Good for manager

1. TIME MANAGEMENT

2. WHY TIME MANAGEMENT?
 IT IS BASICALLY A SKILL THAT CAN BE
ACQUIRED. IT IS NOT AN ART
 IT IS A USEFUL ABILITY TO BE
PROFICIENT AT IN AN EVER
INCREASINGLY COMPLEX AND
DEMANDING WORLD
 IT’S GOAL IS TO IMPROVE
EFFECTIVENESS AND IS THEREFORE A
TOOL IN ACHIEVING PERSONAL AND
ORGANISATIONAL SUCCESS

3. TIME AND EFFECTIVENESS
THERE IS NOT AN AUTOMATIC CORRELATION
BETWEEN WORKING HARD AND BEING
EFFECTIVE. MANY PEOPLE ARE WORKING
HARD BUT ARE NOT WORKING EFFECTIVELY

4. TIME IS LIFE. IT IS BOTH
I R R E V E R S A B L E A N D
IRREPLACEABLE. TO WASTE
YOUR TIME IS TO WASTE YOUR
LIFE, BUT TO MASTER TIME IS
TO MASTER YOUR LIFE AND TO
THEN MAKE THE MOST OF IT.
ALAN LARKIN

5. A DEFINITION
MAXIMISING THE USE OF THE
TIME THAT IS AVAILABLE TO
ALLOW EACH INDIVIDUAL TO
BEST ACHIEVE THEIR LIFE’S
G O A L S A N D O B J E C T I V E S .

6. FACT
WE ARE ALL MANAGING TIME
TO SOME EXTENT BUT IF WE
DO IT BETTER WE CAN END
U P W I T H O U R L I V E S
BECOMING MORE COMPLETE
WITH MORE FULFILLMENT

7. WHY ARE PEOPLE NOT MANAGING
TIME AS WELL AS THEY COULD?
 THEY DON’T KNOW HOW
 THEY ARE LAZY (IT TAKES TIME
AND EFFORT)
 THEY ARE CRISIS MANAGEMENT
JUNKIES

8. TO CONSIDER
 OUR ATTITUDE TO TIME IS
CHANGING – new technology like
email, faster travel, has given us
new options but put us under
greater pressure
 TIME IS MONEY – goals, deadlines
etc are part of working life
 CULTURAL DIFFERENCES – not
everyone sees time the same way

9. TWO AREAS TO LOOK AT
 CONCEPTS OF TIME MANAGEMENT
 TECHNIQUES OF TIME
MANAGEMENT

10. WHY DO WE NEED IT?
ALMOST ALL ASPECTS OF
MOST PEOPLES LIVES HAVE
BECOME MORE COMPLICATED
AND THE DEMANDS BEING
PLACED ON US ARE
INCREASING

11. FEELING THE PRESSURE
PRESSURE EXISTS WHEN THERE
IS AN IMBALANCE BETWEEN
DEMNDS BEING PLACED ON YOU
AND YOUR ABILITY TO DEAL
WITH ALL OF THESE DEMANDS

12. SO THE BENEFITS ARE
 BETTER WORK PERFORMANCE
 MORE BALANCE IN YOUR LIFE
 LESS STRESS
 FEELING IN CONTROL
 LIFE IS MORE FULLFILLING

13. FEELING GOOD ABOUT TIME
 WHEN YOU ARE IN CONTROL
 WHEN YOU ENJOY WHAT YOU ARE
DOING
 WHEN YOU HAVE A SENSE OF
PURPOSE

14. FIVE INSIGHTS
 What is your relationship with time? Each individual’s
relationship with time is unique. Do we plan too much or
not enough? Could we achieve more by demanding less
of ourselves and more of others?
 Is the glass half-full or half-empty? If you have the right
attitude to time you are more likely to be satisfied with
the time that you have available and how you use it.
Likewise the reverse occurs.
 We are individuals and have preferences. Finding
ourselves in the wrong situation be it the wrong
relationship or wrong job can be deeply frustrating.
Equally being in the right situation can be uplifting and
therefore time generating.
 Slow down, you move too fast. Rushaholics end up in
danger of not making best use of their time. Speeding
up can actually slow you down and reduce the pleasure
and benefit you get from the time that you do have
available.
 What satisfies you? You will feel good about time when
you are in the zone of feel-good experiences.

15. EVOLUTION OF TIME
MANAGEMENT
 HOW TO GET THINGS DONE. ERA OF TO
DO LISTS, CHECKLISTS, NOTES
 HOW TO ORGANISE MY WORKLOAD
AROUND PRIORITIES, OBJECTIVES AND
FOLLOW UP.THE ERA OF WORK GOALS
 WHAT ARE THE THINGS I WANT OUT OF
LIFE. HOW CAN I BETTER ORGANISE MY
LIFE TO ACHIEVE WHAT I WANT.

16. WHY MANAGE MY LIFE?
 PEOPLE WHO LEAD BALANCED
LIVES ARE MORE EFFECTIVE
 INCREASING NON WORK DEMANDS.
FAMILY, HEALTH, RELIGION,
LEISURE
 ITS’ BECOMING TOO HARD TO
TREAT WORK AND NON-WORK AS
SEPARATE ENTITIES

17. TIME MANAGEMENT PROCESS
 EXAMINE YOUR LIFE FROM THE BIG
PICTURE
 VIEW YOUR LIFE FROM THE PERSPECTIVE
OF THE ROLES YOU FILL
 SET SPECIFIC GOALS FOR EACH
CATEGORY OR ROLE
 PRIORITISE THEM
 ORGANISE YOUR SCHEDULE AROUND
THEM
 REVIEW, UPDATE AND REORGANISE THEM
FREQUENTLY

18. THE BIG PICTURE
 DECIDE SHORT TERM CAREER
GOALS
 PLAN LONG TERM CAREER GOALS
 DECIDE SHORT TERM PERSONAL
GOALS
 PLAN LONG TERM PERSONAL
GOALS
 WRITE A PERSONAL MISSION
STATEMENT

19. When you know what your specific
objectives are concerning your
distant, immediate and intermediate
goals, you will be more apt to
recognise that which will help you to
achieve them and be more content.
N. Clement Stone

20. GOALS SHOULD BE “SMART”
 SPECIFIC
 MEASURABLE
 ACHIEVEABLE
 REALISTIC
 TIME BOUND

21. WHAT ARE ROLES?
 FATHER
 HUSBAND
 PERSONAL
 ADMINISTRATOR
 MARKETING
 CUSTOMER SERVICE
 OPERATIONS MANAGER

22. PERSONAL SUCCESS WHEEL

23. WHAT IS A PRIORTY?
SOMETHING THAT WILL
MAKE A DIFFERENCE

24. TO THE PEOPLE THAT MATTER
 THE CUSTOMER
 THE EMPLOYEES
 THE OWNER
 YOUR COLLEAGUES
 YOUR CHILDREN
 YOUR PARTNER
 YOURSELF

25. EXAMPLES
 MAKE MONEY
 SAVE MONEY
 IMPROVE EFFICIENCY
 ENHANCE IMAGE
 IMPROVE MORALE
 INCREASE CUSTOMER SATISFACTION
 HELP OUR CHILDREN
 IMPROVE YOUR QUALITY TIME
 GET BETTER AT A HOBBY

26. HOW TO SET THEM?
 YOUR GOALS AND OBJECTIVES
 YOUR FAMILIES GOALS AND OBJECTIVES
 THOSE OF YOUR COLLEAGUES
 THOSE OF THE TEAM
 YOUR BOSSES
 YOUR CUSTOMERS
 YOUR COMPANIES
 BUSINESS PARTNERS

27. HOW MANY SHOULD YOU HAVE?
 ACCORDING TO PETER DRUCKER
MAXIMUM TWO.
 OTHER COMMENTATORS HAVE SAID
BETWEEN 3 AND 5
 A PRIORITY IS NOT A TASK. EACH
PRIORITY WILL INVOLVE MANY
ACTIVITIES
 SCHEDULE ONE 90 MINUTE SESSION PER
WEEK TO FOCUS ON YOUR PRIORITIES

28. PRIORITIES
TIME MANAGEMENT IS NOT
ACTUALLY ABOUT MANAGING
TIME. ITS ABOUT MANAGING
PRIORITIES. SURPRISINGLY
WE DO NOT AUTOMATICALLY
FOCUS ON THE THINGS THAT
A R E M O S T I M P O RTA N T .

29. SO
• TIME CANNOT BE MANAGED;
ACTIVITIES CAN BE
• TIME MANAGEMENT IS ABOUT
GETTING RESULTS, NOT ABOUT BEING
BUSY
• ITS ABOUT MANAGING YOURSELF

30. TIME WASTING
90% OF ALL MANAGERS ARE SPENDING AT
LEAST 50% THEIR TIME ON UNIMPORTANT
TASKS.
Harvard Business Review 2002

31. TIME WASTE DIFFERS FROM
MATERIAL WASTE IN THAT
THERE CAN BE NO SALVAGE.
WASTED TIME DOES NOT
LITTER THE FLOOR LIKE
WASTED MATERIAL
Henry Ford.

32. THE MAIN THING IS TO
KEEP THE MAIN THING
THE MAIN THING.
Stephen Covey

33. THE WORK DILEMA

34. LIST YOUR TASKS
KEEP COMPREHENSIVE LISTS OF ALL
THINGS YOU WANT TO DO AND ALL
THINGS THAT YOU NEED TO DO
EXTRACT THESE FROM ALL SOURCES
NOTES, EMAILS, MEMOS, MEETING
MINUTES, WEBSITES, ARTICLES ETC.

35. PULL IT TOGETHER
MEETING
MINUTES
ACTION
PLANS MESSAGES
EMAILS
MEMOS
MY AGENDA

36. SORT YOUR PRIORITIES
 A TASKS. IMPORTANT AND URGENT
 B TASKS. IMPORTANT BUT NOT
URGENT
 C TASKS. TASKS THAT CAN WAIT
UNTIL TIME PERMITS

37. THE ACTION PRIORITY MATRIX
RATE YOUR TASKS IN TERMS OF
a) THE IMPACT THEY WILL HAVE
b) THE AMOUNT OF EFFORT
REQUIRED
GIVE THEM SCORES OUT OF 1-10

38. PLOT THEM ON A GRAPH

39. TIME MANGEMENT CYCLE

40. URGENCY ENGULFS MANAGERS; YET
URGENT TASKS ARE NOT ALWAYS THE
MOST IMPORTANT. THE TYRANY OR THE
URGENT LIES IN ITS DISTORTION OF
PRIORITIES. ONE OF THE MEASURES OF
A GOOD MANAGER IS HIS OR HER
ABILITY TO DISTINGUISH WHAT IS
IMPORTANT AND WHAT IS URGENT AND
TO REFUSE TO MANAGE BY CRISIS.
ALEC MACKENZIE

41. THE 4 Ds OF TIME MANAGEMENT
 DELEGATE IT
 DELAY IT
 DROP IT
 DO IT

42. CONSIDER
 WHAT ARE YOU ACTUALLY
SUPPOSED TO ACCOMPLISH?
 WHAT DO YOU ACTUALLY SPEND
TIME DOING?

43. YOUR ATTITUDE TO TIME
3 KEY ISSUES
PERFECTIONISM
Things take
too long
or stack up
PROCRASTINATION
Put things off
Until the last
Minute
PLANNING
Looking ahead
And balancing
Tasks

44. MANAGING INTERUPTIONS
 EMAILS
 PHONE CALLS
 INTERRUPTIONS
 LAST MINUTE ISSUES

45. POSSIBLE SOLUTIONS
 SAY NO
 SCHEDULE AVAILABLE TIME
 POSTPONE THE ISSUE
 DO YOU REALLY HAVE TO DEAL
WITH IT?
TIP: KEEP AN INTERUPTIONS LOG

46. SET UP A WEEKLY PLAN
FAIL TO PLAN
PLAN TO FAIL

47. CATGORIES OF TIME
 NECESSARY TIME – SLEEPING,
EATING
 CONTRACTED TIME – WORK
 BOOKED TIME – OBLIGATIONS.
COOKING, CLEANING ETC
 FREE TIME – RELAX, DO HOBBIES

48. WEEKLY WORKSHEET
ROLES GOALS SCHEDULE
Monday Tuesday Wednesday Thursday Friday Saturday Sunday
PERSONAL
8:00
FAMILY 9:00
10:00
MARKETING
11:00
OPERATIONS 12:00
1.00
ADMINISTRATION
2.00
STANDARDS 3.00
4.00
STAFF
5.00
PROJECTS 6.00
7.00
HEAD OFFICE
8.00
GUESTS
9.00
PHYSICAL A. Exercise
MENTAL B. Read/Study 10.00
SPIRITUAL C. Bible/Church Others Others Others Others Others Others Others
SOCIAL
WEEKLY PLAN

49. WEEKLY WORKSHEET
ROLES GOALS SCHEDULE
Tennis Monday Tuesday Wednesday Thursday Friday Saturday
PERSONAL Rotary
8:00
Trip to Lombok Briefing Briefing Briefing Briefing Briefing
FAMILY Emma piano 9:00
Credit
Monthly review 10:00 Monthly Meeting
MARKETING Xmas package Report
11:00
Wine tasting
OPERATIONS 12:00
Dep Head Agenda 1.00
ADMINISTRATION Credit Meeting Rotary
2.00
Agenda
STANDARDS 3.00 Dep Heads
Monthly General Emma Piano
General staff 4.00 Sales Review Monthly Staff
STAFF Report
5.00
Beach bar Wine Tasting
PROJECTS 6.00
Tennis
Monthly report 7.00
HEAD OFFICE
8.00
GUESTS
9.00
PHYSICAL A. Exercise
MENTAL B. Read/Study 10.00
SPIRITUAL C. Bible/Church Others Others Others Others Others Others
SOCIAL
WEEKLY WORKSHEET

50. DAILY WORKSHEET
Monday 21-Aug-05
Time Schedule Notes Contacts
8:00 Morning Briefing
9:00
10:00
11:00
12:00
1.00
2.00 Agenda Issue Agenda for 29th Meeting Check items with Badrus
Dep Heads
3.00
4.00
5.00
Nusa Dua Beach Hotel Check Joe
6.00 Tennis
7.00
8.00
9.00
10.00 Others

51. TIPS
 BECOME A LIST MAKER
 WRITE THINGS DOWN WHENEVER YOU
REMEMBER THEM
 PUT IN THE KNOWN ITEMS (MEETINGS) THEN
WORK AROUND THEM
 MAKE PLANNING FOR TOMORROW THE LAST
TASK OF TODAY
 BE PREPARED TO BE FLEXIBLE
 PLAN SHORT SHARP SESSIONS
 SPEND SOME TIME THINKING EVERY DAY
 PLAN FOR SOME QUIET TIME EACH DAY

52. HELP YOURSELF
 USE AVAILABLE RESOURCES.
TECHNOLOGY, ORGANISERS, VOICE
RECORDERS
 LEARN TO DELEGATE
 SHUT YOURSELF AWAY IF YOU NEED TO
 EVALUATE YOUR OWN TIME
MANAGEMENT PERFORMANCE
 SET SMART GOALS
 USE COLOURS AND ILLUSTRATIONS IN
PLANS

53. THE BRAIN RESPONDS TO COLOUR

54. THE BIO CLOCK
 PRODUCTIVITY PEAKS ARE AT ABOUT
11.00AM,4.00PM AND 7.00PM
 PRODUCTIVITY LOW IS AT ABOUT 2.00PM
 SCHEDULE A TASKS AROUND
PRODUCTIVITY PEAKS
 DISCOVER YOUR OWN ENERGY CYCLE
 SCHEDULE C TASKS AT LOW
PRODUCTIVITY TIMES

55. ENERGY LEVELS
 Learn your own energy highs and
lows.
 Schedule appropriate tasks at
appropriate times

56. WORKING EFFECTIVELY
WORKING EFFECTIVELY MEANS
ACHIEVING WHAT YOU HAD
PLANNED TO DO OR WHAT YOU
HAD AGREED TO DO.

57. MANAGING YOUR DAY
MAKING THE MOST OF YOUR
DAY
Action 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22
Bad time to concentrate
Good time for creativity
Good time for problem
solving
Rejuvenate

58. MANAGE YOUR DAY BETTER
 TAKE BREAKS BETWEEN TASKS TO REFRESH
 WORK WITHIN YOUR CONCENTRATION CYCLE.
MOST PEOPLE HAVE A CONCENTRATION SPAN OF
ABOUT 90 MINUTES. AT THIS POINT TAKE A
BREAK
 MAXIMISE YOUR MORNINGS. 90% OF
PRODUCTIVITY OCCURS IN THE MORNING.

59. MANAGE YOUR WEEK
 Don’t schedule meetings or conference
calls for Monday morning
 Get off to a good start by planning
powerful mornings.
 Leave room in your schedule for the
unexpected – impromptu meetings etc
 Apply the veggie principle. Work on some
things during the week that are good for
you but that you would normally put off

60. MANAGE MEETINGS
 PLAN SMART MEETINGS. MAKE
THEM PRODUCTIVE
 SCHEDULE MEETINGS EFFECTIVELY.
AFTERNOONS ARE BEST.
 RUN SMART MEETINGS. USE
VISUALS, FLIP CHARTS ETC
 NO LONGER THAN 90 MINUTES
 BREAK THE MEETING

61. SECRETS FOR SUCCESS
 THINK AND PLAN AHEAD. THE BRAIN CONSISTS OF
TARGETTED THOUGHTS (FOCUSSED) AND
ASSOCIATIVE THOUGHTS (IMAGINATION). COMBINE
THE TWO
 SIMPLIFY. WE OFTEN MAKE THINGS MORE
COMPLICATED THAN THEY ARE. SWISS CHEESE
APPROACH
 TAKE TIME TO REFRESH. DO NOT RUSH FROM ONE
TASK TO THE NEXT.
 CONCENTRATE. PLAN CAREFULLY. THE SUBCONSCIOUS
MIND NEVER SLEEPS SO IF YOU HAVE MADE A PLAN IT
REMAINS IN YOUR SUBCONSCIOUS EVEN WHEN
ASLEEP.

62. NO NO’s
 DO NOT MISS DEADLINES
 DO NOT GET CAUGHT UNAWARES
 DON’T LET YOUR BOSS HAVE TO
REMIND YOU
 DON’T MISS SCHEDULED EVENTS
 DON’T ARRIVE AT MEETINGS
UNPREPARED

63. REMEMBER
 PROPER
 PLANNING
 PREVENTS
 POOR
 PERFORMANCE

64. NOTHING IS EASIER THAT
BEING BUSY AND NOTHING
IS MORE DIFFICULT THAT
BEING EFFECTIVE
Alec MacKenzie

65. RESOURCES
 Microsoft Outlook
 Microsoft Office One Note
 Mind Mapping www.mind42.com
 Reqall www.reqall.com
 Filofax, Time Systems etc
 Blackberry, PDAs etc
 Fileshares www.adrive.com
 Delicious www.del.icio.us

66. THE END
ANY QUESTIONS?