MET+Time+Management+Lecture+1+2011+ +Handouts

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Time Management

November 1st 2011

Judith [email protected]


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Aims

By the end of the two sessions you will be able

to.

recognise common issues and problems and

know how to overcome them

know how YOU can improve in this area


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Todays Agenda

Introduction

Exploring time management

Benefits of better time management

Different types of activity

Diagnostic tools

Please feel free to ask questions at any time.


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Top 10 most important skills and capabilities

when recruiting new graduates

Capability Importance Rank Rating

Communication Skills 1 86%

Team working Skills 2 85%

Integrity 3 83%

Intellectual Ability 4 81%

Confidence 5 80%

Character / personality 6 75%

Planning & Organisational Skills 7 74%

Literacy 8 71%Numeracy 9 68%

Analysis & Decision Making Skills 10 67%

CIHE: Graduate Employability


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Top 10 capabilities employers are most

satisfied with

Capability Importance Rank Satisfaction Rank

IT Skills 14 1

A postgraduate qualification 33 2

Good Degree Classification 15 3

Qualification from an Institution with a

good reputation

26 4

Intellectual Ability 4 5

Character / personality 6 6

Team working skills 2 7Relevant course of study 20 8

Integrity 3 9

Cultural fit with your company 19 10



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Largest importance-satisfaction gaps in

capabilities of new graduates

Capability Importance

Rank

Satisfaction

Rank

Gap

CommercialAwareness 13 33 -20

Analysis and Decision Making

Skills

10 26 -16

Communication Skills 1 16 -15

Literacy 8 23 -15

Passion 12 25 -13

Relevant work experience 17 30 -13

Planning & organisational skills 7 17 -10

Confidence 5 13 -8

Personal Development Skills 21 28 -7



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LEVEL Management Leadership

Individual yOrganisationy

PresentationyPrioritisation

yTask / Time management

Personal Developmenty

Where am I now?yWhere am I going?yHow do I get there?What are my goals? Are they SMART?

Team yCommunicationyTask Definition, objectivesetting, milestones etc.yProcess how to achieve above.yRoles / ResponsibilitiesyNegotiation

yCommunicationyTeam BuildingyPerformanceyTeam Values / Way of workingyConflict resolution

ManagerialFor those with LineManagement

responsibility

yCommunicationyMotivation / EmpowermentyDelegationyDeveloping PeopleyHolding People AccountableyStructure / SystemsyNegotiation

yCommunicationyCulture / Learning EnvironmentyOrganisational Fit / ContextyPlanningyPerformance

Organisation

For those withresponsibility for asection/ department/division/

organisation

yCommunication

yStructures/ Processes / SystemsyHuman Resource ManagementyInfrastructure / facilities ManagementyFinancial ManagementyInternal Alignment e.g. 7S FrameworkyStakeholder ManagementyNegotiation

yCommunication

yMission / Vision / PurposeyStrategyyMaking Sense of the outsideyCulture / ValuesyDeveloping the organisationyPlanning / PerformanceyRelationship Development

A

dapted from Shawcross 2010


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Time Management The Facts!

There are no simple answers its a complex issue.

There are no one size fits all solutions - you have to

find the recipe that works for you from a menu of tools

and techniques.

There are some key questions....by asking these

questions it will help you find your answer?

Its a skill for life ongoing review and maintenance

essential

Effective time management will help to make you

successful


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Time and Success

Being successful doesnt make you

manage your time well.


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Time Management

What does it mean for you?

Getting organised

Protecting your time

Setting clear goals and plans

Prioritising

Beating bad time habits

Doing two or more things at once

Going with the flow Getting my assignments done before the deadline

Able to complete project reports and still get to lectures

Still having weekends and evenings for fun!


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Time Can it be managed?

Time stops for no-one it is an unmanageablecontinuous resource

You cannot borrow time

You cannot hoard time

You cannot work and earn more of it

You do get the choice of how you use time.

What you achieve during a certain time is a

direct measure of how wisely you invest it.

You can only invest your time once!


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Time Management - a definition

The management of our own activities, to make

sure that they are accomplished within the

available or allocated time


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Effective Self Management

undertaking tasks, activities and responsibilities

that provide a high return for you and your

department

investing time doing the right thing, in an

effective and efficient wayat the right time

and for the right length of time.


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Effective Self Managers.

Concentrate on high return activities

Exercise self discipline - stay focussed on a task

until complete

Plan their work

Get started

Strive for results ..not perfection

Stay positive solve problems

Consistently strive to improve


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To be effective ask the following

1. Am I doing the right activities?

2. Am I doing them at the right time?

3. Am I spending the right length time on them?

4. Am I doing these activities in an effective andefficient way?

If the answer is no to any of the above then ask

Why?

What is stopping me doing the above?


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Time Management Complexity


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http://www.thetimeparadox.com

Surveys:

Take the Zimbardo Time

Perspective Inventory (ZTPI) toget an idea of your scores in

the different time perspectives.

You can also take theTranscendental - future Time

Perspective Inventory (TTPI)

Find out your perspectives on time and how

they might influence your behaviour.


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Different types of activities

Answering the phone

Solving an immediate problem

Responding to Email

Writing up an assignment

Reading key texts


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Differentiating activities in terms of

Importance vs. Urgency

Eisenhower Principle:

What is important is seldom

urgent and what is urgent is

seldom important.

Eisenhower Matrix or

Urgent vs. Important MatrixIntroduced by Dr Stephen Covey


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Urgent vs. Importance Matrix

High Return

Activities

Critical

Activities

Distractions Interruptions

UrgencyLow High

Low

High

Importance


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Critical Activities

1. Ones that you have

left to the last minute

To Avoid.............

Plan Ahead

Avoid Procrastination

2. Ones that you

couldnt foresee

To Cope with...........

Leave time in your

schedule

Reschedule otheractivities


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Non important activities

Interruptions

Say No

Arrange a time

Encourage them tosolve their own

problem

Distractions

Avoid if you can

Turn them off

Set aside time to dothese when youve

finished your

important task.

Stop you achieving your goals and completing your work


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High Return Activities

Schedule uninterrupted time to achieve these.

Consider this time as important as meetings with

your course director

Ensure you reserve sufficient time to do these so

that they do not become Critical

THESE ARE THE ACTIVITIES THAT WILLENABLE YOU TO ACHIEVE YOUR GOALS


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To be effective ask the following

1. Am I doing the right activities?

2. Am I doing them at the right time?

3. Am I spending the right length time on them?

4. Am I doing these activities in an effective andefficient way?

If the answer is no to any of the above then ask

Why?

What is stopping me doing the above?


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Q1. Are you doing the right activities?

What activities are the most important for you?

What activities do I need to do to successfully

complete MET 1?

What are your goals? Next 9 months, this

month, this week, today!

Are they written down?

Are they SMART?


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SMARTGoals

S = Specific What is to be achieved?

M = Measurable How will I know when

Ive got there?

A = Achievable Is this possible? R = Realistic Have I got the resources

to achieve this?

T = Timed When am I going to

achieve this by?


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A1. Yes if they help you achieve your

goals

Clearly define what you want to achieve

Set your self goals monthly, weekly, daily

Monitor your progress against the plan

Review and update plan regularly

PLANS ARE USELESS BUT PLANNING IS ESSENTIALUS President Dwight Eisenhower


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GOALS

To complete the

Design Project by

June 2012

To achieve a1st

class award in my

degree

Milestones

1.

2.

3.

High

Return

Activities

Longer Term Short Term


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Tools & Techniques to be applied!

1. What are my goals for long term (post MET),

medium term (MET2a), short term

(Michaelmas Term)?

2. How am I spending my time?


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How am I spending my time?

Take a week (at least 3 days) and actually record how

you spend your time in 15 minute chunks using the

Activity Log provided or use toggle.com

Activities could include: Reading to support module, responding to

email, answering telephone calls, planning and organising, tea/coffeebreak, writing assignments, chatting with fellow students, lunch, facebook /

twitter, attending seminars/talks, college events, exercise.............

Analyse this carefully

- what activities should you eliminate, reduce?

- what activities do you need to do more of?


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Effective Self Management

undertaking tasks, activities

and responsibilities that

provide a high return for you

and your department

investing time doing the right

thing, in an effective andefficient wayat the right

time and for the right length

of time.

Urgent vs. Importance Matrix

High ReturnActivities CriticalActivities

Distractions Interruptions

UrgencyLow High

Low

High

Importance

Define your goals

and

write them down


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Managing your time is aboutworking smarter

not

working harder.

Thank you for listening

Managing your time well

will make you successful


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References

Stephen R Covey, The Seven Habits of Highly Effective People

Eat That Frog. 21 Great Ways to Stop Procrastinating and Get More

Done in Less Time (Paperback) by Brian Tracy

The Time Paradox, Using the new Psychology of Time to your

advantage (Paperback) by Philip Zimbardo and John Boyd, RiderBooks, 2008

Graduate Employability: What do Employers think and want? By Will

Archer and Jess Davison, CIHE, 2008

Developing competencies to take emerging technologies to market,

Shawcross 2010,http://www.ifm.eng.cam.ac.uk/ctm/publications/practitioners/


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Resources

Mike Clayton, 2011, Brilliant Time Management, What

most productive people know, do and say, Pearson

Michael Heppell, 2011, How to Save an hour every day,

Prentice Hall Life Jurgen Wolfe, 2010, Focus: Use the Power of Targetted

Thinking to Get More Done, Prentice Hall Business

Give Me Time, 2006, The Mind Gym, CIPD

DavidA

llen, 2001, Getting Things Done How toachieve Stress-free Productivity, Piatkus

Brian Tracy, 2004, Eat that Frog! Get more of the

important things done, Today!, Mobius


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Resources

Toggl.com Free Time Tracking Software

Learning Commons Resources http://www.ucalgary.ca/VPA/newfacres/teaching_resources/timemanage.htm

Time Tabulator http://www.getmoredone.com/index.html

Study Guides and Strategies http://www.studygs.net/schedule/

Mind Tools - Time Management

http://www.mindtools.com/ "Time Management" by Randy Pausch, November 2007

http://video.google.com/videoplay?docid=-5784740380335567758

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