Time Management Workshop


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This is a complete workshop for training managers on "Time Management". Don't worry every one has problem Managing Time. Since no one can control time but you can learn to manage your time from this workshop.

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Time Management Workshop

  1. 1. www.CareersAndCareers.com Making More of Your Time Time Management in your Professional Life
  2. 2. Is this Workshop for you? • If your answer was • Do you procrastinate? “yes” to any one question-- you are • Is your motto, “Better in the right place! late than never?” • Do you wish you were more organised?
  3. 3. • • Time Management is “Time Management” is really “Life Management”. Your Life Management time is your life, and to manage your time is to manage your life.
  4. 4. • The allocation of • Have you ever Time is unbiased noticed this? Everyone has the and without same amount of time each day. prejudice • Why, then, do some people get so • We all receive 24 much more done than others? hours each day. No one receives more or less than anyone else
  5. 5. What are we going to Do in this Workshop? • Our goal is to assure that • Discuss how Time you understand and can apply each concept to Management is Unique your own time management plan. for professionals • It is expected that you are going to be “weeding” through the many ideas and tools discussed in this session. As you do this, make • Examine a 3 Step Plan note of the ideas that you like and leave those a Professional’s Time things that may not work for your plan. Management • Your time management will be unique for you.
  6. 6. New Challenge.... • Let’s start by looking at those experiences Managers are Required to: and demands that are often unique for managers. - Think at Higher Levels • Demands on managers are often - Process more in less time very different from those experienced - Work in high pressure staff who report to them or people in situations “the real world”. It’s a whole new - Work with various teams from challenge. other departments - Resist a wide range of distractions
  7. 7. In a new Job you might find.... • Less or No Structure • Many of will find that when you start a job • Different Incentive (either for the first time, or a new (Financial, Rewards etc.) job), you will be • No one to share the surprised at how challenging the new workload lifestyle can be. You have to create your • Many people who want own structure and you must be your time organized. If not, you can drift, and rather • Delivering/Managing than managing your life, other things demands seem to “manage you!”
  8. 8. Where is your Time Going? • If you work 8 Hours per Day, your • We assume that you will need to weekly Hours: work 40 to 48 5 Days x 8 = 40 Hours hours in a week 6 Days x 8 = 48 Hours depending on if you work 5 days or What does your Schedule Look like: 6 days. But for every hour at • How many hrs working: ........... work. (You may • need MORE Number of hrs in meetings: ........... time, depending • Number of hrs in training: ........... on your job.) Do you have a pen or • Number of hrs travelling: ........... pencil handy? Grand Total: ........... Calculate your schedule.
  9. 9. Feeling Overwhelmed? • ...So what can you You are not alone.... do? Don’t lose hope-there are lots of ideas that will work for you. Many Managers said that budgeting time was a significant problem for them
  10. 10. A 3-Step Time Management Plan • There are zillions of • 1) Set Goals, allow ideas, methods and programs that have yourself to imagine been developed for managing your time. You might think of these in terms of a 3-step • 2) Integrate efficient plan. These steps often work well organisational tools because they are flexible and best fit • 3) Incorporate efficient the needs of managers. business strategies
  11. 11. Taking Charge • How would you answer this question? “Is life PROACTIVE happening to you, or are you happening to life?” People who are PROACTIVE take charge of their time and their decisions. They are not just REACTING to the vs many distractions that confront them daily, they are making choices to TAKE CHARGE of their time. • One of the best ways to live proactively is to set REACTIVE goals.
  12. 12. Your Lifeline • “A” represents when you were born, “Z” represents when you will die, and “X” marks today. Start your goal setting with this A X Z question, “What do you want to have done, been, had and given to the world before you leave?” Birth Today Death • As you consider your goals, we recommend that you start at “Z”, your life long goals, then take steps backward, making sure to set goals at each juncture that will lead you toward those life- long goals.
  13. 13. Setting Mid-Range and Short-Term Goals • Take some time to record your goals A X Z and do it TODAY. • Studies show that those people who write their goals Short Term Mid Term Lifetime -Goals -Goals -Goals are significantly - Objective (2-5 Years) more likely to - Month achieve them. - Week - Day
  14. 14. Myths about Goals • 1. Many people think they have somehow “failed” if they change or alter a goal. This is not true. It is a fact 1) You should not Edit of life that as we grow and experience life, our perspectives change. Our goals may need to change or Alter your Goals as well. • 2. There are some goals that do not require 100% perfection. Your goal may be to learn Japanese. Depending on how you plan to use this skill, you 2) You must achieve may do fine to just learn some conversational skills, rather than seeking to speak fluently. On the perfection other hand- if you are studying brain surgery- seek perfection!
  15. 15. More Myths...... • 3. There are times 3) Maintenance of when there are just too many things going on-- the Status quo is not something has to “give”. At times like this an acceptable goal we need to allow some goals to be put on hold for a period of time for a while. This is not failure, it is a temporary period of maintenance. • 4. There is very little, if any, luck involved in 4) Achievement of the achievement of goals. Again, those goals is a just matter people who attain their goals are those who set of luck them, write them and then pursue them in little ways each day.
  16. 16. Now that we have examined our Goals- • Next, take a look HOW DO WE ACHIEVE THEM at some of the organizational tools that can help you manage your life as a Time Management student... & Organisational Tools
  17. 17. Tools for Organizing your life • As you examine • Fixed Schedules each of these - “Week-at-a-Peek” tools, think about those you want to - “Quarter-at-a-Peek” implement in your personal time • Planners management strategy. • To Do Lists • The first tool is “fixed - Today schedules”... - This Week - Sticky Notes
  18. 18. The “Week at a Peek” Schedule • A fixed schedule includes those items that, for the most part, do not change-- they are “fixed”. For example, most students complete a “Week-at-a- Peek” schedule (see example) at the beginning of the semester. It includes their classes and club or organizational meetings that are constant throughout the semester. • Again, this type of schedule is particularly important at the beginning of the semester, but you won’t probably need it after a few weeks. By then you have memorized your “fixed” weekly schedule. • Another fixed schedule we recommend you create at the beginning of the semester is the “Semester- at-a-Peek” schedule...
  19. 19. The “Quarter at a Peek” Schedule • While referring to each task from your working day, mark all major due dates, meetings, seminars, exhib itions, special events, and other deadlines on a calendar that shows the whole quarter at a glance. It is one of the best ways to keep mindful of the BIG PICTURE. You will start to notice certain weeks that will be very busy-- and those weeks that are not as crazy. This overview is extremely important for you to plan your professional life. • The quarter schedule is an excellent tool. Most managers find it helpful to complete each quarter. This overview of your entire quarter is essential to good planning. Deadlines and other due dates will not sneak up on you when this is hanging on the front of your work station, tacked over your desk, or taped to your front door for easy and frequent reference.
  20. 20. • Now that you have a good idea of what your overall schedule looks like for the quarter, the next step is day-to-day organization. Using a planner is a good approach to keeping track of your overall schedule and appointments. But how do you decide which planner will “How do I decide work best for you? • One way is to look at trends in your schedule. How many which Planner to unique appointments or meetings do you have each week? Unique meetings are use?” those appointments, meetings or things you do that change from day to day or week to week. An example might be a job schedule that changes or an occasional meeting with the Board of Directors. The more of these kinds of items on your schedule, the more space you need for organizing your day.
  21. 21. Which Planner is for You? • Most managers find the weekly planner is ideal for their lifestyles. BUT, if • Daily - you are just starting in a For people with 20 or more junior managerial unique appointments or role, keep a planner in the past start with a meetings in a week monthly planner. This way you can keep track of • Weekly - those occasional For people who have 7 to “unique” appointments 20 unique appointments or or meetings, yet keep major projects, finish meetings in a week dates and execution dates for the month on • Monthly - For people who have fewer one page. • If you are very involved-- than 7 unique appointments go with the daily planner, but be sure you or meetings in a week keep your eye on the quarter schedule. It is easy to get caught up in all the details; however, important due dates can creep up on you!
  22. 22. Example of a Monthly Planner • Although there may not be much room for recording lots of notes, a monthly planner gives you an overall picture of your activities. The biggest problem in using a monthly calendar occurs if you turn the page and find that you have a major project or test due on the first or second day of the following month. Look ahead to keep track of future commitments.
  23. 23. Example of a Weekly Planner • Weekly planners come in a variety of sizes and formats--from very small (pocket sized) to those that will fit in a notebook.
  24. 24. Example of a Daily Planner • You may want to look for a daily planner that starts early in the morning, and allows for scheduling late into the evening, dependi ng upon your schedule. They can go from 6:00 a.m. to 12:00 p.m. if needed.
  25. 25. “The Jar of Rocks” • Look at this jar of rocks- is it full?
  26. 26. “The Jar of Rocks & Gravel” • Now gravel has been added to fill in the spaces in between the large rocks. Is it full?
  27. 27. “The Jar of Rocks, Gravel & Sand” • Now sand has been poured to the top. Is it full now?
  28. 28. “The Jar of Rocks, Gravel, Sand & Water” • You probably guessed it. When water is poured into the jar- it is full! • The question is this: “What is the point of this exercise?”
  29. 29. • You may be tempted to think, “you can always fit more things into your schedule”. But this is NOT the only point...
  30. 30. “Are you Missing a Point?” • This is particularly The Point I was Trying to important for managing your time as a manager. make was: When you are writing out your To-Do Lists, make sure to put your big rocks in first. Prioritize the many things that you need to do. This way “small rocks” If you don’t put the big rocks don’t crowd out the important things that need to in first, you will never fit be done. them in.
  31. 31. “To Do List” • Many people like to organize their “tomorrow” the night before. They write their “To-Do” Lists just before bed. It makes for a good night’s sleep when you know your day is set. • When to do a, “To Do Other people like to write a single To-Do List for the whole week. This list is one List” from which you can add and delete items throughout the week. Sunday evening is a good time to make a new list-- put those things remaining from last week’s list on your new list, and throw away or file the old list. • Regardless of the To-Do List you choose, you will find it feels good to see all those check marks over the things you have completed!
  32. 32. “Types of Organisers” • Generally, there • How do you organise are three kinds of your Day or Week? people: • - “Time Oriented” organizers, • -“Task Oriented” organizers • -and those who • Task oriented or Time use both. oriented?
  33. 33. “Task Oriented Organisers” • Task oriented • Manual organisers organizers like to write WHAT they are going to do, but they may not necessarily write WHEN they are going to accomplish their tasks. • Computerised Organisers
  34. 34. • Time Oriented Organiser Time oriented organizers like to write the specific times that they plan to accomplish the items on their To-Do List. Many task oriented people will use this during very busy times in their quarter (month ends & quarter ends) for just a week or two-or just until things cool down. • Other people use a combination of these styles throughout the year.
  35. 35. Sticky Notes • Many people put their To-Do Lists on sticky notes. These little notes can be great reminders, but they are not recommended for important lists. They are easily displaced! • You can also use these in addition to your lists to either note an important task or to mark progress on a unfinished task.
  36. 36. • “Take Time to Make Time” The Master To Do List is where you can keep track of items that you need to accomplish but • Managing Up do not have a specific time frame for • Business Planning completion. For example, quot;Organising • New Business Development your storage area” or • “Cleaning of your desk” Employee Development would be good Master • To Do list items, since it Customer Relations does not have to be • done on any specific Investor Relations day, you just want to • remember that you do Media Relations need to organize these • task too. Financial Oversight
  37. 37. Tips to Remember..... • It’s true for most people, so try to get your done during the day. Those small 15-30 minute “free moments” between meetings or seminars are valuable for short, yet important review sessions.
  38. 38. Set Intermediate Deadlines • Write these in your • Intermediate deadlines keep you on-task and they help you break large “Day Planner” projects into smaller pieces. • Example: If you have a project delivery deadline • Post Sticky Notes due in 3 weeks and can’t seem to get started, try this: “Create rough around your PC outline”, Write: “Task 1 out of 6 to be completed and Telephone in 2.5 days” on your to-do list. After this is completed, write, “Task 2 out of 6 to be completed • Write on “To Do” by end of first week”. • Continue to break apart the project until your task Lists is completed. • Break all large projects into smaller, more tangible tasks. This is one of the BEST ways to combat procrastination!
  39. 39. Once a Week, Review your entire week’s work • This is a great way to get, “The Big Picture”, or an overview of what you have been doing. This review also keeps your “To Do” list fresh in your mind ready to review. • There is just one more thing to consider about time management… and that is your thought life.
  40. 40. What are you thinking about? • Have you ever thought about what you are thinking about? Did you know your • The thoughts you dwell on have a thought life can affect profound effect on the way you feel. And the way you your “Time feel affects the things you say and Management” do. So an important part of managing your life and your time is managing the things you think.
  41. 41. Self-Talk/Inner Dialogue • If you let CHILD type thoughts control your thinking, you will quickly find you don’t get much done. This type of thinking focuses on just doing fun things and seeking pleasure. As everyone knows, working is not always “fun” and it takes a more “adult” approach to thinking to discipline ourselves to work. We even get paid to work. • The ADULT type of thinking is your more rational perspective. When you think within this realm you are more reality based and utilize the skills needed to do your work--even when the work may not be your first choice of things to do. You understand the consequences of your actions, and are quick to make rational choices based on this understanding.
  42. 42. Self-Talk/Inner Dialogue • The CRITIC outlook is the negative voice or thought that can undermine an individual’s life and time management. This voice is fearful and is full of worry about the past and the future. This type of thinking can immobilize you. Although self- reflection can be very useful, the critic goes beyond constructive analysis and is full of criticism. • Which “voice” do you most often hear and dwell on? The ADULT voice is most important for the discipline of work, yet everyone needs to fun and find balance in life. So don’t forget to set aside time for fun and pleasure!
  43. 43. What will you Do? • Take a few minutes • What are the three to review what you things you learned today just learned. What are 3 things you which you plan to plan to use? Write them, then integrate into managing implement them your own time? within the next 24 hours. If you don’t try it soon, you will probably never do • Try to start these within it! the next 24 hours!
  44. 44. • “To waste your • “Time is your Life” time is to waste your life, but to master your time is to master your life and make the most of it” • “No one can control life or time but can simply manage it”
  45. 45. • You have just completed the “Time Management” Workshop.
  46. 46. Contact Us 2 The Park Orlyn Park Lusk, Dublin IRELAND Tel: +353 1 843 842 0 Email: rahat.kazmi@CareersAndCareers.com