WELCOME TO TIME MANAGEMENTPLEASE BE SEATED AND YOU WILL BE ATTEND
SHORTLY
Program Objectives
• Discover Where Your Time Goes• Reduce Time Wasters• Get Organized• Build On Your Strengths• Work With Others
Program Objectives
• Develop Focus• Make Decisions And Prioritize
Activities• Manage Meetings• Make Friends With Procrastination• Create Balance
Time Management vs. Productivity
• Understand the difference between time management and productivity
• Identify how you currently spend time
• Identify and eliminate time wasters• Create goals to support essential
job functions• Plan to improve productivity
The Value of Goals
• You can:• Measure progress• Reduce stress• Develop self confidence• Become a star performer
SMART Goals
• Specific: Spell out each goal in detail
• Measurable: You need to evaluate success
• Adaptable: Goals need to respond to what’s happening in your life
• Realistic: Blue sky, but be real!• Timely: Put a deadline on each goal
The Benefits of Planning
• Planning helps you:• Anticipate challenges• Stay on target• Be more productive• Focus on critical activities• Gather needed resources• Identify effort and expense
Getting Organized
• Understand and apply principles of organization
• Understand filing strategies• Eliminate clutter• Create order• Organize your work space
Principles of Organization
• Organize to support your goals• Designate a place for everything,
and keep everything in its place• Honor your personal style
Sort and Toss
• Create one or more piles• Act• Recycle or toss• File• Decide• Respond• Read
What to Keep
• Hard-to-replace items• Legally required documents• Documentation• Originals
Filing Strategies
• Label files• Create a Master List• House based on frequency of use• Ensure confidentiality
Organizing your Work Space
• Primary work space• Secondary work space• Functional and comfortable
Organize These Items
• Eliminate obsolete and duplicate documents
• Refer documents• Create historical files• Update manuals• Cluster like things• File loose papers or house them in
a binder
Managing Phones
• Cluster phone activity• Make sure messages have complete
information• Update voicemail message daily• Keep the phone area neat• Avoid telephone tag• Leave thorough voicemail
messages• Program frequently used numbers
Managing Email
• Send only simple documents• Do not send confidential
information• Cluster email activity• Screen by sender’s name and
subject line• Be concise and professional
Managing Computer Files and Software
• Label computer files• Archive old files• Label diskettes• Delete obsolete files and software• Back up daily• Learn how to save time with
software• Make sure computer is positioned
correctly• Take regular breaks
Developing Concentration and Focus
• Focus energy and attention on what’s important
• Learn how to enter and use flow states
• Identify, reduce and eliminate distractions and interruptions
When You Pay Attention
• Energy flows where attention goes• Now is the moment of power
Controlling Distractions
• Visual• Auditory• Kinesthetic
Handling Interruptions
• Allow time in schedule• Identify patterns• Be assertive• Use wrap-up phrases• Handle phones• Schedule undisturbed time
Handling Interruptions (cont…..)
• Be unavailable• Leave the office• Postpone routine matters• Use mail and voicemail• Don’t socialize• Politely ask visitor to leave• Don’t interrupt others• Learn to concentrate
Making Friends with Procrastination
• Understand and recognize contributing factors
• Create strategies for working with procrastination
Factors Contributing to Procrastination
• Fear• Being overwhelmed• Perfectionism• Distaste
Fear and Procrastination
• Success breeds success• Assess likelihood of worst case• Use goals for motivation• Rehearse• Find role models
Being Overwhelmed And Procrastination
• You have to much to do• You are facing a large, complex
project
Setting Priorities
• Does the activity contribute a goals?
• Who values this activity? How important is this person?
• What are the consequences of not doing it?
• Is there a deadline?• Is the deadline within the next five
working days?
Perfectionism and Procrastination
• Strive for accuracy, not perfection• Set small, easy-to-achieve goals• Use realistic standards• Forgive mistakes• Remember: “Good enough” is good
enough
Distaste and Procrastination
• Just do it• Delegate it• Swap • Don’t do it• Postpone doing it
Steps For Effective Delegation
• Identify tasks that can be delegated• Select the person• Does he or she have the needed
expertise?• Meet with the person to discuss the
assignment• Periodically obtain feedback• Review result and evaluate how they
measure up to expected results. Give the employee credit for a job well done
Avoiding Procrastination in the Future
• Visualize the results• What are the benefits of doing it?• What happens if you don’t do it?• Clear the clutter• Get information• Get help• Set small goals• Reward yourself
Solving Productivity Challenges
• Discover where your time goes• Reduce time wasters• Get organized• Develop focus• Make friends with procrastination
Understanding Work Styles
• Work with people who have differing styles
• Understand how energy patterns affect productivity
• Understand what motivates others
Larks and Owls
• Larks = Morning People• Owls = Evening People
Motivation Styles
• Toward/Away From• Internal/External• Self/ Other
Work Styles
• Lark vs. Owl• Towards vs. Away From• Internal vs. External• Self vs. Other
Mastering Meetings
• Communicate more effectively in groups
• Reduce time in meetings• Create teamwork, consensus, and
support• Accomplish more in less time• Improve the quality of meetings
Type of meetings
• Information meetings• Decision-making meetings• Regular meetings
Creating Visual Aids and Handouts
• Simple and easy to read• Large typefaces and fewer than
seven lines• Use of talking points• Use of clip art and color• Respect for copyright protection
Meeting Leader Responsibilities
• Monitor content• Provide direction• Encourage interaction• Create atmosphere of co-operation• Move the meeting forward
Presenting With Power
• Verbal skills• Nonverbal skills
Stimulating Participation
• Brainstorming• Brain drain• Drawing people out
Reaching Decisions
• Define problem / situation• Recap information• Discuss options• Ask for decision• Communicate decision
Handling Difficult People
• Long-winded people• Bulldozers• Know-it-alls• Sneaks• Naysayers
Managing Conflict and Confrontation
• Don’t take sides• Stop non-constructive disputes• Stay calm and objective• Use “I” sentences
Managing Conflict and Confrontation (cont…)
• Ask questions• State outcomes• Resolve the conflict or table the
discussion• Take a break
Attending a Meeting
• Do you have to attend?• Enter the meeting on your calendar• Ask for an agenda• Gather information• Prepare• Offer to take minutes• Keep the meeting on track
Decision Making and Setting Priorities
• Understand the decision-making process
• Learn strategies for making decisions more quickly and confidently
• Take calculated risks• Identify and evaluate alternatives
and relative risks
Seven Steps to Effective Decision Making
• Defining the goal• Gathering facts and information• Developing potential options• Evaluating options• Selecting an option• Implementing your decision• Evaluating your decision
Creating Balance And Setting Boundaries
• Evaluate satisfaction with different areas of your life
• Identify stressors• Create strategies for more balance• Create a benchmark for progress• Establish boundaries
Where Are You Out of Balance?
• Career / Work• Relationships / Romance• Money Matters• Health and Wellness• Family / Friends• Physical Environment• Recreation / Rejuvenation• Spiritual• Personal Growth
Setting Priorities
• Career / Work• Money Matters• Family / Friends• Physical Environment• Health and Wellness
Priorities after “This-or-That” process
• Money Matters• Physical Environment• Family / Friends• Health and Wellness• Career/Work
Setting SMART Goals
• Specific : Spell out each goal in detail• Measurable : You need to evaluate
success• Adaptable: Goals need to respond to
what’s happening in your life• Realistic: Blue sky, but be real!• Timely: Put a deadline on each goal
Setting Boundaries
• Communicate• Learn to say “no”• Be treated fairly and with honesty• Require respect• Refer to your top three priorities
and goals• Be flexible and respond to the
moment
Managing Time On The Road
• Reduce mishaps and wasted time• Reduce stress• Make the most of time on the road
THANK YOU