Time Management Tools & Tips

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    07-Nov-2014
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We all know the problem: too much to do and too little time. But there are proven strategies that can help you take control of your time – and get control of the entire day. Learn how to improve concentration, increase your efficiency, schedule appropriately and multi-task effectively to get out of the time trap, once and for all. Speaker: Scott Simons, Owner, C.S. Simons Consulting

Transcript of Time Management Tools & Tips

  • 1. www.cssimonsconsulting.com 603-770-6516 C.S.Simons Consulting Management Consulting & Business Strategy Time Management Tools & Tips The Enterprise Center May 15, 2014
  • 2. www.cssimonsconsulting.com 603-770-6516 Simplifying your Life Series Art of Personal Management
  • 3. www.cssimonsconsulting.com 603-770-6516 Agenda 1. History, Influences & Mindset1. History, Influences & Mindset 2. Priorities2. Priorities 4. Importance of Roles4. Importance of Roles 5. Urgent vs. Important5. Urgent vs. Important 3. The Clock & The Compass3. The Clock & The Compass 7. Change Management7. Change Management 8. Tools8. Tools 6. Goal Setting6. Goal Setting
  • 4. www.cssimonsconsulting.com 603-770-6516 If I had a nickel. Theres just not enough hours in the day I dont know how Im gonna get this done I just wish people would leave me alone, so I could get this done I am going to have to work late tonight Why does everyone always come to me
  • 5. www.cssimonsconsulting.com 603-770-6516 Time Management A brief history
  • 6. www.cssimonsconsulting.com 603-770-6516 Generations of Tools First Generation Making a checklist of daily reminders A simple way of not forgetting Second Generation Prep and Plan Beginning use of calendars and appt. books Third Generation Prioritize & Control Value driven, many planners & binders Fourth Generation Week at a Glance Introducing Vision, Goals, & Principles in priorities, a more holistic approach
  • 7. www.cssimonsconsulting.com 603-770-6516 Issues with Generations First Generation Narrow minded approach to the days events Second Generation Place emphasis on schedule over people. Sees people as an interuption or barrier to completion Third Generation Codependency forming, can reduce flexibility, not holistic
  • 8. www.cssimonsconsulting.com 603-770-6516 Heavy Influences The One Minute Manager Blanchard/Johnson The Time Trap - Alec Mackenzie First Things First Stephen Covey 12 Rules of Management - Ben Franklin!
  • 9. www.cssimonsconsulting.com 603-770-6516 Time Management Basic principles & tools
  • 10. www.cssimonsconsulting.com 603-770-6516 You need an Understanding of 1. What drives you Mission / Values 2. What do you need to accomplish Planning / Goal Setting 3. How to manage interruptions Prioritizing 4. Why do I fail at it Goal Setting, Change Management & Set for Success
  • 11. www.cssimonsconsulting.com 603-770-6516 Stephen Covey
  • 12. www.cssimonsconsulting.com 603-770-6516 What kind of person are you? Two kinds of Time Managers 1. Those that schedule every minute of the day 2. Those that schedule based on Goals & Mission Which is better?
  • 13. www.cssimonsconsulting.com 603-770-6516 What drives you? Clock? Compass?
  • 14. www.cssimonsconsulting.com 603-770-6516 Powerful tools What we do with it - How we MANAGE our time What is important to us - How we LEAD our life
  • 15. www.cssimonsconsulting.com 603-770-6516 The Dilemma The farther the gap between the Clock and the Compass, the more empty or frustrate people tend to feel
  • 16. www.cssimonsconsulting.com 603-770-6516 How to Plan So where do you start? What are you planning for?
  • 17. www.cssimonsconsulting.com 603-770-6516 Prioritizing The 5 Ps of Planning Exercise #1 Roles / Jobs Exercise #2 Urgency Matrix Exercise #3 - S.M.A.R.T. Goals
  • 18. www.cssimonsconsulting.com 603-770-6516 5 Ps of Planning Prior Planning Prevents Poor Performance
  • 19. www.cssimonsconsulting.com 603-770-6516 Determining Priority The Main thing, is to keep the Main thing, the Main thing! -Dr Stephen Covey
  • 20. www.cssimonsconsulting.com 603-770-6516 Step 1 Your Roles & Role Development
  • 21. www.cssimonsconsulting.com 603-770-6516 Roles - 4 easy steps! 1. Be aware of your many roles 2. Create goals for each role 3. Set yourself up for success in each role by planning and scheduling 4. Add the most IMPORTANT things to your schedule first
  • 22. www.cssimonsconsulting.com 603-770-6516 Time Management Exercise #1 Roles/Jobs Exercise List your multiple roles List goals for each Daily / Weekly / Monthly
  • 23. www.cssimonsconsulting.com 603-770-6516 Roles - Examples Parent Spouse Sibling Supervisor Employee Team member Provider Business Partner
  • 24. www.cssimonsconsulting.com 603-770-6516 Roles / Goals- Examples Parent Sibling Supervisor Employee Team member Provider Spouse Soccer game Weds Brothers Birthday Evaluations due Project start Meeting, deliverables Obligations Date night
  • 25. www.cssimonsconsulting.com 603-770-6516 Your turn! Please take a moment and note some of your roles and goals
  • 26. www.cssimonsconsulting.com 603-770-6516 Start your weekly Planning X 4 X 3 X 2 1 X 12 X 11 10 XX 9 X 8 SunSatFriThursWedsTuesMon
  • 27. www.cssimonsconsulting.com 603-770-6516 Now start filling in your week X 4 XPM 3 APX 2 A 1 X 12 PXP 11 MA 10 XMXA 9 MXMA 8 SunSatFriThursWedsTuesMon
  • 28. www.cssimonsconsulting.com 603-770-6516 If you fail to plan, you should plan to fail
  • 29. www.cssimonsconsulting.com 603-770-6516 Step 2 Understanding daily interactions How they effect you How to handle them!
  • 30. www.cssimonsconsulting.com 603-770-6516 Definitions Urgent Compelling immediate action or attention Insistent Conveying a sense of pressing importance Important Of great significance Strongly effecting the coarse of events Valuable in content
  • 31. www.cssimonsconsulting.com 603-770-6516 Urgent vs. Important Understand the origin of a task Plan accordingly Spend your time in QII Avoid QIV at work!
  • 32. www.cssimonsconsulting.com 603-770-6516 Exercise #2 The Urgency Matrix Dr. Stephen Covey Habit #3 First ThingsFirst Difference of Urgent vs. Important
  • 33. www.cssimonsconsulting.com 603-770-6516 Coveys Urgency Matrix
  • 34. www.cssimonsconsulting.com 603-770-6516 So, where are we? You know what you need to plan for You have tools to help you find time. Now lets talk Goal Setting!
  • 35. www.cssimonsconsulting.com 603-770-6516 S.M.A.R.T Goals S Specific M Measurable A Attainable R Relevant T - Time Oriented
  • 36. www.cssimonsconsulting.com 603-770-6516 Goal Setting Exercise # 3 The S.M.A.R.T. Chart Each goal can have multiple action steps- but must be measurable.
  • 37. www.cssimonsconsulting.com 603-770-6516 2 monthsYesYes Eat 3 healthy meals a day. Plan meals for the week to avoid slips. Only healthy snacks/rewards Eat healthy diet at home and at work. Lose 10 pounds of weight 2 monthsYesYes Exercise 3 times a week at gym and twice at home. Exercise over the next two months because medicals show that I am overwieght. Exercise at local gym & home. Lose 10 pounds of weight By when? Is it important to what you want to achieve ultimately? Achievable? How much? How often?