Time and priority management refresh version 0 1 110808 - without notes

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Time and priority management refresh version 0 1 110808 - without notes

  1. 1. Time and Priority Management
  2. 2. Time and Priority Management - Workshop OutcomesBy the end of the workshop, learners will be able to:• Identify and effectively utilise tools and techniques to improve time management and beat procrastination• Identify how people respond to demands in the workplace• Identify the difference between important and urgent tasks through effective prioritisation• Implement a Personal Action Plan created during the workshop to manage your time more effectively in the workplace
  3. 3. Time and Priority Management - Personal Outcomes What would be a good workshop for you? Your time management strength Name Role Your biggest time stealer
  4. 4. Time and Priority Management - Your Personal Action PlanWhat are the most useful What will this enable you to What action will you take to apply whatthings you have learned? achieve? you have learned in the workplace? Action When
  5. 5. Time StealersandTime Traps
  6. 6. Time Stealers
  7. 7. Analysing Time StealersIn pairs discuss:• My biggest time stealers are:• Why do they happen?  Values/Beliefs  Other reasons• What can I do to control/eliminate them?
  8. 8. The Time Trap Questionnaire
  9. 9. Prioritising Tasks- Knowing where my time is being spent
  10. 10. There are two famous laws that govern the use of time.....Parkinson’s Law - “Work expands to fill the timeallocated for its completion”Pareto’s Principle - “20% of your time generates 80%of your results”The secret to using time effectively lies in setting andreviewing priorities. That means knowing whichactivities generate the most success in achieving resultsand business objectives.
  11. 11. In the eyes of others...Where others think you should be spending your time vs. Where you think you should be spending your time
  12. 12. Your Time LogIn pairs/threes, discuss the following, using your Time Logand your „In the eyes of others‟ sheet;What was in your control and what was out of your control?Where can you influence?Are you spending your time where you should be?Separate proactive and reactive tasks – what is in yourcontrol?Where can you make a positive difference?
  13. 13. A ‘to-do’ list
  14. 14. Keeping a ‘to-do’ list
  15. 15. LUNCH
  16. 16. Time ManagementStrategies and Techniques
  17. 17. The urgent / important matrix• Important items are those activities that lead you to the achievement of your goals. They are the projects or tasks that contribute directly to effective outcomes for you and your team members.• Urgent activities demand immediate attention. They‟re usually associated with the achievement of someone else‟s goals, or with an uncomfortable problem or situation that needs to be resolved. We often spend too much time on them at the expense of more important activities. In fact, seemingly urgent tasks generally arent that important. And, many times, really important activities (like working towards your personal goals) just arent that urgent.
  18. 18. The urgent / important matrix High PLAN TO DO DO NOWIMPORTANCE RESIST AND CEASE REJECT AND EXPLAIN Low High URGENCY
  19. 19. Overcoming ProcrastinationDo you procrastinate?
  20. 20. Overcoming Procrastination• Replace „HAVE TO‟ with „WANT TO‟• Replace „FINISH IT‟ with „BEGIN IT‟• Replace PERFECTIONISM with PERMISSION TO BE HUMAN• Replace „DEPRIVATION‟ with „MOTIVATION‟
  21. 21. FLOW ModelFigure 1: The FLOW Model High Arousal Anxiety Flow Challenge Worry Control Level Apathy Relaxation Boredom Low Low High Perceived Skill Level
  22. 22. The OATS Principle OutcomesSchedule Activities Time
  23. 23. The SQ3R model Survey Question Read Recite Review
  24. 24. Decision Making• We all make decisions everyday.• At times we can feel powerless because we do not have any authority• What can you do to have more of an input in what is done?
  25. 25. Decision MakingThink about...• How does your boss like to receive information? (detail / big picture / email / face-to-face etc.) Do you give it to them?• What are your preferences?
  26. 26. DelegationDefinition:“ Entrusting to another person a task / job, together withthe authority to do it.”Remember: You can pass on responsibility for the taskbut NOT accountability.The purpose of Delegation• Allows you to focus on key functions and activities of your role.• It develops the abilities and skills of your staff/team/peers.
  27. 27. 9 Steps of DelegationExercise...
  28. 28. Time Management scenariosSome case studies
  29. 29. Use of Technology in Time Management
  30. 30. Virtual workingWhat are the challenges facing employees of aglobal organisation?How do you work/communicate effectively?
  31. 31. ReviewToday we have looked at:• Identifying and effectively utilising tools and techniques to improve time management and beat procrastination• Identifying how people respond to demands in the workplace• Identifying the difference between important and urgent tasks through effective prioritisation• Implemented a Personal Action Plan created during the workshop to manage your time more effectively in the workplace
  32. 32. Thank you

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