Recommended
More Related Content
Similar to TIME MANAGEMENT.pptx
Similar to TIME MANAGEMENT.pptx (20)
Recently uploaded
Recently uploaded (20)
TIME MANAGEMENT.pptx
- 2. Learning objectives Why is time management important? Prioritising your time Procrastination and how to avoid it Techniques to manage your time better What is it means to Invest your time
- 3. Why is time management important? Time is precious and finite We need to use it in the most productive way Poor time management skills has serious consequences - For our organisation - For our customers - For your team - For you personally
- 4. When it goes wrong Construction delays, developer to spend extra $500m Bombardier excluded from $3.2bn subway contract for delays and cost overruns Apple share surges despite rumours of iPhone 8 delays American Airlines fined $1.6m for delays
- 5. Opinion: Increased risk? Too much analysis can lead to paralysis. I prefer not to plan anything. You need to be flexible to cope with unforeseen events. Planning is important but there’s no need to overdo it. Poor planning can be disastrous. It can lead to the wrong people working on the wrong task - so you don't play to your strengths. Everything feels disorganised, like you're in perpetual catch-up mode.
- 6. “Failing to plan is planning to fail” • Meticulous planning can make all the difference • How do you really spend your time? • Use apps and tracking tools
- 7. Time management techniques Prioritising your time The 80/20 rule Multi-tasking Just get it done! To Do lists Preventing procrastination Time investing
- 8. Prioritising with the important/urgent matrix • List all tasks • Decide whether they are important or urgent • Plot them on the matrix • Use the labels to assign priorities
- 9. 80/20 rule - The Pareto principle • 80% of your most important work can be completed in 20% of the available time • Unforeseen problems can cause difficulty and impact on your schedule • Sometimes, the outstanding 20% of work can absorb 80% of your time • Focus on the 80% first to improve productivity
- 10. Multi-tasking “…the ability to undertake multiple tasks at the same time with competence…” • Multi-tasking works for tasks that can be completed simultaneously • But too much multi-tasking can be distracting, it can lead to paralysis and inertia
- 11. Just get it done! Get on with finishing what’s been started Prioritises task completion Prevents build-up of incomplete activities
- 12. To Do lists Where you need to focus on accomplishment To Do lists can be refined by prioritising activities
- 13. Don’t procrastinate What is it? Signs of procrastination Reasons Avoiding it
- 14. Invest your time • Make your time to find your side hustle • Invest your time for your future • Ex . Spend 2 hour per week to do your side hustle so you can have a great future or retirement, or you can quit your 9-5 job and live your life to the fullest.
- 15. Questions, comments or concerns?
Editor's Notes
- Welcome to this session on Time Management. Thank you for attending. This session should take us around 20 mins.
- In this session we’ll look at: Why is time management important? Prioritising your time Procrastination and how to avoid it Techniques to manage your time better
- Why is time management important? [Allow delegates time to consider this and make suggestions before clicking Next.] Time is precious and finite (there’s a limit to how much we have). So, we need to make sure that we use it in the most productive way. Poor time management skills has serious consequences: For our organisation For our customers For your team For you personally
- Here are some examples of cases that have made the headlines. [As an add-on, discuss other recent cases, if required.] http://www.bbc.co.uk/sport/football/40820663 http://montrealgazette.com/business/local-business/bombardier-shut-out-of-n-y-subway-contract-because-of-poor-performance-report https://www.usatoday.com/story/travel/flights/todayinthesky/2016/12/15/dot-tarmac-delay-fine-american-airlines/95464960/ https://www.cnbc.com/2017/08/02/apple-surges-6-percent-after-forecast-shows-wall-street-fears-over-iphone-delay-were-overblown.html
- [Hold a discussion with delegates, canvassing opinion before continuing. What do you think? Which one are you?]
- What can we do about it? How is it that some airlines and train companies operate all their services smoothly while others are dogged with problems? Ever heard the saying, “Failing to plan is planning to fail”? Could it be that meticulous planning makes all the difference? Start by analysing how you really spend your time? There are a variety of apps and tools that can assist you here to find out: Are you in control? Or are you at the mercy of others? What do you spend most time on? Is it on tasks that are productive or the things that matter? Or not? Do you actively manage your time?
- So what techniques can you use to make better use of your time? Here are our top suggestions: Prioritise your time The 80/20 rule Multi-tasking Just get it done! To Do lists Preventing procrastination Pomodoro Technique®
- You can prioritise your time using the important/urgent matrix. [Hold a discussion first to check awareness before clicking next and explaining further.] Here’s what you need to do: First, list all the tasks and activities you’re working on right now Then, decide whether they are important or urgent Urgent tasks are those that require your immediate attention, while important tasks are those with an outcome linked to your own goals or targets. What's important is not always urgent and vice versa. Once you’ve rated each activity, you can plot them on the matrix. The labels – Manage, Focus, Avoid and Limit – help you decide what your priorities should be and on which tasks you should invest most effort.
- The 80/20 rule (or Pareto Principle) is another strategy that you can use to improve your time management. According to this rule, 80% of your most important work can be completed in 20% of the available time. It is the unforeseen problems that can cause most difficulty and impact adversely on your schedule. Indeed the outstanding 20% of work can soon start to absorb 80% of your time, if you let it. By getting on with the least troublesome tasks (the 80%) first, you can get a good head start, and improve delegation and productivity into the bargain.
- Multi-tasking - the ability to undertake multiple tasks at the same time with competence - is another strategy that can improve time management in certain roles or circumstances. Multi-tasking works well for tasks that are similar and can be completed simultaneously – for example, assembling goods for despatch in a warehouse. But, too much multi-tasking can be distracting – it can lead to paralysis and inertia, as more and more time is spent planning instead of working. To resolve this, you need to reduce the number of pending tasks.
- Sometimes the best approach is to concentrate on finishing tasks that have already been started. The "Get it done!" approach to time management prioritises the completion of tasks and prevents the build-up of too many incomplete ones.
- If you need to focus on accomplishment - ticking off and completing tasks - a To Do list can be invaluable. It records all your priorities in one place (whether online or on paper) and tracks what progress you are making. [Canvas opinion to gauge awareness and discuss the pros and cons. Then, use the information below to explain and clarify how they work or have one delegate explain it to others who aren’t familiar with the technique.] The To Do list can be further refined by prioritising the activities on the list. Here’s what happens: List all the activities you have to carry out as you think of them Allocate a letter or number to each activity - say, A for tasks that are urgent or very important, and F for those that are least important and not at all urgent Look at your list. If you have lots of A-rated activities, rethink the priority of each one. Are they all really that important and urgent? Rewrite your list in order of priority (from A to F), grouping tasks of similar priority together
- Have you ever heard Benjamin Franklin's saying, "Don't put off until tomorrow what you can do today"? This sums up procrastination. What is it? “…putting off the activities or tasks that are most important and should really be completed right away in favour of those that you find most interesting or comfortable...” However, note that putting off unimportant tasks does not constitute procrastination and is, in fact, desirable. Signs of procrastination: Filling your day with non-important activities and tasks Leaving important work on your To Do list for too long Waiting for the 'right time' or the 'right mood' before you get started Reading and re-reading emails or reports, without planning what action to take or actioning them right away Starting work on an urgent or important task, and then leaving your desk immediately for refreshments Picking up unimportant tasks even though you have more pressing work to do Reasons: The top reasons for procrastination are: Disorganisation - not feeling ready to get started Perfectionism - wanting to do it perfectly first time Feeling overwhelmed or daunted by the activity or task - a fear of failure or concern about your ability It's unpleasant - putting off delivering difficult feedback to a colleague or discussing late payment with a client
- This time-management tool was developed by Francesco Cirillo in the 1980s. Essentially a timer is set at 25-minute intervals, known as pomodori (Italian for 'tomatoes’), resulting in a burst of activity. Each interval is separated by a five-minute break, which aids concentration. After 4 pomodori (or a set), you take a longer 15-minute break. According to supporters, these breaks give you the opportunity to consolidate what you've learnt and also reduce the impact of interruptions. Of course, you can also use the breaks to check your email, talk to colleagues, move around to avoid posture problems if you are using a keyboard and so on.
- Do you have any questions?