Time management kopie

Time management

How can i reach my defined goals?

Time management

This chapter will demonstrate useful methods which help you to reach your goals successful.

Time management

Learning objectives

To get to know methods which help you to structure your time.

Reflect your present time management.

Improve your weekly planning.

4 Steps to improving time management

Analyse the management of time

Detect times thieves and combate them

Planning the time Arrange breaks correctly Structure telephone calls

Gain Time



Detect time thieves and

combat them


Gain time

First develope awareness of your own time.

With what do you spend your time?

Have you ever thought about it?


Practice: Develop awareness for time

You will find further instructions on the attached work sheet.




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Gain time

With the overview of your time you can identify time thieves which you can change actively.

Mark the major time thieves on your mind-map!




combat them


Gain time

Write three major times thieves in a table and take your time to find some realistic solustions.

On the next page and on the attached work sheet you will find an example of such a table.

What disturbs you at work the

most ?




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Gain time

Time thieves Solutions

Telephone calls

During telephone calls i concentrate on the essential.

Conversation on the corridor

I out of my colleagues .

... ...

Try to realise your solutions the next

days. Think about a concrete situation.


The Paretoprinciple indicates that with 20% effort you will achieve 80% output.

Around 20 % of your action can solve 80 % of the problems.



combat them


Gain time80%80%

20%20%

80%80%

20%20%

Effort Benefit


Examples: During meetings in 20% of the

time there are 80% of decisions.

With 20 % of time on the working desk you will accomblish 80% of your workload.



combat them


Gain time


In the business sector it has been found ...

...that 20% of production defects are responsable for 80% of the reject at the production of goods .

...that 2 of 10 salesmen make 80%

of the turnover in sales ...that in the publishing industry

with only 20% of books 80% of the turnover is made, 20% of the costumer make 80% of the turnover.



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How can the Paretoprinciple help you?

Try to set priorities adhere to the Paretoprinciple.

To order your tasks according to priority you will learn two methods and practice them in an exercise.



combat them


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combat them


Gain time

Now you will get to know two methods which help you to arrange your time with regard to your work tasks:

1.ABCD-Method

1.ALPEN-Method




combat them


Gain time

1. The ABCD-Methode arranges work tasks in order of importance and acuteness.


A-Tasks are work tasks which contribute the most to reach your goals.

They are urgent, important and should be completed right away.

Which of your working tasks belong to A-Tasks?

Meetings, urgent telephone calls?

B-Task

C-TaskD-Task

A-Task

Urgency

low high


B-Tasks are important but not but not urgent to be dealed with.

They can be put aside or delegated by you.

Which working taks do you include to B-Tasks?

A project report which has to be finished in four weeks?

B-Task

C-TaskD-Task

A-Task

Urgency

low high


C-Tasks are important to reach your goals of your working tasks and deadlines but urgent.

They should play a minor role in your schedule.

For example C-Tasks are unhasty telephone calls, emails or typing?

B-Task

C-TaskD-Task

A-Task

Urgency

low high


D-Tasks are neither urgent nor important.

You my defer or dismiss those tasks.

B-Task

C-TaskD-Task

A-Task

Urgency

low high


B-Task

Arrange a fixed time

C-Task

Delegate/Complete later on

D-Task

A-Task

Complete immediatel

y

Urgency

low high

... again summarized below ...




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2. The Alpen-Method is an effective method which helps you to plan your day and was invented in Germany.




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2. The Alpen-Method

During this methode you will prepare a to-do-list.

Three advantages of ato-do-list:

You keep written word better. You have the list permanently

and can look at it if you need it. You can make quick connections

between different ideas.

At first you will get to know the method.


The „A“ means the working tasks. Which goals do you have in relation to your working tasks? Which tasks are new which ones are undone? Which appointments are frequent which ones are singular?

SSurveillance of action

and decisions

PPlan

buffer time

LLength

AAssignment


Das „L“ means the lenght of activities.

Estimate the time of your tasks and appoinments realistically.


and decisions

PPlan

buffer time

LLength

AAssignment


Plan buffer times and breaks forspontaneous tasks.


and decisions

PPlan

buffer time

LLength

AAssignment


The surveillance of your action is very important.

Check your to-do-list at the beginning of next week. Assign undone tasks and mark them if necessary.

SSet decisions and

surveillance of action

PPlan

buffer time

LLength

AAssignment


Look at your to-do-list. Did you arrange your tasks and appoinments according

to importance and accuteness? Did you set your priorities correctly? Make decisions!

Do you remember the ABCD-Method?


and decisions

PPlan

buffer time

LLength

AAssignment


Exercise: Apply the ALPEN-Method

You will find furhter instructions on the attached work sheet.




combat them


Gain time

You have learned two major methods which help you to structure your time.

The next step is to put theory into practice.

But first of all you should take a short break.

If you continue on......you will find some advices how to take a break optimal....you will find a movement exercise for your break.




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Gain time

5 Advices:

After an hour you should take a five minute break!

Try to move during your break! A longer break after hours of

work or an exhausting meeting is also important!

Create your break to your own requirement!

Be creative and create your breaks deversified!




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Gain time

Relaxing exercise:

First take a deep breath.Keep your shoulders down and bend your head to the left and after that to your right.Take your time.Take a dreep breath.Roll your shoulders backward and forward. Take your time. Take a deep breath.Close your eyes for about one or two minutes and think about something nice while you are aware of your breathing.Try to repeat this exercise every day. Take your time to relax!




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Through a correct scheduling of your break you can work

more efficient during the day. Try it today!


... now take a rest ...




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Now put your complete to-do-list in a structured time schedule.

It is important to keep track of your working taks and plan your valuable time correctly!

You should not only plan your tasks and meetings, also plan your private activities.


Exercise: Create a time schedule for next week

On the attached work sheet you will find a pre-assambled schedule.

Steps on the next pages will help you to create your personal time schedule.




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First you should get an overview of next week.

Mo Tu We Th Fr Sa So




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When do you have meetings?


09:00-13:00

08:00-09:00 08:00-

11:30

12:00-17:00

11:30-14:00




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When do you have time for your working tasks?


14:00-18:00

11:30-15:00

14:00-16:00

14:00-18:00

14:00-16:00

09:00-11:30




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When do you have time for breaks?


11:30 12:0013:30

14:00

15:00 15:30

Remember the advices for an optimal break!




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When do you have time for sports and other activities?


18:00 18:00

11:30-14:00




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When do you spend time with friends and family?


:

16:00-…

16:00-…18:0018:00




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Now you have your time schedule for next week.

It is important that your schedule ist realizable!

Look at your schedule again and correct it if necessary!

Is your schedule realizable or did you taken on just

too much?




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Gain time

You probably know this situation: You call a colleague because you have some questions about a project. The conversation does not result in clarifying the questions but you talk about other topics.

In the following steps you are going to learn how to handle this situation.


Exercise: Planning a telephone call

It is important to plan your telephone calls.

You will find further instruction of this exercise on the attached work sheet.




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Gain time

You have learned many different options how to structur your working life to gain some time.

On the next page you find a summary with advices how to gain time for yourself.




combat them


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Plan your time realistically with the help of a time schedule and to-do- lists.

Set priorities with the ABCD-method and the ALPEN-method.

No longer put of your work unnecessary.

Use idle time like rail travel efficient.

Treat yourself with a break and take a deep breath!

Time management

Learning objectives

To get to know methods which help you to structure your time.ABCD-MethodALPEN-Method

Reflect your present time management.Mind mapTo-do-list

Improve your weekly planning.Creation of a time scheduleStructruring telephone callsAdvices for breaks

Time management

Now you should be able to reach your goals more easy!

Figur, die durch das Training führt.

Date post:	19-May-2015
Category:	Technology
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Time management kopie

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