Time Management

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Know your goals,
Plan your day the night before,
The principles being,
Meetings,
Delegate effectively,
What did you do yesterday

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Time Management

  1. 2. Time Management <ul><li>Know your goals </li></ul><ul><li>Plan your day the night before </li></ul><ul><li>The principles being </li></ul><ul><li>Meetings </li></ul><ul><li>Delegate effectively </li></ul><ul><li>What did you do yesterday </li></ul>
  2. 3. Know your goals <ul><li>What things are most important to you? </li></ul><ul><li>Set specific and measurable goals with SMARTer goals </li></ul><ul><li>How to structure your time to do it? </li></ul><ul><li>Do most important to you in the most productive part of the day </li></ul>
  3. 4. Plan your day the night before <ul><li>Activities are ranked upon these general criteria: </li></ul><ul><ul><ul><li>Tasks that are important and urgent </li></ul></ul></ul><ul><ul><ul><li>Tasks that are important and not urgent </li></ul></ul></ul><ul><ul><ul><li>Tasks that are not important and urgent </li></ul></ul></ul><ul><ul><ul><li>Tasks that are not important and not urgent </li></ul></ul></ul><ul><li>Each group is then rank-ordered in priority </li></ul><ul><li>Downloadable prioritized To Do list </li></ul>
  4. 5. The principles being <ul><li>Be always punctual </li></ul><ul><li>Once you commit yourself to a certain schedule, be sure to fulfill it </li></ul><ul><li>If you have things that urgent, try to accomplish before its due date </li></ul><ul><li>Keep an updated file of your daily schedule </li></ul>
  5. 6. The principles being <ul><li>Establish routines and patterns of work to improve efficiency </li></ul><ul><li>Break complicated or difficult tasks into achievable steps </li></ul><ul><li>Identify the best time for each activity, for you and others </li></ul><ul><li>Be prepared to sudden changes of your daily schedule </li></ul>
  6. 7. The principles being <ul><li>Set 2 or 3 times a day aside to look at your emails </li></ul><ul><li>Assign folders for people that you receive regular correspondence </li></ul><ul><li>Read, Reply, Next for most of your emails </li></ul>
  7. 8. Meetings <ul><li>Just before the end of the day: </li></ul><ul><ul><li>Have a fresh knowledge of what's happening </li></ul></ul><ul><ul><li>Have an incentive to be brief </li></ul></ul><ul><ul><li>Can think overnight </li></ul></ul><ul><ul><li>Return next day to the challenge refreshed </li></ul></ul>
  8. 9. Meetings <ul><li>Meetings should produce benefits </li></ul><ul><li>Meetings should convened if needed </li></ul><ul><li>Ask: </li></ul><ul><ul><li>What is its purpose? </li></ul></ul><ul><ul><li>What benefits are expected? </li></ul></ul><ul><ul><li>How would you achieve these without this meeting? </li></ul></ul>
  9. 10. Meetings <ul><li>Use an agenda </li></ul><ul><li>Only people needed should attend </li></ul><ul><li>Insist people come prepared </li></ul><ul><li>Start on time </li></ul><ul><li>Stick to the subject </li></ul>
  10. 11. Meetings <ul><li>A white board can be used </li></ul><ul><ul><li>Focus attention </li></ul></ul><ul><ul><li>Ensure understands what has been decided </li></ul></ul><ul><li>Circulate these at the end of the meeting </li></ul><ul><li>Ensure a note </li></ul>
  11. 12. Delegate effectively <ul><li>Chose the task </li></ul><ul><li>Chose the person </li></ul><ul><li>Communicate effectively </li></ul><ul><li>Ensure understanding and commitment </li></ul><ul><li>Review progress </li></ul><ul><li>Train and allow for mistakes </li></ul><ul><li>Give credit </li></ul>
  12. 13. Chose the task <ul><li>Others can do with better, sooner and cheaper </li></ul><ul><li>Develop others </li></ul><ul><li>Routine and administrative </li></ul><ul><li>Meetings </li></ul>
  13. 14. Chose the person <ul><li>Ability </li></ul><ul><li>Reliability </li></ul><ul><li>Training requirement </li></ul><ul><li>Experience </li></ul>
  14. 15. Communicate effectively <ul><li>What is needed </li></ul><ul><li>Why it is needed </li></ul><ul><li>When it is needed </li></ul><ul><li>Identify progress review dates </li></ul>
  15. 16. What did you do yesterday <ul><li>Take a piece of paper </li></ul><ul><li>Divide your working day into half hour intervals </li></ul><ul><li>For each half hour interval indicate the activity you involved </li></ul>
  16. 17. What did you do yesterday <ul><li>Highlight in red activities not important and not urgent </li></ul><ul><li>Highlight in orange activities not important and urgent </li></ul><ul><li>Highlight in yellow activities important and not urgent </li></ul><ul><li>Highlight in green activities important and urgent </li></ul><ul><li>Review weekly how you used your time </li></ul>
  17. 18. Conclusion <ul><li>Adjust the plan each day </li></ul><ul><li>Always remembering your key goals </li></ul><ul><li>Review weekly how you used your time </li></ul><ul><li>Don't spend endless time reordering &quot;to do lists&quot; </li></ul><ul><li>When a task is complete just cross it out </li></ul><ul><li>Not responsible for above content error and mistake </li></ul>

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