Today you will choose how much of the content you actually take away and then put to use in your everyday functioning.
What is time?
Write the answers on Flip Chart.
Before we address each specific issue, we would like to question some of the common beliefs that are causing us to be less effective in managing time.
Not everything that presents itself to us during the day is important. The email which advertises next month’s cafeteria menu does not need to be opened right this minute. The BBC news headline email which arrives several times a day in your inbox. The conversation taking place right outside your office or cubicle is not important.
For the most part, we are not expected to be classical guitarists. We do not mean that excellence and high quality are not important, they are. Some people are paralyzed by over-analyzing every tiny little detail and re-wording or re-editing over and over and over until the end product actually never gets finished. I had a sign on my door that said, “Perfectionism is slow death” Hugh Prather. There are many other obstacles, besides time management, that are created by our sense of always needing to be perfect.
Sorry, but when a customer is being irrational and making unrealistic demands of your time, a line must be drawn. It is always your right to expect being treated in a respectful manner, even if it is a customer. We understand the customer is always right sentiment, but as human beings, we must have sensible boundaries.
Rob’s example of absenteeism.
Exercise: Name specific items you each experience in each quadrant. Flip Chart.
Here are just a few RESULTS of time spent in each Q.
According to Forbes magazine, 64% of employees visit at least one non-work Internet site EVERY DAY at work. Specifically, the survey revealed 64 percent of employees visit non-work related websites every day at work. Of that group, 39 percent spend one hour or less per week, 29 percent spend 2 hours per week, 21 percent waste five hours per week, and only 3 percent said they waste 10 hours or more doing unrelated activities. The survey also revealed which websites keep employees most off-task. Not surprisingly, socializing on Facebook occupied 41 percent, while 37 percent use LinkedIn, and 25 percent are shopping at Amazon. Other destinations includeYahoo and Google+ and to a lesser extent Twitter and Pinterest.
Spending too much of the day in Q1 is a Symptom of Time Management illness which create a range of ailments.
Look for the 80-20 rule in everything you do. Look at what gets you the most results, and do more of it. What benefits you the most? Do more of it. It helps you to focus on the 20% that matters most. Where do you waste time, how do you lose efficiency? Do less of it.80% of your sales are made by 20% of your sales staff.80% of your profits come from 20% of your customers.80% of your sales come from 20% of your products.80% of your profits come from 20% of the time you spend.80% of your complaints come from 20% of your customers.
Do you use any kind of List or Time Management programme? Franklin Covey has an entire set of goodies to help keep you on track. Covey’s book First Things First discusses the benefits of taking 30 minutes every day to properly prioritize and plan your day. There are also some free apps you can download. Or use your Outlook calendar.
Emails twice per day. Help us list the advantages and disadvantages of modern day technology. If there was an app that measured how many times per day you picked up your phone to open it????? I read something that suggest the average person picks up the phone every 7 minutes. What about you? Emails?
The Internet! Obsessed by the phone. Television. These things are not in and of themselves bad; but do they lead to hours of wasted time. Are they “gateway drugs”????
Sometimes you may need to close your door for one hour, don’t answer the phone or look at emails. Work in Q2, The Zone. Remind others of your new rules.
Exercise: What are all the elements of a productive meeting?
Set the standard and expect others to meet it. Build in transition time.
Is there a particular time of day you lose focus?
At the start of the day identify the task you least want to do and everything gets easier.
Multitasking can reduce productivity by approximately 40-percent according to some researchers. Switching from one task to another makes it difficult to tune out distractions and can cause mental blocks that can slow down your progress.First, let's start by defining what we mean when we use the term multitasking. It can mean performing two or more tasks simultaneously, or it can also involve switching back and forth from one thing to another. Multitasking can also involve performing a number of tasks in rapid succession.
Time SpongesRob and Tammy Ballwww.coachingbytheballs.com
Urgent / Important Not Urgent / Important• Crisis • Preparation/Doing• Pressing Problems • Planning• Firefighting • Prevention• Deadline Day • Personal Development• Some Meetings • Relationship Building • Engagement • Re-creation Urgent / Not Important Not Urgent/Not Important• Interruptions • Trivia, busywork• Some email • Junk mail• Some meetings • Some phone calls/texts• Some phone calls • Time wasters• Unplanned activities • Escape activities• Diversions • Distractions
Urgent / Important Not Urgent / Important Results• Crisis Management • Vision/Perspective• Stress • Balance• Firefighting • Discipline• Burn Out • Control • Less Crises • Well-Being Urgent / Not Important Not Urgent/Not Important• See goals and plans as • Total Irresponsibility worthless • Sacked from jobs• Short term focus • Dependent on others• Crisis Management• Feel victimized/out of control• Shallow relationships
Urgent / Important Not Urgent / Important• Crisis • Preparation/Doing• Pressing Problems • PlanningQuadrant•• Firefighting Deadline Day • • Of Prevention Personal Development• Some Meetings • • The Zone Relationship Building Engagement • Re-creation Urgent / Not Important Not Urgent / Not Important• Interruptions • Trivia, busywork• Some email • Junk mail• Some meetings • Some phone calls/texts• Some phone calls • Time wasters• Unplanned activities • Escape activities• Diversions • Distractions
Urgent / Important Not Urgent / Important• Crisis • Preparation/Doing• Pressing Problems • Planning• Firefighting • Prevention• Deadline Day • Personal Development Some Meetings Relationship Building• • • • Engagement Re-creation Cure Symptom Urgent / Not Important Not Urgent/Not Important• Interruptions • Trivia, busywork• Some email • Junk mail• Some meetings • Some phone calls/texts• Some phone calls • Time wasters• Unplanned activities • Escape activities• Diversions • Distractions Cause