You have 168 hours in the course of a week - no more - or no less. Are you accomplishing what's most important to you? This presentation is for those people who never seem to have enough time.

1. For People Who Never Seem to Have Enough Time
Time Mastery &Time Mastery &
Personal Effectiveness WorkshopPersonal Effectiveness Workshop

2. OH-2
Power Link Dynamics –
Seminar PurposeSeminar Purpose
Identify ways that you use time effectively
and ineffectively.
Determine specific ways you can improve
your time management.
Examine how you manage your time
during the day.

3. OH-3
Power Link Dynamics –
BenefitsBenefits
Time Management can:
Help you increase your productivity on
the job and at home.
Help you enhance the quality of your
work with less stress.
Give you a sense of personal satisfaction
and accomplishment.

4. OH-4
Power Link Dynamics –
Today’s AgendaToday’s Agenda
 Introductions
 Fundamentals of Balance & Success
 Winning Attitudes
 Exploring Twelve Dimensions of Time Mastery
 Attitudes, Goals, Priorities, Planning,
Scheduling, Analyzing, Interruptions,
Procrastination, Delegation, Meetings,
Paperwork & Team Effectiveness
 Your Personal Action Plan for Success

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Power Link Dynamics –
IntroductionsIntroductions
 Name
 Job/position
Complete the sentence:
 One reason time is wasted in my
organization is ….
 One area I would like to improve my time
management skills in is …

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Power Link Dynamics –
Key to Time ManagementKey to Time Management
Question:
 What is the key to good time
management?

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Power Link Dynamics –
Good Habits = Good ResultsGood Habits = Good Results
Worth Remembering …
“Our habits may control our destiny, but we
can control our habits. Before we change
our habits we must change our thinking”

8. OH-8
Power Link Dynamics –
1. Introductions
2. Getting Started
Seminar AgendaSeminar Agenda

9. OH-9
Power Link Dynamics –
You Can ChangeYou Can Change
C = Commit to a new beginning
H = Habits – out with the old start the new
A = Action not words so start now
N = Never give up
G = Goal orientated set a smart target
E = Evaluate your plan and reward yourself

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Power Link Dynamics –
Seminar AgendaSeminar Agenda
1. Introductions
2. Getting Started
3. Improving Attitudes

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Power Link Dynamics –
Attitude is EverythingAttitude is Everything
Worth Remembering …
“Everything can be taken away from you but
one thing – to choose – one’s attitude in a
given set of circumstances, to choose
one’s own way”
Viktor Frankl – Man’s Search for Ultimate Meaning

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Power Link Dynamics –
AttitudesAttitudes
“Our ability to control
our time is related to
our attitude toward
controlling our
environment.”
Internal or external
It’s up to you
Time is life
Success habits
Self-management

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Power Link Dynamics –
Take ControlTake Control
“Worth Remembering …
“The more we believe we CAN control, the
more we will TRY TO control, and the
more we WILL control”

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Power Link Dynamics –
Positive Attitude ProverbPositive Attitude Proverb
“Plant a thought, harvest an act.
Plant an act, harvest a habit.
Plant a habit, harvest a character.
Plant a character, harvest a destiny.”
…Worth Remembering …

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Power Link Dynamics –
Seminar AgendaSeminar Agenda
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals

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Power Link Dynamics –
Setting GoalsSetting Goals
Question:
 Do you write a “To Do” list of what you
hope to accomplish each day?
 Do you write annual performance
objectives for your career?
 What are some characteristics, or criteria,
of a well written goal?
 Please write an example of a good goal.

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Power Link Dynamics –
GoalsGoals
Specific
Measurable
Achievable
Realistic
Timed
…and Written
“Well-developed
goals are SMART.”
Criteria

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Power Link Dynamics –
Goals WorksheetGoals Worksheet

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Power Link Dynamics –
Sample Project RecordSample Project Record

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Power Link Dynamics –
Short vs. Long Range GoalsShort vs. Long Range Goals
 Short-range projects are those that need
to be completed within the next few
weeks.
 Long-range projects are those that need
to be completed in the next two or three
months.

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Power Link Dynamics –
Aspects of LifeAspects of Life
Family
Spiritual
Career
Social
Personal
Health
Wealth
Leisure

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Power Link Dynamics –
Time is LifeTime is Life
Worth Remembering …
“I thought 24/7 was a new kind of
convenience store not a new way of life.
This new technology was suppose to
improve the quality of our lives not
compound it”

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Power Link Dynamics –
Personal GoalsPersonal Goals
Question:
 Do you have a personal life plan?
 Where do you see yourself in 1 year, 2 or
3 years from now?
 Which of these goals will bring you the
greatest personal satisfaction?

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Power Link Dynamics –
Seminar AgendaSeminar Agenda
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities

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Power Link Dynamics –
Chinese ProverbChinese Proverb
Worth Remembering …
“Besides the noble art of getting things
done, there is the noble art of leaving
things undone. The wisdom of life consists
of eliminating the non-essentials”

26. OH-26
Power Link Dynamics –
Establishing PrioritiesEstablishing Priorities
Question:
 Why do you do what you do when you do
it?
 What criteria do you use for allocating
your time?

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Power Link Dynamics –
Establishing PrioritiesEstablishing Priorities
Question:
 List the 3 most important things in your life

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Power Link Dynamics –
Time is LifeTime is Life
Worth Remembering …
“We all have the same amount of hours in a
week. No more or no less. How are you
spending your 168?

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Power Link Dynamics –
UU
RR
GG
EE
NN
TT
IMPORTANTIMPORTANT
Crisis
Trivial
Work
Work
to Do
Time-
Wasting
Work
YES
YES
NO
NO
Urgent vs. ImportantUrgent vs. Important

30. OH-30
Power Link Dynamics –
Important Things Are?Important Things Are?
 Important things are those that contribute
significantly to our goals; they have high
value. The more direct the contribution,
the more important the activity. Important
things also tend to have long term
consequences. They make a difference for
a long time.

31. OH-31
Power Link Dynamics –
Urgent Things AreUrgent Things Are
 Urgent things have short term
consequences. They must be done now;
they won’t wait. They may or may not
relate to our goals or make significant
contributions. But urgent things are far
more demanding than important things.

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Power Link Dynamics –
Importance over UrgencyImportance over Urgency
Worth Remembering …
“Just because something is urgent doesn’t
mean it’s important. What we need is the
wisdom, courage, and discipline to do the
important things first”

33. OH-33
Power Link Dynamics –
Saying “No”Saying “No”
“You may be surprised
at how reasonable
people can be when
your turn down their
requests.”
Tell them why
Don’t feel obligated
Be honest, but firm
Know why before
saying “yes”
Use your schedule

34. OH-34
Power Link Dynamics –
80/20 Rule80/20 Rule
“Eighty percent of our activities
produce 20 percent of the results, while
only 20 percent of our activities
produce 80 percent of the results.”
Worth Remembering
…
Worth Remembering
…
Worth Remembering …

35. OH-35
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
Seminar AgendaSeminar Agenda

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Power Link Dynamics –
AnalyzingAnalyzing
Worth Remembering …
“No problem can be solved until it is well
defined”

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Power Link Dynamics –
Time LogsTime Logs
Question:
 How many of you have kept Daily Time
Record Logs before?
 What has been your experience?
 Challenge: Keep a Daily Time Record Lot
for 2 weeks and contact me so we can
analyze the results. It’s important to know
where your time is going

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Power Link Dynamics –
Daily Time Record LogDaily Time Record Log

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Power Link Dynamics –
Three PerspectivesThree Perspectives
“Examining all three
perspectives will give
you valuable insight into
your job and time
problems.”
What you ought to
be doing
What you are
actually doing
What you think
you are doing

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Power Link Dynamics –
Another Point of ViewAnother Point of View
Think about:
1. What do you want to stop doing?
2. What do you want to keep doing?
3. What do you want to start doing?

41. OH-41
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
Seminar AgendaSeminar Agenda

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Power Link Dynamics –
PlanningPlanning
Worth Remembering …
People who fail to plan, plan to fail. If you fail
to plan effectively than what you are
saying is that anyplace you end up will do”

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Power Link Dynamics –
PlanningPlanning
Question:
 How many feel you plan too little?
 How many feel you plan too much?

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Power Link Dynamics –
Planning GuidelinesPlanning Guidelines
“The key to successful
planning is to plan both
work and time.”
Activities
Schedules
Priorities
Time estimates
Results
Flexibility

45. OH-45
Power Link Dynamics –
PlanningPlanning
Question:
 How many of you put together daily or
weekly plans?
 Are these plans a list of things to do, or do
they include other details?
 Have you found these plans effective in
helping to manage your time each day,
each week?

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Power Link Dynamics –
Sample Weekly PlanSample Weekly Plan

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Power Link Dynamics –
Sample Daily PlanSample Daily Plan

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Power Link Dynamics –
Coordination MeetingsCoordination Meetings
Question:
 What major goals or projects will be
worked on and/or completed this week?
 What coordination and cooperation is
needed from co-workers to accomplish
this work?
 How do you let your co-workers know
what you are working on?

49. OH-49
Power Link Dynamics –
PlanningPlanning
Worth Remembering …
“The more you do of what you’re doing, the
more you’ll get of what you’ve got.”

50. OH-50
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
Seminar AgendaSeminar Agenda

51. OH-51
Power Link Dynamics –
Scheduling GuidelinesScheduling Guidelines
“Things that are
scheduled tend to
happen on time. Things
that are not scheduled
may never happen.”
Early start
Group items
Big blocks
Small jobs
Flexibility
Prime time

52. OH-52
Power Link Dynamics –
Sample Daily PlanSample Daily Plan

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Power Link Dynamics –
Quiet Time IdeasQuiet Time Ideas
NO…
“Scheduling quiet time
is often an effective
way to get things
accomplished.”
Paging
Drop-in visits
Unnecessary talking
Distractions
Telephone calls
Interruptions
Emails

54. OH-54
Power Link Dynamics –
SchedulingScheduling
Worth Remembering …
“What is the best use of my time right now”
- Alan Laken

55. OH-55
Power Link Dynamics –
SchedulingScheduling
Question:
 What is your most productive time of the
day?
 Do any of you schedule quiet work times?
 How do you do this?
 How do you let your co-workers know
when it’s your quiet time?

56. OH-56
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda

57. OH-57
Power Link Dynamics –
Sample Interruption RecordSample Interruption Record

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Power Link Dynamics –
Handling Drop-in VisitorsHandling Drop-in Visitors
“If we allow room for the
unexpected, we are
beginning a strategy for
handling interruptions
that occur most often.”
Keep visits short
Go see them
Stay on track
Meet outside office
Consider priorities
Appointments
Rearrange furniture
Open vs. Closed door

59. OH-59
Power Link Dynamics –
Handling TelephonesHandling Telephones
“Managing time spent
on telephone calls and
email will enable you to
stay focused and work
more efficiently.”
Screen
Cut small talk
Plan
Set preferred times
Analyze
Use timers
End the call
Use alternatives

60. OH-60
Power Link Dynamics –
InterruptionsInterruptions
Worth Remembering …
“The average person in an open office
environment is interrupted almost 6 times
an hour, all day long”

61. OH-61
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings

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Power Link Dynamics –
MeetingsMeetings
“Although meetings are
notorious time-wasters,
they are also easy to
control.”
Who, how many?
Plan — organize

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Power Link Dynamics –
MeetingsMeetings
Worth Remembering …
“Intelligence is no substitute for information;
Enthusiasm is no substitute for ability;
Willingness is no substitute for experience;
And a meeting is no substitute for
progress”

64. OH-64
Power Link Dynamics –
MeetingsMeetings
Question:
 How many of you ever waste time in a
meeting?
 What in your experience are the most
common reasons why people waste time
in meetings?

65. OH-65
Power Link Dynamics –
Meeting PlannerMeeting Planner

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Power Link Dynamics –
MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
“Although meetings are
notorious time-wasters,
they are also easy to
control.”

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Power Link Dynamics –
Meeting AgendaMeeting Agenda

68. OH-68
Power Link Dynamics –
MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
Take minutes
Stay in control
Follow up
“Although meetings are
notorious time-wasters,
they are also easy to
control.”

69. OH-69
Power Link Dynamics –
Meeting Follow-upMeeting Follow-up

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Power Link Dynamics –
MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
Take minutes
Stay in control
Follow up
Critique
“Although meetings are
notorious time-wasters,
they are also easy to
control.”

71. OH-71
Power Link Dynamics –
MeetingsMeetings
Question:
 Do you have any tips or suggestions that
you would like to share on how to save
time in meetings?

72. OH-72
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings
11. Handling Written
Communications

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Power Link Dynamics –
Mastering PaperworkMastering Paperwork
The Four D’s
 Dump it
 Delegate it
 Do it or …
 Delay it

74. OH-74
Power Link Dynamics –
Incoming PaperIncoming Paper
Ask Yourself:
1. Will I really do anything with this paper?
2. When will I do it?
3. Where will I keep it?

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Power Link Dynamics –
Written CommunicationsWritten Communications
“There are only four
things you can do with
a document: dump it,
delegate it, do it, or
delay it.”
Analyze the flow
Handle it once
Sort
Develop a system
Resist junk mail
Schedule time for it

76. OH-76
Power Link Dynamics –
Reading & WritingReading & Writing
Question:
 Do you speed read?
 Do you schedule time in your day that you
dedicate to reading reports, etc?
 What are some basic questions you can
ask yourself before you read that report?
 What are some of the reasons why
sometimes we write down too much?

77. OH-77
Power Link Dynamics –
Why Wait for PerfectWhy Wait for Perfect
Worth Remembering …
“You can do an adequate job in about 10
percent of the time it takes to do a perfect
job.”

78. OH-78
Power Link Dynamics –
Keep it Short and SimpleKeep it Short and Simple
Remember to:
1. Plan what to write before you write
2. Know the purpose of your writing
3. Write for the reader

79. OH-79
Power Link Dynamics –
10. Improving Meetings
11. Handling Written
Communications
12. Delegation
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda

80. OH-80
Power Link Dynamics –
DelegationDelegation
Question:
 Why aren’t we better delegator’s?
 What are some common reasons for
ineffective delegation?
 How would you define delegation?

81. OH-81
Power Link Dynamics –
DelegationDelegation
Worth Remembering …
“ Delegation is sharing responsibility and
authority with others, and holding them
accountable for performance”

82. OH-82
Power Link Dynamics –
Delegation GuidelinesDelegation Guidelines
“Delegation is
sharing responsibility
and authority with
others.”
Responsibility/results
Checkpoints
Right person
Authority
Plan first
Motivating environment
Accountability

83. OH-83
Power Link Dynamics –
Delegated AuthorityDelegated Authority
Level 1: Get the facts; I’ll decide.
Level 2: Suggest alternatives; I’ll decide.
Level 3: Recommend an alternative;
I’ll decide.
Level 4: Decide; wait for my approval
Level 5: Decide; act unless I say no.
Level 6: Act; report results.
Level 7: Act; report if unsuccessful.
Level 8: Act, reporting not needed.

84. OH-84
Power Link Dynamics –
Sample Delegation AnalysisSample Delegation Analysis

85. OH-85
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings
11. Handling Written
Communications
12. Delegation
13. Conquering
Procrastination

86. OH-86
Power Link Dynamics –
ProcrastinationProcrastination
Question:
 What are the sort of things at work that
you find yourself putting off, or delaying?
 Why do you think people procrastinate?
 Keep in mind that procrastination can also
be doing low priority actions or tasks
rather than higher priority ones.
 Are you picking low lying fruit?

87. OH-87
Power Link Dynamics –
Conquer ProcrastinationConquer Procrastination
“Changing your do-it-
later urge into a do-it-
now habit requires
positive action.”
Consider
consequences
Use pep talks
Take small steps
Delegate it
Admit it; analyze it
Reward yourself
Make commitments

88. OH-88
Power Link Dynamics –
Fear of FailingFear of Failing
Worth Remembering …
“I have not failed 10,000 times. I have
figured out 10,000 ways that do not work”
- Thomas Edison

89. OH-89
Power Link Dynamics –
10. Improving Meetings
11. Handling Written
Communications
12. Delegation
13. Conquering
Procrastination
14. Improving Team Time
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda

90. OH-90
Power Link Dynamics –
Working with Team MembersWorking with Team Members
“Communicate with
your team regularly to
ensure everyone
knows the team’s goals
and priorities.”
Meet deadlines
Keep them informed
Reduce interruptions
Be a good
example
Respect their time
Encourage
improvement

91. OH-91
Power Link Dynamics –
Team Time Improvement LogTeam Time Improvement Log

92. OH-92
Power Link Dynamics –
1. Introductions
2. Getting Started
3. Improving Attitudes
4. Setting Goals
5. Establishing Priorities
6. Analyzing
7. Planning
8. Scheduling
9. Curbing Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings
11. Handling Written
Communications
12. Delegation
13. Conquering
Procrastination
14. Improving Team Time
15. Where Do We Go?

93. OH-93
Power Link Dynamics –
ReviewReview
 Improving attitudes
 Setting goals
 Establishing priorities
 Analyzing
 Planning
 Scheduling
 Curbing interruptions
 Improving meetings
 Handling written
communications
 Delegating
 Conquering
procrastination
 Team time
management

94. OH-94
Power Link Dynamics –
Did You Get Your WIIFM Today?Did You Get Your WIIFM Today?
Your Personal Action Plan:
 What are you going to share with someone else
about what you’ve learned in this workshop?
 What 2 things are you going to take away with
you today and try?
 Be sure to set a SMART Target.
 Remember – Only you can change you.

95. OH-95
Power Link Dynamics –
Keep in TouchKeep in Touch
Worth Remembering …
 My help doesn’t have to end when this
workshop is over. If you have any
questions, comments or concerns please
give me a call. Consider me your
“Personal Coach and Trainer”.
 Contact me by phone: (613) 829-4578 or
via email: bsmith@pldynamics.com

96. For People Who Never Seem to Have Enough Time
Thank YouThank You
for Participatingfor Participating