Slide 1:Making More of Your Time Time Management in your Professional Life www.CareersAndCareers.com


Is this Workshop for you? :www.CareersAndCareers.com Is this Workshop for you? If your answer was “yes” to any one question-- you are in the right place! Do you procrastinate? Is your motto, “Better late than never?” Do you wish you were more organised?


Slide 3: “Time Management” is really “Life Management”. Your time is your life, and to manage your time is to manage your life. Time Management is Life Management www.CareersAndCareers.com


Slide 4: Have you ever noticed this? Everyone has the same amount of time each day. Why, then, do some people get so much more done than others? The allocation of Time is unbiased and without prejudice We all receive 24 hours each day. No one receives more or less than anyone else www.CareersAndCareers.com


What are we going to Do in this Workshop? : What are we going to Do in this Workshop? Our goal is to assure that you understand and can apply each concept to your own time management plan. It is expected that you are going to be “weeding” through the many ideas and tools discussed in this session. As you do this, make note of the ideas that you like and leave those things that may not work for your plan. Your time management will be unique for you. Discuss how Time Management is Unique for professionals Examine a 3 Step Plan a Professional’s Time Management www.CareersAndCareers.com


New Challenge.... : New Challenge.... Let’s start by looking at those experiences and demands that are often unique for managers. Demands on managers are often very different from those experienced staff who report to them or people in “the real world”. It’s a whole new challenge. Managers are Required to: Think at Higher Levels Process more in less time Work in high pressure situations Work with various teams from other departments Resist a wide range of distractions www.CareersAndCareers.com


In a new Job you might find.... : Many of will find that when you start a job (either for the first time, or a new job), you will be surprised at how challenging the new lifestyle can be. You have to create your own structure and you must be organized. If not, you can drift, and rather than managing your life, other things seem to “manage you!” Less or No Structure Different Incentive (Financial, Rewards etc.) No one to share the workload Many people who want your time Delivering/Managing demands In a new Job you might find.... www.CareersAndCareers.com


Where is your Time Going? : We assume that you will need to work 40 to 48 hours in a week depending on if you work 5 days or 6 days. But for every hour at work. (You may need MORE time, depending on your job.) Do you have a pen or pencil handy? Calculate your schedule. If you work 8 Hours per Day, your weekly Hours: 5 Days x 8 = 40 Hours 6 Days x 8 = 48 Hours What does your Schedule Look like: How many hrs working: ........... Number of hrs in meetings: ........... Number of hrs in training: ........... Number of hrs travelling: ........... Grand Total: ........... Where is your Time Going? www.CareersAndCareers.com


Feeling Overwhelmed? : ...So what can you do? Don’t lose hope-there are lots of ideas that will work for you. You are not alone.... Many Managers said that budgeting time was a significant problem for them Feeling Overwhelmed? www.CareersAndCareers.com


A 3-Step Time Management Plan : There are zillions of ideas, methods and programs that have been developed for managing your time. You might think of these in terms of a 3-step plan. These steps often work well because they are flexible and best fit the needs of managers. 1) Set Goals, allow yourself to imagine 2) Integrate efficient organisational tools 3) Incorporate efficient business strategies A 3-Step Time Management Plan www.CareersAndCareers.com


Taking Charge : How would you answer this question? “Is life happening to you, or are you happening to life?” People who are PROACTIVE take charge of their time and their decisions. They are not just REACTING to the many distractions that confront them daily, they are making choices to TAKE CHARGE of their time. One of the best ways to live proactively is to set goals. PROACTIVE vs REACTIVE Taking Charge www.CareersAndCareers.com


Your Lifeline : “A” represents when you were born, “Z” represents when you will die, and “X” marks today. Start your goal setting with this question, “What do you want to have done, been, had and given to the world before you leave?” As you consider your goals, we recommend that you start at “Z”, your life long goals, then take steps backward, making sure to set goals at each juncture that will lead you toward those life-long goals. Your Lifeline A X Z Birth Today Death www.CareersAndCareers.com


Setting Mid-Range and Short-Term Goals : Take some time to record your goals and do it TODAY. Studies show that those people who write their goals are significantly more likely to achieve them. Setting Mid-Range and Short-Term Goals A X Z Short Term Mid Term Lifetime -Goals -Goals -Goals - Objective (2-5 Years) - Month - Week - Day www.CareersAndCareers.com


Myths about Goals : 1. Many people think they have somehow “failed” if they change or alter a goal. This is not true. It is a fact of life that as we grow and experience life, our perspectives change. Our goals may need to change as well. 2. There are some goals that do not require 100% perfection. Your goal may be to learn Japanese. Depending on how you plan to use this skill, you may do fine to just learn some conversational skills, rather than seeking to speak fluently. On the other hand- if you are studying brain surgery- seek perfection! 1) You should not Edit or Alter your Goals 2) You must achieve perfection Myths about Goals www.CareersAndCareers.com


More Myths...... : 3. There are times when there are just too many things going on--something has to “give”. At times like this we need to allow some goals to be put on hold for a while. This is not failure, it is a temporary period of maintenance. 4. There is very little, if any, luck involved in the achievement of goals. Again, those people who attain their goals are those who set them, write them and then pursue them in little ways each day. 3) Maintenance of the Status quo is not an acceptable goal for a period of time 4) Achievement of goals is a just matter of luck More Myths...... www.CareersAndCareers.com


Now that we have examined our Goals- : Next, take a look at some of the organizational tools that can help you manage your life as a student... HOW DO WE ACHIEVE THEM Time Management & Organisational Tools Now that we have examined our Goals- www.CareersAndCareers.com


Tools for Organizing your life : As you examine each of these tools, think about those you want to implement in your personal time management strategy. The first tool is “fixed schedules”... Fixed Schedules - “Week-at-a-Peek” - “Quarter-at-a-Peek” Planners To Do Lists - Today - This Week - Sticky Notes Tools for Organizing your life www.CareersAndCareers.com


The “Week at a Peek” Schedule : A fixed schedule includes those items that, for the most part, do not change--they are “fixed”. For example, most students complete a “Week-at-a-Peek” schedule (see example) at the beginning of the semester. It includes their classes and club or organizational meetings that are constant throughout the semester. Again, this type of schedule is particularly important at the beginning of the semester, but you won’t probably need it after a few weeks. By then you have memorized your “fixed” weekly schedule. Another fixed schedule we recommend you create at the beginning of the semester is the “Semester-at-a-Peek” schedule... The “Week at a Peek” Schedule www.CareersAndCareers.com


The “Quarter at a Peek” Schedule : While referring to each task from your working day, mark all major due dates, meetings, seminars, exhibitions, special events, and other deadlines on a calendar that shows the whole quarter at a glance. It is one of the best ways to keep mindful of the BIG PICTURE. You will start to notice certain weeks that will be very busy-- and those weeks that are not as crazy. This overview is extremely important for you to plan your professional life. The quarter schedule is an excellent tool. Most managers find it helpful to complete each quarter. This overview of your entire quarter is essential to good planning. Deadlines and other due dates will not sneak up on you when this is hanging on the front of your work station, tacked over your desk, or taped to your front door for easy and frequent reference. The “Quarter at a Peek” Schedule www.CareersAndCareers.com


Slide 20: Now that you have a good idea of what your overall schedule looks like for the quarter, the next step is day-to-day organization. Using a planner is a good approach to keeping track of your overall schedule and appointments. But how do you decide which planner will work best for you? One way is to look at trends in your schedule. How many unique appointments or meetings do you have each week? Unique meetings are those appointments, meetings or things you do that change from day to day or week to week. An example might be a job schedule that changes or an occasional meeting with the Board of Directors. The more of these kinds of items on your schedule, the more space you need for organizing your day. “How do I decide which Planner to use?” www.CareersAndCareers.com


Which Planner is for You? : Most managers find the weekly planner is ideal for their lifestyles. BUT, if you are just starting in a junior managerial role, keep a planner in the past start with a monthly planner. This way you can keep track of those occasional “unique” appointments or meetings, yet keep major projects, finish dates and execution dates for the month on one page. If you are very involved--go with the daily planner, but be sure you keep your eye on the quarter schedule. It is easy to get caught up in all the details; however, important due dates can creep up on you! Daily - For people with 20 or more unique appointments or meetings in a week Weekly - For people who have 7 to 20 unique appointments or meetings in a week Monthly - For people who have fewer than 7 unique appointments or meetings in a week Which Planner is for You? www.CareersAndCareers.com


Example of a Monthly Planner : Although there may not be much room for recording lots of notes, a monthly planner gives you an overall picture of your activities. The biggest problem in using a monthly calendar occurs if you turn the page and find that you have a major project or test due on the first or second day of the following month. Look ahead to keep track of future commitments. Example of a Monthly Planner www.CareersAndCareers.com


Example of a Weekly Planner : Weekly planners come in a variety of sizes and formats--from very small (pocket sized) to those that will fit in a notebook. Example of a Weekly Planner www.CareersAndCareers.com


Example of a Daily Planner : You may want to look for a daily planner that starts early in the morning, and allows for scheduling late into the evening, depending upon your schedule. They can go from 6:00 a.m. to 12:00 p.m. if needed. Example of a Daily Planner www.CareersAndCareers.com


“The Jar of Rocks” : Look at this jar of rocks- is it full? “The Jar of Rocks” www.CareersAndCareers.com


“The Jar of Rocks & Gravel” : Now gravel has been added to fill in the spaces in between the large rocks. Is it full? “The Jar of Rocks & Gravel” www.CareersAndCareers.com


“The Jar of Rocks, Gravel & Sand” : Now sand has been poured to the top. Is it full now? “The Jar of Rocks, Gravel & Sand” www.CareersAndCareers.com


“The Jar of Rocks, Gravel, Sand & Water” : You probably guessed it. When water is poured into the jar- it is full! The question is this: “What is the point of this exercise?” “The Jar of Rocks, Gravel, Sand & Water” www.CareersAndCareers.com


Slide 29: You may be tempted to think, “you can always fit more things into your schedule”. But this is NOT the only point... www.CareersAndCareers.com


“Are you Missing a Point?” : This is particularly important for managing your time as a manager. When you are writing out your To-Do Lists, make sure to put your big rocks in first. Prioritize the many things that you need to do. This way “small rocks” don’t crowd out the important things that need to be done. The Point I was Trying to make was: If you don’t put the big rocks in first, you will never fit them in. www.CareersAndCareers.com “Are you Missing a Point?”


“To Do List” : Many people like to organize their “tomorrow” the night before. They write their “To-Do” Lists just before bed. It makes for a good night’s sleep when you know your day is set. Other people like to write a single To-Do List for the whole week. This list is one from which you can add and delete items throughout the week. Sunday evening is a good time to make a new list-- put those things remaining from last week’s list on your new list, and throw away or file the old list. Regardless of the To-Do List you choose, you will find it feels good to see all those check marks over the things you have completed! When to do a, “To Do List” www.CareersAndCareers.com “To Do List”


“Types of Organisers” : Generally, there are three kinds of people: - “Time Oriented” organizers, -“Task Oriented” organizers -and those who use both. How do you organise your Day or Week? Task oriented or Time oriented? www.CareersAndCareers.com “Types of Organisers”


“Task Oriented Organisers” : Task oriented organizers like to write WHAT they are going to do, but they may not necessarily write WHEN they are going to accomplish their tasks. Manual organisers Computerised Organisers www.CareersAndCareers.com “Task Oriented Organisers”


Slide 34: Time oriented organizers like to write the specific times that they plan to accomplish the items on their To-Do List. Many task oriented people will use this during very busy times in their quarter (month ends & quarter ends) for just a week or two-or just until things cool down. Other people use a combination of these styles throughout the year. Time Oriented Organiser www.CareersAndCareers.com


Sticky Notes : Many people put their To-Do Lists on sticky notes. These little notes can be great reminders, but they are not recommended for important lists. They are easily displaced! You can also use these in addition to your lists to either note an important task or to mark progress on a unfinished task. Sticky Notes www.CareersAndCareers.com


Slide 36: The Master To Do List is where you can keep track of items that you need to accomplish but do not have a specific time frame for completion. For example, "Organising your storage area” or “Cleaning of your desk” would be good Master To Do list items, since it does not have to be done on any specific day, you just want to remember that you do need to organize these task too. “Take Time to Make Time” Managing Up Business Planning New Business Development Employee Development Customer Relations Investor Relations Media Relations Financial Oversight www.CareersAndCareers.com


Tips to Remember..... : It’s true for most people, so try to get your done during the day. Those small 15-30 minute “free moments” between meetings or seminars are valuable for short, yet important review sessions. Tips to Remember..... www.CareersAndCareers.com


Set Intermediate Deadlines : Intermediate deadlines keep you on-task and they help you break large projects into smaller pieces. Example: If you have a project delivery deadline due in 3 weeks and can’t seem to get started, try this: “Create rough outline”, Write: “Task 1 out of 6 to be completed in 2.5 days” on your to-do list. After this is completed, write, “Task 2 out of 6 to be completed by end of first week”. Continue to break apart the project until your task is completed. Break all large projects into smaller, more tangible tasks. This is one of the BEST ways to combat procrastination! Write these in your “Day Planner” Post Sticky Notes around your PC and Telephone Write on “To Do” Lists Set Intermediate Deadlines www.CareersAndCareers.com


Once a Week, Review your entire week’s work : This is a great way to get, “The Big Picture”, or an overview of what you have been doing. This review also keeps your “To Do” list fresh in your mind ready to review. There is just one more thing to consider about time management… and that is your thought life. Once a Week, Review your entire week’s work www.CareersAndCareers.com


What are you thinking about? : Have you ever thought about what you are thinking about? The thoughts you dwell on have a profound effect on the way you feel. And the way you feel affects the things you say and do. So an important part of managing your life and your time is managing the things you think. Did you know your thought life can affect your “Time Management” What are you thinking about? www.CareersAndCareers.com


Self-Talk/Inner Dialogue : If you let CHILD type thoughts control your thinking, you will quickly find you don’t get much done. This type of thinking focuses on just doing fun things and seeking pleasure. As everyone knows, working is not always “fun” and it takes a more “adult” approach to thinking to discipline ourselves to work. We even get paid to work?. The ADULT type of thinking is your more rational perspective. When you think within this realm you are more reality based and utilize the skills needed to do your work--even when the work may not be your first choice of things to do. You understand the consequences of your actions, and are quick to make rational choices based on this understanding. Self-Talk/Inner Dialogue www.CareersAndCareers.com


Self-Talk/Inner Dialogue : The CRITIC outlook is the negative voice or thought that can undermine an individual’s life and time management. This voice is fearful and is full of worry about the past and the future. This type of thinking can immobilize you. Although self-reflection can be very useful, the critic goes beyond constructive analysis and is full of criticism. Which “voice” do you most often hear and dwell on? The ADULT voice is most important for the discipline of work, yet everyone needs to fun and find balance in life. So don’t forget to set aside time for fun and pleasure! Self-Talk/Inner Dialogue www.CareersAndCareers.com


What will you Do? : Take a few minutes to review what you just learned. What are 3 things you plan to use? Write them, then implement them within the next 24 hours. If you don’t try it soon, you will probably never do it! What are the three things you learned today which you plan to integrate into managing your own time? Try to start these within the next 24 hours! What will you Do? www.CareersAndCareers.com


Slide 44: “To waste your time is to waste your life, but to master your time is to master your life and make the most of it” “Time is your Life” “No one can control life or time but can simply manage it” www.CareersAndCareers.com


Slide 45: You have just completed the “Time Management” Workshop. www.CareersAndCareers.com


Slide 46:Contact Us 2 The Park Orlyn Park Lusk, Dublin IRELAND   Tel:  +353 1 843 842 0 Email: rahat.kazmi@CareersAndCareers.com www.CareersAndCareers.com