Time-Management

Whatdoyouconsiderwhencreatingyourdailyworkschedule?FOURkeywordstoconsiderwhencreatingyourdailyschedule:Whatdoyouconsiderwhencreatingyourdailyworkschedule?Wecannotmanagetime,butwecanmanageoureffectiveness&efficiencywhencompletingtasks.Balancingwork&energy•Managementof:–Yourself(yourpriorities)–Others(helpingpeople)–Goals(achievingresults)–Time(usingiteffectively)BenefitsofGoodTimeManagement•Lessstress(betterhealth)•Moreenergy(worksmarter)•Higherefficiency(performance)•Bettereffectiveness(quality)•?(onemore)Effectivenessvs.Efficiency:Whatistherelationship?Doingthingsright!Doingtherightthings!RelationshipofEfforts&BenefitsTimeissimilartoachain!How?Timeisachainof…TheTMtoolsare…TasksoreventsTaskPrioritizationTableExecutionsTMGridTimeclassificationsTimeLogsOne’sdecisionsSelf-managementSkillsTheKEYissettingdailySMARTgoals.SSpecificMMeasurableAAttainableRRealisticTTimelySettingSMARTgoalsistheheartofTM!PlanningversusSchedulingWhichismoreimportantforgoodTM?Why?Planningisidentifyingallactivitiesnecessarytocompleteaprojectormakingalistoftaskstocompleteatworkorinlife(“To-Do-List”).Schedulingisdeterminingtheorderofeachtasktobecompletedbasedonpriority.Also,schedulingisknowingthestartandfinishtime(timeduration)foreachtasktobefinished(TaskPrioritizationTable).ToDoList1)Meetingwithclient2)Monthlysalesreport3)ConferencecallwithGlobal4)PhonecallstoincreasesalesMonday–2015/04/16DaystoDeadlineWorkEffort(hrs.)QualityStandardImport-anceHelpRequiredWritereport74HighMediumNoDeliverPresentation23MediumHighYesMeetingprep.10.5LowLowNoTaskPrioritizationTableWhichTMtoolisbetter:“ToDoList”orTaskPrioritizationTable?Why?•Procrastination:Delayingthedoing(takingaction)ofsomethingpurposefullyandhabitually•Askyourself:WhyamIdelayingthisaction?•PROCRASTINATIONistheworld’s#1timewasterActiononPurposeTimeManagementGridQuadrant-1Actions–areimportantandurgent,thusdoneunderthepressureofdeadlinesQuadrant-2Actions–areimportantactivitiesdonewithoutthepressureoftightdeadlinesQuadrant-3Actions–areunimportantactivitiestoyoubuturgentforfriendsorcolleaguesQuadrant-4Actions–aretimewastersandhaveNOrelevancetoyourworkscheduleorjobUrgentNOTUrgentImportantNOTImportantUrgentNotUrgentNotImportantImportantQuadrant-IQuadrant-IIIQuadrant-IIQuadrant-IVTimeManagementGrida)ActiononDistractionb)ActiononReactionc)ActiononPurposed)ActiononImpulse1)Doctor2)Magician3)Policeofficer4)FirefighterMatchthetermsbelowtothe4-quadrants!Matchthetermsbelowtothe4-quadrants!TimeManagementGridQuadrant-IQuadrant-IIQuadrant-IIIQuadrant-IVUrgentNOTUrgentImportantNOTImportantCompleteyourTMGridfortoday.Writeapercentageasofthisminute(100%).Quadrant-IQuadrant-IIQuadrant-IIIQuadrant-IVTimeManagementGridQuadrant-IQuadrant-IIQuadrant-IIIQuadrant-IVUrgentNOTUrgentImportantNOTImportantPoliceUrgentNOTUrgentImportant1(firefighting)2(goodplanning)NOTImportant3(interruptions&helpingothers)4(killingtime)HowmuchofyourworkisdoneinQuadrant-2?WhyisyourworkgettingdoneinQuadrant-1?Whyareyoufirefighting(Quadrant-1)?NoscheduleProcrastinationImpulsivebehaviorNotsettingSMARTgoalsUnfocusedeffort(80-20rule)Worksmarter,NOTharder!Doingthingsright!Doingtherightthings!Howareyouwastingtime?Disorganization(e.g.filemanagement)Perfectionist(balanceeffectiveness&efficiency)IndecisionduetouncertaintyPoorcommunicationskillsDelaysduetomissinginformationMismanagedmeetingsLackofself-managementNOTE:Effectivenessvs.Efficiency!DrawthelinegraphforStressvs.Performance!Pleasedrawyourlinegraph.Whycan’tyousayNOtoothers?Say“No”politely–it’sunfortunate…SuggestanotherpersontohelpExplainyourreasonswithemotionShowempathy(concern)butbequickExpressyourworkisurgenttooStateyourscheduleistightStayedfocusedonyourworkresponsibilities!Whycan’tyousayNOtoothers?Let’spracticethisskill.But,neversaythatyouarebusy!IwouldliketohelpbutIhaveanissuedemandingurgentattention.Sorry,Icannotstopdoingmyworkatthistime.Didyouask…or…Iamafraidthatmyworkloadistooheavythesedays,soImust…Unfortunately,Icannotmoveawayfrommyworkresponsibilities.IamsorrytotellyouthatIhavetimenotimeavailabletodayas…ItisimpossibleasmydeadlineisapproachingquicklyandIneed...Iwouldliketogiveyousupport,howeverIhaveatightdeadlinetomeetandIamalsoinneedofhelp.SoIamafraidthatyoushould...WorkINPUTS&OUTPUTSareimbalanced•Rememberonly20%ofaperson'seffort(input)generates80%ofthatperson'sresults(output)•Keepfocusedatleast80%ofyourtimeas20%ofyourworkiscompleteddemanding:HighQuality&TightDeadlinesWhatchangescanyoumaketomorrow?TimeManagementProcess1)Prioritizeyourworkload(urgent&important)2)SetSMARTgoalsforeachtaskonyourlist3)Decideastart&stoptimeforeverytask4)UseTimeManagementTools(dailyusage)5)Knowyourself(learnhowyouwastetime)6)Understandwhereyourtimegoes(timelogs)TimeLogTIMETasksSchedul-edInterrupt-edUrgentImport-antJobRelatedOthersInvolved9:30-9:45PreparationforworkYesNoNoYesYesNo9:45-10amReplytoemails(customers&colleagues)YesNoYesNoYesNo10am-10:15Discussionwithcolleaguesaboutcustomer-relatedissuesduetoreceivingemailNoNoYesYesYesITandPMcolleagues10:15-10:30Repeatedstep(sameaspriortimeperiod)NoNoYesYesYesS