Time Management
description
Transcript of Time Management
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Georgina Barquin Rotchford
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Overview• Time & time wasters• Advantages of TM• Barriers • Plans, tips & techniques• Setting Boundaries• Calls and emails• Filing (Spring cleanings)• Procrastination• Delegating
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Time
• Time is yours
• Time is life – remember the story about
the money that appears every morning
• Time is money - how much money is your
time worth?
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Time wasters
• Lack of personal organization
• Getting priorities confused
• Limited delegation
• Trying to manage a wide
spectrum of activities
• Lack of information
• Slow communication
• Interruptions
• Others’ lack of organization
REAL EXCUSE
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Time wasters
• Lack of punctuality
• Procrastination
• Undertaking activities without considering the consequences
• Dated processes
• Not setting boundaries
• Emergencies
• Calls and emails
• Meetings
• Bosses’ inadequate demands
REAL EXCUSE
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Advantages
• Reduce stress
• Achieve much more
• Have more free time
• Save money
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Barriers
• Fears
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Barriers
• Fears
• Procrastination
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Barriers
• Fears
• Procrastination
• Not knowing how to say no
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Barriers
• Fears
• Procrastination
• Not knowing how to say no
•Excuses
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Barriers
By S. Covey
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Plans & Techniques
80% of our efforts go into generating
20% of our achievements
80/20 ratio
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Plans &Techniques
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Plans &Techniques
HOW DO YOU SPEND YOUR TIME?
24 hours a day = 168 hours a week
1.440 minutes a day = 10.080 minutes a week
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Plans & Techniques
Self
Family
Romance
Career
Finances
Health
Community
Spirituality
Others
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Plans & Techniques
• 60 plan
Make a list of 100 things you want to do
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Plans & Techniques
Objectives must be SMART
Specific
Measurable
Agreed
Realistic
Time framed
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5 year plan
Self
Family
Romance
Career
Finances
Health
Community
Spirituality
Others
Which are the most important?
Where do you want to be?
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One year plan
YEAROBJECTIVES
Quarter’s objectives
Month’s objectives
Daily tasks
5 year plan 60
PLAN
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Annual evaluation
Choose a date on which you will re-evaluate your annual plan
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Month’s plan
At the beginning of the month take some time to think and make a list of things you want to do over the month.
Perhaps you can choose an item from each section
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Weekly plans
Every week, look at the list of objectives for the month.
Think of an activity you can do that will take you closer to the objective of the month
Put it on your agenda
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Useful tips
Breakfast Planning
Commuting Solving Problems
Emails Doing something towards your goal
Meetings Having a coffee
Calls Commuting home
Lunch Personal things
Unexpected things Dinner
Break up your schedule to allocate time for routine activities
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Planner techniques
ABC
123
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Useful lists
• Master action List
• Daily action list
• Weekly check list
• Monthly check list
• Year plan
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Setting boundaries
Saying NO
•If boss overloads you….
•This sounds interesting. Can I look at my schedule, can I speak to my wife….
•I’d love to but…
•Think about What when, how
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Setting boundaries
Things you can do about:
•Telephone
•Emails
•Interruptions
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Telephone calls
• 067
• Make list of calls you need to make
• Preparing for calls- 5W
• Don’t answer calls when busy
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Emails• Sort them out before reading
• Read all before responding
• Create templates
• Set automatic filtersNews letters
Priority
Reading
Reports
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Filing
• Action
•Read
•File
•Bin/trash
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Reducing Floods
• Unsubscribe from publications you are no
longer interested
• Put filters in your email
• Cancel catalogues you no longer use
• Tick the box so that companies won’t send
unwanted info
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Spring cleaning
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Procrastination
Present when we:
Feel unsure of ourselves
Believe it’s going to be boring
Think someone else will do it for us
INVEST 8 MIN PLANNING & SAVE 1 HOUR A DAY
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Delegating
When….
You are not the best person for the job
The job would take longer if you did it
Rountine tasks prevent you from doing other things
Another department can do it better
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Delegating
How?
Get organized to explain it
Have the delegatee explain it back to you
Make delegatee feel free to ask questions
IF YOU CANT DELEGATE YOU CANT GET PROMOTED
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Time Jar
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Summary
Spend time planning
SMART Goals
Prioritize
To do list
Consider biological clock