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Time management
This document provides information on time management strategies. It discusses prioritizing tasks, recognizing and avoiding procrastination, managing interruptions, and delegating work effectively. The key aspects covered are prioritizing using the urgent vs important framework, setting SMART goals, identifying procrastinating behaviors, and utilizing the first two hours of the day for important work. Practical tips include keeping to-do lists, scheduling focus time without distractions, and learning your natural productivity rhythms. The overall message is that proactive time management allows one to focus on goals and maximize productivity.
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Time management
- 1. Time Management I amdefinitely going to take a course on time management... just as soon as I can work it into my schedule” Unknown 2015 Dave Rainbow December 2015
- 2. Interview your partner.Find out their name and where they work, how long they have worked there. Ask them one random question, and report back to the group. Pick a photo that best illustrates your feelings relating to time management. Tell the group why you chose that picture
- 4. Objectives of thecourse: Prioritization Goal setting recognise and avoid procrastination How to say ‘no’ How to manage interruptions/ dealing with emails!
- 5. “The ability touse your time on things that matter” • Croft 1996
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- 8. How good isyour time management Complete the audit. Answer the questions quickly and honestly – don’t think about the answers too much. Be prepared to share your responses with the group.
- 10. Imagine seven peoplelined up in a row. Now imagine that each person represents a day of the week. Now for the potentially scary part. Imagine that each day of the week represents a decade of your life.
- 11. Questions, questions, questions! •Which day of the week are you on? How does that make you feel? • How determined are you to make the most of the rest of your journey? • What could improving your time management achieve for you?
- 12. “How we spendour days is how we spend our life”. Importance of Goal Setting ! SMART is an acronym for: Specific: by making your goals specific, you bring clarity and focus Measurable: helps you keep track of your progress Attainable: keeps your goals realistic and you motivated Relevant: keeps the focus on something you truly want to accomplish Time-Bound: helps you set targets with deadlines
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- 15. Stepping outside ofyour comfort zone
- 16. Key Points •Goal settingis a method of deciding what you want to achieve in life •Goal setting helps you focus on what is important •Goal setting motivates you •Goal setting builds your self-confidence •Small steps
- 19. Covey – QuadrantThinking
- 20. Organize and Prioritize UrgentNot Urgent Important I Important and Urgent II Important , but Not Urgent NotImportant III Urgent, but Not Important IV Not Urgent and Not Important Prioritize your tasks Where do the majority of your tasks fall on the chart?
- 21. Organize and Prioritize QuadrantI Immediate Attention Required Urgent Not Urgent Important I Important and Urgent II Important, but Not Urgent NotImportant III Urgent, but Not Important IV Not Urgent and Not Important
- 22. Organize and Prioritize QuadrantII Requires attention, but not yet critical Urgent Not Urgent Important I Important and Urgent II Important, but Not Urgent NotImportant III Urgent, but Not Important IV Not Urgent and Not Important
- 23. Organize and Prioritize QuadrantIII “Nice to do” Urgent Not Urgent Important I Important and Urgent II Important, but Not Urgent NotImportant III Urgent, but Not Important IV Not Urgent and Not Important
- 24. Organize and Prioritize QuadrantIV These activities are time eaters Urgent Not Urgent Important I Important and Urgent II Important, but Not Urgent NotImportant III Urgent, but Not Important IV Not Urgent and Not Important
- 25. “What is importantis seldom urgent and what is urgent is seldom important.”
- 26. The Urgent andimportant Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT NOTIMPORTANT
- 27. The Urgent andimportant Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT
- 28. The Urgent andimportant Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT REJECT AND EXPLAIN
- 29. The Urgent andimportant Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT REJECT AND EXPLAIN DUMP IT
- 30. Next steps..... •Collate alltasks into one place •Consider the urgency and importance of each task •Allocate each task to the correct quadrant THEN: •Do it •Date it •Reject and Explain •Dump it Trusted Partners - Seamless Support
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- 32. Procrastination – Q4 Whatprocrastination activities do you employ? In groups of 4: Discuss and list ALL your procrastination activities. Share with the group
- 33. Identifying procrastinating behaviour •Leaving tasks to the last minute • Pushing thoughts away “ Ill worry about that tomorrow” • Hoping the tasks goes away or someone does it • Making excuses why you’re not ready to begin the task. • Ignoring important tasks and busying. • Allowing interruptions to distract you , getting side tracked, taking long breaks.
- 34. New ways towaste time • Staff social networking activity in office time costs businesses in the UK upwards of £1.38 billion a year.
- 35. What might bethe consequences
- 37. So how canI over come thisIndividually complete the handout (Q2 time) Actions Eliminate Q4 – stop procrastinating Reduce Q3 – prioritise MY goals Reduce Q1 – planning Increase Q2 – planning
- 38. When you getback to office try this…
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- 42. How do Iprioritise Logical Order • Must do, need to do, can do • High, Medium, Low • 1,2,3 • A,B,C • Red, Amber, Green
- 43. Practical strategiesPrioritising –be clear about your goals and what your priorities are. Is what I am doing now the most important use of my time? Is this really important or just a nice fun thing to do, is there something important that needs doing? Is what I’m doing moving closer to, or further away from where I what to be?
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- 45. Covey – QuadrantThinking
- 46. The Urgent andimportant Method Provides total clarity Trusted Partners - Seamless Support URGENT NOT URGENT IMPORTANT DO IT DATE IT NOTIMPORTANT REJECT AND EXPLAIN
- 48. Before saying no!” •Do I have time to do it? • How urgent and/or important is it?- Urgent and important method • Am I the right person for the task? • Does this task fit with my role • Is someone else best suited to the job? • Consider the Consequences
- 49. to the Person,to the Task
- 50. • Offer anAlternative • -What does this person really need? • -How else can this person's need be met? • -How can I support this person to have the need met? • Say No in Person • Avoid Detail • Ask for Help Prioritizing • Can I get back to you A good no
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- 52. Managing interruptions What interruptsyour work? Who interrupts your work? How do you manage it right now?
- 53. Top Tips!• KeepAn Interrupters Log • Find out what are the causes and can they be prevented. • Plan for it in your time • Field the demand of others” Have you got a minute” If you haven't say so. • If you have to-switch the phone off • Make an appointment • "Available" and "Unavailable" Time • Find a quiet space to work • If you have stand up- its more difficult to have a long chat if you are both standing!
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- 57. Managing phone callsSchedulein regular, uninterrupted time to deal with messages. Follow the 4 D’s: Don’t Answer – if you are busy or have scheduled in time to do a particular task – DO NOT answer your phone. Do it – Answer the phone and if it’s something you can deal with quickly, do it. Delegate it – forward the call to an appropriate team member who can do the task. Defer it – answer, but tell the person you will be able to deal with their query later
- 58. Perfecting the ArtOf Delegation • Letting go- What might be the barrier in letting go? • Knowing when to ask for help –signs you need help?
- 59. Do delegate.. • Whenyour not the best person for the job. • Tasks can be done, faster, better and cheaper • Tasks you don’t like doing yourself or have the skills • Your routine tasks freeing up to do more complex ones • Jobs your overqualified • Tasks another department is better able to handle, or its their job
- 60. Don’t Delegate • Confidentialin nature • Tasks critical for you to do • When someone is clearly not up to the task.
- 61. Utilize First TwoHours of the Day • 1st 2 hrs are the most effective hours. Plan most imp work at that time • Start with the most important work of the day. • Don’t schedule meetings for this time.
- 62. Work with yournatural tendencies Some people work best first thing, can be a good time for creativity. Use the morning to do tasks that require you at your best or need your concentration. Dont set aside time to work on complex report that requires concentration when you hit the post lunch slump or evening when tired. Some get steadily more alert and effective as the day goes on . Don't try and get up at 6an to write a report when you know you cab do it better and quicker at 2pm
- 63. A SummaryWhat haveyou learnt? Time needs to be MANAGED by YOU Time is precious and deserves to be prioritised Reassess your goals frequently so you can focus your time on things that are really important to you There are many practical things you can do to avoid time ‘slipping away’.
- 64. Top Tips Plan inadvance Delegate Appropriately Give instructions: What, When, How and Why Follow up on tasks you have delegated.
- 65. Ideas • Plan yourday in blocks of time • Block out time if you have regular task • Create blocks of time in which you handle communication. • If you need quiet creative time go some where different away form distractions • Factoring in circumstances! • You aim is not to have a full diary, space between blocks of time. • Don't try to cram so much in one day • Varied tasks, little and often • Some times good enough is “good enough”
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- 67. What next?....... Be preparedto make drastic changes You may need support