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Taking control of your time
- 2. What are your life values?
- 3. Think about how you spend time now... My life now Work Family Friends Hobbies
- 4. ...and how you want to spend time next year My life next year Work Family Friends Hobbies
- 5. 1. So if I had more time I would…. 2. My life purpose is….
- 6. Try keeping an activity log
- 7. Deciding WHAT to do (80/20 rule) 80 80 20 20 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Output Input
- 8. Deciding WHEN to do it Urgent and not important Important and urgent Not urgent and not important Important and not urgent High importance High urgency Low urgency Low importance 3 1 4 2
- 9. Deal with interruptions • DO • DELEGATE OR DEFER • DITCH Also: – Be proactive – Send them clues but – Don’t forget manners! – Isolate yourself
- 10. Make a time management action plan Barriers Options/solutions When by
- 11. Put time back into your hands
Editor's Notes
- Do you feel like you’re constantly juggling with time? Time awareness is about making ourselves more aware of how we’re using time to ensure we’re getting work done, being productive, but also having some quality me time, being happy and well. I hope that taking a little time to look over these slides will help to save you much more time in the future.
- In the UK we have a strong work ethic. In some work environments it’s seen as badge of honour to stay late. Beware of the organisational culture you’re creating especially if you manage other staff. We all want to do job well and make the businesses we work in a success. But long working hours are associated with lower productivity per hour. And don’t forget you’re a whole person! When you die, will you regret not having sent another 50 emails or not having spent more time devoted to your values? So what do I mean by values? Intrinsic part of who we are, make us individuals. For you it could be whole host of other things such as harmony, lifelong learning, service to the community etc.
- Think about how you’d like to change over next year. It not be anything radical.
- Note the differences between the 2 pie charts. How are you going to move from the split you have this year to what you’re aspiring to achieve next year?
- Now complete these sentences If I had more time I would…. My job purpose is….my life purpose is…..
- Try logging how you spend your time over the next week. This is not supposed to be onerous, just raise awareness of where time is going. Pay particular attention to work time spilling over into personal time, working excessively long hours so to extent that other areas of life are suffering, or putting in lots of time and effort without seeing results. If you found keeping a log helpful, keep it going as it can keeps focus on how time is being spent.
- So how can you manage your time better so that you can fulfil all responsibilities as well as taking heed of your values? First need to decide from amongst all the demands on you, what you should be doing. Italian economist Vilfredo Pareto who observed in 1906 that 80% of the land in Italy was owned by 20% of the population and conversely 20% of the pea pods in his garden contained 80% of the peas. This is a common rule of thumb in business too - nearly 80% of the results are directly attributable to only 20% of the activities e.g., 80% of your sales come from 20% of your clients, or 80% of your complaints come from 20% of your customers. So if the theory holds true you could eliminate 80% of your activities and still maintain 80% of your results. Try to concentrate on the 20% of activities that produce 80% of your results. Limit Your “To-Do List” according to these. Of all the entries on your “To-Do List,” only 20% are really critical. Get rid of those that are simply time wasters and really not important. 20% of your time will dictate 80% of your outcomes. Finding the critical 20% helps you apply your time efficiently.
- Having decided what you should be spending most time and effort on, you also need to decide when to do things. I hope this urgency/importance matrix will help. What’s the most important word when comes to prioritising? It’s important. Purple quadrant 4: ignore. You should ignore any tasks or activities that fall in quadrant 4; because you probably have enough things to work on without getting involved in anything that is neither important nor urgent. If you have time to spare, that’s different; because there may be several tasks here that would be nice to get done. Similarly, red quadrant 3 tasks are not important so don’t let their urgency distract you from the more important tasks. Green quadrant 1: deal with now quadrant 1 tasks, those that are both urgent and important, should be scheduled in your planner early in the week and preferably early in the day. Blue in quadrant 2: schedule in soon, before they become urgent
- Simple rules. 3 ds. DECIDE: If you choose to allow someone to interrupt you, then make sure it is an interruption that you can afford to take: we all need breaks, but it’s best to be in control of when and how we spend them! DELEGATE or DEFER: Delegate effectively but don’t abdicate as you may still be held accountable for the task. DITCH ie SAY NO or NOT NOW: It’s okay to say no, or else negotiate about when a better time might be to help. But always be polite – tell people that time is the enemy, not them! Also can: ISOLATE YOURSELF: If you’re working on an exceptionally difficult or time-pressured task, physically isolating yourself (eg by working from home or from a meeting room) can help minimise interruptions. BE PROACTIVE: If there is a particular person which causes interruptions, contact them first to see how you could help out and that you will then be busy with other tasks. SEND THEM CLUES: Look at your watch, stand up when people are speaking to you or ask "anything else?" to signal you are trying to finish the interaction (but don’t forget manners – judge this one carefully!)
- Chart how you’re planning to overcome current barriers to effective time management and some solutions. When you accomplish these by is up to you.
- I hope that going forward you will start to feel that time is in your hands rather than something you’re constantly juggling with.