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Profitable Action
Through Effective Time
Management
26th November 2013
Presented by
Reality of Business Today

More... ...With Less

•
•
•
•
•

Quality
Productivity
Efficiency
Business
Competition

• Time
•...
£1440

Per day

Conditions
1. No cheque book
2. No overdraft
3. No carry forward
Your Inheritance

£1440
X

Minutes
Per day

Conditions

1. No cheque book
2. No overdraft
3. No carry forward
Time Robbers
Internal
• Don’t delegate
• Lack of planning
• Confused
responsibilites
• Try to do too much
• Lack of motiva...
Time Management Tools
Time log
Mon

Tue

Wed

Thu

Fri

8.008.15 am

Meeting

Travel

etc

etc

etc

8.158.30 am

Meeting
...
Is 60 minutes of
uninterrupted time worth
more in terms of
achieving results than 15
ten minute segments ?

Block Time
Block Time
If you could create an extra 60
minutes per day what would you
use it for ?
1hour x 5days x 4 weeks per month =...
The Pareto Principle
80/20 rule
•80% of decisions come from 20% of meeting time
•80% of interruptions come from 20% of peo...
The Pareto Principle
80/20 rule
Activity
Vital Few

20

Result

4
80

Trivial
Many

80

16

20

1

4
Do the important Things First
Priority Lists
Your Dilemma.
4 •BUSY WORK
1 •URGENT AND IMPORTANT
2 •IMPORTANT NOT URGENT
3 ...
Tyranny of the Urgent
Urgent

I
Important

Crisis
Deadlines
Meetings
Repairs
PressingProblems

III
Not Important

Phone ca...
Tyranny of the Urgent
Results
Important

Urgent

Not Urgent

I

II

III

IV

Stress
Burnout
Crisismanagement
Always puttin...
Tyranny of the Urgent
Urgent

Our
I Crisis
Response
Deadlines
Important

II

Planning
Clarifying Values
Relationships
Visi...
Ask your staff some
simple questions
What is the problem?
What are the causes of
the problem?
What are some possible
solut...
Delegation
Delegation exercise
Why delegate ?
Why not ?
How do we do it ?
Delegation Process Perspectives
1

Identify the Need

2

Select the Person

3

Plan the Delegation

4

Hold a Delegation M...
What will I do differently ?
Time saving ideas
sheet
Pick 3 ideas that
you can start on
tomorrow
Feedback
Profitable Action
Through Effective Time
Management
26th November 2013
Presented by
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Profitable action through effective time management ACCA members event

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Presentation delivered to ACCA members on profitable action and time management.

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Profitable action through effective time management ACCA members event

  1. 1. Profitable Action Through Effective Time Management 26th November 2013 Presented by
  2. 2. Reality of Business Today More... ...With Less • • • • • Quality Productivity Efficiency Business Competition • Time • People • Cost • Resource • Loyalty
  3. 3. £1440 Per day Conditions 1. No cheque book 2. No overdraft 3. No carry forward
  4. 4. Your Inheritance £1440 X Minutes Per day Conditions 1. No cheque book 2. No overdraft 3. No carry forward
  5. 5. Time Robbers Internal • Don’t delegate • Lack of planning • Confused responsibilites • Try to do too much • Lack of motivation • Procrastination • Make all decisions myself External • • • • • • • Interruptions Meetings Sorting out others problems Crisis management Too much routine work Other peoples deadlines E mail and paperwork Which ones do you fall foul of ?
  6. 6. Time Management Tools Time log Mon Tue Wed Thu Fri 8.008.15 am Meeting Travel etc etc etc 8.158.30 am Meeting Client focus meeting 8.308.45 am Travel etc 8.459.00 am Travel etc 9.009.15 am Project planning meeting etc 9.159.30 am Project planning meeting 9.309.45 am Project planning meeting 9.4510.0 am Coffee break Should I be doing this ? Could the activity be combined ? Should this be delegated ?
  7. 7. Is 60 minutes of uninterrupted time worth more in terms of achieving results than 15 ten minute segments ? Block Time
  8. 8. Block Time If you could create an extra 60 minutes per day what would you use it for ? 1hour x 5days x 4 weeks per month = 20 hours per month @ 8 hours per day = 2.5 days per month 2.5 days x 12 months per year = 30 days per year How can it be done ?
  9. 9. The Pareto Principle 80/20 rule •80% of decisions come from 20% of meeting time •80% of interruptions come from 20% of people •20% of the sales force bring in 80% of the business •20% of your product range brings in 80% of your revenue •80% of your results come from 20% of your activities
  10. 10. The Pareto Principle 80/20 rule Activity Vital Few 20 Result 4 80 Trivial Many 80 16 20 1 4
  11. 11. Do the important Things First Priority Lists Your Dilemma. 4 •BUSY WORK 1 •URGENT AND IMPORTANT 2 •IMPORTANT NOT URGENT 3 •URGENT NOT IMPORTANT
  12. 12. Tyranny of the Urgent Urgent I Important Crisis Deadlines Meetings Repairs PressingProblems III Not Important Phone calls Interruptions Mail Reports Drop-ins Not Urgent II Planning Clarifying Values Relationships Vision ProcessImprovement IV Trivia “Escapes” Junk Mail Busy Work
  13. 13. Tyranny of the Urgent Results Important Urgent Not Urgent I II III IV Stress Burnout Crisismanagement Always putting out fires Short term focus CrisisNot Important Management Out of control Feel victimised Vision Balance Relationships Control Few crises Irrisponsib -ility Get fired No results
  14. 14. Tyranny of the Urgent Urgent Our I Crisis Response Deadlines Important II Planning Clarifying Values Relationships Vision ProcessImprovement Plan Do it it Meetings Repairs PressingProblems III Not Important Not Urgent Phone calls Delegate Interruptions Mail it Reports Drop-ins IV Leave it Trivia “Escapes” Junk Mail Busy Work
  15. 15. Ask your staff some simple questions What is the problem? What are the causes of the problem? What are some possible solutions? What is the best solution?
  16. 16. Delegation Delegation exercise Why delegate ? Why not ? How do we do it ?
  17. 17. Delegation Process Perspectives 1 Identify the Need 2 Select the Person 3 Plan the Delegation 4 Hold a Delegation Meeting 5 Create a Plan of Action 6 Review the Plan 7 Implement the Plan 8 Follow Up
  18. 18. What will I do differently ? Time saving ideas sheet Pick 3 ideas that you can start on tomorrow Feedback
  19. 19. Profitable Action Through Effective Time Management 26th November 2013 Presented by

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