Manage Time with Activity Logs and the Time Management Matrix
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This document discusses various time management techniques including activity logs, Pareto analysis, and prioritization matrices. It recommends keeping activity logs to audit your time use, identify time wasters, and ensure you spend at least 20% of your time on the highest impact activities. The document also introduces "To Do" lists and prioritization matrices to categorize tasks by importance and urgency in order to focus on important urgent tasks first. Effective time management requires analyzing how you currently spend your time, setting goals for time use, and using tools like logs, lists, and matrices to structure your schedule optimally.
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Manage Time with Activity Logs and the Time Management Matrix
- 1. Time Management MMM Training Solutions
- 2. Time Management – Manage the “Now” "Time is the scarcest resource of the manager; if it is not managed, nothing else can be managed.” Peter.F.Drucker, (1909-2005), Management Guru
- 3. Activity – Time Limit
- 4. Do we feel this way often? I wish I have more than 24 hours per day so that I can get more things done!
- 5. The Clock and the Compass
- 6. Activity Logs • Activity logs helps you to: – To audit the way that you use your time – Identify and eliminate time-wasting or low-yield jobs
- 7. Organizing Your Time Pareto Principle, Job Analysis
- 8. Activity Logs and Pareto Analysis • Compare the activity log that you have just constructed with your Job Role chart and identify the 20% of your activities that contribute to 80% of your results
- 9. Analyzing Your Activity Log • Which activities do I need to spend more time on or less time on? • What time did I start my number one priority each day? • What did I do that could be eliminated or delegated to someone else? • What else should I be doing? • How do these activities relate to my long term goals and objectives?
- 10. Activity Log • How would you like your activity log to look six months from now? • Create this activity log for the future and identify the key areas where you need to spend more time and the areas that you need to spend lesser time
- 11. ‘To Do’ Lists • An Effective Tool to Manage Time
- 12. Prioritization: The Time Management Matrix Based on work by Stephen Covey
- 13. Time Management Matrix Urgent Important Not Important Quadrant 1 Quadrant 3 Not Urgent Quadrant 2 Quadrant 4 Tasks can be divided into 4 categories depending on importance and urgency
- 14. Activity • Slot the activities of your To-do list into the 4 quadrants
- 15. Thank You MMM Training Solutions Mobile: +91 9840932894 Website: www.mmmts.com E-mail: Administration@mmmts.com
Editor's Notes
- What Is Time Management? Compare The Clock And The CompassAsk the participants to come up with ideas on what the clock and compass mean in their livesAfter their responses introduce the following discussionIn his book: First Things First, Stephen Covey argues that how we think about time can be characterized by the metaphors: clock and compass. The clock represents the activities, the appointments and the tasks that fill up our day.The compass represents the importance that tasks take on and the direction that we want our lives to take."The struggle comes when we sense a gap between the clock and the compass – when what we do, doesn’t contribute to what is most important in our lives."
- Icebreaker - energiser
- The facilitator must encourage participants to write their own activity log.It is important that they must write a log of the tasks that they performThe following slides may be used as an example to illustrate this activity