Time Management - Basic Course


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  • Time Management - Basic Course

    1. 1. Presents Productivity PowerThe Principles & Practices of Optimizing Personal Productivity
    2. 2. Time Management the Myths & the Mastery (Page 2) Myth # 1 MasteryTime Management is You Can NOTabout managing time manage time; you can only manage Yourself relative to time!
    3. 3. Time Management the Myths & the Mastery Myth # 2 Mastery The best Time Good Time Managers are thoseManagement is about who truly Value their using tips, tactics, time! …techniques and texts Because they don’t Waste it!
    4. 4. Time Management the Myths & the Mastery Myth # 3 MasteryGood Time Managers The best Time are very time Managers areconscious and focus focused on and get on Time RESULTS!
    5. 5. Time Management the Myths & the Mastery Myth # 4 Mastery The best TimeGood Time Managers Managers areare ruthlessly efficient ruthless with things, however; they are gracious with people! They have good Realtionship!
    6. 6. Time Management the Myths & the Mastery Myth # 5 Mastery“One size fits all” Time We all must develop aManagement systems Time Management work for everyone System that is right for you!
    7. 7. The Anatomy of Personal Productivity (Page 3) Optimizing personal productivity (Working Smarter) is really about …Producing the Most Desired Results in the Least Amount of Time! Productivity is always governed by 2 Principles … Effectiveness & Efficiency  Effectiveness is really about doing the Right things!  Efficiency is really about doing things Right!
    8. 8. The Anatomy of Personal Productivity “Productivity Practices Pyramid” Focus Efficiency (Concentration) (Tactical / Execution) Organization Time Planning &Effectiveness Task Prioritization (Strategic) Clarity of Purpose & Desired Results
    9. 9. 10 Things you must Know about Lower Brain to Successfully Manage it (Page 4)  It operates on a sub - conscious level  It has only one purpose – to keep us safe  Always using 5 senses to scan environment looking for potential threats and dangers … Can’t tell the difference between some real and imagined  It is the well-spring of all human emotions (Seat of Values and Beliefs)  Wants immediate gratification … Does not anticipate consequences well … Thinks short-term
    10. 10. 10 Things you must Know about Lower Brain to Successfully Manage it  Operational system is “MEANING” always asks … “What does this mean” … To manage lower brain is to manage meaning  It is largely visually driven  It is a outcome based mechanism  Unlimited source of creativity  It is the seat of procedural memory or ones habit patterns
    11. 11. The Biology of Productive Behavior (Page 4) EQ or EI used to be called Maturity or Character! … Fundamental component of character is Self Control or “Response-ability” (Ability of Upper to control Lower brain) Most counter-productive behaviors are rooted (cause) in Character Deficiencies …
    12. 12. Time Wasting – the Character Connection Poor Health Preoccupation Procrastination Posturing Pointing Fingers Character Low EQ Insecurities Immaturity Irresponsibility Deficiencies Perfectionism Pleasing Panicking Personality Conflicts Protecting Poor Decisions
    13. 13. Productivity Skills: the Essentials Enhancing Effectiveness
    14. 14. Primary Principle of Successful Time Planning Page 6 Clarity of Purpose & Desired Results 40000ft I 40000ft M 30000 ft Annual P Planning 30000 ft O R 20000 ft Monthly Planning 20000 ft T A 10000 ft Weekly N Planning 10000 ft C E Ground Daily Decisions Level Action Action URGENCY Planning URGENCY
    15. 15. Beware URGENCIES will Dominate your Life and your Work to the Degree IMPORTANCE does Not!See Prework - Urgency Inventory
    16. 16. Why you Should Always Use Lists (Page 7) Best thing to “shift gears” when you are feeling out-of-control or overwhelmed … Sit down and make a list! Prevents “Mind Clutter” … Gets things off your mind onto paper! … “Clears the psychic decks!” … “Trusted Repository” Enhances ones ability to concentrate by reducing Preoccupation, (Reduces self interruption, constant reminders to self about what you are trying not to forget) Builds personal Accountability … Minimizing impulsiveness Gives you an increased sense of Control over your work Lists are a prerequisite for the effective setting of Priorities! Lists support your ability better Organize tasks
    17. 17. The Benefits of Using Lists Creates a more tangible sense of Accomplishment! Provides you with a “logical /rationale” Track to run on! Prevents you Forgetting things! … Breaking Commitments Writing things down Imprints the task or activity on the Lower brain so it can better go to work on it Creating “top-of-mind awareness” of all the tasks you have to do Empowers you to say NO to the requests from others! Can provide insight into how you have been spending your time & how much time certain tasks take to complete Supports your ability to justify and defend “what you been doing lately”
    18. 18. Tips for Successfully Making & Managing Lists (Page 8) Many suffer from “To-Do List Frustration” … Failing to Make & Manage lists successfully leaves one feeling self defeated Task Lists serve two basic purposes …  To Gather commitments, tasks in time sensitive manner  To Guide ones Actions To achieve these two primary ends, we recommend the use of the following Lists …  Daily Action List  Weekly Priority List  Monthly / Quarterly Key Result / Outcome List  Someday / Maybe To-Do List
    19. 19. Tips for Successfully Making & Managing Lists When building Action Lists key is Alignment! … Your Daily Action list built from Weekly Priority list which is built from your Monthly Key Result list is built from your KRA’s! Beware - Don’t overload your schedule … Don’t set yourself up for failure by making Wish list! … Only tasks on Action Lists those you realistically think you can complete!  Make Lists after looking at Calendar assessing how much discretionary time you really have available  Plan only 70% of actual discretionary time available  Estimate how much time each task will take …  Apply 130% Rule! - Familiar task allocate 130% - unfamiliar 150% … Beware “Parkinson’s 1st Law!”
    20. 20. Tips for Successfully Making & Managing Lists You need access to daily and weekly lists at least four weeks out to capture time sensitive commitments, tasks & activities If using paper based lists … Develop shorthand symbol system to facilitate quick, easy list management! … Completed, moved forward, delegated, deleted, left message Portability is essential! … Must be accessible at all times! Keep your old lists for a month or two When integrating your new list keeping system remember that it is simple, but not easy! Must develop the Habit of use! … Soon using lists will become 2nd Nature!
    21. 21. Setting Priorities – 2 Guiding Principles Page 9 1. Paretos Law (80 – 20 rule)  The Urgency / Importance Matrix
    22. 22. Setting Priorities - Key Learning Points Page 9 Basic Truth # 1 - You will be successful to the degree you “Live Above the Line”! … In Quadrants A & B! Basic Truth # 2 - The degree of control over Quadrant A is directly proportionate to amount of time spent in Quad B! Quad A is quadrant of Crisis, necessity and burn-out! Quad B is quadrant of Vision, Character, Leadership and True (long-term) Success! Quad C is quadrant of Deception … Cotton Candy Quad D is quadrant of escape, excess and Waste! Lack of Character creates gravitational pull “below the line”! Caution … Quad C tasks will eventually move to Quad A!
    23. 23. Setting Priorities – Best Practices Page 11 How can you tell if something is truly Important? … KRA’s! … Or, consequences for yourself and /or your stakeholders Maintain realistic expectations - given realities of today’s workplace can only hope for degree of Control over Quad A To get to Quad B must SAY NO to Quad D and Reduce C! Most dangerous Quad is C! … Beware the “Activity Trap”!  Key is aware when in Quad C and do it FAST!  Set a time frame … use alarm to Contain Quadrant C  Perfectionism in Quad C is highly counterproductive! Multi-tasking OK when in Quad C Schedule time by Quad not Task; when in Quad A or B choose only 1 top priority! … Work on ONE task at a time!
    24. 24. Workload Reduction Strategies Delete: Stop doing, put on “Not to-do List … Work that is obsolete, redundant or do not add value to self or stakeholders … dump “high maintenance” stakeholders (are they really worth investment of time and energy) Delay: You can’t do every thing at once, some things have to wait (caution not to delay too much on Quad B tasks) Delegate: Can someone else do better, faster, cheaper … Develop complimentary teams were tasks flow to people who best suited from them, right people doing right work Diminish: Lean thinking … What reports and tasks could be down-sized, streamlined or simplified in size, scope, or frequency … Requires conversations with stakeholders
    25. 25. Weekly Planning Session - Guidelines Page 14 Set aside approx 30 - 40 minutes … When - Before the week starts … Ideally on Friday afternoon Using a “Week at a View” tool, block-out fixed time commitments - Appointments & Meetings … Allows see how much discretionary time you really have available! Next create a realistic Weekly Task List by … – Review last weeks task list and master lists to build – Review your “Current Projects” file or List – Review all “Communication Planners” – Review your monthly Goals in each KRA … What would be realistic weekly Priorities to accomplish that would help you achieve monthly objective
    26. 26. Weekly Planning Session - Guidelines Block-out time for Quadrant B tasks and activities! … Best later in week after you have handled Quadrant A tasks “earning” psychological right to work in Quadrant B Re-record your weekly voice-mail greeting Review calendar and commitments / deadlines next couple weeks … Key questions – Any preparation required? Are your commitments still realistic??? … Best to provide stakeholders with as much “Lead time” as possible of required changes Do Daily planning for Monday What else should you be doing / checking / measuring weekly?
    27. 27. Benefits of a Weekly Planning Session Page 13 “Shifting Horizons” to weekly perspective empowers things that are truly Important in your work and in your life It is the key to achieving work / life Balance! A weekly plan gives your schedule much greater Flexibility! It allows you to schedule the essential Chunks of time needed! Supports your ability to “Batch” smaller Quad “C” tasks Supports your ability to say NO when appropriate and prudent Enables better integration of efforts…Enhanced teamwork Enhanced sense of Control over your work / life … Allows compartmentalization … knowing you can slot tasks
    28. 28. Keys to Effective Scheduling Page 15 Consolidate Discretionary Time into Chunks of time (90 Min) Front-load your Schedule Eat “Veggies” first! … Do most Distasteful tasks out of way! If possible, plan for 2 Distinctive Types of Days … Meeting / Appointment Days & Focus Days! … Key is not to mix! Identify your “Prime Time” save for quad A & B tasks Daily planning best done the Night before Use “Gifts of Time “ wisely … Commuting & Waiting times Set time frames for impromptu meetings and conversation
    29. 29. Planning your Projects and Tasks (Page 16) The starting Point of all of your Planning your Tasks and Projects is always to develop Clarity of Purpose and Desired Results / Outcomes!!!! Achieving Clarity of WHY you are doing the task and WHAT specific Results you need has vital BENEFITS…  It is the task or projects “North Star” providing guidance and direction for all other Decisions  It is vital to process of Motivating your lower brain … If others are involved it is key to developing commitment!  It is key to unleashing Creative powers of lower brain!!
    30. 30. Planning your Projects and Tasks• Determine what does “Done” look like? … How will you know when you have completed the task? … Measurement?• Determine if anyone else needs to be involved? (See Stakeholder Map) … What needs to be communicated to whom? … What will you need from whom?• Brainstorm to define what has to happen (action steps) in order to achieve desired results• Organize the order of action steps or events (Sequential or Simultaneous)• Determine what has to happen … What are Next Steps?• Organize all Resources (Information, tools, and Equipment)
    31. 31. Productivity Skills: the Essentials Enhancing Efficiency
    32. 32. Focusing Attention on the Topic of Concentration (Page 17)  Good Definition of Concentration … “The ability to work intensely at the task-at-hand to the exclusion of every other demand on your attention.”  Rate your Mind Obedience Skills (when not under deadline pressure) … 1 to 10  21st century workspace is primarily designed to support better team / customer communications, not concentration!!  Concentrate is the Cutting-edge of your productivity axe!  The ideal and deepest state of concentration is called Flow! … When you are oblivious to all time and space … “Lost in the task”! … A place where there is no inner conversation!
    33. 33. Focusing Attention on the Topic of Concentration  The Conscious mind can hold only ONE thought at a time!  Takes 4 to 7 minutes to “boot-up” deep concentration.  When concentration is broken Recovery time is usually more than the time required to find what you were looking for!  Can maintain deep focus for about 75 minutes  Focus is a problem in tasks we don’t have Natural interest in  Whatever you “lose-yourself-in” is good indicator of a Gift!  2 sources of Concentration Breakers … External, however, most devastating ones are Internal!
    34. 34. Enhancing Your Capacity to Concentrate (Page 18) Starting point develop is Awareness of where your Attention is!! … Must learn to live Consciously! … “Mindfulness” Be alert not pre-occupied ... Beware “space-outs” … Manifests in direct inverse relation to self-esteem! Clarity of Purpose is vital for the lower brain to focus and to unleash its massive creative potential!!! Must SEE the Desired Outcomes / Results… must “Picture of Success” … Key Question … What does Done Look Like? Immediacy of Feedback stimulates FOCUS Degree of Difficulty must be right! … “Essential Tension” creating optimum concentration / motivation …
    35. 35. Enhancing Your Capacity to Concentrate Cornerstone of developing deep concentration is to focus on task at a time to Completion!!! … The “3 Task Test” … Your level of Energy is crucial concentration factor! 3 key energy factors - Sleep, Diet and Cardiovascular Fitness Beware – Most dangerous tasks - boring, distasteful, little Natural interest in! … Must Persuade your lower brain! Noise Pollution … Use IPOD to create “White Noise”? Minimize the number of unnecessary Interruptions! … Control the Duration of necessary interruptions Organize workspace! … Create a “Flow” environment!
    36. 36. Getting Organized (Page 19) As info explodes and the world becomes more complex, confusing, faster – Organization more Important! Organization is not an event it is an ongoing Process Don’t confuse Neatness with Organization! Stay Lean!…”When in doubt – throw it Out!” Risk Alert!…don’t Over Organize! Means to an end! Beware of all Flat surfaces! When you do re-organize must commit to use it for a minimum of 4 weeks so that it becomes 2nd Nature!
    37. 37. The Central Organizing PrincipleIs to Create a “FLOW” Environment by having …“A Place for Everything and Everything in it’s Place”
    38. 38. Getting Organized - Desk / Workplace (Page 20) Acid Test?… If your desk was an Aircraft Carrier? Top of Desk is Info Processing Area! …Not a Storage area! Need “Control Centre” at work & home … Basic set-up requires consisting of the following capture tools …  “In” basket  “Out” Basket  “Work in Progress” or “Hold” or “Pending” basket  “Awaiting Reply form Others” basket  “To be Read” Locate all tools & info based on “frequency of use” principle - More frequent use the closer placement … All key tools and info should be within “swivel distance”
    39. 39. Getting Organized - Desk / Workplace Your Purview must clear of CLUTTER (anything not related to the task at hand)! … Core principle – The top of your desk should be clean and clear! … Only frequently used tools … Key to a clear desk is to use Right-Hand drawer as intended! Keep paper “In-basket” outside office or at least out of sight Best Practice – Only ONE thing on your desk at a time!!! Always finish the day by cleaning up your desk and putting out what you are going to start on tomorrow morning
    40. 40. Getting Organized – Master Organizing System (Page 22)  Paper Based  PDA – Palm, Blackberry, Pocket PC  Computer – Outlook, Lotus Organizer
    41. 41. Getting Organized - Master Organizing System“Master System” must Manage the “Core Four”  Calendar / Schedule of Events (meetings, appointments)  Task Lists  Contacts  Notes  Projects  Communications with Key Stakeholders  Key Dates