before (preparation) and after (decisions, delegation, order) the meeting
    • When you reach the defined time of the end of the meeting, you have 3 possibilities :
      • conclude
      • fix another meeting
      • « eat » your time for unforeseen
    • Plan 40 - 50 % of your day without appointments
  • Tricks for E-mails management
    • Treat your e-mails by blocks
    • Reserve 2-3 periods a day to treat your e-mails
    • Cancel the alert of your computer
    • Empty your mailbox every evening (archive mail in thematic folders)
    • Plan actions for the mails you cannot answer immediately (i.e. use Outlook functions)
  • 10 rules to apply immediately
    • Abandon priorities lists (an excuse for not acting)
    • Act immediately (Do)
    • Each evening plan the next day (Designate)
    • Friday evening plan important tasks of next week (Designate)
    • Evacuate (Delegate, Delete)
    • Reserve energy peaks for difficult activities
    • Group similar activities (e-mails, …)
    • Keep spare time for unforeseen (% defined through experience)
    • Respect your engagements
    • Divide boring tasks into blocks
    Source: Kerry Gleeson
  • Offres commerciales
    • Papier (Time System, Filofax)
    • Électronique
      • Outlook, …
      • PDA
      • Smartphones
      • Bureaux en ligne
  • Votre engagement immédiat ACTION PRIORITAIRE POUR CES 3 PROCHAINES SEMAINES ? Il faut trois semaines pour prendre une habitude
  • SEREC François Parvex Via Battaglini CH – 6950 Tesserete [email_address] www.serec.ch www.serec.ch