preview of time management workshop
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Time Management
Workshop
KP
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Every Human on Earth has the Same Amount of Time
60 seconds in a minute, 60 minutes in an hour, 24 hours in a day, and 168 hours in a week.
It is not how much we have, but rather the way we use it.
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Expand Time We cannot create more time We can expand time
Efficient time management Choose right time of the day Group different tasks
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Time is ?
A non renewable resource Once it is gone, it is gone. You will never see this
moment again. You cannot store it
“An inch of gold cannot buy an inch of time.” Chinese Proverb
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Make a ChoiceFind Time to Do Things That You Want to Do
Avoid Things - Not Supposed to Be Done
Find Your Creative Time – Defend it
Use Other Time for Mundane Activities
Anything That Comes Your Way – Ask Do I Do
Ugliest Things First
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Make a Choice
Delegate - Who Can Do Better Than Me
Throw Away Procrastination
Stop Modern Technology Wasting Your Time
Email Beep
SMS Beep
Electronic Social Networking
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Self-Management
One’s ability to stay flexible and positively direct personal
behaviour
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Why is Self-Management important?
Overwhelmed by the
workload
Inability to manage
commitments
Poorly organised
approach to life
De-motivated
Stressed
Difficulty in maintaining a balanced
lifestyle
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CONCENTRATE ON RESULTS, NOT ON STAYING BUSY
Identify which of your activities are actually
contributing
80/20 Rule
Before you begin work, always ask yourself, “Is this
task in the top 20% of my activities or in the
bottom 80%?”
Avoid doing low value activities
Avoid procrastination
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DEVELOP A PROCESS OF SETTING OBJECTIVES
&PRIORITIES
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Setting Goals SMART
PPP
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Five Point Planning Check
For every plan you make, cover all these points:
What Where
When How Who
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USE ASSERTIVE COMMUNICATION TECHNIQUES TO MANAGE
REQUESTS
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APA Communication Styles
• People who want to achieve their goals without any regards for the needs of other people.
Aggressive
• This is based on conformity and compromising own values and needs in order to avoid confrontation.
Passive
• Assertive communicators are confident in delivering their message and work hard to create a mutually satisfying environment.
Assertive
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Expressing your No
Once your understand the request and decide
you want to say no, choose the kind of no that
best suits the person and situation.
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USE TECHNIQUES TO AVOID PROCRASTINATION
THROUGH GOAL SETTING AND POSITIVE SELF-TALK
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Goal Setting Beats Procrastination
Without clear directions you wouldn’t know
how or where to start.
Large goals will most likely lead to quick
failure and frustration on your part.
Setting small, achievable goals and holding
yourself accountable for reaching them is the
best way to change your habits and overcome
procrastination.
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Self Talk of Procrastinator
What is positive self-talk? Well it is responding to your psyches thoughts as they take place. Positive self-talk can stop the negative internal dialogue.
The instant you begin procrastinating you will be able to talk yourself out of it by applying positive self-talk. As you can see, positive self-talk is a great way to combat procrastination.
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Self Talk of Procrastinator
Regularly practice self talk
Remember, when the self-talk is
negative it not only hinders your self-
esteem and self-confidence, but your
productivity as well.
Do not let negative thoughts create
procrastination
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DEVELOP AN EFFECTIVE “TO DO” LIST CAN GIVE YOU
FOCUS AND ENSURE YOU ARE SPENDING THE RIGHT
AMOUNT OF TIME ON THE RIGHT TASKS
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Make a to-do list
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Steps to making to-do lists
Write a list of activities that you want or need to accomplish today
Remember to prioritize and list the most important tasks first
Check to see if there are any activities that you can accomplish at the same time
Write down how long you anticipate it will take you to get the task done
Write down when you will start each activity
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IDENTIFY TIME WASTERS AND CHANGE YOUR WORK
ENVIRONMENT BY IDENTIFYING WHAT IS IMPORTANT AS OPPOSED
TO WHAT IS URGENT
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Time Wasters
Unclear Goals
DisorganizedInability to say No
Interruptions
Too Many Things
Stress & Fatigue
All Work no Play
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The Usual Time Wasters --- SELF
Lack of discipline Indecisiveness
Personal Disorganizatio
n
Procrastination
Inability to say “NO”
Poor Delegation
Skills
Worry
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Time Wasters - Caused by Others
Telephone Interruptions Drop-In Visitors
Unscheduled Meetings
Poor Communication
Confused chain of Authority
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Prioritises tasks based upon their urgency and importance to your business:
URGENT NOT URGENT
IMPORTANT
URGENT AND
IMPORTANTNOT IMPORTANT
The Quadrant Method
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The Four D’s
Do it now Dump
Delay Delegate
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URGENT NOT URGENT
IMPORTANT
DO IT
NOT IMPORTANT
The Four D’s MethodProvides total clarity