Secrets of Time Management

Secrets ofTime Management :Secrets ofTime Management Brought to you by Online Training Partners www.onlinetrainingpartners.com www.jobsuccess.org www.jobsuccess.org


What is time management? :What is time management? According to Steven Covey: 1st Generation of TM – use of notes and checklists - reactive 2nd Generation – use of calendar and planning books – looking ahead, planning, scheduling 3rd Generation – Clarifying values, then goal setting, prioritizing, weekly and daily projects and tasks 4th Generation – not a matter of managing time, rather managing ourselves www.jobsuccess.org


QUALITIES OF A POOR TIME MANAGER :QUALITIES OF A POOR TIME MANAGER · Inability to meet deadlines· Working in excess of 50 – 60 hours per week· Losing sight of individual objectives and priorities· Making hasty decisions (without considering the ramifications) · Stress· Insufficient time spent with family (little or no social life)· Inability to prioritize· Inherent fear of delegation · Messy Desk www.jobsuccess.org


QUALITIES OF A GOOD TIME MANAGER :QUALITIES OF A GOOD TIME MANAGER · Clarity of thinking · Decisiveness· Single-mindedness· Good memory· Determination· A methodical approach· Punctuality· Calmness· Objectivity· Rationality www.jobsuccess.org


Where to start? :Where to start? Understand what hurts our performance: Multitasking – email, blackberry, phone Each interruption costs us 20 mins. to recover. On average we waste 2 hours each day on interruptions at work 80/20 rule in play. 80% of the accomplishments come from 20% of the effort. Now imagine, if you applied that same efficiency to 100% of your time Distractions and interruptions Nuisance factors – emotional, environment, resources Taming the “monkey” If you fail to plan, then you plan to fail www.jobsuccess.org


Here is how to do it :Here is how to do it Clean Focus – focus on one thing, and one thing only at a time Be persistent, from day to day (Napoleon Hill advice) Be clear about your goals and values Create Routines – same thing, same time, everyday Work in time blocks (1-2 hours minimum) Set aside time for renewal www.jobsuccess.org


Projects vs Tasks :Projects vs Tasks Create Projects rather than tasks Have 5 or 6 Projects (max) at a time, they may have several tasks within each Examples of Projects: Do shopping Spend time with family Write reports Examples of tasks: Go to Safeway Go to Macys Attend school baseball league game www.jobsuccess.org


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Slide 9 :Important Not Important Due Soon Not Due Soon How to prioritize between important and urgent tasks www.jobsuccess.org


Tips for Effective Time Management :Tips for Effective Time Management Spend time in Planning and Organizing: Think and Plan Organize in a way that makes sense to you Set Goals: Decide what you want to do Take a “SMART” approach Goals give you required direction Prioritize: Prioritize and identify what you value Flagging/Highlighting can be very helpful Once prioritized, focus first on those items that add value Use a to do list: Determine what is urgent (tactical) and what is important (strategic) Put them in order of preferences One completed delete them from your list Be Flexible: Allow time for interruptions and distractions Carve out large blocks of time for priorities (important stuff) If distracted, ask yourself questions and get back to your goal www.jobsuccess.org


More Tips for Effective Time Management :More Tips for Effective Time Management Get to know your Biological (Energy) Clock: Find out which is the best time for you to be productive Are you a morning person? A night owl? Late Afternoon person? Then schedule tough tasks for the late afternoon. Do First Things First: Doing things right is Effectiveness Doing things in proper order increased your Efficiency Eliminate the Urgent: Urgent tasks have short term Consequences Important tasks are long term and goal related Flagging and or highlighting items are important Attach deadline to each of the items Conquer Procrastination: Learn to say “NO” to every interruption Renew and reward Yourself to inspire greater accomplsihments www.jobsuccess.org


Weekly Time Management Grid :Weekly Time Management Grid www.jobsuccess.org


Quarterly Planning Grid :Quarterly Planning Grid www.jobsuccess.org


Daily Time ManagementProjects to do list :Daily Time ManagementProjects to do list Date: Monday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Date: Tuesday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low www.jobsuccess.org


Time Management Grid :Time Management Grid Email Email Email Tidy up desk, plan for tomorrow Staff Meetings Lunch, Rest, Recovery Reports, Memos, Reviews Return Phone Calls Return Phone Calls Flexible Flexible www.jobsuccess.org


Slide 16 :Effectiveness depends on 4 factors www.jobsuccess.org