1. Time and Priority
Management

2. Time and Priority Management -
Workshop Outcomes
By the end of the workshop, learners will be able to:
• Identify and effectively utilise tools and techniques to improve
time management and beat procrastination
• Identify how people respond to demands in the workplace
• Identify the difference between important and urgent tasks
through effective prioritisation
• Implement a Personal Action Plan created during the
workshop to manage your time more effectively in the
workplace

3. Time and Priority Management -
Personal Outcomes
What would
be a good
workshop for
you?
Your time
management
strength
Name Role
Your biggest
time stealer

4. Time and Priority Management -
Your Personal Action Plan
What are the most useful What will this enable you to What action will you take to apply what
things you have learned? achieve? you have learned in the workplace?
Action When

5. Time Stealers
and
Time Traps

6. Time Stealers

7. Analysing Time Stealers
In pairs discuss:
• My biggest time stealers are:
• Why do they happen?
 Values/Beliefs
 Other reasons
• What can I do to control/eliminate them?

8. The Time Trap Questionnaire

9. Prioritising Tasks
- Knowing where my time
is being spent

10. There are two famous laws that
govern the use of time.....
Parkinson’s Law - “Work expands to fill the time
allocated for its completion”
Pareto’s Principle - “20% of your time generates 80%
of your results”
The secret to using time effectively lies in setting and
reviewing priorities. That means knowing which
activities generate the most success in achieving results
and business objectives.

11. In the eyes of others...
Where others think you should be spending your time
vs.
Where you think you should be spending your time

12. Your Time Log
In pairs/threes, discuss the following, using your Time Log
and your „In the eyes of others‟ sheet;
What was in your control and what was out of your control?
Where can you influence?
Are you spending your time where you should be?
Separate proactive and reactive tasks – what is in your
control?
Where can you make a positive difference?

13. A ‘to-do’ list

14. Keeping a ‘to-do’ list

15. LUNCH

16. Time Management
Strategies and Techniques

17. The urgent / important matrix
• Important items are those activities that lead you to the
achievement of your goals. They are the projects or tasks
that contribute directly to effective outcomes for you and
your team members.
• Urgent activities demand immediate attention. They‟re
usually associated with the achievement of someone
else‟s goals, or with an uncomfortable problem or
situation that needs to be resolved. We often spend too
much time on them at the expense of more important
activities. In fact, seemingly urgent tasks generally aren't
that important. And, many times, really important
activities (like working towards your personal goals)
just aren't that urgent.

18. The urgent / important matrix
High
PLAN TO DO DO NOW
IMPORTANCE
RESIST AND CEASE REJECT AND EXPLAIN
Low High
URGENCY

19. Overcoming Procrastination
Do you procrastinate?

20. Overcoming Procrastination
• Replace „HAVE TO‟ with „WANT TO‟
• Replace „FINISH IT‟ with „BEGIN IT‟
• Replace PERFECTIONISM with PERMISSION TO BE
HUMAN
• Replace „DEPRIVATION‟ with „MOTIVATION‟

21. FLOW Model
Figure 1: The FLOW Model
High
Arousal
Anxiety
Flow
Challenge Worry Control
Level
Apathy Relaxation
Boredom
Low
Low High
Perceived Skill Level

22. The OATS Principle
Outcomes
Schedule Activities
Time

23. The SQ3R model
Survey
Question
Read
Recite
Review

24. Decision Making
• We all make decisions everyday.
• At times we can feel powerless because we do
not have any authority
• What can you do to have more of an input in
what is done?

25. Decision Making
Think about...
• How does your boss like to receive
information?
(detail / big picture / email / face-to-face etc.)
Do you give it to them?
• What are your preferences?

26. Delegation
Definition:
“ Entrusting to another person a task / job, together with
the authority to do it.”
Remember: You can pass on responsibility for the task
but NOT accountability.
The purpose of Delegation
• Allows you to focus on key functions and activities of
your role.
• It develops the abilities and skills of your
staff/team/peers.

27. 9 Steps of Delegation
Exercise...

28. Time Management scenarios
Some case studies

29. Use of Technology in
Time Management

30. Virtual working
What are the challenges facing employees of a
global organisation?
How do you work/communicate effectively?

31. Review
Today we have looked at:
• Identifying and effectively utilising tools and techniques to
improve time management and beat procrastination
• Identifying how people respond to demands in the workplace
• Identifying the difference between important and urgent tasks
through effective prioritisation
• Implemented a Personal Action Plan created during the
workshop to manage your time more effectively in the
workplace

32. Thank you