time management (based on "first things first" covey, merrill & merrill)

03/05/23 1

How Are We Spending Our Time?How Are We Spending Our Time?

How many people on their death bed said “I wish I had spent more time at work”Time

Management is about having enough information to make the right choices

Based on "First Things First" Covey, Merrill & Merrill

03/05/23 2


“Most of the time I just don’t enjoy life. For every one thing I do, I can think of ten things I don’t do and it makes me feel guilty. The constant stress of trying to decide what I should do in the middle of all I could do, creates tension.

How can I know what’s most important?

How can I enjoy it?”


03/05/23 3


Commitments

Appointments

Schedules

Goals

Activities

How we manage our time

Vision

Values

Principles

Mission

Conscience

Direction

What we feel is important and how we lead our lives


03/05/23 4


By the end of today you will have knowledge & understanding of:

• Where you currently spend your time

• Where other people currently spend your time

• Where you need to spend your time

• Time Management using the Covey 4 Quadrant Tool

• Ridding yourself of the “timewasters”

• The effects of poor Time Management

• Why good Time Management means changing habitsBased on "First Things First" Covey,

Merrill & Merrill

03/05/23 5

Stimulus Response

Gather informationGenerate OptionsSelect “Best” Option

Taking Decision

Review Decision

The Decision Making/Taking ProcessThe Decision Making/Taking Process

Making

Learning

The World Changes Here


03/05/23 6


“Some of us get so used to the adrenaline rush of handling crisis that we become dependent on it for a sense of excitement and energy. How does urgency feel? Stressful? Pressured? Tense? Exhausting? – Sure but lets be honest, its also exhilarating. We feel useful. We feel successful. We feel validated. And we get good at it. Whenever there’s trouble, we ride into town, pull out our six shooter, do the varmint in, blow the smoke off the gun barrel, and ride into the sunset like a hero.

It brings instant results and instant gratification”


03/05/23 7


“We get a temporary high from solving urgent and important crises. Then when the importance isn’t there, the urgency fix is so powerful we are drawn to do anything urgent, just to stay in motion. People expect us to be busy, overworked. It’s become a status symbol in our society – if we’re busy, we’re important; if we’re not busy, we’re almost too embarrassed to admit it. Busyness is where we get our security. It’s validating, popular and pleasing. It’s also an excuse for not dealing with the important things in our lives – the “first things.”


03/05/23 8

Life Goals for each Role

2 – 3 – 4 - 5 Year Plan

Milestones – Annual Plan

This Months Plan/Activities

Personal Aspirations Key Responsibilities, 2007 Objectives

This Weeks Plan/Activities

Supported by Quadrant 2 Activities

Values Beliefs

Our values influence our beliefs

Our beliefs influence our behaviours

Our behaviours influence our actions

Our actions decide our outcomes

Our outcomes are a measure of our success

How do you decide what’s important?



03/05/23 9


“There’s no such thing as a free lunch”

Consumer Expert after The Hoover Free Flights fiasco in the 90’s


03/05/23 10


Completing your Values Questionnaire

Take sheet 3 and allocate points as follows

• 5 points to the 6 values you hold highest

• 1 point to the 5 values you you hold lowest

• With the remaining 12 values listed on the sheet

Give 4 values 4 points

Give 4 values 3 points

Give 4 values 2 pointsBased on "First Things First" Covey,

Merrill & Merrill

03/05/23 11


Remember these are the things you identified as being important to you


03/05/23 12


All Activities can be classified by importance and urgency

An activity is important if you personally find it valuable, and if it contributes to what you really want from life, your values and your high priority goals. What will it contribute to the ROLES you have listed?


03/05/23 13


An activity is urgent if you or others feel it requires immediate attention


03/05/23 14


CrisisPressing ProblemsDeadline-driven projectsMeetingsPreparation

PreparationPreventionPlanningValues clarificationRelationship buildingEmpowermentRecreation

InterruptionsSome phone callsSome mail, some reportsSome meetingsMany “pressing” mattersMany popular activities

TriviaSome telephone callsTime wasters“Escape” activitiesExcessive TV

URGENT NOT URGENT

IMPORTANT

NOT IMPORTANT

I II

III IVBased on "First Things First" Covey,

Merrill & Merrill

03/05/23 15


StressBurn OutCrisis ManagementFire Fighting


InterruptionsSome phone callsSome mail, some reportsSome meetingsMany “pressing” mattersMany popular activities

TriviaSome telephone callsTime wasters“Escape activitiesExcessive TV

URGENT NOT URGENT

IMPORTANT

NOT IMPORTANT

I II


Merrill & Merrill

03/05/23 16

How Are We Spending Our Time?How Are We Spending Our Time?Creating Time for Quadrant 2 Activities

• Identify and eliminate quadrant 3 and 4 activities

• Review any “quadrant 1” activities – Is it really your quadrant 1?

- How will this support the things that are important to you?

- Do you really have to do this at all?

- What will happen if you don’t do it?

- What effect will it have on your relationship with this person or the organisation if you drop or postpone it?


03/05/23 17


7 Step Planning Process• Remind yourself what is really important

• Review the roles you are expected to fulfil

• Identify the goals/milestones you have set under each role

• Recognise the activities which support these

• Organise weekly by reviewing what’s ahead – quadrant 2

• Exercise integrity in making your choices of activities

• Evaluate your previous weeks activities – learn from your mistakes


03/05/23 18




Short Term FocusCrisis ManagementReputation-Chameleon Goals and plans – Ha Ha Feel victimised, out of controlDifficult Relationships

TriviaSome telephone callsTime wasters“Escape activitiesExcessive TV

URGENT NOT URGENT

IMPORTANT

NOT IMPORTANT

I II


Merrill & Merrill

03/05/23 19




URGENT NOT URGENT

IMPORTANT

NOT IMPORTANT

I II

III IV

Total IrresponsibilityFired from jobsDependant on others for basics


03/05/23 20

Assertiveness - What does it mean to you?

• Standing up for your own rights in such a way that you do not violate another persons rights

• Expressing your needs, wants, opinions feelings and beliefs in direct, honest and appropriate ways



03/05/23 21

The Aim of Assertive Behaviour

The aim of assertive behaviour is to satisfy the needs and wants of both parties involved in any situation



03/05/23 22

Submissiveness - What does it mean to you?

Submissive behaviour would mean: •Failing to stand up for your rights or doing so in such a way that others can disregard them •Expressing your needs, wants, opinions feelings and beliefs in apologetic, diffident or self effacing ways



03/05/23 23

The aim of non-assertion or submissiveness

The aim of non-assertion is to avoid conflict and to please others



03/05/23 24

AGGRESSION - What does it mean to you?AGGRESSIVE BEHAVIOUR would mean:

• STANDING UP FOR YOUR OWN RIGHTS BUT DOING SO IN SUCH A WAY THAT YOU VIOLATE THE RIGHTS OF OTHER PEOPLE

• IGNORING OR DISMISSING THE NEEDS, WANTS AND OPINIONS, FEELINGS OR BELIEFS OF OTHERS

• EXPRESSING YOUR OWN NEEDS, WANTS AND OPINIONS (WHICH MAY BE HONEST OR DISHONEST) IN INAPPROPRIATE WAYS



03/05/23 25

THE AIM OF AGGRESSION

THE AIM OF AGGRESSION IS TO WIN, IF NECESSARY AT THE EXPENSE OF OTHERS !!



03/05/23 26

Assertive “Persuasion”• Relax (as far as possible)

• Have your information ready

• Be sure of your facts

• Calmly state your feelings

• Keep to the point

• Acknowledge the other persons point of view

• Encourage joint solutions where possible

• Go for “Win – Win”

• Summarise the agreement

Don’t Give up too easily


Acknowledge FeelingsListen & QuestionMake positive statements


03/05/23 27

Levels of Empowerment


Level 1

Wait until toldTELLS – Makes decision and announces it

Level 2

Ask for instructionsSELLS – Makes decision and explains it

Level 3

Bring RecommendationsCONSULTS – Gets suggestions

Level 5

Do it & report routinely

Level 4

Do it & Report Immediately

SHARES – Defines limits and delegates

Level 6

Do it EMPOWERS


03/05/23 28

Process for Evaluating Levels of Empowerment

• Determine your confidence in the person/people

• Determine your perception of the situation’s risk

• Determine your perspective on the appropriate level of empowerment and what leadership style is appropriate for the person/people at that level• Plan how to communicate your expectations using that leadership style



03/05/23 29


You now have knowledge & understanding of:

• Where you currently spend your time

• Where other people currently spend your time

• Where you need to spend your time

• Time Management using the Covey 4 Quadrant Tool

• Ridding yourself of the “timewasters”

• The effects of poor Time Management

• Why good Time Management means changing habitsBased on "First Things First" Covey,

Merrill & Merrill

03/05/23 30

CharacterCharacter CompetenceCompetence

A person with high character A person with high character exhibits integrity, maturity and exhibits integrity, maturity and

an Abundance Mentalityan Abundance Mentality

A person with high A person with high competence has knowledge competence has knowledge and ability in a given areaand ability in a given area

TrustworthinessTrustworthiness

TrustTrustBeing Truly Being Truly

EffectiveEffective



03/05/23 31


Knowledge (what to, why to)

Desire (want to)

Skill (how to)

HabitsDeveloping Habits


03/05/23 32

That’s rich

A boat docked in a tiny Mexican village and an American tourist asked the fisherman how long it took him to catch his fish. “Not long” answered the Mexican.

“So why didn’t you stay out longer and catch more?” asked the American.

The Mexican explained his small catch was sufficient to meets his needs and those of his family. The American asked: “But what do you do with the rest of your time?”

“I sleep late, fish a little, play with my children and take a siesta with my wife. In the evenings I go into the village to see my friends, have a few drinks, play the guitar and sing a few songs. I have a full life.”

The American interrupted: “I have an MBA from Harvard and I can help you. You should start by fishing longer everyday. You can then sell the extra fish you catch. “ With the extra revenue, you can buy a bigger boat. With the extra money the larger boat will bring, you can buy a second and a third and so on until you have fleet of trawlers.

“Instead of selling your fish to a middle man, you can negotiate directly with the processing plants and maybe open your own plant.

“You can then leave this village and move to Mexico City, Los Angeles or even New York. From there you can direct your enterprise.”

“How long would that take?” asked the Mexican. “Oh, 20, maybe 25 years,” replied the American.

“And after that?”

“That’s when it gets really interesting,” answered the American. “When your business gets really big, you can sell stocks and make millions.”

“Millions? And then What?”

“After that, you’ll be able to retire, live in a tiny village near the coast, sleep late, play with your children, catch a few fish, take a siesta with your wife and spend your evenings drinking and playing the guitar.” Based on "First Things First" Covey,

Merrill & Merrill

time management (based on "first things first" covey, merrill & merrill)

Documents