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www.mba-consulting.co.uk
Good Morning
Achieve!‘Be Your Best’
• Housekeeping
• Aims
• Introductions
• Key elements personal success
Session 1: What we’ll cover …
Time Management
Innovation Management
Influence Management
AKA: How to Change the World, Stay Sane and Always Be Home
For Tea
Managing Yourself: Advanced Time
Management
Prioritisation
Delegation
Interruptions
Saying ‘No’ effectively
Setting Goals
Remembering the little details
Dealing with low energy
Getting everything done
Getting more from meetings
Motivating yourself
Dealing with interruptions
Dealing with information
and paper overload
Avoiding procrastination
Managing Stress
Time Management IS IMPOSSIBLE…
Behaviour management IS NOT!
Goals
Hulme’s Success Model
3 parts to time?
PastYesterday’s present
FutureTomorrow’s
presentPresent
Yesterday’s future or tomorrow’s past
Family
Money
Career
Spirit
Play
Partnership
Health
Home
The Wheel of Life
10 9 8 7 6 5 4 3 2 1
My goal is …
1. … to get fit
2. … to lose weight
3. … to get a better job
4. … to earn more money
5. … to learn to speak French
… what’s wrong with these goals?
Get Smart!
S pecific
M easurable
A chievable
R elevant
T imebased
Don't say:I will spend more time with the
childrenDo say:
I will do the bedtime story 3 times a week
Don’t say:I will reduce my debt
Do say:I will pay off £1,000 from my credit cards and reduce the
amount I spend on clothes by 50%
Goals should be:
SMART
Abundant
Prioritised
Stretch
Recorded
Reviewed
Moved towards each day
A GOAL is just a
DREAM with a
DEADLINE
“Build your castles in the air. Then go to work
on the foundations”
Henry Thoreau
How to Prioritise
3 Key Techniques
Find your ‘Vital Few’
Technique 1
Differentiate ‘urgent’ from ‘important’
Technique 2
Delegate effectively
Technique 3
Work hard …
and avoid all unnecessary
work!
The Pareto Principle, or …
… the rule of 80/20
20%
80%
20%
80%
Activities
Results
Can you identify your 20%..?(I’ll give you 2 minutes)
‘Things which matter most, must never be at the mercy of things
which matter least’
Goethe
Some meetings, reports and
interruptions
Google, trivia, escapism
Crises, deadlines, firefighting
Preparation, Planning,
PreventionFour
Quadrant Theory
Stephen Covey
DECEPTION
RESULTS QUALITY
WASTE
Urgency
High
High Low
Low
Importance
A B
CD
If Urgent but NOT Important
Urgent AND Important
If Important but NOT Urgent
If neither Important NOR Urgent
If …
Two types of delegation:
In the bubble
Structural
Manager
Senior Team
Other Team Members
UNDAMENTAL
UTCOME
EQUIREMENT
The process - asking ‘what am I F.O.R? … what are my critical priorities?’
• Ask ‘What am I paid to achieve?What is the unique contribution my job makes?’
• List the main elements of your job
• Identify those that give you most, and least, pay – off against the results you need
Achieve!: Session 3
Time management techniques
• Schedules• Energy levels• Procrastination• Interruptions• Information• Meetings• Saying ‘No!’
THE AIMS OF A GOOD SCHEDULE
To get ‘A’s done (not all done)
To ‘see’ the day take shape
To stay in control
To finish on time and get ‘closure’
Scheduling Tip 1
Use a ‘to do’ list
Someone with their to-do list finished
“There can’t be a crisis next week. My schedule
is already full.”
US Diplomat, Henry Kissinger
Scheduling Tip 2
Plan to use half of your available
time
Popcorn Technique
Scheduling Tip 3
Plan tomorrow today
Scheduling Tip 4
Switch
Scheduling Tip 5
Negotiate
Scheduling Tip 6
Plan your day
around the big
chunks of time
(one extra tip – between you and me)
If it’s not you, it must be them!
Tip 7: Manage your …
Energy!
Stephen Bubb, Chief Executive, ACEVO
“When is your best time of the day? When are you most creative,
thoughtful and inspired? Organise yourself to make the most of your
energy peaks - even if these are at 6:00am”
“We could all achieve great things if it wasn’t for the little
things that get in the way”
Jean Paul Sartre
Tip 8 …
Use the ‘Hidden Hour’
‘C’ Drawer Rules
1.Complete in 5 to 10 minutes
2.No deadlines
3.No referral to others
4.No follow up required
5.No energy required
6.No brain required
“Three O’ Clock is always too early and too late for
anything you want to do”
JP Sartre
Be A Lion Tamer
Motivate Yourself!!!
1. Consider the benefits
2. Consider the damage
3. Get someone else’s view
4. Ask for help
5. Reward yourself
The Sliced Loaf Technique: direct mail campaign
mailing list
copywriting
photography
design
response device
printing
stuffing
project management
follow up
Dealing with Interruptions:
• Use body language
Dealing with Interruptions:
• Remove perches
Dealing with Interruptions:
• Review any ‘open door’ policy
Dealing with Interruptions:
• Keep them short and to the point
Dealing with Interruptions:
• Schedule in your interruptions
Dealing with Interruptions:
• Change the culture
Dealing with Interruptions:
• Re-route call / switch on answer phone
Dealing with Interruptions:
Control elusive phone targets
The reading pile
Tidy Your Desk!
3 principles of paper management …
Attract less paper / info
One brain, one desk, one project
Touch each piece only once
4 ways to deal with paper
1. Act on it
4 ways to deal with paper
1. Act on it
2. Pass it on
4 ways to deal with paper
1. Act on it
2. Pass it on
3. File it
4 ways to deal with paper
1. Act on it (A)
2. Pass it on (D)
3. File it (B)
4. Discard it (C)
The Bin Not the Bin
Hot and Bothered!
Meeting Characteristic Bothered a lot (%)
Drifted off subject
Poor preparation
Questionable effectiveness
Lack of listening
Too much talking
Length
Lack of participation
83
77
74
68
62
60
51
Clear Objectives
Must you be there?
Are your priorities interrupted?
What is its purpose?
What are your desired outcomes?
Clear Structure
1. Lose matters arising
2. Timed agenda
3. Attend only part
4. Eliminate AOB
5 key ways to managing yourself more effectively
• Find direction and focus
• Prioritise effectively
• Cope with time stealers
• Create schedules that work
• Manage your energy cycle