Time management


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Slides used for presentation at Barcamp Cork 2009, Cork, Ireland

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  • Meeting: why ‘we’ve come together to discuss this specific agenda item or topic.’ The ‘process’, on the other hand, tells the group ‘how’ we’re going to manage the discussion to achieve the purpose fter 30 minutes, realize that 50% of the participants are arguing or defending a viewpoint that is only tangentially related to the current topic. This happens because individuals enter a meeting with different assumptions about the purpose. When I speak of ‘format,’ I’m referring to the ‘intent’ of the discussion (i.e. decision-making , or round-table updates). The ‘focus’ of a discussion, on the other hand, refers to the level of interactivity to occur between group members (i.e. dialogue vs. monologue). The ‘outcome’ refers to what ‘hard’ results or ‘deliverables’ can be expected as a consequence of having the discussion (i.e. ‘we’ll have our #1 choice decided, or ‘our knowledge base will increase’). I also acknowledge which discussion item requires a formal structure versus no required structure or meeting process (i.e. ‘a structured, facilitated decision-making process’ as opposed to an ‘informal, spontaneous conversation’). Statements need to be made, agenda set and adhered to
  • Quadrant 1 In Quadrant 1, we have the tasks that are both important and urgent. These are things like: * Finishing the PC100 demo * Talking to a potential customer * Fixing a problem with our online order system We don’t need to worry about getting these tasks done since they are always at the top of the list which is where they belong. Quadrant 2 In this quadrant, we have the tasks that are important but not urgent. These are things like: * Fixing a program bug * Improving product information * Making our web site easier to navigate These are the tasks that we need to really focus on and make sure they get done. Because they are not urgent, we tend to put them off. A lot of “sharpening the saw” items fall into this quadrant. Quadrant 3 In Quadrant 3, we have the real time killers. These are the things that are urgent but not important. Some examples are: * Answering the phone * Checking e-mail constantly * Some meetings * Drop-in visitors It is amazing how much power the telephone has over our lives. If you are visiting someone, and the phone rings, what do they do? Answer it and make you wait! Sometimes you feel like going to the next room and calling them too. Of course, sometimes we get important phone calls or e-mails but it is amazing how much time unimportant phone calls or e-mails can steal from us. The important thing about Quadrant 3 items is to be sure to schedule them after Quadrant 2 items. Quadrant 4 In this quadrant we have the things that are not important and not urgent. Some of these might include: * Making a piece of code “more clever” * Putting a clever gadget on our web site * Responding to a survey * Reading another computer magazine * Changing Windows colors * Making our e-mails look really pretty Most of the time we can recognize Quadrant 4 items and don’t do them. However, sometimes there are Quadrant 4 items that we really want to do. In this case, they can be used to reward ourselves after we finish up all our other tasks. Summary Sometimes it is hard to judge exactly which quadrant a particular task should fall into. When judging whether an item is important or not, we need to look at our weekly and long term goals to see if it will help us achieve it. However, the real power of the Important vs Urgent grid is to recognize that we should always make sure that tasks which are important come before tasks which are urgent.
  • Time management

    1. 1. Excuse me, do you have the time please? Elaine Rogers Seefin Coaching
    2. 2. Time Management is… <ul><li>A total myth: </li></ul><ul><ul><li>Time is not real </li></ul></ul><ul><ul><li>We cannot manage time, it passes regardless </li></ul></ul><ul><ul><li>24 hours in the day, no more, no less </li></ul></ul><ul><li>Self Management: </li></ul><ul><ul><li>You are in control / You call the shots </li></ul></ul><ul><ul><li>Manage how you utilise your time </li></ul></ul><ul><ul><li>You have the Power - take it back </li></ul></ul>
    3. 3. Time Wasters <ul><li>Unnecessary / badly organised meetings </li></ul><ul><li>Meeting times not adhered to </li></ul><ul><li>Chatty colleagues, clients </li></ul><ul><li>Incompetent Managers or Employees </li></ul><ul><li>Late appointments, waiting for trains, flights </li></ul><ul><li>Irrelevant E-mails </li></ul>“ Never let yesterday use up today.” - Richard H. Nelson
    4. 4. The Mayo Jar
    5. 5. The Golf Balls <ul><li>Important things in our professional and personal week / month </li></ul><ul><ul><li>Daughter’s Confirmation / Communion </li></ul></ul><ul><ul><li>Visit to the Dentist </li></ul></ul><ul><ul><li>Proposals/Tenders to be written </li></ul></ul><ul><ul><li>Sales calls to be followed up </li></ul></ul>
    6. 6. The Stones <ul><li>The things that generally need to be done on a daily/weekly basis </li></ul><ul><ul><li>Accounts/Admin for the week </li></ul></ul><ul><ul><li>Hospital Visits to be made </li></ul></ul><ul><ul><li>Preparation for big meeting </li></ul></ul><ul><ul><li>Attending big meeting </li></ul></ul>
    7. 7. The Sand <ul><li>The things that unexpectedly fill up our day, but do not fulfil our day: </li></ul><ul><ul><li>Continuous emails and phone calls </li></ul></ul><ul><ul><li>People appearing at the door frame for a chat </li></ul></ul><ul><ul><li>Drama phone calls in the evening </li></ul></ul><ul><ul><li>Overuse of Social Networking </li></ul></ul>
    8. 8. The Mayo Jar is full!!! <ul><li>There is always time for a coffee with a colleague, contact or friend </li></ul>Do not drive after consuming too much coffee!
    9. 9. Or a Pint! Do not drive after consuming alcohol
    10. 10. Time Management Tips <ul><li>(from http://sbinfocanada.about.com/cs/timemanagement/a/timemgttips.htm ) </li></ul><ul><li>Realise that time management is a myth </li></ul><ul><li>Find out where you're wasting time </li></ul><ul><li>Create time management goals </li></ul><ul><li>Find out if you're a </li></ul><ul><ul><li>Fireman (everything is a crisis) </li></ul></ul><ul><ul><li>Over-Committer (Cannot say “NO”) </li></ul></ul><ul><ul><li>Aquarian (bit too laid back?) </li></ul></ul><ul><ul><li>Chatty Kathy (born to socialise?) </li></ul></ul><ul><ul><li>Perfectionist (speaks for itself) </li></ul></ul><ul><ul><li>and take counteractive measures </li></ul></ul>
    11. 11. <ul><li>Implement a time management plan </li></ul><ul><li>Use time management tools </li></ul><ul><li>Prioritise ruthlessly </li></ul><ul><li>Learn to delegate and/or outsource </li></ul><ul><li>Establish routines and stick to them </li></ul><ul><li>Get in the habit of setting time limits for tasks </li></ul><ul><li>Be sure your systems are organised </li></ul><ul><li>Don't waste time waiting </li></ul>To do two things at once is to do neither. - Publius Syrus
    12. 12. Quadrant 4 Quadrant 3 Not Important Quadrant 2 Quadrant 1 Important Not Urgent Urgent
    13. 13. Thank You Elaine Rogers