Time Management Training workshop will learn to Achieve better results through effective planning and clarifying objectives , Spend more time working toward your high-value goals, Refuse unreasonable requests and Understand the needs of different personality styles and how to work with them.
TIME MANAGEMENT OBJECTIVE • Identify the main obstacles to effective Time Management in your daily role. • Understand a range of tools, techniques and concepts for Time Management. • Use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress. Time Management is about controlling use of Your most under - valued resource - Time i.e. Money Once gone it is lost for ever TASK 1. What are the reasons for poor time management? 2. What are the advantages of good time management? WHAT DOES BAD TIME MANAGEMENT DO TO YOU ? Last minute rushes Chaos Long meetings – not on time Panics Lack of planning, delegating, organizing and controlling Fallacious beliefs ( ‘I’m too smart “) Thinking, “ its too hard” WHAT DOES BAD TIME MANAGEMENT DO TO YOU ? No goals No objectives Bad performance New Problems etc. Lack of clarity about task Feeling overwhelmed ADVANTAGES OF GOOD TIME MANAGEMENT It saves time Increased effectiveness and efficiency Prevents stress and anxiety Reduces avoidance Leads to more balance THESE THINGS COME INTO OUR MIND WHEN WE START OUR DAY Where do I start? How do I prioritize? How much time does this take? What tools should I use? What can I automate? How do I stay sane? TIME WASTING CULPRITS One of the most important skills for successful time management is that of dealing with time-wasters. TASK What are the most common time waster, thieves and culprits you encounter in your daily routine ??? TIME WASTER CULPRITS Telephone Interruptions Inefficient Delegation Extended lunches or breaks Cluttered workplace Poorly run meetings Socializing on job Misfiled information STORY Every morning in Africa a deer wakes up. It knows that it must run faster than the fastest lion. Otherwise it will be killed. Every morning in Africa the lion wakes up. It knows that it must run faster than the slowest deer. Otherwise it will starve. “It does not matter if you are deer or lion but when the sun rises it is time to run.” MIND TEASER!!! Think of a situation when mentioned below have stolen time from you and how you would change this: Your colleagues , Your manager , Your team Your customers, The telephone, Meetings , Crises Unproductive work PLUGGING TIME LEAKS Time Leak #1: Socializing Managers indicate “socializing” as the number- one time leak is quite telling. It suggests that: Many managers view socializing as a major drain on their employees’ productivity. Socializing occurs more often than it should. Many workers probably feel guilty about their “goof-off” moments. TIME LEAK #2: MISPLACING THINGS Next to socializing, misplacing things according to the poll was the greatest drain on productive time. One estimate: about three hours per week are wasted trying to find “lost” things. Of course, things don’t really get lost: they get misplaced. TIME LEAK #3: FORGETTING THINGS 50% of all you hear or read you’ll forget within one minute. If you can’t easily re-access the information you need, write it down—in your organizer, on a full sheet of paper ,on a checklist, or somewhere else you can access quickly. It takes much less time to make a written note than to search for a lost thought TIME LEAK #4: READING TIME It’s sad when we think of reading as unproductive Yet its been rated high among time wasters Reading is an essential wellspring of useful information And until some other technology does it better, print media disseminate information like no other media TIME LEAK #5: MEETINGS These be the biggest waste of time due to poor meeting control, lack of clear outcomes and planning agree objectives & the agenda fix time slots & stick to them If someone isn’t there or prepared - move on (they will learn to be prepared next time Lateness to meeting is just bad manners. By doing this you exhibit the meeting isn’t important you don’t mind wasting your colleagues time only genuinely dealing with a “Customer” should take priority TIME LEAK #6: EMAILS Have you ever sent an e-mail to someone who sits close to you, would it have been better to speak to them? How much of your e-mail is For information only Requires replies Is junk? Do you have folders set up to make it easier to find Do you know all the useful bits you can do with “outlook” TIME LEAK # 7 : THE TELEPHONE We allow telephones to rule………… They can be time stealers……. Consider…..If you don’t have the information to hand, call them back rather than look for it straight away If you have several calls to make, do them in a row. FIVE MINUTES STRATEGY…. What can you accomplish in five minutes? Sometimes, important things: Return an e-mail. Make an appointment. Leave a voicemail message. Write a page of text. Create an agenda for a meeting. Research a point. Write a thank-you note. Locate a missing source. Ask a colleague a question you need the answer to. Read a short message. Clarify something you were unclear about. FOR EVERY WORKING PERSON, THE FOLLOWING ARE OFTEN PITFALLS Forgetting Appointments Forgetting Deadlines Being Unable to meet deadlines Being late for meetings and Appointments Forgetting Names Forgetting Telephone Numbers Forgetting to take important documents ad things along Misplacing Objects and so on TIME MANAGEMENT TYPES The Fireman For you, every event is a crisis. You're so busy putting out fires that you have no time to deal with anything else - especially the boring, mundane things such as time management. Tasks pile up around you while you rush from fire to fire all day. TIME MANAGEMENT TYPES The Over-Committer Your problem is you can't say 'No'. All anyone has to do is ask, and you'll chair another committee, take on another project, or organize yet another community event. You're so busy you don't even have time to write down all the things you do! TIME MANAGEMENT TYPES The Aquarian There is such thing as being too "laid-back" - especially when it starts interfering with your ability to finish tasks or bother to return phone calls. Getting to things when you get to them isn't time management; it's simple task avoidance The Chatty Kathy Born to socialize, you have astounding oral communication skills and can't resist exercising them at every opportunity. Every interaction becomes a long drawn out conversation - especially if there's an unpleasant task dawning that you'd like to put off. The Perfectionist You have a compulsion to cross all the "t's" and dot all the "i's", preferably with elaborate whorls and curlicues. Exactitude is your watchword, and you feel that no rushed job can be a good job. Finishing tasks to your satisfaction is such a problem you need more time zones, not just more time We all know what time management type are we …… Sowe need to be assertive and honest about our time…. BE ASSERTIVE ABOUT YOUR TIME.. Your colleagues will react positively if you explain you are working to a tight deadline Remember it’s not what you say, it’s the way you say it Learning to say “NO” can be difficult, most of the stressed people you see can’t say it…. BE ASSERTIVE ABOUT YOUR TIME.. Don’t automatically accommodate those of us that ask for 5 mins…, offer a slot in your diary. Ask yourself, am I the right person to be dealing with this, if not redirect them to someone else. As a Team Manager, you may need to do something that needs peace and quiet. Be realistic, if you sit at your desk, you won’t get it done. MANAGE YOUR MANAGER Have you ever been given a vague instruction to do something by your manager? If you don’t clarify what they want you to do, you may waste a lot of time not doing what they want, then having to redo it. In extreme cases present alternatives, “I can get this done, but which of these others takes a lower priority Clarify >>>>> Agree >>>>>> Prioritise ASSERTIVENESS ROLE PLAY Role play : Ask for 2 volunteers. Ask one of them to play the BOSS and the other as a subordinate, where BOSS gives vague instructions about a task and the subordinate tries to get clarifications to save time and give quality work thru his assertive approach. SPENT TIME MATRIX The Spent Time Matrix is an important tool that will help you make better your use of time By understanding what are the implications of being within any one of the quadrants you will be able avoid the pitfalls of inefficient use of time It will assist you in prioritizing your time SPENT TIME MATRIX URGENT NOT URGENT IMPORTANT IMPORTANT DEADLINES RELATIONSHIP BUILDING CRSIES PERSONAL DEVELOPMENT PRESSING IMPORTANT MEETINGS EMPLOYEE TRAINING EMERGENCIES EXERSIZE AND HEALTH LAST MINUTE MEETINGS PREVENTION & PLANNING NOT IMPORTANT SOME EMAILS AND PHONE CALLS TRIVIA MANY INTERRUPTIONS SOME PHONE CALLS SOME POPULAR ACTIVITIES EXCESSIVE TV SOME MEETINGS TIME WASTERS SPENT TIME MATRIX Quadrant 1 Quadrant 2 Stress & Burnout Vision Crises management Perspective Fire-fighting Balance Focus on the immediate Discipline Quadrant 3 Quadrant 4 Short term focus Crises management Total irresponsibility Low value on goals High dependency on others for basics Feeling of victimization / lack of control Short career path in the organization Shallow relationships 12 TIPS TO STAY MOTIVATED AND KEEP PROCRASTINATION AWAY 1. Never keep doing the same task for two long 2. Try to take breaks every half an hour. Get up and walk or do some stretching exercises 3. Try to alternate between two boring tasks. This will reduce the boredom in both tasks by 50% 4. If you have someone else with you who is doing the same job, try exchanging jobs with the person 12 TIPS TO STAY MOTIVATED AND KEEP PROCRASTINATION AWAY Talk about your job to a sympathetic listener who can give you encouragement Reward yourself once you have done a job well If you have an uninteresting job left to do, write it down and pin it somewhere in your work station so that you can see it and get constantly reminded about it till you do it. Try to make your work environment more attractive by pinning up some motivating words or some pleasant wall posters, preferably something that can make you smile 12 TIPS TO STAY MOTIVATED AND KEEP PROCRASTINATION AWAY You are allowed to, try playing some soft music while you work. Write down a list of not-so-interesting tasks that you have done and pin it up. It just tells you that if you have done it before, then you can surely do it again. If possible keep a small potted plant near your work station; watching it grow is a wonderful source of inspiration Take time to relax, just sit back and close your eyes and hum a favorite tune for a minute or two. But do not fall asleep! TIME MANAGEMENT TOOLS AND TECHNIQUES 1. Use “to do” lists for planning 2. Create a time diary to track where your time actually goes 3. Become aware of your external and internal timewasters and avoid them 4. Pulverize paperwork DEALING WITH INDECISION OR DELAY When faced with a task - decide to deal with it according to one of the following actions: Do it Delegate it Dump it Deadline it Dissect it DELEGATION • Give a chance to learn • Train the person • To check the capability • Add variety to work • Motivate people • Someone who has product knowledge, skills, shows willingness, is capable, responsible, • Initially give simple and routine jobs • NO delegation of confidential work SUMMARY Successful Time Management is based on CONSISTENTLY applying a few simple techniques to how we approach work and the lives we lead. HAVE A GREAT PLANNING SYSTEM AND USE IT TAKE ON REALISTIC GOALS AND SCHEDULE ACCURATELY DO NOT OVER-COMMIT SET AND AGREE PRIORITIES TO DISTINGUISH BETWEEN URGENT AND IMPORTANT TASKS BUILD IN SOME FLEXIBILITY TO COPE WITH UNEXPECTED Control your documents, workspace and phone Don’t procrastinate – Manage Your Time Today Define and use periods of quality time in your schedule Learn to say No in a professional manner Stay away from perfectionism and aim for excellence Build in time for personal development THANK YOU A journey of a thousand miles must begin with a single step. Lao-Tzu
Pages to are hidden for
"Time Management"Please download to view full document