Learn Effective Task Management Techniques to Prioritize Work and Boost Productivity
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“Time management” is the process of organizing and planning how to divide your time between specific activities. Good time management enables you to work smarter – not harder – so that you get more done in less time, even when time is tight and pressures are high.
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Learn Effective Task Management Techniques to Prioritize Work and Boost Productivity
- 1. Rex Classes TASK MANAGEMENT 2/07/2014 , 5:00 pm Saturday
- 3. Rex Classes Objective of Training Prioritize Effectively with Multitasks Perfection in work Manage and Control Crises Peace of Mind and Sense of Achievement Increased Energy Increased Productivity Stronger Family Bonds Better Health Reduction of Stress
- 4. Rex Classes Task Management 1. When should we plan our day? 2. How many task should we plan in a day? 3. What if we have more task to do in a day? 4. How much time should we allocate for all the task? 5. Which task should we do first? 6. How can I get rid of messy environment and unnecessary work to do? 7. How can we handle the crisis if I am not available at my place? 8. How should we handle the urgent and important task? 9. What is the best way to do your task which could give us better result? 10. What are the major time wasters and how we should handle with them? 11. Can I make my task perfect in all mean? 12. How can we plan a smart goal?
- 5. Rex Classes 1.When should we plan our day? Ans:- At the end of each day plan the things you want to do for tomorrow, in order of importance Example
- 6. Rex Classes 2. How many task should we plan in a day? Ans:- Minimum 4 and Max 8. Sometimes you can make the list shorter than six items if you have only one to two things to do that day and it will take most of your day to finish them
- 7. Rex Classes 3. What if we have more task to do in a day? Ans:- Pairing the task. Ex:- + Print out Prepare Excel sheet
- 8. Rex Classes Make Pair of Task
- 9. Rex Classes 4. How much time should we allocate for all the task? Ans:- 80 % of your working time should be allocated only. 20 % of your time should be left for the urgent task
- 10. Rex Classes 5. Which task should we do first? Ans:- Hardest task we should do first.
- 11. Rex Classes 6. How can I get rid of messy environment and unnecessary work to do? Ans :- By 80-20 rule = Pareto Principle
- 12. Rex Classes The 80-20 rule = Pareto Principle 80% of a company’s sales come from 20% of its clients. 80% of the clothes you wear regularly are only 20% of what hangs in your closet. 80% of your time on the phone is spent with only 20% of the people you call during the course of the year. 20% of customer that have 80% of the problems. 20% of employees take 80% leave.
- 13. Rex Classes 7. How we can handle the crisis if I am not available at my place? Ans:- Write down all emergency no. on a paper and paste on the wall. Train an employee who can hold your responsibility effectively in your absence Make the list of to be allocated and whom they will be allocated Make the action plan in written
- 14. Rex Classes Quick Draw game
- 15. Rex Classes 8. How should we handle multitasking the urgent and important task? Ans. Give priority to the task. Use Stephen Covey’sTime Management Matrix
- 16. Rex Classes Handle the Multitasking effectively by Prioritize
- 17. Rex Classes Urgent and Important Important but not urgent Urgent but not important Not important and not urgent Do Delay Delegate Delete Stephen Covey’s Time Management Matrix Quadrant I Quadrant 2 Quadrant 3 Quadrant 4
- 18. Rex Classes EX:-
- 19. Rex Classes 9. What is the best way to do your task which could give us better result? Ans:- Mr. Lee Method A story…………………!!! 1920's,U.S., Charles Schwab , Mr. Lee (a public relations expert)
- 20. Rex Classes Mr. Lee Method Task 1 Task 2 Task 3 Task 4 Task 5 Task 6 Priority basis Done Done Done Done Done Done Weekly and daily basis
- 21. Rex Classes Benefits Focus on task Momentum Overcome procrastination
- 22. Rex Classes Do’s Write the list of important 6 task at the end of the day/week Number them one to six according to your priorities. Keep working on one until completed, and then move to the next. Make a commitment to yourself to always complete your list of priorities. Make sure your list is able to be completed within one day/week. (Approximately six hours say, leaving two hours for extra tasks such as checking emails and interruptions).
- 23. Rex Classes Don’t Never make your list longer than 8 task Don't work on number two until you have completed number one. Don't start the day with reading your emails
- 24. Rex Classes 10.What are the major time wasters of us and how we should handle with them? Ans.:-You find out your time wasters and see the effects of it on your working day. Small Activity
- 25. Rex Classes Dealing with Interruptions Setting your limits Just say “NO” Proper Delegation Handle long winded people Use your unproductive time zone.
- 26. Rex Classes 11. Can I make my task perfect in all mean? Ans:-Yes, you can by effective task and time management. Discuss Example
- 27. Rex Classes 12. How can we plan a smart goal? Ans. By using “SMART” Goal technique.
- 28. Rex Classes Set “Smart” Goal Specific Measurable Achievable Realistic Time Bound
- 29. Rex Classes Action Plan Plan your day evening before the day. Make list of 4-8 tasks according to priority Pairing if you have more task to do. Give priority according 20/80 Pareto Set SMART goal Allocate task according to Urgent and important Apply Lee Method Delegate Non important but urgent task Handle your time wasters or eliminate. Learn to say two words “No”. Focus on your Goal
- 30. Rex Classes FinalTask Management Game Arrange your card in order
- 31. Rex Classes
Editor's Notes
- Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity.
- Reduction of Stress
- The first, and most important strategy you can employ to manage your time is to set clear goals for yourself. As a Lions leader, you will want to accomplish many things in your time of office. The best favor you can do for yourself is to determine what those goals are and make sure your efforts are always directed toward their achievement. Effective goals share a number of characteristics in common. Effective goals are: Specific – When a goal is too vague, you may never know how to reach it or even when you have reached it. Make sure that you know exactly what you hope to achieve Measurable – When you have a goal that is measurable, you will know how far you have to go to reach the goal, and when you get there Note: You may wish to provide an example of a vague, unmeasurable goal, and then a specific, measurable goal here. For instance, “I will support extension in my district” is a vague goal, while “I will establish five new clubs in my district is both specific (new clubs) and measurable (five). Achievable – It is commendable to set your sights high, but sometimes we try to accomplish more than we can actually do. Training and certifying ten Certified Guiding Lions in your district in one year may or may not be achievable at this time for a number of reasons. Your goals should be such that, if you “extend yourself” you can just reach them. Realistic – Can you establish a program in your district to help everyone with vision problems? It is certainly a worthwhile goal, but it may not be realistic at this time. It might be better to work on setting up a program with schools to provide vision testing and eyeglasses for disadvantaged children. Note: You may wish to provide an example of an achievable, realistic goal that you have achieved or observed in your own club or district. Time-based – Most of the goals that you establish in your position as a Lions leader will not be long-term. It is important to set time guidelines for your goals, so that you can keep track of your progress as you are going along and can be alert to when you are falling behind schedule. Note: You may wish to state a goal that meets the five characteristics, and ask participants to explain how each characteristic is met. For example, “We will increase retention of current members in my district by reducing the dropout rate to X % by the end of the fiscal year.” Further, you may wish to provide a non-example and ask participants to restate it to meet the five characteristics. For example, “We will improve the service we provide to our community.”