An Introduction into Time Management (New_Updated Version 29112013)

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TIME MANAGEMENTAN INTRODUCTION

DOCUMENT AUTHOR: MARK JONESHEAD OF LEARNING AND DEVELOPMENTMEETINGZONE GROUP LTD.

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“If you are what you repeatedly do. Excellence then, is not an act but, a

habit”QUOTE BY: ARISTOTLE

QUOTE BY: ASHLEY BRILLIANT

“I try to take one day at a time but sometimes several attack me all at once”


TIME MANAGEMENT AGENDA

THEORY• The “Mind Like Water” Simile (Under Reaction / Over Reaction)• Emotional Mastery – Focus on being productive and the outcome• Work and Time Management – what are your definitions?

- How do they compare with mine *Perception and discipline are

essential to mastering your time and work ethic”• Question and Answers Section (Typical Day Arrivals)• Question and Answers Section (Typical Day Departures)• A New Routine for a New Reality – 20 Ways to Get More Time


OBJECTIVE / OUTCOMES SECTION• An understanding of your mind-set and the tools to help change it

• To provide you with 20 actions that can enhance your ability to achieve more in a working day

• To provide you with 5 simple questions that evaluate how your time is allocated

• Techniques to increase Motivation and Drive

• Develop a success formula for action, mastering the art of getting things done.


What is your desired outcome? what is the reason for your feeling the need to attend a

program of learning such as this?

WORK ETHICS


WHAT IS YOUR DEFINITION OF?WORK (PROJECT MANAGEMENT)Work in project management is the amount of effort applied to produce a deliverable or to accomplish a task.

TIME MANAGEMENTTime management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity.


MINDSET IS EVERYTHINGEMOTIONAL MASTERY?


‘MIND LIKE WATER’


‘PRODUCTIVE STATE OF MIND’ ON DEMAND

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‘PRODUCTIVE STATE OF MIND’ ON DEMAND

Emotional Mastery• What is my emotional state right now? Focussed, Bored,

Stressed • Why am I in this emotional state ? How did I get here? What is /

was the cause?• What state do I want to be in? • How can I change it? Break current state – focus on new state• How do I break states? Step away, make a drink alter your self-

talk• Focus on the outcome and the steps needed to achieve it? Pre-

frame. • Return your conscious and subconscious attention to the task at

hand. • Focus on the feelings and emotions of the task, once completed


TYPICAL DAY – DAWN TO DUSK (PART 1 OF 2)ARRIVAL AT WORK

• What is your thought process?

• What do you do first?• What do you begin with first

once you have logged on to your terminal» Telephone calls» Emails

• What planning do you do?• How do you prioritize your

workload from day to day?• Where and how do you store

that information?

ArrivalsTask ID ArrivalDescription Departure

MZ AT01 TELEPHONE CALLS 09:00 09:10 MZ AT02 CATEGORISE EMAILS 09:10 09:50 MZ AT03 ADMINISTRATION 09:50 11:50 MZ AT04 TAKE A BREAK 11:50 12:00 MZ AT05 PROPOSAL 12:00 13:00 MZ AT06 TAKE A LUNCH BREAK 13:00 14:00 MZ AT07 RETURN TO PROPOSAL 14:00 15:10 MZ AT08 TAKE A BREAK 15:10 15:20MZ an abbreviation for the company name MeetingZoneAT an abbreviation meaning Arrival Task


TYPICAL DAY – DAWN TO DUSK (PART 2 OF 2)DEPARTURE OF WORK

• As you approach 4.30pm what are you thinking?

• What actions do you perform?

• Do you take your work home with you?

• Do you plan and or prepare anything for the next day?

DeparturesTask ID ArrivalDescription Departure

MZ DT01 TELEPHONE CALLS 15:20 15:50 MZ DT02 MORE EMAILS 15:55 16:20 MZ DT03 MORE ADMIN 16:20 16:50 MZ DT04 TAKE A BREAK 16:50 17:00 MZ D005 DAY DREAM 17:00 17:03 MZ DT06 WASTE TIME TALKING 17:03 17:12 MZ DT07 SHUT DOWN 17:12 17:18 MZ DT08 PACK UP AND GO 17:18 17:30DT an abbreviation meaning Departure Task

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MORE THAN 20 WAYS To Create More Time


THE 5 STAGES OF WORK FLOW MANAGEMENT

• Physical• Paper based• Electronic• Voice• Email

• Ask yourself the questions about each item

• Execute the process• Ref: decision tree model

• Organise all items into lists• Gather all of the

incompletes• Set reminders• Celebrate and reward when

completing a task

STEP 1.COLLECT

STEP 2.PROCESS

STEP 3.ORGANISE


5 QUESTION’S - TIME ASSESSMENT•How often do you think about what is important to you?

- Every day, - On Weekends or - Hardly Ever.

•During a typical day, do you? - Do what you plan to do, - Follow an imposed routine that gets in the way of your plans, or - respond impulsively to what demands arise.

•During a typical day, do you feel? - In control, - Pressured to meet unreasonable demands, or - Helplessly pushed from one activity to the next.


•At the end of the day have you? - Accomplished the important things that you needed to, - Finished the necessary work perhaps poorly or do you feel that you- Had no time for what really matters.

•How do you usually feel at the end of the working day? - Satisfied and fulfilled, - Empty, tired and tense, - Frustrated or - A combination of all 3 responses.

5 QUESTION'S - TIME ASSESSMENT


FEELING AND FEARING CHANGE


TAKING CONTROL OF YOUR BUSINESS TIME

In order to make time for what matters, we need to know and ask:

• What action items need to be completed, what matters?• In what order do they need to be done?• The impact of what might happen if they are not done?• Plan who, where, when, why, what, how and how long will it take and

remember to build in a buffer?• What resources are involved, is this me or a n other(s)?• Ask yourself can this task be delegated, if so, to whom and when?

- If you delegate, please … remember to follow up?

• Remember to communicate, communicate, communicate?


GET CLEAR ON ALL THAT YOU DO?Clarity is the ultimate key to success…


HOW CAN ANALYSIS HELP YOU

Some tasks may be relatively unimportant but are necessary nevertheless


ORGANISERS – ELECTRONIC (NON)

Do they or don’t they save time?


20 WAYS TO CREATE MORE TIME

KEEP A DAILY TO-DO LIST• Number items according to the

order in which you will handle them. • Where necessary indicate items

that you are worth spending more time on.

• Check of each item when it is completed.

• Carry over unfinished items to tomorrows list.

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SYNCHRONISE YOUR CALENDARDon’t risk missing an appointment because it is only in your other calendar. If you have a calendar in your computer and another in your handheld device, see if you can synchronise the two. (iPad, iPhone, Tablet, PDA).



WRITE AN ACTION PLANWhen writing an Action Plan, ensure that that it consists of all the steps involved in a project and put these items into a proper sequence with dates, times, durations and resources.Where necessary reference, methodologies, techniques, models and approaches.




4 GENERALLY, SCHEDULE YOUR MOST IMPORTANT TASKS FIRST (Efficiency)The rule of thumb on this particular item is that it will be easier to find time for the less important ones.


SET LONG TERM CAREER GOALS OVER WHICH YOU HAVE A LARGE DEGREE OF CONTROL.You have more control increasing your skill at a certain job ever becoming president of your company.


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ACKNOWLEDGE THAT YOU WILL NOT HAVE TIME FOR EVERYTHING.Above all else you must acknowledge to yourself, that throughout any given day of the working week you will not have the time to achieve everything item you set out to do. Acknowledging this one simple fact will help you in many ways, most of all mentally


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KEEP A TIME LOGKeeping a time log of everything that you do over a period of several weeks will help you in more ways than one.


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SCHEDULE LESS THROUGHOUT YOUR DAY DON’T SET TO HIGH EXPECTATIONS


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MINIMIZE THE NUMBER OF INTERRUPTIONS YOU EXPERIENCE THROUGHOUT YOUR DAY.


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IMPORTANT WORKSchedule the most challenging work for the time of day when you are most energetic and alert.Consciously aware and feeling sharp, focussed, in a heightened mental state .


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DO THE MOST UNPLEASANT TASKS IN YOUR WORKING DAY AS SOON AS POSSIBLE.


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ALLOW TIME FOR THE UNEXPECTED


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USE TRANSITION TIME TO BEST EFFECTUse every opportunity throughout your day when you are not doing a work related task to best effect.


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APPLY (PARETOs 80/20 RULE OF THUMB)Also called known as the law of the vital few and the principle of factor sparsity.


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WHEN YOU FEEL OVERWHELMED WITH WORK PERFORM VISUAL TRANSFERENCE.


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ADVISE YOURSELF AND OTHERS TO TAKE A BREAKPeriodically take time to recharge your batteries (relax and clear your mind).


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THINK STRATEGIES When in attempting to resolve a particular issue or problem interrogate it, challenge it.


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DON’T BE A PERFECTIONISTPerfection is an unobtainable, as it relates to a state of completeness and flawlessness and is in many respects always relative to the person that seeks it. (Perception)


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WORK LIKE A PROFESSIONALTry to sustain your focus every day in order to develop the processes and techniques that make your job easy and effortless.


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BE FLEXIBLEUnderstand and appreciated that throughout your day you may need to alter postpone and or make adjustments to your proposed schedule.

THIS IS PERFECTLY NORMALDON’T FRET ABOUT IT

AND RENOGOTIATE


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Q&A


Final thought:20 WAYS TO CREATE MORE TIME

QUOTE BY:Sir Winston Churchill

What ever you choose to do with your time. Remember success is not just about what you

accomplish in your life, its about what you inspire others to do

An Introduction into Time Management (New_Updated Version 29112013)

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Transcript of An Introduction into Time Management (New_Updated Version 29112013)