SCORE                  11/2/2011               By Laura Jacob                    President         Pro Way Developmentlaur...
Apply tools designed to help determineprioritiesExamine new time management strategiesand techniquesApply tools to help ma...
Questions for Discussion How are you currently managing your time? Time management or self management? Multi tasking – is ...
Set goalsDelegatePrioritizeManage interruptionsManage email and the phoneOthers?                     ©Pro Way Development,...
…But SMART Goals: Specific Measurable Attainable Relevant Time Measured                    ©Pro Way Development, LLC
Specific – “I would like to gain proficiency inFrench”Measurable – “…At the intermediate level…”Attainable – “To be able t...
Delegate                   Don’t Delegate Tasks and projects that      Tasks of a sensitive are related to work          n...
Decide what you expect as a final outcomePick the right person – may not be the mostskilled….Explain level of authorityEst...
Priority Managers                                  Decide whether to do                                  tasksTime Manager...
Identify why determining priorities is critical.Compare a proactive vs. reactive approach.Analyze how you spend your time....
Activity   Urgent          Importance        Total           Average   Priority           1= high   +     1 = high        ...
©Pro Way Development, LLC
urgent                                       not urgentimportant                1 - DO NOW                                ...
Take a moment to plan.Get help if you need it.Breathe!Revise your plan. Renegotiate otherdeadlines.Evaluate how the crisis...
The problem with crises is that they are alwaysUNEXPECTED!Give yourself a reasonable cushion in yourschedule.Determine and...
The value of the Pareto Principle for a manager isthat it reminds you to focus on the 20 percentthat matters. Of the thing...
When faced with a difficult project, staring ata blank page can be overwhelming – gettingstarted on it is some small way w...
The phonePaperworkEmailDrop in visitors and other interruptions
Clutter is death; it leads to thrashing. Keepdesk clear: focus on one thing at a time.A good file system is essential.Touc...
Keep calls short; stand during callStart by announcing goals for the callHave something in view that you’re waiting to get...
Set specific times to respond to email – Blockit off in your calendar.Thank people in advance.If an email goes back and fo...
E-mail noise on new mail is an interruption -> TURN ITOFF!!Cut things short◦ “I’m in the middle of something now…”Start wi...
Find your creative/thinking time.◦ Defend it ruthlessly.Find your dead time.◦ Schedule meetings, phone calls, and mundane ...
Phone callers should get two options:◦ If this can’t wait, contact John Smith at 555-1212◦ Otherwise please call back [ins...
It’s amazing what you learn!Monitor yourself in 15 minute increments forbetween 3 days and two weeks.Update every ½ hour: ...
©Pro Way Development, LLC
What am I doing that doesn’t really need tobe done?What am I doing that could be done bysomeone else?What am I doing that ...
Don’t check email first thing in the morning.Turn off the Phone / Email.Return calls in batches.Turn off IM.Do work in a c...
Break every hour you work into 3 segmentsFocus on your work, and nothing else for 30minutesWork on administrative items fo...
©Pro Way Development, LLC
Complete an action plan with two SMARTgoals from today’s class.Review your plan.Present it to your partner.Get some feedba...
Time Management Score. Slidespdf
Time Management Score. Slidespdf
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Time Management Score. Slidespdf

  1. 1. SCORE 11/2/2011 By Laura Jacob President Pro Way Developmentlaura@prowaydevelopment.com 2039610227
  2. 2. Apply tools designed to help determineprioritiesExamine new time management strategiesand techniquesApply tools to help make good decisionsunder pressureSelect tools and techniques to apply back onthe job ©Pro Way Development, LLC
  3. 3. Questions for Discussion How are you currently managing your time? Time management or self management? Multi tasking – is it a myth? ©Pro Way Development, LLC
  4. 4. Set goalsDelegatePrioritizeManage interruptionsManage email and the phoneOthers? ©Pro Way Development, LLC
  5. 5. …But SMART Goals: Specific Measurable Attainable Relevant Time Measured ©Pro Way Development, LLC
  6. 6. Specific – “I would like to gain proficiency inFrench”Measurable – “…At the intermediate level…”Attainable – “To be able to communicate inmost common situations”Relevant – “…For my upcoming business tripto France”Time bound “…”February 1st…” ©Pro Way Development, LLC
  7. 7. Delegate Don’t Delegate Tasks and projects that Tasks of a sensitive are related to work nature subordinates are doing Tasks involving or would help them confidential develop information Whole projects, not Tasks that are not just mundane tasks clearly defined or about which uncertainty exists ©Pro Way Development, LLC
  8. 8. Decide what you expect as a final outcomePick the right person – may not be the mostskilled….Explain level of authorityEstablish check in pointsDon’t ask… “Do you understand”EvaluateCall the delegation back without prejudice ifneededOthers? ©Pro Way Development, LLC
  9. 9. Priority Managers Decide whether to do tasksTime Managers Validate tasks by theirDecide when to do tasks combined risk and valueSchedule Tasks Negotiate up front and graphically when incoming tasks threaten existing tasks Offer options to get the right things done ©Pro Way Development, LLC 10
  10. 10. Identify why determining priorities is critical.Compare a proactive vs. reactive approach.Analyze how you spend your time.Negotiate to help manage your time andrequests. ©Pro Way Development, LLC
  11. 11. Activity Urgent Importance Total Average Priority 1= high + 1 = high Lowest 6 = low 6 = low number = the highest priority 1. List your day’s or week’s tasks in column 1 2. On a scale of 1-6 with 1 being the highest, rate each task’s Urgency 3. On a scale of 1-6 with 1 being the highest, rate each task’s Importance 4. Total the ratings, divide by 2 and enter that amount in the Average column 5. Use the Priority column to list your priorities and add any other comments. If two items have the same score, subjectively choose the priority ©Pro Way Development, LLC
  12. 12. ©Pro Way Development, LLC
  13. 13. urgent not urgentimportant 1 - DO NOW 2 - PLAN TO DO • emergencies, complaints and crisis issues • planning, preparation, scheduling • demands from superiors or customers • research, investigation, designing, • planned tasks or project work now due testing • meetings and appointments • networking relationship building • reports and other submissions • thinking, creating, modeling, designing • staff issues or needs • systems and process development • problem resolution, fire-fighting, fixes • anticipation and prevention • developing change, direction, strategy Subject to confirming the importance and the urgency of these tasks, do these tasks now. Critical to success: planning, strategic Prioritise according to their relative urgency. thinking, deciding direction and aims, etc. Plan time-slots and personal space for these tasks.not important 3 - REJECT AND EXPLAIN 4 - RESIST AND CEASE • trivial requests from others • comfort activities, computer games, • apparent emergencies net surfing, excessive cigarette breaks • ad-hoc interruptions and distractions • chat, gossip, social communications • misunderstandings appearing as complaints • daydreaming, doodling, over-long • pointless routines or activities breaks • accumulated unresolved trivia • reading nonsense or irrelevant material • bosss whims or tantrums • unnecessary adjusting equipment etc. • embellishment and over-production Scrutinize and probe demands. Help originators to re-assess. Wherever possible reject and avoid Habitual comforters not true tasks. Non- these tasks sensitively and immediately. productive, de-motivational. Minimize or cease altogether. Plan to avoid them. ©Pro Way Development, LLC
  14. 14. Take a moment to plan.Get help if you need it.Breathe!Revise your plan. Renegotiate otherdeadlines.Evaluate how the crisis can be avoided in thefuture. ©Pro Way Development, LLC
  15. 15. The problem with crises is that they are alwaysUNEXPECTED!Give yourself a reasonable cushion in yourschedule.Determine and validate prioritiesMaintain focus on prioritiesCommunicate AssertivelyMake good decisions under pressure◦ Sometimes you have to go slow, to go fast to avoid errors! ©Pro Way Development, LLC
  16. 16. The value of the Pareto Principle for a manager isthat it reminds you to focus on the 20 percentthat matters. Of the things you do during yourday, only 20 percent really matter. Those 20percent produce 80 percent of your results.Identify and focus on those things. When the firedrills of the day begin to sap your time, remindyourself of the 20 percent you need to focus on.If something in the schedule has to slip, ifsomething isnt going to get done, make sure itsnot part of that 20 percent. ©Pro Way Development, LLC
  17. 17. When faced with a difficult project, staring ata blank page can be overwhelming – gettingstarted on it is some small way will help youmove things along faster!Putting off unpleasant tasks and attemptingto do them when your energy is low will hurtyou in the long run.Schedule time on your calendar for an activityyou have been procrastinating on or avoiding. ©Pro Way Development, LLC
  18. 18. The phonePaperworkEmailDrop in visitors and other interruptions
  19. 19. Clutter is death; it leads to thrashing. Keepdesk clear: focus on one thing at a time.A good file system is essential.Touch each piece of paper once.Touch each piece of email once; your inbox isnot your TO DO list. ©Pro Way Development, LLC
  20. 20. Keep calls short; stand during callStart by announcing goals for the callHave something in view that you’re waiting to getto nextIf you are working on something important, don’tanswer itGroup outgoing calls: just before lunch and 5pm ©Pro Way Development, LLC
  21. 21. Set specific times to respond to email – Blockit off in your calendar.Thank people in advance.If an email goes back and forth more thantwice, pick up the phone.Get off irrelevant mailing lists.Use rules, flag items.Be as clear as you can in the subject line.Use out of office.Others? ©Pro Way Development, LLC
  22. 22. E-mail noise on new mail is an interruption -> TURN ITOFF!!Cut things short◦ “I’m in the middle of something now…”Start with “I only have 5 minutes” – you can always extendthisStand up, stroll to the door, complement, thank, shakehandsClock-watching; on wall behind them Drop-in VisitorsRemove the candy dish! ©Pro Way Development, LLC
  23. 23. Find your creative/thinking time.◦ Defend it ruthlessly.Find your dead time.◦ Schedule meetings, phone calls, and mundane stuff during it.Don’t forget to take a break and eat! ©Pro Way Development, LLC
  24. 24. Phone callers should get two options:◦ If this can’t wait, contact John Smith at 555-1212◦ Otherwise please call back [insert return date]This works for Email too!Vacations and weekends should be vacationsand weekends.◦ It’s not a vacation if you’re reading email ©Pro Way Development, LLC
  25. 25. It’s amazing what you learn!Monitor yourself in 15 minute increments forbetween 3 days and two weeks.Update every ½ hour: not at end of dayDo it from the minute you get up until you goto sleep ©Pro Way Development, LLC
  26. 26. ©Pro Way Development, LLC
  27. 27. What am I doing that doesn’t really need tobe done?What am I doing that could be done bysomeone else?What am I doing that could be done moreefficiently?What do I do that wastes others’ time? ©Pro Way Development, LLC
  28. 28. Don’t check email first thing in the morning.Turn off the Phone / Email.Return calls in batches.Turn off IM.Do work in a conference room. ©Pro Way Development, LLC
  29. 29. Break every hour you work into 3 segmentsFocus on your work, and nothing else for 30minutesWork on administrative items for 20Take a 10 minute breakRepeat…. ©Pro Way Development, LLC
  30. 30. ©Pro Way Development, LLC
  31. 31. Complete an action plan with two SMARTgoals from today’s class.Review your plan.Present it to your partner.Get some feedback and ideas.Set up a time to check in in two weeks. ©Pro Way Development, LLC

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