monkeys, frogs and tomatoes - a half-day time management workshop
TRANSCRIPT
Monkeys, Frogs and Tomatoes
A Time Management Workshop
Facilitated by Ian J Seath
1
Think small and the results could be big
A 10% improvement in your use of time could free 6 minutes in every hour…
= 45 minutes a day= 3.75 hours or
half a day per week
45 MINUTES PER DAY 3.75 HOURS A WEEK
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Where are you starting from?
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Activity vs. Action
Efficiency vs. Effectiveness
Perfection vs. Excellence
Urgency vs. Importance
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Which of these is you?
Task
set DeadlineTask
set Deadline
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Personality type factors…
JUDGING
scheduledorganisedsystematicmethodicallike to planlike completion decisive
PERCEIVING
spontaneousopen endedcasualflexibleadaptableenergised by last minute pressures
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List the priority of each quadrant
and decide what proportion of your
time you should allocate to each
IMPORTANT
NOT
IMPORTANT
URGENT NOT URGENT8 © 2014 Copyright ISC Ltd.8
The Covey Matrix
9
1Manage
44Ds
3Routine
2Plan
IMPORTANT
NOT
IMPORTANT
URGENT NOT URGENT
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The 2 minute rule:
Less than 2 minutes?
Do it
More than 2 minutes?
Delegate it
Delay it
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The 4Ds…
Do it
Delegate it
Delay it
Dump it
Does it
require
action?
No
action?
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Time-Boxing
Time boxing is a planning
tool that’s a cross
between a calendar and
a to-do list. It lets you
divide your schedule into
increments (half-hour or
hour-long chunks) that
you can slot tasks into
and monitor.
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The Pomodoro Technique
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The 80:20 Rule
20% of the time leads to 80% of the results.
20% 80%
TIME RESULTS
A Time Log can
help identify
where your time
goes
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Time Log example
Project XProject
YTask A Task B Task C
Staff
Comm
Staff
Devp.etc. etc.
9.00
9.30
10.00
10.30
11.00
11.30
12.00
12.30
13.00
13.30
14.00
14.30
15.00
15.30
16.00
16.30
17.00
17.30
KEY:
MTG = Meeting 1-1s = 1-1 Discussions TRG = Training
TEL = Telephone PS = Problem Solving RDG = Reading
EML = e-mailing PC = using PC TRV = Travel
Oth = Other
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Scenario – where are the time stealers?
Ian gets into his office, starts his computer and logs on to
check his e-mails. After 10 minutes he has a quick look
through his Twitter stream and checks his Facebook
page. He then spends 30 minutes preparing the first
part of a report which is due tomorrow. After attending a
45 minute meeting he grabs a cup of coffee and chats
with some colleagues. Back at his desk he notices he
has 5 new e-mails which he decides to read and he
replies to 2 of them. Returning to his report he spends
10 minutes collecting his thoughts and another 30
minutes writing before deciding it’s nearly time to break
for lunch. He makes a couple of quick ‘phone calls, then
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Creating quality time
How often do you…
Fre
quently
Occasio
nally
Seld
om
Ne
ve
r
Have trouble finding things on your desk?
Procrastinate & delay tasks?
Get side-tracked with conversations with other people about
non-work topics?
Get side-tracked by reading ‘interesting’ rather than
‘important’ information?
Catch yourself day-dreaming?
Jump from task to task without finishing anything?
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Time stealers
1. Procrastination/indecision
2. Ineffective meetings
3. Interruptions - visitors, telephone, e-mail
4. “Never say no”
5. Lack of delegation
6. Lack of planning before starting tasks
7. Waiting time - between meetings
8. Starting too many things and not finishing them
9. Changing priorities
10. Communication failures
11. Unclear responsibilities
12. Unnecessary Travelling
etc.
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Eat that frog!
A way to stop procrastinating and get more done in less time.
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Who’s got the monkey?
When you encourage people to handle their own monkeys, they acquire new
skills—and you free-up time to do your own job.
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If it doesn’t require you to DO
something…
Dump it“I might need this later”
File it
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PERSONAL ACTION PLANS
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Say it, see it, write it…
Identify from all of today’s inputs and
colleagues’ ideas, what you plan to do
differently
Be specific about the benefits you expect to
achieve
Be prepared to share your commitments with
the group
Do it…
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Facilitated by Ian J Seath
07850 728506
@ianjseath
uk.linkedin.com/in/ianjseath
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