Managing Your Time Effectively

MANAGING YOUR TIME EFFECTIVELY Part I

I N T R O D U C T I O N

This course looks at the use of our time, we look at the problems of mismanagement of time.

We will examine what type of person we are and why people PROCRASTINATE.

We look at some useful planning tools and examine the time matrix.

We will identify areas we can control.

CHARACTERISTICS OF TIME

Time is the Scarcest resource we have and unless it is managed effectively, nothing else can be managed.

CHARACTERISTICS OF TIME

It is free

We all get the same amount

We all start equal each day

We all use it at the same rate

We cannot turn time off

We cannot replace it

We cannot put it in a box for later

CONSEQUENCES OF MIS-USING TIME

Highly Active

Reacting To

Living in the Present

Overloaded

Stressed Out

Ineffective

HOW ORGANISED ARE YOU?

Are you a tidy or messy worker

Does your tidiness vary

Do you plan ahead for things

Do you make lists and use them

Do you not make lists

Do you establish priorities

Are you systematic?

Do you have a system

WHAT ARE YOUR HABITS

Do you complain a lot but do nothing

Are you punctual?

Do you always keep appointments

Do you do a lot of unimportant tasks

Do you prefer to leave things as they are

Do you find it difficult to keep on track

What is your best time

08:30 – 13:00

What is your Personality?

Are you a loaner or a team player.

Have you ever wondered how people see you.

Do you promise to change, but never do.

Are you stuck and will not change.

Do you think positively or negatively

Are you “Optimist” or “Pessimist”

Are you perfectionist.

Do you worry much.

Do you have trouble in making up your mind.

The Two Extremes of People SEQUENTIAL PEOPLE

The Two Extremes of People (1) SEQUENTIAL PEOPLE

Doing one task at a time

Concentrating always

Taking time seriously

Keeping to schedules

Emphasizes promptness

Prefers adherence to plans

The Two Extremes of People SYNCRONIC PEOPLE

The Two Extremes of People (2) SYNCRONIC PEOPLE

Trying to do too much

Easily distracted

Says time is other people concern

Changes things frequently

Does unnecessary work

Goes into too much detail

Can’t hold effective meetings

Procrastination Time

Procrastination is to put off doing things we could (and should) do now.

We all procrastinate at one time or other.

When procrastination becomes a persistent habit, it is a serious threat to professional and personal success.

Why Do We Procrastinate?

Some Excuses are…

Leave it and it will go

Not my job

I will be only criticized

No resources

I am too tired right now

I am a perfectionist

It is not important

It is too simple for me

No enough time

The boss will only change it.

PLANNING TOOLS

The yearly planner

Good for long term projects and commitments

The monthly planner

Good for production Schedules

Appointments

Self time

Various other activities

The TO DO List

Can be used daily (prepared before hand)

Or used weekly

Or just as a list of objectives.

Tasks to Handle

Got to Do (A)

Ought to Do (B)

Nice to Do (C)

A T A S K L I S T

Can be used to look at an overall picture of what needs doing.

Items then can b prioritized in urgency of time or resources available.

P L A N N I N G A I D S

The wall chart

Holidays, sickness, skills, etc.

The Diary

Day to day activities

The Address Book

Names, addresses, clients, etc.

Phone numbers

The digital diary

Lesser Greater Greater ZONE A ZONE C ZONE D ZONE B CRITICAL ZONE ACTION ZONE INEFFECTIVE ZONE PLANNING ZONE URGENT IMPORTANT

URGENT IMPORTANT Lesser Greater Greater “ A” INEFFECTIVE ZONE Do only if nothing else at all to do “ C” PLANNING ZONE Plan them, work out strategies “ D” CRITICAL ZONE We live here most of the time. High standards needed, work under pressure and stress – errors made here “ B” ACTION ZONE Do as soon as possible. Routine / easy jobs. Keep up to date. If put off they become a crisis job.

PRINCIPLE TIME PROBLEMS