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How to save time and work more effectively

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How to save time and work more effectively

  1. 1. How to save time and work more efficiently Trusted Partners - Seamless Support
  2. 2. Are you Footloose and Fancy Free? Trusted Partners - Seamless Support
  3. 3. So...how do you do this? • Understand your priorities – where are you going? • Plan your trip • Prioritise your activities • Be flexible Trusted Partners - Seamless Support
  4. 4. What are your priorities? • Spending time with family & friends • Making money • Hobbies • Grow your business • 4 x Holidays a year • Recognition Trusted Partners - Seamless Support
  5. 5. What are your challenges? • Not enough hours in the day • Not enough days in the week • Not enough weeks in the year According to The Federation of Small Businesses: • 79 per cent of small business owners work over 40 hours per week, • 27 per cent work between 50 and 60 hours per week, • and 22 per cent work over 60 hours. Trusted Partners - Seamless Support
  6. 6. So what we need is more time! Trusted Partners - Seamless Support
  7. 7. What are we currently doing? Trusted Partners - Seamless Support
  8. 8. What are we currently doing? • To Do Lists Trusted Partners - Seamless Support
  9. 9. What are we currently doing? • To Do Lists • Post it notes Trusted Partners - Seamless Support
  10. 10. What are we currently doing? • To Do Lists • Post it notes • Technology Trusted Partners - Seamless Support
  11. 11. What are we currently doing? • To Do Lists • Post it notes • Technology • Memory Trusted Partners - Seamless Support
  12. 12. This is not a To Do List? It is the road to: • Frustration Trusted Partners - Seamless Support
  13. 13. This is not a To Do List? It is the road to: • Frustration • Disappointment Trusted Partners - Seamless Support
  14. 14. This is not a To Do List? It is the road to: • Frustration • Disappointment • Burn Out Trusted Partners - Seamless Support
  15. 15. Trusted Partners - Seamless Support
  16. 16. So what can we do? Trusted Partners - Seamless Support
  17. 17. What do I do? • Steven Covey’s Quadrant Method – 7 Habits of Highly Effective People • The Four D’s Method Trusted Partners - Seamless Support
  18. 18. The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT
  19. 19. The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT URGENT AND IMPORTANT NOTIMPORTANT
  20. 20. The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT NOT URGENT AND IMPORTANT NOTIMPORTANT
  21. 21. The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT URGENT AND NOT IMPORTANT
  22. 22. The Quadrant Method Prioritises tasks based upon their urgency and importance to your business: Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT NOT URGENT AND NOT IMPORTANT
  23. 23. The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANTNOTIMPORTANT
  24. 24. The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT NOTIMPORTANT
  25. 25. The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT (brought forward folder or VA) NOTIMPORTANT
  26. 26. The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT DELEGATE IT (To your VA)
  27. 27. The Four D’s Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT DELEGATE IT DUMP IT
  28. 28. So what are the next steps? Trusted Partners - Seamless Support
  29. 29. Next steps..... • Collate all tasks into one place • Consider the urgency and importance of each task • Allocate each task to the correct quadrant THEN: • Do it • Date it • Delegate it • Dump it Trusted Partners - Seamless Support
  30. 30. How should you date activate tasks? With Outlook Tasks For more information on how to use Outlook Tasks take a look at the Top Tips section of our website at www.kaleidoscopeservices.co.uk Trusted Partners - Seamless Support
  31. 31. Remember..... • You can’t do everything and you certainly can’t do everything today. Learning to understand the difference between Urgent and Important is crucial to business success. • Try to delegate tasks from quadrants two and three – don’t forget that there will always be a Virtual Assistant willing and able to take on these tasks. • Use a brought forward folder and Outlook tasks • Take time out at the end of every day to update your matrix so that when you arrive at your desk the next day you arrive with a clear focus on what you will be doing that day. Trusted Partners - Seamless Support
  32. 32. And finally..... Be flexible..... Trusted Partners - Seamless Support
  33. 33. Catherine Adamson Executive Virtual Assistant Services 07946 444366 catherine@kaleidoscopeservices.co.uk Trusted Partners - Seamless Support

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