www.goodfoot.co.uk managing your time. managing your time prioritisation agree kras with...
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www.goodfoot.co.uk
Managing your Time
Prioritisation
Agree KRAs with management
Agree priorities of KRAs
Objectives
Goals
KRAs
www.goodfoot.co.uk
Managing your Time
Big rocks first?
list roles at work & home
I D important tasks for the
next month
diary the tasks
stick to the schedule
one diary only
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Managing your Time
Diary and filing
diary all tasks
over 20 minutes
consider A time
RAFT
all documents
future file
time for
email / phone
keep a
Day Book
prioritise
with urgence /
importance
plan tomorrow
today
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Managing your Time
5-Step planning
1. Planned important2. Unplanned important3. Admin’4. Networking5. Thinking (planning)
Log your time
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Managing your Time
Planning
Spending timeplanning time
saves time
Doing without planning
Doing after planningPlanning
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Managing your Time
Breakdowns in planningRecruit a
Person
Produce
Shortlist Advertise
Prepare Job
descriptionInterview Appoint
Create Ad Place AdObtain Quotes
PC
Filing Cabinet
Furniture
Recruit in Job
Desk & Chair
Recruit
Task Breakdown
CommunicationBreakdown
DeliverableBreakdown
Resource Responsibility
Matrix
PM
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Managing your Time
Estimating
2*Opt +Real + 4*Pess
7
Be aware of our own optimism Imagine that things could go wrong
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Managing your Time
Managing expectations 1
Opinion can beat facts unless you show what is involved
Scope / Time / Resource
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Managing your Time
Managing expectations 2
Quick Fix
Robust
QA
If people want to dump problems. they have to be told that if they push for
unrealistic solutions they will have more problems than they have now
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Managing your Time
Progress monitoring
1. What has been done? show me2. What is left to do?3. What problems do you anticipate?4. What are you/I going to do to stop those problems?
How is it going?
Don’t ask:
Do ask:
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Managing your Time
Focus on quadrant 2
Urgent Not Urgent
Important 1 2
Not Important
4 3
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Managing your Time
Negotiating importance
What do you want me NOT to do Yes, this is the price Ask when & promise later Ask what & promise less Who is it for and what will
happen if it is not done? Why me, what skill do I have? What is critical in this? Does it have to be 100% perfect? Sure, this is what I am going to
leave out
If I do this will you help me to do ...
Thanks for calling me, I was just about to ask you to help me with ...
Get them to do something to help you do the thing they want
I’ll do what I can, can you chase me on Friday.
I suggest a quick fix Could you explain the process to
me? Let me get some options
together for you
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Managing your Time
How to say NO
I understand (pause, not BUT) currently (state facts) therefore (difficult / impossible) I suggest (give 2/3 options) your choice?
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Managing your Time
Time wasters: meetings
have an agenda WITH time targets
attend for key topics take work with you smaller meetings have an agreed
process (eg problem, options, recommendation, risks, next steps)
delegate / rota split topics into further
smaller meetings keep asking for the
‘main point’ keep asking ‘what
decision’ get information in
another form schedule a finish time
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Managing your Time
Set a clear scopeTimed agenda points / stagger attendance
Focus on output not input
Clear minutes and actions
Set deliverables not tasks
Consider a DM process
Analysis outside, evaluation inside
Rotate the Chair
Tips for meetings
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Managing your Time
Time wasters: telephone
state time up front ask for background,
key points and decision
split the workload change voice-mail
daily
take calls at certain times
call in blocks set up a call rota schedule a call
back time
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Managing your Time
Time wasters: email
schedule time for reading, don’t react
ask for actions up front
no-scroll inbox set up a folder for
later reading use a future file’
Get taken off lists Use the filter RAFT all mail promptly Set out of office for an
extra day
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Managing your Time
Time wasters: interruptions
stand up tell them how much
time you have set up a scheduled call walk them to
somewhere else set a time for further
chat be honest
Have clinic times Don’t have a chair
nearby Move your seat to
avoid eye line FAQ sheet What do you
suggest?
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Managing your Time
Time wasters: documents
scan read to actions section
schedule reading time get removed from
circulation lists see who it is from ask sender for more
information
scan and schedule detailed analysis for later
remove documents from sight (file)
press for 1side A4 central store for
common documents
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Managing your Time
General tips separate urgent from important
make & keep promises to others
before spending a lot of time on something, figure out what would happen if it wasn’t done
find somewhere inaccessible to work
keep a time log
ask the person asking you to do something to do something to help you do the something for them
stand up whilst answering
don’t do things to perfection
look after yourself physically
book appointments with yourself
use new technology
cut out things that would not be missed
have stand up meetings
have smaller meetings
ask others how you waste their time
carry a notebook with you
focus on PRODUCTIVITY not ACTIVITY
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Managing your Time
General tips
at the start of a conversation, ask what time it will finish
start the day with unpleasant tasks
work at home for an hour and come in later
arrange your time into chunks
choose unusual start times for meetings
send someone else to meetings
identify repeating crises and work out a routine
make sure the kit works
file daily
keep an ideas list
make time to review
work out the type of work you are best at certain times of day
make a list at the end of the day for the next day
do not use a PENDING tray: either ACT, FILE, or TRASH
motivate yourself by using jobs you like as a reward