Time Management


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A ppt i created for staff a few years ago... a quickie "time management" course

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Time Management

  1. 1. Time Management With Tim “Tony Robbins” Mitchell
  2. 2. Planning vs. Working <ul><li>They are equally important </li></ul><ul><li>Deciding what you are going to do is as important as what you “do” </li></ul><ul><li>Being “organized” requires proper planning </li></ul><ul><li>Being “organized” requires time spent and aloted to BECOME organized </li></ul>
  3. 3. Information <ul><li>We work in an information based business </li></ul><ul><li>We gather, organize, interpret, and transfer (i.e. communicate) information </li></ul><ul><li>Time Management = understanding, maximizing effectiveness, and timing of each of these functions </li></ul><ul><li>We are robots - we will rise and conquer </li></ul>
  4. 4. Urgent vs. Important <ul><li>A lot of “stuff” falls into one of these categories – you have to decide which is which </li></ul><ul><li>There is always “urgent”, but is it “important”? </li></ul><ul><li>Important, put simply, is defined as “work that serves the big picture and big to long-term company goals” (usually involves making $) </li></ul>
  5. 5. Urgent vs. Important (cont’) <ul><li>Urgent is when someone is trying to make something important due to time constraints </li></ul><ul><li>Important takes more brain-power, dedicated time, care, and processing of “information” into “knowledge and insight” </li></ul><ul><li>Urgent seems important because people are (metaphorically or sometimes physically) yelling </li></ul><ul><li>When something is urgent AND important – NO BRAINER - Do it!!! </li></ul>
  6. 6. How to Manage Urgent? <ul><li>You can “touch” a situation and plan it into your schedule </li></ul><ul><li>Let the others who are waiting on you know that you are on it and update w/ honest estimates </li></ul><ul><ul><li>Analogy – angry people waiting in line become less angry when there is a number system or someone keeps telling them they know they are there </li></ul></ul><ul><li>If HAS to be done “Now!”, and you go ahead and put the fire out, then after you complete/solve the situation, you have a bit of planning work to do to adjust the rest of your day/week to make sure you get “important” done </li></ul>
  7. 7. Make Time for Important <ul><li>You have to set aside quality time for important work </li></ul><ul><li>Turn off your email if you have to </li></ul><ul><li>Set aside this kind of work for when you feel best (are you a morning person?) </li></ul><ul><li>Take time of day and day of week into account </li></ul><ul><li>Focus on the quality, not just “output” </li></ul>
  8. 8. Manage Up <ul><li>Check in with your boss on changing priorities </li></ul><ul><li>Check in to make sure your “important” = their (and the company’s) “important” </li></ul><ul><li>Make sure whole team is in sync on what’s important and what’s urgent </li></ul><ul><li>Ask your boss about their preferred mode and frequency of communication </li></ul>
  9. 9. Show Your Work <ul><li>Don’t be afraid to share ideas before they are fully formed to get feedback </li></ul><ul><li>Don’t be afraid to collaborate and “publish results” before you have your finger on a solution </li></ul><ul><li>When we start to understand each-other’s thought process, that’s when process and communication become smooth and easy </li></ul>
  10. 10. Meetings <ul><li>Come prepared and on-time </li></ul><ul><li>Keep meetings to 30 min if possible </li></ul><ul><li>Always have an agenda and a goal </li></ul><ul><li>Always leave with each person having “stuff to do” (coporate speak = action items) </li></ul><ul><li>Don’t do other work during meetings (that’s how you keep them short) </li></ul><ul><li>Always set aside 10-15 minutes (or more) before and after meetings to prepare/follow-up/capture information </li></ul>
  11. 11. Let’s Get Organized <ul><li>Email </li></ul><ul><li>Lists </li></ul><ul><li>Tasks </li></ul><ul><li>Calendar </li></ul><ul><li>“ Systems” </li></ul>
  12. 12. Email <ul><li>Good for: communicating and referencing </li></ul><ul><li>Bad for: managing your time, driving your planning, almost everything else </li></ul><ul><li>Email is like a river and you just want the fish in the river </li></ul><ul><li>When you get an email, simplify your options (more on this in Systems) </li></ul>
  13. 13. Lists <ul><li>Lists are great for organization </li></ul><ul><li>You can’t just have one list, though </li></ul><ul><li>You have to constantly review your lists and adjust your priorities </li></ul><ul><li>Lists allow you to “get stuff out of your head” </li></ul>
  14. 14. Tasks <ul><li>Tasks are what goes in your lists </li></ul><ul><li>What is a “task” </li></ul><ul><li>You must break down larger projects into smaller tasks that can be “done” </li></ul><ul><li>If you read a task and can’t answer “how will I know if this is done”, then its not a task </li></ul><ul><li>Don’t confuse “tasks” and “goals” </li></ul><ul><li>Don’t confuse “tasks” with “ideas” </li></ul>
  15. 15. Systems <ul><li>The best way to manage time is to have a solid, simple system </li></ul><ul><li>It has to be simple and consistent </li></ul><ul><li>You have to trust it and stick to it </li></ul><ul><li>Most systems fail when its too complex or you don’t trust it </li></ul><ul><li>A good system will lower your stress and clear your head </li></ul>
  16. 16. Potentially Difficult “Systems” <ul><li>Continually filing/ filtering by categories </li></ul><ul><ul><li>projects, people, keywords, etc. </li></ul></ul><ul><ul><li>Time consuming and inflexible – creates more stress as things change </li></ul></ul><ul><li>Intricate email filtering systems </li></ul><ul><ul><li>Same issues as above… proceed at your own peril </li></ul></ul><ul><li>Having no system at all </li></ul><ul><li>Too complex to mange or trust </li></ul>
  17. 17. A System I think Works <ul><li>Collect </li></ul><ul><li>Process </li></ul><ul><li>Organize </li></ul><ul><li>Review </li></ul><ul><li>Do </li></ul>
  18. 18. Sticking to your system <ul><li>It will only work if you trust it, and you will only trust it if you continue to review and update </li></ul><ul><li>Don’t let the system run you, adapt it to your style of working thinking </li></ul><ul><li>Always remember the reasons behind having a system in the first place </li></ul>
  19. 19. Natural Planning (for important work) <ul><li>Purpose </li></ul><ul><li>Mission/Goal </li></ul><ul><li>Brainstorming </li></ul><ul><li>Organizing </li></ul><ul><li>Next Steps </li></ul><ul><li>(you might recognize from MRD discussions) </li></ul>