TIME MANAGEMENT

transcript

TIME MANAGEMENT

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

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

TIME IS LIFE. IT IS BOTH TIME IS LIFE. IT IS BOTH IRREVERSABLE AND IRREVERSABLE AND IRREPLACEABLE. TO WASTE IRREPLACEABLE. TO WASTE YOUR TIME IS TO WASTE YOUR YOUR TIME IS TO WASTE YOUR LIFE, BUT TO MASTER TIME IS TO LIFE, BUT TO MASTER TIME IS TO MASTER YOUR LIFE AND TO MASTER YOUR LIFE AND TO THEN MAKE THE MOST OF IT.THEN MAKE THE MOST OF IT.

ALAN LARKINALAN LARKIN

A DEFINITION

MAXIMISING THE USE OF THE TIME THAT IS AVAILABLE TO ALLOW EACH INDIVIDUAL TO BEST ACHIEVE THEIR LIFE’S GOALS AND OBJECTIVES.

WE ARE ALL MANAGING TIME TO SOME EXTENT BUT IF WE DO IT BETTER WE CAN END UP WITH OUR LIVES BECOMING MORE COMPLETE WITH MORE FULFILLMENT

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

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

TWO AREAS TO LOOK AT

CONCEPTS OF TIME MANAGEMENT TECHNIQUES OF TIME

MANAGEMENT

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

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

SO THE BENEFITS ARE

BETTER WORK PERFORMANCE MORE BALANCE IN YOUR LIFE LESS STRESS FEELING IN CONTROL LIFE IS MORE FULLFILLING

FEELING GOOD ABOUT TIME

WHEN YOU ARE IN CONTROL WHEN YOU ENJOY WHAT YOU ARE

DOING WHEN YOU HAVE A SENSE OF

PURPOSE

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.

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.

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

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

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

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

N. Clement StoneN. Clement Stone

GOALS SHOULD BE “SMART”

SPECIFIC MEASURABLE ACHIEVEABLE REALISTIC TIME BOUND

WHAT ARE ROLES?

FATHER HUSBAND PERSONAL ADMINISTRATOR MARKETING CUSTOMER SERVICE OPERATIONS MANAGER

PERSONAL SUCCESS WHEEL

WHAT IS A PRIORTY?

SOMETHING THAT WILL MAKE A DIFFERENCE

TO THE PEOPLE THAT MATTER

THE CUSTOMER THE EMPLOYEES THE OWNER YOUR COLLEAGUES YOUR CHILDREN YOUR PARTNER YOURSELF

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

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

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

PRIORITIESPRIORITIES

TIME MANAGEMENT IS NOT TIME MANAGEMENT IS NOT ACTUALLY ABOUT MANAGING ACTUALLY ABOUT MANAGING TIME. ITS ABOUT MANAGING TIME. ITS ABOUT MANAGING PRIORITIES. SURPRISINGLY PRIORITIES. SURPRISINGLY WE DO NOT AUTOMATICALLY WE DO NOT AUTOMATICALLY FOCUS ON THE THINGS THAT FOCUS ON THE THINGS THAT ARE MOST IMPORTANTARE MOST IMPORTANT..

• TIME CANNOT BE MANAGED; ACTIVITIES CAN BE

• TIME MANAGEMENT IS ABOUT GETTING RESULTS, NOT ABOUT BEING BUSY

• ITS ABOUT MANAGING YOURSELF

TIME WASTING

90% OF ALL MANAGERS ARE SPENDING AT LEAST 50% THEIR TIME ON UNIMPORTANT

TASKS.Harvard Business Review 2002

TIME WASTE DIFFERS FROM TIME WASTE DIFFERS FROM MATERIAL WASTE IN THAT MATERIAL WASTE IN THAT

THERE CAN BE NO SALVAGE. THERE CAN BE NO SALVAGE. WASTED TIME DOES NOT WASTED TIME DOES NOT LITTER THE FLOOR LIKE LITTER THE FLOOR LIKE

WASTED MATERIALWASTED MATERIALHenry Ford.Henry Ford.

THE MAIN THING IS TO THE MAIN THING IS TO KEEP THE MAIN THING THE KEEP THE MAIN THING THE

MAIN THING.MAIN THING.Stephen CoveyStephen Covey

THE WORK DILEMA

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.

PULL IT TOGETHER

MEETING MINUTES

ACTION PLANS MESSAGES

EMAILS

MY AGENDA

SORT YOUR PRIORITIES

A TASKS. IMPORTANT AND URGENT B TASKS. IMPORTANT BUT NOT

URGENT C TASKS. TASKS THAT CAN WAIT

UNTIL TIME PERMITS

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

PLOT THEM ON A GRAPH

TIME MANGEMENT CYCLE

URGENCY ENGULFS MANAGERS; YET URGENCY ENGULFS MANAGERS; YET URGENT TASKS ARE NOT ALWAYS THE URGENT TASKS ARE NOT ALWAYS THE

MOST IMPORTANT. THE TYRANY OR THE MOST IMPORTANT. THE TYRANY OR THE URGENT LIES IN ITS DISTORTION OF URGENT LIES IN ITS DISTORTION OF

PRIORITIES. ONE OF THE MEASURES OF A PRIORITIES. ONE OF THE MEASURES OF A GOOD MANAGER IS HIS OR HER ABILITY GOOD MANAGER IS HIS OR HER ABILITY

TO DISTINGUISH WHAT IS IMPORTANT AND TO DISTINGUISH WHAT IS IMPORTANT AND WHAT IS URGENT AND TO REFUSE TO WHAT IS URGENT AND TO REFUSE TO

MANAGE BY CRISIS.MANAGE BY CRISIS.

ALEC MACKENZIEALEC MACKENZIE

THE 4 Ds OF TIME MANAGEMENT

DELEGATE IT DELAY IT DROP IT DO IT

CONSIDER

WHAT ARE YOU ACTUALLY SUPPOSED TO ACCOMPLISH?

WHAT DO YOU ACTUALLY SPEND TIME DOING?

YOUR ATTITUDE TO TIME

3 KEY ISSUES

PERFECTIONISMThings take too long

or stack up

PROCRASTINATIONPut things offUntil the last

Minute

PLANNINGLooking ahead And balancing

MANAGING INTERUPTIONS

EMAILS PHONE CALLS INTERRUPTIONS LAST MINUTE ISSUES

POSSIBLE SOLUTIONS

SAY NO SCHEDULE AVAILABLE TIME POSTPONE THE ISSUE DO YOU REALLY HAVE TO DEAL

WITH IT?

TIP: KEEP AN INTERUPTIONS LOG

SET UP A WEEKLY PLAN

FAIL TO PLANPLAN TO FAIL

CATGORIES OF TIME

NECESSARY TIME – SLEEPING, EATING

CONTRACTED TIME – WORK BOOKED TIME – OBLIGATIONS.

COOKING, CLEANING ETC FREE TIME – RELAX, DO HOBBIES

WEEKLY WORKSHEET

ROLES GOALS SCHEDULE

Monday Tuesday Wednesday Thursday Friday Saturday SundayPERSONAL

FAMILY 9:00

10:00MARKETING

OPERATIONS 12:00

1.00ADMINISTRATION

STANDARDS 3.00

4.00STAFF

PROJECTS 6.00

7.00HEAD OFFICE

8.00GUESTS

9.00PHYSICAL A. ExerciseMENTAL B. Read/Study 10.00SPIRITUAL C. Bible/Church Others Others Others Others Others Others OthersSOCIAL

WEEKLY PLAN

WEEKLY WORKSHEET

ROLES GOALS SCHEDULE

Tennis Monday Tuesday Wednesday Thursday Friday SaturdayPERSONAL Rotary

8:00Trip to Lombok Briefing Briefing Briefing Briefing Briefing

FAMILY Emma piano 9:00Credit

Monthly review 10:00 Monthly MeetingMARKETING Xmas package Report

11:00Wine tasting

OPERATIONS 12:00

Dep Head Agenda 1.00ADMINISTRATION Credit Meeting Rotary

2.00Agenda

STANDARDS 3.00 Dep HeadsMonthly General Emma Piano

General staff 4.00 Sales Review Monthly StaffSTAFF Report

5.00Beach bar Wine Tasting

PROJECTS 6.00Tennis

Monthly report 7.00HEAD OFFICE

8.00GUESTS

9.00PHYSICAL A. ExerciseMENTAL B. Read/Study 10.00SPIRITUAL C. Bible/Church Others Others Others Others Others OthersSOCIAL

WEEKLY WORKSHEET

DAILY WORKSHEETMonday 21-Aug-05Time Schedule Notes Contacts

8:00 Morning Briefing

2.00 Agenda Issue Agenda for 29th Meeting Check items with BadrusDep Heads

5.00Nusa Dua Beach Hotel Check Joe

6.00 Tennis

10.00 Others

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

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

THE BRAIN RESPONDS TO COLOUR

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

ENERGY LEVELS

Learn your own energy highs and lows.

Schedule appropriate tasks at appropriate times

WORKING EFFECTIVELY

WORKING EFFECTIVELY MEANS ACHIEVING WHAT YOU HAD

PLANNED TO DO OR WHAT YOU HAD AGREED TO DO.

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 　　　

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.

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

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

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.

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

REMEMBER

PROPER PLANNING PREVENTS POOR PERFORMANCE

NOTHING IS EASIER THAT NOTHING IS EASIER THAT BEING BUSY AND NOTHING BEING BUSY AND NOTHING IS MORE DIFFICULT THAT IS MORE DIFFICULT THAT

BEING EFFECTIVEBEING EFFECTIVEAlec MacKenzieAlec MacKenzie

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

THE END

ANY QUESTIONS?