Time Management


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Time Management

  1. 1. Management Skills Workshop - Part 1
  2. 2. Agenda • 14:00 Introduction + Test • 14:10 Test exercise + discussion • 14:30 Presentations • 15:30 Break • 15:45 Presentations • 16: 20 Final activity • 16:50 Discussion about final activity • 17:15 End
  3. 3. Exercise Number 1: • Check the questions from the test you have just answered and place them in one of the 5 following categories: Goal setting: Goals and objective Prioritization: What should I do first ? Managing Interruptions: Coffee, Internet, Skype Procrastination: The act of delaying things Scheduling: What will I do today ?
  4. 4. Goal Setting - 6, 10, 14, 15 Prioritization - 1, 4, 8, 9, 13, 14, 15 Managing Interruptions - 5, 9, 11, 12 Procrastination - 2, 10, 12 Scheduling - 3, 7, 12 Answers:
  5. 5. Not at all: 2,3333333 Rarely: 2,666666 Some times: 3 Often: 3,33333 Very Often: 3,66666 Now you can calculate your own result: P.S. You can keep your results to yourself if you want so. This info is private and belongs to you only
  6. 6. 46-75 You're managing your time very effectively! Still, if there's anything you can tweak to make this even better ? 31-45 You're good at some things, but there's room for improvement elsewhere. Focus on the serious issues that we will talk about, and you'll most likely find that work becomes much less stressful. 30 Ouch. The good news is that you've got a great opportunity to improve your effectiveness at work, and your long term success! However, to realize this, you've got to fundamentally improve your time management skills. Score Interpretation
  7. 7. 1 - Goal Settings
  8. 8. “Successful people are great at making and keeping goals. You should make an effort to read your list of long term and short term goals every day. Whether you have short term goals like keeping up with job performance, or long term goals like obtaining a degree from Harvard, reviewing your goals can help keep you on track.”
  9. 9. But maybe you are thinking… Should I do that only because successful people do it ?
  10. 10. Also ask yourself questions like: What I want to be doing in 5 years time ? Am I clear about my main objective at work is at this moment ? Do I know what I want to have achieved by the end of today ?
  11. 11. but HOW should I
  12. 12. #1 set goals that motivate you - Not super easy, not impossible to accomplish - Know why is that important for you
  13. 13. #2 set SMART goals - Do not say: „To sail around the world“ - Say: „To have completed my trip around the world by December 31, 2015“
  14. 14. - Clear & Well Defined - Goals that are not clear do not provide sufficient direction - Precise goals influence behavioral change more effectively than general “do your best” goals - Make sure you have how to measure your goals - Include precise amounts & dates - Instead of saying: „Find more websites“ „Find new 20 websites by Friday“
  15. 15. - Make sure is possible to achive the goal you are setting - But it does not mean that they should be easy - Realist + challenging goals are the perfect recipe - They must require a plan to achieve them - Why ? - Is important for my career or professional life - Deadline
  16. 16. #3 WRITE down your goals - Hand writing make it real - Write in a positively way - Use a to do list to achieve #4 make an ACTION plan - Again the to do list - Steps for the outcome #5 STICK with it - Maybe you can forget to check it one day but the next day try again - Is a ongoing process - Build reminders
  17. 17. Now is time to Our own
  18. 18. Prioritization http://www.youtube.com/watch?v=tT89OZ7TNwc
  19. 19. Procrastination „Is the act of delaying things that you should be focusing now“
  20. 20. http://www.mindtools.com/community/page s/article/newHTE_96.php Video
  21. 21. How to beat procrastination - Set goals ( I know we already talked about it ) - Our priority matrix Everything is connected
  22. 22. On bit at a time !
  23. 23. Start your day doing tasks you don´t like so much The 20th follow up email
  24. 24. Managing Interruptions & Scheduling Maintain Keep control of your &
  25. 25. Most of us are distracted several times, if not dozens of times, every day. It doesn't matter where you work or what you do, you probably deal with distractions on a daily basis. Regaining concentration after a distraction can take quite a few minutes. Learning how to minimize distractions can dramatically increase your productivity and effectiveness, produce high-quality work, and achieve much more during the day.
  26. 26. Examples of possible daily distractions… and others…
  27. 27. Final conclusion: The only thing we cannot buy is time, everyone has only 24 hours per day. Therefore, we need to work smarter on things that have the highest priority, and then creating a schedule that reflects our work and personal priorities.