Time management September 2013

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Half day open training event on time management skills held in Toronto, Ontario.

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Time management September 2013

  1. 1. Time management by Toronto Training and HR September 2013
  2. 2. CONTENTS 5-6 Check current operating procedures 7-8 Types of activity 9-10 SMART objectives 11-13 Plan the work and work the plan 14-15 The “I care, they care” quadrant 16-17 Unnecessary tasks 18-20 More on habits 21-22 Clear instructions 23-24 Saying “no” 25-26 Delegation 27-28 Lead by example 29-30 Prioritizing 31-32 Scheduling 33-34 Overcome procrastination 35-36 Reduce the amount of travel 37-38 On the move 39-42 Telephone techniques 43-44 Paperwork 45-46 Meetings 47-48 Appointment times 49-50 The right methodology 51-52 Conclusion and questions Page 2
  3. 3. Page 3 Introduction
  4. 4. Page 4 Introduction to Toronto Training and HR Toronto Training and HR is a specialist training and human resources consultancy headed by Timothy Holden 10 years in banking 10 years in training and human resources Freelance practitioner since 2006 The core services provided by Toronto Training and HR are: Training event design Training event delivery Reducing costs, saving time plus improving employee engagement and morale Services for job seekers
  5. 5. Page 5 Check current operating procedures
  6. 6. Check current operating procedures Last month Customer contact Meetings Telephone calls Writing Page 6
  7. 7. Page 7 Types of activity
  8. 8. Types of activity • Negotiable or non-negotiable • Fixed or flexible Page 8
  9. 9. Page 9 SMART objectives
  10. 10. SMART objectives • Specific • Measurable • Achievable • Realistic • Time-bound Page 10
  11. 11. Page 11 Plan the work and work the plan
  12. 12. Plan the work and work the plan 1 of 2 • List the tasks you have to perform • Assign them priorities • Do what the plan says Page 12
  13. 13. Plan the work and work the plan 2 of 2 LEAD • List the activities • Estimate the time needed • Allow time for contingency • Decide priorities Page 13
  14. 14. Page 14 The “I care, they care” quadrant
  15. 15. The “I care, they care” quadrant Page 15 I care, they don’t care I care, they care I don’t care, they don’t care They care, I don’t care
  16. 16. Page 16 Unnecessary tasks
  17. 17. Unnecessary tasks • Habit • Insurance • Expectation • Appearances Page 17
  18. 18. Page 18 More on habits…
  19. 19. More on habits…1 of 2 HABITS TO LET GO OF • Perfectionism • Worrying • Postponing pleasure • Changing your habits Page 19
  20. 20. More on habits…2 of 2 HABITS TO ADOPT • To do list • Uninterrupted time • Maintain an organized office • Make minor decisions promptly • Think on paper • Keep improving Page 20
  21. 21. Page 21 Clear instructions
  22. 22. Clear instructions • What needs to be done • Why it needs to be done • How it should be done • When it should be completed Page 22
  23. 23. Page 23 Saying “no”
  24. 24. Saying “no” • Coworkers • Subordinates • Your boss Page 24
  25. 25. Page 25 Delegation
  26. 26. Delegation • Key results • Advantages to you • What can be omitted from your managerial responsibilities? • Carefully select the best person to delegate to • Monitor • Evaluate-questions to ask Page 26
  27. 27. Page 27 Lead by example
  28. 28. Lead by example • Set up standard systems • Use standard operating procedures • Explain • Practice Page 28
  29. 29. Page 29 Prioritizing
  30. 30. Prioritizing • Top priority • Important • Action now • Obtain more information • Reading • File Page 30
  31. 31. Page 31 Scheduling
  32. 32. Scheduling • Identify the time available • Block in the essential tasks • Schedule in urgent tasks • Block in contingency time • In the remaining time, schedule the activities that address your priorities and objectives Page 32
  33. 33. Page 33 Overcome procrastination
  34. 34. Overcome procrastination • Don’t do it all at once • Start anywhere • Start imperfectly • The DYCBDN approach • Work in 15 minute chunks • Start even if not in the mood • Realize that unpleasant tasks don’t get any easier over time • Schedule a catch up day • Honour your leisure time Page 34
  35. 35. Page 35 Reduce the amount of travel
  36. 36. Reduce the amount of travel • Have people come to you • Send someone else • Telephone • Write or email • Use technology Page 36
  37. 37. Page 37 On the move
  38. 38. On the move • Reading • Writing • Computer work • Discussion • Telephoning • Thinking • Studying Page 38
  39. 39. Page 39 Telephone techniques
  40. 40. Telephone techniques 1 of 3 INCOMING • Set up a foolproof system to handle incoming messages • Develop your own written call- return policy • Put together an approach to reduce the number of incoming calls • Schedule regular quiet time • Decide in advance how much time to spend on non-routine calls Page 40
  41. 41. Telephone techniques 2 of 3 OUTGOING • Plan your calls in writing • Batch your calls • Make only necessary calls • Minimize telephone tag Page 41
  42. 42. Telephone techniques 3 of 3 VOICEMAIL • Learn how to use your organization’s system • Send time-delayed reminders to yourself • Keep your message updated • Use voicemail to send the same messages for your entire team • When you are away leave messages for yourself Page 42
  43. 43. Page 43 Paperwork
  44. 44. Paperwork • Try response cards and lines • Learn when to talk and when to write • Use but don’t abuse email • Less is more Page 44
  45. 45. Page 45 Meetings
  46. 46. Meetings • Agenda • Chair • Venue • Your meetings • Others’ meetings Page 46
  47. 47. Page 47 Appointment times
  48. 48. Appointment times • Potential for interruptions • Location • Breakfast, lunch or drinks after work • Difficulties in arranging the following appointment Page 48
  49. 49. Page 49 The right methodology
  50. 50. The right methodology • Systemize tasks where possible • Change actual methods • Work with someone else • Lower standards • Subcontract Page 50
  51. 51. Page 51 Conclusion and questions
  52. 52. Page 52 Conclusion and questions Summary Videos Questions

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