Time Management
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Transcript of Time Management
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timemanagement
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objectives I will learn techniques that will help me to direct
my work life instead of merely managing my time.
I will learn a framework for developing a mission and vision that gives purpose and direction to my work.
I will learn how to prioritize my highest-leveraged activities, leading to significant increases in productivity.
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the complete six-step processconnect to mission
review roles
identify goals
organize weekly
exercise integrity
evaluate
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the clock and the compassthe clock
commitments
appointments
schedules
goals
activities
What we do and how we manage our time.
the compass
vision
values
principles
conscience
direction
What we feel is important and how we
lead our lives.
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traditional time management first generation—notes and checklists
second generation—planning and preparation
third generation—planning, prioritizing and controlling
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first generationgo with the flow
based on reminders
attempt to keep track of things you do with your time
simple notes and checklists
carry lists with you and refer to them in order to remember
incomplete tasks put on tomorrow’s list
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first generationstrengths
flexible responsive to people not over-structured less stress tracks to-do’s
weaknesses no real structure things fall through cracks commitments suffer little accomplished crisis to crisis first things— things right
in front of you
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second generationplanning and preparation
calendars and appointment books
efficiency in goal setting and planning ahead
make appointments, write down commitments, identify deadlines
may keep information on computer or network
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second generationstrengths
tracks commitments and appointments
more accomplished through planning and goal setting
more effective meetings and presentations due to preparation
weaknesses puts schedule over
people accomplish more of what
you want—not necessarily what is needed or fulfilling
independent thinking —see people as means or barriers
first things– those that are on the schedule
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third generationplanning, prioritizing and controlling
have spent time clarifying values and priorities
set long, medium, and short-term goals to attain values, prioritizes on a daily basis
uses wide variety of planners and organizers, with detailed forms for daily planning
gets more done in less time-- but still feels frustrated
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third generationstrengths
assumes responsibility for results
connects with values taps into the power of
long, medium, and short-term goals
translates values into goals and actions
gives structure and order to life
weaknesses can lead to false sense of
control, pride power of vision untapped can lead to guilt,
imbalance of roles less flexibility/spontaneity first things set by urgency
and values
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fourth generationlife leadership
puts people ahead of schedules, compasses ahead of clocks
uses the best of generations 1, 2, and 3
you want to lead a life of meaning and contribution, with balance
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fourth generationelements
effectiveness principles leadership relationships puts first things first
Why is there a need for the fourth
generation of time management?
Well, one definition of insanity is to “keep
doing the same things and
expecting different results.”
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understanding time“A no uttered from the deepest conviction is
better than a yes merely uttered to please, or what is worse, to avoid trouble.”
Mahatma Gandhi
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understanding time“Why have a time log?
memory
energy
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understanding time
I.
Quadrant of__________
II.
Quadrant of__________
III.
Quadrant of__________
IV.
Quadrant of__________
Urgent Not Urgent
imp
ortan
tn
ot im
po
rtant
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understanding timemove into quadrant II
quadrant I—manage: the quadrant of necessity; things are both urgent and important
quadrant II—leadership and quality: the quadrant of focus; things are important but not urgent
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understanding timemove into quadrant II
quadrant III—(AVOID): the quadrant of deception; things are urgent but not important
quadrant IV—(AVOID): the quadrant of waste; things are neither important nor urgent
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move into quadrant II
connect to mission
review roles
identify goals
organize weekly
exercise integrity
evaluate
How do I get there? The six step process
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What is most important?
What gives your life meaning?
What do you want to be and do in your life?
Consider the big picture. The key to this connection lies in the clarity of your vision around such
questions as:
step 1: connect with vision & mission
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step 2: identify your roles we have important roles at work, in the family,
in the community, or other areas of our lives
Roles represent responsibilities, relationships, and areas of contribution
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step 3: select quad II goals for each role
what is the most important thing I could do for each role this week that would have the greatest positive impact?
consider the relationships for each role
review a “perhaps” list for ideas
identify the steps that need to be taken to achieve long-term goals
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step 4: organize weekly translating high leverage quad II goals
requires a framework
most people are always trying to find time in their overflowing quad I/III schedules
They move, delegate, cancel, and postpone—all in hopes of “putting first things first”
the key is in scheduling your priorities, not prioritizing your schedule
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step 4: organize weeklyDistinctive Elements of Effective Weekly Goals
they can be either an area of focus or a specific activity
they are usually quad II goals rather than typical “to-do’s” or daily action items
they are driven by conscience
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tips to start your dayTip #1
preview your schedule—get your bearings:
review your compass
Look at the day in the context of the week
renew your power to respond to changes in a meaningful way
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tips to start your dayTip #2
prioritize: identify activities as QI or QII—keeps QIII and IV out of your schedule
emphasizes the importance paradigm
keeps you aware of choices you make
must understand that prioritization includes only items that you’ve put in the framework
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tips to start your dayTip #3
T planning: time sensitive activities on the right, any time activities on the left
makes for effective schedule decisions
Helps you remain sensitive to commitments
Best use of your time: remember importance rather than urgency!
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step 5: exercise integrity in the moment
Should I carry out my plan or make conscience directed changes?
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What goals did I achieve?
What challenges did I encounter?
What decisions did I make?
Did I keep “first things first?”
To be successful, you must make
successes of one week the foundation for the next. At the
end of the week, ask yourself some
questions:
step 6: evaluate
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step 6: evaluatedifferent ways to evaluate
mark accomplished goals on weekly compass
keep a journal or daily log and review
review past weekly compasses
ask specific questions about your performance and actions
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step 6: evaluateweekly evaluation
What did I learn from the week as a whole?
Am I setting goals that are realistic but challenging?
Have I been effective in work related communications?
Have I been successful in maintaining a Quad II perspective?
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closing thought
A journey of a thousand miles must begin with a single step.
Lao-Tzu