Simplify your work
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Transcript of Simplify your work
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Simplify Your WorkTime Management for Work Success
Defining Time
Management
• Effective• Organized• Productive• Less Stressed• Happier
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Time Management at Work
1. Uninterrupted Downtime
2. Uninterrupted Working
3. Doing Planned Tasks4. Dealing with
Interruptions5. Operating in Crisis
Mode
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Develop Personal Time Awareness
• Categorize your activities
• Count up your total
THEN
• Make the changes you need to in order to:
spend more time in the positive categoriesspend less time in the negative categories
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Time Management Styles
1.Procrastinator2.Pleaser3.Loafer4.Prioritizer
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ProcrastinatorDefinition
• Thrives on pressure
• Focuses on urgent matters – no control over your time.
• Postpones tasks
Causes
• Laziness• Anxiety about
tasks• Fear of failing• Perfectionism• Boredom• Avoid tasks you
dislike/find difficult
• Inability to prioritize
• Unsure of what’s required
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ProcrastinatorEffects
• Not meeting deadlines
• Operate in crisis mode
• Mediocre ouput• Guilt, stress,
panic• Dissatisfied
colleagues, clients and supervisors
Overcome this Habit
• Recognize this habit
• Set standards and goals
• Get organized• Practise the ‘10-
minute rule’• Break down the
tasks• Tackle difficult
tasks first• One thing at a
time• Reward yourself• Ensure you have
the right resources
• When stuck, don’t stop
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PleaserDefinition
• Hard time saying ‘No’.
• Likes to please others.
• Important that others like you.
• Spends too much time on activities that are important to others, but not to you
Causes
• Fear rejection
• Seek acceptance
• Poor self esteem
• Personal values
• Uncertain how to assert yourself
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PleaserEffects
• Others disrespect and take advantage of you
• Struggle to finish own tasks
• Mediocre output
• Feel devalued and drained (‘doormat’)
• Panic, guilt, stress
• Dissatisfied supervisors
Overcome this Habit
• Learn to say NO!
(benefit = self respect)• Avoid
interruptions• Stick to your
work plan• Don’t over
commit
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LoaferDefinition
• Loves everything in excess, especially non-work related activities
• e.g. personal calls at work,social networking, play computer games, and interrupt others
• Work is the last thing on your mind
Causes
• ‘Peter Pan syndrome’
• Lack of gaols/direction
• Lack of interest in work/career
• Avoid taking responsibility
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LoaferEffects
• Not meeting deadlines
• Frequently late• Operates in crisis
mode• Mediocre output• Guilt, stress,
panic• Dissatisfaction &
distrust from supervisors, colleagues and customers
Overcome this Habit
• Set goals• Stick to work
plan• Take
responsibility• Reward
yourself• Avoid
interruptions• Limit personal
calls and emails at work
• Limit social networking
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Prioritizer• Focuses on important things• Plans & organizes well• Remains in control & focused
on work• Prioritizes well - make sure
urgent things are done first• Staying balanced is important
Most desirable time management style with positive and effective outcomes – delivers high standard outcomes and performance levels
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Identify Focus Breaking Habits
Poor planningManage by crisis onlyFailure to prioritizeUnclear objectivesUnorganized (incl. misplacing / losing items)Lack self disciplineAttempting to do too much (over-commitment)Respond to triviaGetting lost in detailsSurf the net & read e-mails frequentlyUnnecessary paperwork & reading
Fail to listen properlyRe-do work due to own errorsIndecisionFail to anticipate changesAllow interruptions /distractionsKeep others out of workOver-socializingMake personal callsWant to be perfectOver control & lack of delegationUnwilling to say “No”Unproductive/ unnecessary meetingsLack competence
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Steps to Form New Habits
1.Dealing with one troublesome habit at a time e.g. “Attempting to do too much”
2.Understand the consequences of the bad habit e.g. “Attempting to do too much destroys my focus, because I spread myself too thin and then I don’t complete anything properly”
3.Re-write this negative habit as a positive habit e.g. “I never attempt too much”
4.Put it on your daily action list and practice it everyday for 21 days
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Steps to Form New Habits
5. Once you’ve mastered one, pick another one of the list6. Practice control each one7. Don’t try control all of your focus breakers at once8. Work on them one by one throughout the year
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How to Save Time
Plan your time and activities Use ‘waiting time’ productivelyCombine activitiesLeverage your mind (take notes)When a person interrupts you …Limit interrupting othersDo not multi-task
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Tools to Help Organize and Prioritize
•Day planner•Week planner•Month planner•Year planner•Plan for tasks and projects•Proper filing system
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Organizing your Daily Planner
1 Urgent and Important
Must be done first
These activities must be done first, because if they’re not, the consequences of not doing them are serious
2 Important, but not urgent
Must be done before end of day
Also important to your work success, but since they’re not urgent, they are often put off
3 Urgent, but not important for work success
Desirable to do sometime during the day
Should have a low priority, but since they have an urgency about time, often get preference.Should not get priority over 1 and 2
4 Can wait Can be post-poned, or even cancelled
Do not contribute to your work success and with getting the work done, but are enjoyable. Not before 1,2,3 items are done
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Establish Routines & Procedures
Create a block time during non-prime hours for paper work
•Schedule this in your planner and stick to itoHandle items in your in-basket only once
•Sort & handle items according to urgency•Highlight important aspects•Attach relevant files / info
oReading & answering e-mails•Set a limit of one hour a day for this task and stick to it
oSort incoming e-mail•by subject, key word, or author•so you can process related mail together
oTake the time you need to do a quality job•Doing work right the first time, may take more time upfront, but errors usually result in more time spent on making corrections
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Example to Plan for Projects
Step What to do(Start date: Mon 15/04)
Time needed(in working days)
Date of completion
1 Get clarity on topic & task 1 16/04 Tue
2 Collect information 3 18/04 Thurs
3 Organize the information 3 23/04 Tues
4 Write outline / headings 1 24/04 Wed
5 Write draft 3 29/04 Mon
6 Make corrections to draft 1 30/05 Tues
7 Write final document 1 01/05 Wed
8 Binding of documentfor handing in on Fri 03/05
1Total =15 work days
02/05 Thurs
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Tips and TricksDevelop Personal Time Awareness:
Time doesn’t change You can manage yourself and what you do
with your time
Hours at work:
8 hours per day 08h30 – 17h30 (excl. 1 hour lunch)40 - 45 hours per week (Mon – Fri / Sat)
Determine where your time goes:
• Listing your work activity categories• How much time you spend on each category
per day• Count up your total for each activity for that
week
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Last Tips
o Learn from co-workers and web sites e.g.
http://www.getmoredone.come/tips11.html
o A healthy, balanced life style improves energy,
focus, concentration and productivity.
Reference:
Smit, E. 2013. Time Management for Work Success. HOD Student Counseling CDC
Compiled By:
• Baschiera, M; Richards, M and Russo, S• November 2013• International Business Students of DHBW• Project: Cleverlize App Development