Time to manage May 2012


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Half day open training event held in Kitchener.

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Time to manage May 2012

  1. 1. Time to manageby Toronto Training and HR May 2012
  2. 2. 3-4 Introduction to Toronto Training and HR 5-6 Questions to askContents 7-8 Four pillars of good time management 9-11 Habits to get rid of 12-14 Timewasters for supervisors and team leaders 15-17 Turning timewasters into timesavers 18-19 Thoughts and opinions on time management 20-22 Time management strategies 23-25 Dealing with interruptions 26-27 Dictation 28-29 Managing time as a dancer 30-33 Time management for students 34-39 Blogging time management 40-44 Things to do list 45-46 Important and urgent tasks 47-48 Drill 49-50 Conclusion and questions Page 2
  3. 3. Introduction Page 3
  4. 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 - Improving employee engagement & morale - Services for job seekers Page 4
  5. 5. Questions to ask Page 5
  6. 6. Questions to askThink of a specific time when you had a requestfor action or advice that you out to one sideWhat was the impact of your non-action?Did you hold up the work?How much time was spent in trying to get hold ofyour answer?What was the impact on the customer sitting atthe end of the chain? Page 6
  7. 7. Four pillars of good time management Page 7
  8. 8. Four pillars of good time managementGoal-settingPrioritizingDecision-makingDelegating Page 8
  9. 9. Habits to get rid of Page 9
  10. 10. Habits to get rid of 1 of 2Don‟t plan to do your writing later in the dayDon‟t function without a practice/projectmanagement systemDon‟t paint the contents of your managementsystem in broad strokesDon‟t input tasks without a due dateDon‟t schedule too many tasks on the same day Page 10
  11. 11. Habits to get rid of 2 of 2Don‟t move on to another task before the currentone is completeDon‟t schedule out-of-office appointmentssporadicallyDon‟t schedule research and writing tasks afterout-of-office appointmentsDon‟t try to make decisions when you‟re tired orconfusedDon‟t forget to exercise and take breaks Page 11
  12. 12. Timewasters forsupervisors and team leaders Page 12
  13. 13. Timewasters for supervisors and team leaders 1 of 2Working without a planWorking with fuzzy goalsToo many goalsMacro-managingWorryingToo much socializingPerfectionismProcrastinationWalking on eggs Page 13
  14. 14. Timewasters for supervisors and team leaders 2 of 2Correcting mistakesPaperworkWaitingMeaningless meetingsEarly close-downsGetting angry Page 14
  15. 15. Turning timewasters into timesavers Page 15
  16. 16. Turning timewasters into timesavers 1 of 2Stop reacting to other people‟s emergencies andnon-prioritiesStop making bad choicesThink more criticallyMake insignificant decisions hastily and deliberateon the more important onesSeparate core problems from surface symptomsBuy a pre-printed To Do List Page 16
  17. 17. Turning timewasters into timesavers 2 of 2Claim some private timePlan some spontaneitySlow downOrganize your physical environmentUnplug your pointsApply „P‟ points Page 17
  18. 18. Thoughts and opinions on time management Page 18
  19. 19. Thoughts and opinions on time managementStop trying to be so efficientCustomize your scheduleAccept lazinessEmbrace creative momentsDeal with minor things immediatelyDo one really important task Page 19
  20. 20. Time management strategies Page 20
  21. 21. Time management strategies 1 of 2Fully step into the new roleStop procrastinatingStep up delegationGet your team on the same pagePrioritizeSchedule clear time slots Page 21
  22. 22. Time management strategies 2 of 2Block out the time you need, plus a buffer Handlethe small “must dos” firstHave designated days for repeated tasksFit in one personal task a weekIf you work late nights, have a variety of activitiesto do Page 22
  23. 23. Dealing with interruptions Page 23
  24. 24. Dealing with interruptions 1 of 2Regularly organize and prioritize your workAssess the types of interruptions you experiencemost-are they necessary or not?Distinguish between available time and time that isoff limitsPostpone unnecessary interruptions until you havesome available timeBe willing to say “no”-there are only so manyhours in a day and only so much you can do withthat time Page 24
  25. 25. Dealing with interruptions 2 of 2Recognize that some interruptions are unavoidableso when these occur, encourage the interrupter toget to the point quickly-don‟t engage in “smalltalk” and establish how much time you haveinitially, e.g. 10 minutes, and stick to it Page 25
  26. 26. Dictation Page 26
  27. 27. DictationDictating the contentThe transcriptionFinishing touches Page 27
  28. 28. Managing time as a dancer Page 28
  29. 29. Managing time as a dancerLearn to love listsGet systematicPrioritizeRemember to recharge Page 29
  30. 30. Time management for students Page 30
  31. 31. Time management for students 1 of 3KEYS TO TIME MANAGEMENTBuild productive routinesUse time for one purpose so that you can focus onthat purposeBe honest with yourselfPlan for now and later Page 31
  32. 32. Time management for students 2 of 3LONG-TERM PLANNINGDifferent rolesTime management for the thesisSHORT-TERM PLANNINGWeekly schedules Page 32
  33. 33. Time management for students 3 of 3PROCASTINATIONThe procrastination problemWhy do people procrastinate?Strategies for avoiding procrastination Page 33
  34. 34. Blogging timemanagement Page 34
  35. 35. Blogging time management 1 of 5Working timePersonal timeFree time Page 35
  36. 36. Blogging time management 2 of 5DISTRACTIONSReading personal e-mails in working timeTaking personal calls in working timeBrowsing the Internet with no purpose in mindResearching a topic on the Internet and getting offtrackLearning new blogging skills and strategies andstarting them before completing your workFalling into the information overload trap Page 36
  37. 37. Blogging time management 3 of 5DISTRACTIONSGetting caught up in great sales pitches, andspending time wondering if you should buy or notBuying a product and never using it, and thenfeeling guiltAllowing your friends visit you within working timePeople entering your workspace interrupting youand ruining your train of thought Page 37
  38. 38. Blogging time management 4 of 5TIPS FOR SUCCESSChoose your working hours and stick to themTurn up to work on timeFocus your energy and what you should be doingand allocate time for your distractionsCreate a balance between your work life, familylife and leisure timeLet your friends know your working timeLet your family know your schedule Page 38
  39. 39. Blogging time management 5 of 5TIPS FOR SUCCESSCreate a timetable of jobs to doUse tools to save timeDon‟t try and learn too much Page 39
  40. 40. Things to do list Page 40
  41. 41. Things to do list 1 of 4A top five listKid timeFamily time Page 41
  42. 42. Things to do list 2 of 4A TOP FIVE LIST1. Drop kids at school 8:002. Conference call with Europe 8:203. Present a lunch and learn 11– 1:304. Write two articles for the company blog 1.45 –2.455. Collect kids from school 3.15-3.45 Page 42
  43. 43. Things to do list 3 of 4KID TIMEClean housePlay with kids (Very important! Make time toengage your children in something fun)Call associate (by now kids are playingindependently)Laundry Page 43
  44. 44. Things to do list 4 of 4FAMILY TIMEMake dinnerMore laundryHomeworkPrepare notes for tomorrow‟s meeting (while kidsare doing homework, this is my homework)Plan tomorrow‟s listTake a walk with my wife or friendPut away work – spend time with family Page 44
  45. 45. Important and urgent tasks Page 45
  46. 46. Important and urgent tasks Urgent Not urgentImportant Quadrant 1 Quadrant 2Not important Quadrant 3 Quadrant 4 Page 46
  47. 47. Drill Page 47
  48. 48. DrillPage 48
  49. 49. Conclusion and questions Page 49
  50. 50. Conclusion and questionsSummaryVideosQuestions Page 50