A time management story...

How to get the most out of your time by following this simple plan!

Sean FletcherPrincipal Consultant

Agenda

❖ Introduction

❖ The Strategy:❖ Compile the list

❖ Prioritise the list

❖ Plot the list

❖ What's left?

❖ The end - not quite

The story begins...

Introduction

There is nothing worse than feeling that your life is out of control...

Introduction

In particular, it feels like you have no control over your time - every one wants a piece of you, deadlines are fast approaching, and your work/life balance is zip...

Introduction

Truthfully, there is a better way to move forward and become more productive.

Just by implementing one single time management strategy you’ll be guaranteed to make a breakthrough to your every day routine.

Read on...

The Strategy

The first step is simple...

Step One: Compile the List

Compile a list of every thing you believe you need to do...

Tip!

When compiling the list, use what you feel comfortable with:

❖ Whiteboard it;

❖ Craft it on paper;

❖ Brainstorm it on an App;

❖ Use a spreadsheet...

The End Result

My Time

Write Blog

Review Contracts

Project 1

Project 2

Sign Accounts

Strategy Time

Staff Meeting

Review Week

Execute Key Documents

Client Meeting 1

Client Meeting 2

Review Board Agenda

Gardening

Pick up Kids

See Mum and Dad

Dinner With Friends

Update Social Media

Review Emails

Read Journals

Family Dinner Car Service

Pay Bills

Research Family Tree

Re-arrange Lounge P&C Meeting

Go to the Cinema

Free Time?Purchase New Books

Step Two: Prioritise the List

Work out your "High, Medium and Low" Priorities...

How?

Sidebar: What is a Priority!A priority is generally something that is actioned according to its ranking e.g. high, medium or low

A priority consists of two parts:

• Level of urgency• Level of importance

The two parts when multiplied together indicate the level of priority for the matter concerned

The Range

To work out, or set the range for each of the priority levels (high, medium, low) use a 5 x 5 combination or matrix based on the Lickert Scale

Sidebar: The Lickert Scale!Response Corresponding Rating

Strongly agree 5

Agree 4

Neutral (50/50) 3

Disagree 2

Strongly disagree 1

The Lickert Scale is used

to seek feedback on

how a person feels in

response to criteria listed

for assessment

Calculate the 5 x 5 Map1 2 3 4 5

5 5 10 15 20 25

4 4 8 12 16 20

3 3 6 9 12 15

2 2 4 6 8 10

1 1 2 3 4 5

Urgent

Important

The 5x 5 Map is similar in construction to a risk heat

map and looks like this

Set the Range!

Priority Description Range

High (H) Must be done 20 - 25

Medium (M) Should be done 10 - 19

Low (L) Not required to be done 1 - 9

The spread of the numbers listed in the

range for each priority type can be varied to reflect your

particular circumstances

Apply the Range

Remember: a priority is determined by the level of urgency multiplied (x) by the level of importance to achieve its value

Once the value is determined, see if it is high, medium or low by comparing the value to the range for each type of priority

So, if the task Review Draft Contracts had a value of 25 (urgency of 5 x importance of 5), it can be seen that this value falls within the high priority range 20 - 25

This is What it Looks Like Item Urgency Importance Total H,M,L

Review Draft Contracts

5 X 5 25 H

Develop Blog 4 X 5 20 H

Staff Meeting 5 X 5 25 H

Review Week 5 X 3 15 M

Project 1 4 X 5 20 H

Project 2 4 X 5 20 H

Visit Mum & Dad 4 X 5 20 H

Family Dinner 4 X 5 20 H

Gardening 1 X 2 2 L

P&C Meeting 3 X 4 12 M

Sign Accounts 2 X 5 10 M

Review Emails 3 X 3 9 L

Client Meeting 1 4 X 4 16 M

Client Meeting 2 4 X 4 16 M

Item Urgency Importance Total H,M,L

Execute Key Documents

5 X 5 25 H

Review Social Media 2 X 4 8 L

Friend's Dinner 5 X 5 25 H

Go to the Cinema 3 X 4 12 M

Strategy Time 4 X 5 20 H

Review Board Agenda 4 X 5 20 H

Pay Bills 2 X 3 6 L

Re-arrange Loungeroom

1 X 5 5 L

Pickup Kids 4 X 5 20 H

Free Time 4 X 5 20 H

Car Service 1 X 5 5 L

Read Journals 1 X 5 5 L

Review Family Tree 1 X 5 5 L

Purchase New Books 2 X 4 8 L

Step Three: Plot the List

Remove the low priority items from the list...

Tip!

❖ By removing the low priority items, you will substantially reduce your list

❖ Also, low priority items can be a distraction and chew up valuable time and resources

❖ Psst... Some of you were never, ever, going to do the low priority items anyway, so ditch them...

Use a Planner

❖ Place your priorities on a planner

❖ The planner you use is up to you: a week, fortnight, month or year

❖ We find that a fortnightly planner works best

❖ The planner can be a diary, calendar, paper based, electronic and so on

Plot the High Priorities

On the planner, plot when you can do the high priority tasks...

Plot Monday - FridayAllocate the high priorities across each day of the week, fortnight, or month

Break larger tasks down and allocate them across a number of days

Colour coding tasks can provide an overview at a glance

Plot the Medium Priorities

On the same planner, plot when you can do the medium priority tasks...

Tip!

❖ Remember to build in free time in your planner!

The Finished WeekThis method allows short tasks to be undertaken when time allows:• Due to a key task

finishing earlier than anticipated; or

• There has been a change in priorities

Key Tip!Emails should only be accessed no more than three times a day

What to do next...

What's left?

The weekends!

The weekends are yours to:

• Relax• Go out• See friends• Chill with the family• Read a book• Watch TV...

About the Author• Sean Fletcher is the Principal

Consultant at Strategic Teams based in Perth, Western Australia

• He is also a training consultant with WALGA and a former local government CEO

• Sean holds qualifications in management, and regional development. He is also a member of the LGMA.

What to do next...

The end!Well not quite...

Visit us at: Strategic Teams

Review these resources:

Andrew Jensen: When is the best time to conduct important business

Businessballs: time management techniques and systems

Images in this presentation are courtesy of:• iosphere @ freedigitalphotos.net (slides 2-8, 10-12, 16, 18-20, 26)• nongpimmy @ freedigitalphotos.net (slide 23)• photostock @ freedigitalphotos.net (slide 21)• Stuart Miles @ freedigitalphotos.net (slide 24)