Time
Management
Workshop
KP
Every Human on Earth has the
Same Amount of Time
60 seconds in a minute,
60 minutes in an hour,
24 hours in a day,
and...
Expand Time
 We cannot create more time
 We can expand time
 Efficient time management
 Choose right time of the day
...
Time is ?
 A non renewable resource
 Once it is gone, it is gone.
 You will never see this
moment again.
 You cannot s...
Make a Choice
Find Time to Do Things That You Want to Do
Avoid Things - Not Supposed to Be Done
Find Your Creative Time – ...
Make a Choice
 Delegate - Who Can Do Better Than Me
 Throw Away Procrastination
 Stop Modern Technology Wasting Your Ti...
Self-Management
One’s ability to stay flexible and
positively direct personal
behaviour
Why is Self-Management important?
Overwhelmed
by the workload
Inability to
manage
commitments
Poorly organised
approach to...
CONCENTRATE ON RESULTS,
NOT ON STAYING BUSY
 Identify which of your activities are actually
contributing
 80/20 Rule
 B...
DEVELOP A PROCESS OF
SETTING OBJECTIVES
&
PRIORITIES
Setting Goals
S
M
A
R
T
P
P
P
Five Point Planning Check
For every plan you make, cover all these
points:
What Where When How Who
USE ASSERTIVE
COMMUNICATION
TECHNIQUES TO MANAGE
REQUESTS
APA Communication Styles
• People who want to achieve their goals
without any regards for the needs of other
people.
Aggre...
Expressing your No
Once your understand the request and decide
you want to say no, choose the kind of no that
best suits t...
USE TECHNIQUES TO AVOID
PROCRASTINATION THROUGH
GOAL SETTING AND POSITIVE
SELF-TALK
Goal Setting Beats Procrastination
 Without clear directions you wouldn’t know how
or where to start.
 Large goals will ...
Self Talk of Procrastinator
 What is positive self-talk? Well it is responding
to your psyches thoughts as they take plac...
Self Talk of Procrastinator
 Regularly practice self talk
 Remember, when the self-talk is negative
it not only hinders ...
DEVELOP AN EFFECTIVE “TO DO”
LIST CAN GIVE YOU FOCUS AND
ENSURE YOU ARE SPENDING THE
RIGHT AMOUNT OF TIME ON THE
RIGHT TAS...
Make a to-do list
Steps to making to-do lists
Write a list of activities that you want or
need to accomplish today
Remember to prioritize an...
IDENTIFY TIME WASTERS AND CHANGE
YOUR WORK ENVIRONMENT BY
IDENTIFYING WHAT IS IMPORTANT AS
OPPOSED TO WHAT IS URGENT
Time Wasters
Unclear
Goals
DisorganizedInability to say
No
Interruptions
Too Many
Things
Stress &
Fatigue
All Work no Play
The Usual Time Wasters --- SELF
Lack of
discipline
Indecisiveness
Personal
Disorganization
Procrastination
Inability to sa...
Time Wasters - Caused by Others
Prioritises tasks based upon their urgency
and importance to your business:
URGENT NOT URGENT
IMPORTANT
URGENT
AND
IMPORTA...
The Four D’s
Do it now Dump
Delay Delegate
URGENT NOT URGENT
IMPORTANT
DO IT
NOTIMPORTANT
The Four D’s Method
Provides total clarity
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  • Our communication falls into the following three categories:
     
    To Tutor: State each category and then ask what the delegates think of that category. Get them to define it in their own terms. Then show the explanation on the slide.
     
    Aggressive style is used by people who want to achieve their goals without any regards for the needs of other people. This is a selfish attitude which often involves manipulation. Aggressive communicators use intimidation, guilt or anger to make people do what they want.
     
    Passive style is based on conformity and compromising own values and needs in order to avoid confrontation. Passive communicators allow others to make decisions for them. This passive attitude has many drawbacks including anxiety, stress, self-denial and inhibition.
     
    Assertive style is a healthy and effective form of communication. Assertive communicators are confident in delivering their message and work hard to create a mutually satisfying environment. The high self-esteem and the ability to stand up for their rights mean that they don’t have to be manipulative to achieve their goal.
     
    Which method is the most ideal?
    Assertive
     
    Why?
    Because we get to deliver our message strongly and get results, while at the same time deliver it with consideration of the other person. The message is delivered while we are still in good terms with the person we communicated.
     
    Assertiveness is explored in more detail in the next session and you will be introduced to a series of guidelines on how to express yourself assertively. But let’s first go through an exercise which helps you to understand the differences between the three styles through specific examples.

    [PRACTICE][LOOK AT WORKBOOK: APA Model][INDIVIDUAL]
    To Tutor: Follow the instructions in the workbook and fill the table based on the case studies. Allocate about 10 minutes for this part. The aim of the exercise is to help the delegates recall examples of responses based on various styles in the APA model. The examples would then help them to understand the fundamental differences between the three types. At the end of the allocated time, bring everyone back together and ask them to share their findings. Encourage a discussion between the delegates around these examples. Get them to share their opinion on different case studies. In particular, get them to observe what others suggest for each model of and if this is different from what they thought before. Naturally, for some people the assertive communication might be the most difficult. Use the group discussion to focus on good assertive responses suggested by others. This allow you to collect examples and also create a learning environment where delegates can learn from each other. This is a preparation for the next session where you will expand more on assertive communication and provide guidelines on how to be assertive.
  • Make a to do list
    Mention your priorities
    plan weekly
    your to-do list determines your plan of action
  • These Are the tasks that are business critical; the tasks that absolutely have to be done now or there will be a problem.
     
    These tasks usually have a defined and often tight time frame i.e. returning a client call about a meeting that afternoon, or completing work that had an agreed deadline of that day
  • Preview of Time Management Workshop

    1. 1. Time Management Workshop KP
    2. 2. Every Human on Earth has the Same Amount of Time 60 seconds in a minute, 60 minutes in an hour, 24 hours in a day, and 168 hours in a week. It is not how much we have, but rather the way we use it.
    3. 3. Expand Time  We cannot create more time  We can expand time  Efficient time management  Choose right time of the day  Group different tasks
    4. 4. Time is ?  A non renewable resource  Once it is gone, it is gone.  You will never see this moment again.  You cannot store it “An inch of gold cannot buy an inch of time.” Chinese Proverb
    5. 5. Make a Choice Find Time to Do Things That You Want to Do Avoid Things - Not Supposed to Be Done Find Your Creative Time – Defend it Use Other Time for Mundane Activities Anything That Comes Your Way – Ask Do I Do Ugliest Things First
    6. 6. Make a Choice  Delegate - Who Can Do Better Than Me  Throw Away Procrastination  Stop Modern Technology Wasting Your Time  Email Beep  SMS Beep  Facebook  Electronic Social Networking
    7. 7. Self-Management One’s ability to stay flexible and positively direct personal behaviour
    8. 8. Why is Self-Management important? Overwhelmed by the workload Inability to manage commitments Poorly organised approach to life De-motivated Stressed Difficulty in maintaining a balanced lifestyle
    9. 9. CONCENTRATE ON RESULTS, NOT ON STAYING BUSY  Identify which of your activities are actually contributing  80/20 Rule  Before you begin work, always ask yourself, “Is this task in the top 20% of my activities or in the bottom 80%?”  Avoid doing low value activities  Avoid procrastination
    10. 10. DEVELOP A PROCESS OF SETTING OBJECTIVES & PRIORITIES
    11. 11. Setting Goals S M A R T P P P
    12. 12. Five Point Planning Check For every plan you make, cover all these points: What Where When How Who
    13. 13. USE ASSERTIVE COMMUNICATION TECHNIQUES TO MANAGE REQUESTS
    14. 14. APA Communication Styles • People who want to achieve their goals without any regards for the needs of other people. Aggressive • This is based on conformity and compromising own values and needs in order to avoid confrontation. Passive • Assertive communicators are confident in delivering their message and work hard to create a mutually satisfying environment. Assertive
    15. 15. Expressing your No Once your understand the request and decide you want to say no, choose the kind of no that best suits the person and situation.
    16. 16. USE TECHNIQUES TO AVOID PROCRASTINATION THROUGH GOAL SETTING AND POSITIVE SELF-TALK
    17. 17. Goal Setting Beats Procrastination  Without clear directions you wouldn’t know how or where to start.  Large goals will most likely lead to quick failure and frustration on your part.  Setting small, achievable goals and holding yourself accountable for reaching them is the best way to change your habits and overcome procrastination.
    18. 18. Self Talk of Procrastinator  What is positive self-talk? Well it is responding to your psyches thoughts as they take place. Positive self-talk can stop the negative internal dialogue.  The instant you begin procrastinating you will be able to talk yourself out of it by applying positive self-talk. As you can see, positive self- talk is a great way to combat procrastination.
    19. 19. Self Talk of Procrastinator  Regularly practice self talk  Remember, when the self-talk is negative it not only hinders your self-esteem and self-confidence, but your productivity as well.  Do not let negative thoughts create procrastination
    20. 20. DEVELOP AN EFFECTIVE “TO DO” LIST CAN GIVE YOU FOCUS AND ENSURE YOU ARE SPENDING THE RIGHT AMOUNT OF TIME ON THE RIGHT TASKS
    21. 21. Make a to-do list
    22. 22. Steps to making to-do lists Write a list of activities that you want or need to accomplish today Remember to prioritize and list the most important tasks first Check to see if there are any activities that you can accomplish at the same time Write down how long you anticipate it will take you to get the task done Write down when you will start each activity
    23. 23. IDENTIFY TIME WASTERS AND CHANGE YOUR WORK ENVIRONMENT BY IDENTIFYING WHAT IS IMPORTANT AS OPPOSED TO WHAT IS URGENT
    24. 24. Time Wasters Unclear Goals DisorganizedInability to say No Interruptions Too Many Things Stress & Fatigue All Work no Play
    25. 25. The Usual Time Wasters --- SELF Lack of discipline Indecisiveness Personal Disorganization Procrastination Inability to say “NO” Poor Delegation Skills Worry
    26. 26. Time Wasters - Caused by Others
    27. 27. Prioritises tasks based upon their urgency and importance to your business: URGENT NOT URGENT IMPORTANT URGENT AND IMPORTANT NOTIMPORTANT The Quadrant Method
    28. 28. The Four D’s Do it now Dump Delay Delegate
    29. 29. URGENT NOT URGENT IMPORTANT DO IT NOTIMPORTANT The Four D’s Method Provides total clarity

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