Managing Your Time Effectively

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This is part 1 of a series of presentations covering time management topic

Published in: Business, Education, Technology

Managing Your Time Effectively

  1. 1. MANAGING YOUR TIME EFFECTIVELY Part I
  2. 2. I N T R O D U C T I O N <ul><li>This course looks at the use of our time, we look at the problems of mismanagement of time. </li></ul><ul><li>We will examine what type of person we are and why people PROCRASTINATE. </li></ul><ul><li>We look at some useful planning tools and examine the time matrix. </li></ul><ul><li>We will identify areas we can control. </li></ul>
  3. 3. CHARACTERISTICS OF TIME <ul><li>Time is the Scarcest resource we have and unless it is managed effectively, nothing else can be managed. </li></ul>
  4. 4. CHARACTERISTICS OF TIME <ul><li>It is free </li></ul><ul><li>We all get the same amount </li></ul><ul><li>We all start equal each day </li></ul><ul><li>We all use it at the same rate </li></ul><ul><li>We cannot turn time off </li></ul><ul><li>We cannot replace it </li></ul><ul><li>We cannot put it in a box for later </li></ul>
  5. 5. CONSEQUENCES OF MIS-USING TIME <ul><li>Highly Active </li></ul><ul><li>Reacting To </li></ul><ul><li>Living in the Present </li></ul><ul><li>Overloaded </li></ul><ul><li>Stressed Out </li></ul><ul><li>Ineffective </li></ul>
  6. 6. HOW ORGANISED ARE YOU?
  7. 7. HOW ORGANISED ARE YOU? <ul><li>Are you a tidy or messy worker </li></ul><ul><li>Does your tidiness vary </li></ul><ul><li>Do you plan ahead for things </li></ul><ul><li>Do you make lists and use them </li></ul><ul><li>Do you not make lists </li></ul><ul><li>Do you establish priorities </li></ul><ul><li>Are you systematic? </li></ul><ul><li>Do you have a system </li></ul>
  8. 8. WHAT ARE YOUR HABITS <ul><li>Do you complain a lot but do nothing </li></ul><ul><li>Are you punctual? </li></ul><ul><li>Do you always keep appointments </li></ul><ul><li>Do you do a lot of unimportant tasks </li></ul><ul><li>Do you prefer to leave things as they are </li></ul><ul><li>Do you find it difficult to keep on track </li></ul><ul><li>What is your best time </li></ul>
  9. 9. 08:30 – 13:00
  10. 10. What is your Personality? <ul><li>Are you a loaner or a team player. </li></ul><ul><li>Have you ever wondered how people see you. </li></ul><ul><li>Do you promise to change, but never do. </li></ul><ul><ul><li>Are you stuck and will not change. </li></ul></ul><ul><li>Do you think positively or negatively </li></ul><ul><ul><li>Are you “Optimist” or “Pessimist” </li></ul></ul><ul><li>Are you perfectionist. </li></ul><ul><li>Do you worry much. </li></ul><ul><li>Do you have trouble in making up your mind. </li></ul>
  11. 11. The Two Extremes of People SEQUENTIAL PEOPLE
  12. 12. The Two Extremes of People (1) SEQUENTIAL PEOPLE <ul><li>Doing one task at a time </li></ul><ul><li>Concentrating always </li></ul><ul><li>Taking time seriously </li></ul><ul><li>Keeping to schedules </li></ul><ul><li>Emphasizes promptness </li></ul><ul><li>Prefers adherence to plans </li></ul>
  13. 13. The Two Extremes of People SYNCRONIC PEOPLE
  14. 14. The Two Extremes of People (2) SYNCRONIC PEOPLE <ul><li>Trying to do too much </li></ul><ul><li>Easily distracted </li></ul><ul><li>Says time is other people concern </li></ul><ul><li>Changes things frequently </li></ul><ul><li>Does unnecessary work </li></ul><ul><li>Goes into too much detail </li></ul><ul><li>Can’t hold effective meetings </li></ul>
  15. 15. Procrastination Time <ul><li>Procrastination is to put off doing things we could (and should) do now. </li></ul><ul><li>We all procrastinate at one time or other. </li></ul><ul><li>When procrastination becomes a persistent habit, it is a serious threat to professional and personal success. </li></ul>
  16. 16. Why Do We Procrastinate? <ul><li>Some Excuses are… </li></ul><ul><ul><li>Leave it and it will go </li></ul></ul><ul><ul><li>Not my job </li></ul></ul><ul><ul><li>I will be only criticized </li></ul></ul><ul><ul><li>No resources </li></ul></ul><ul><ul><li>I am too tired right now </li></ul></ul><ul><ul><li>I am a perfectionist </li></ul></ul><ul><ul><li>It is not important </li></ul></ul><ul><ul><li>It is too simple for me </li></ul></ul><ul><ul><li>No enough time </li></ul></ul><ul><ul><li>The boss will only change it. </li></ul></ul>
  17. 17. PLANNING TOOLS <ul><li>The yearly planner </li></ul><ul><ul><li>Good for long term projects and commitments </li></ul></ul><ul><li>The monthly planner </li></ul><ul><ul><li>Good for production Schedules </li></ul></ul><ul><ul><li>Appointments </li></ul></ul><ul><ul><li>Self time </li></ul></ul><ul><ul><li>Various other activities </li></ul></ul><ul><li>The TO DO List </li></ul><ul><ul><li>Can be used daily (prepared before hand) </li></ul></ul><ul><ul><li>Or used weekly </li></ul></ul><ul><ul><li>Or just as a list of objectives. </li></ul></ul><ul><li>Tasks to Handle </li></ul><ul><ul><li>Got to Do (A) </li></ul></ul><ul><ul><li>Ought to Do (B) </li></ul></ul><ul><ul><li>Nice to Do (C) </li></ul></ul>
  18. 18. A T A S K L I S T <ul><li>Can be used to look at an overall picture of what needs doing. </li></ul><ul><li>Items then can b prioritized in urgency of time or resources available. </li></ul>
  19. 19. P L A N N I N G A I D S <ul><li>The wall chart </li></ul><ul><ul><li>Holidays, sickness, skills, etc. </li></ul></ul><ul><li>The Diary </li></ul><ul><ul><li>Day to day activities </li></ul></ul><ul><li>The Address Book </li></ul><ul><ul><li>Names, addresses, clients, etc. </li></ul></ul><ul><ul><li>Phone numbers </li></ul></ul><ul><li>The digital diary </li></ul>
  20. 20. Lesser Greater Greater ZONE A ZONE C ZONE D ZONE B CRITICAL ZONE ACTION ZONE INEFFECTIVE ZONE PLANNING ZONE URGENT IMPORTANT
  21. 21. 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.
  22. 22. PRINCIPLE TIME PROBLEMS <ul><li>Visitors </li></ul><ul><li>Writing </li></ul><ul><li>The telephone </li></ul><ul><li>Filing systems </li></ul><ul><li>Reading </li></ul><ul><li>Making notes </li></ul><ul><li>Meetings </li></ul><ul><li>Traveling </li></ul><ul><li>Handling information </li></ul><ul><li>Communicating </li></ul><ul><li>Socializing </li></ul><ul><li>Delegating </li></ul><ul><li>Other people time </li></ul>We can call them… Time Wasters
  23. 23. How to Attack and Overcome Time Wasters <ul><li>… </li></ul><ul><li>… </li></ul>This will be covered in Part II

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