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Time management by Toronto Training and HR September 2013
| Date post: | 11-Sep-2014 |
| Category: |
Business |
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Time management
by Toronto Training and HR
September 2013
Page 2
CONTENTS5-6 Check current operating procedures
7-8 Types of activity9-10 SMART objectives11-13 Plan the work and work the plan14-15 The “I care, they care” quadrant16-17 Unnecessary tasks18-20 More on habits21-22 Clear instructions23-24 Saying “no”25-26 Delegation27-28 Lead by example29-30 Prioritizing31-32 Scheduling33-34 Overcome procrastination35-36 Reduce the amount of travel37-38 On the move39-42 Telephone techniques43-44 Paperwork45-46 Meetings47-48 Appointment times49-50 The right methodology51-52 Conclusion and questions
Page 3
Introduction
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Introduction to Toronto Training and HR
Toronto Training and HR is a specialist training and human resources consultancy headed by Timothy Holden 10 years in banking10 years in training and human resourcesFreelance practitioner since 2006The core services provided by Toronto Training and HR are:
Training event designTraining event deliveryReducing costs, saving time plus improving employee engagement and moraleServices for job seekers
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Check current operating procedures
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Check current operating procedures
Last month
Customer contact
Meetings
Telephone calls
Writing
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Types of activity
Types of activity• Negotiable or non-
negotiable• Fixed or flexible
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SMART objectives
SMART objectives• Specific• Measurable• Achievable• Realistic• Time-bound
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Plan the work and work the plan
Plan the work and work the plan 1 of 2
• List the tasks you have to perform
• Assign them priorities• Do what the plan says
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Plan the work and work the plan 2 of 2
LEAD• List the activities• Estimate the time needed• Allow time for contingency• Decide priorities
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The “I care, they care” quadrant
The “I care, they care” quadrant
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I care, they don’t care
I care, they care
I don’t care, they don’t care
They care, I don’t care
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Unnecessary tasks
Unnecessary tasks• Habit• Insurance• Expectation• Appearances
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More on habits…
More on habits…1 of 2HABITS TO LET GO OF• Perfectionism• Worrying• Postponing pleasure• Changing your habits
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More on habits…2 of 2HABITS TO ADOPT• To do list• Uninterrupted time• Maintain an organized
office • Make minor decisions
promptly• Think on paper• Keep improving
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Clear instructions
Clear instructions• What needs to be done• Why it needs to be done• How it should be done• When it should be
completed
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Saying “no”
Saying “no”• Coworkers• Subordinates• Your boss
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Delegation
Delegation• Key results• Advantages to you• What can be omitted from
your managerial responsibilities?
• Carefully select the best person to delegate to
• Monitor• Evaluate-questions to ask
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Lead by example
Lead by example• Set up standard systems• Use standard operating
procedures• Explain• Practice
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Prioritizing
Prioritizing• Top priority• Important• Action now• Obtain more information• Reading• File
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Scheduling
Scheduling• Identify the time available• Block in the essential tasks• Schedule in urgent tasks• Block in contingency time• In the remaining time,
schedule the activities that address your priorities and objectives
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Overcome procrastination
Overcome procrastination• Don’t do it all at once• Start anywhere• Start imperfectly• The DYCBDN approach• Work in 15 minute chunks• Start even if not in the
mood• Realize that unpleasant
tasks don’t get any easier over time
• Schedule a catch up day• Honour your leisure time
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Reduce the amount of travel
Reduce the amount of travel• Have people come to you• Send someone else• Telephone• Write or email• Use technology
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On the move
On the move • Reading• Writing• Computer work• Discussion• Telephoning• Thinking• Studying
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Telephone techniques
Telephone techniques 1 of 3INCOMING• Set up a foolproof system
to handle incoming messages
• Develop your own written call-return policy
• Put together an approach to reduce the number of incoming calls
• Schedule regular quiet time
• Decide in advance how much time to spend on non-routine calls
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Telephone techniques 2 of 3OUTGOING• Plan your calls in writing• Batch your calls• Make only necessary calls• Minimize telephone tag
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Telephone techniques 3 of 3VOICEMAIL• Learn how to use your
organization’s system• Send time-delayed
reminders to yourself• Keep your message
updated• Use voicemail to send the
same messages for your entire team
• When you are away leave messages for yourself
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Paperwork
Paperwork• Try response cards and
lines• Learn when to talk and
when to write• Use but don’t abuse email• Less is more
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Meetings
Meetings• Agenda• Chair• Venue• Your meetings• Others’ meetings
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Appointment times
Appointment times• Potential for interruptions• Location• Breakfast, lunch or drinks
after work• Difficulties in arranging the
following appointment
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The right methodology
The right methodology• Systemize tasks where
possible• Change actual methods• Work with someone else• Lower standards• Subcontract
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Conclusion and questions
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Conclusion and questions
SummaryVideosQuestions
