Www.iSpeak.com Proprietary and Confidential Time Management iSpeak Foundation Series Month day, 2012...
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Transcript of Www.iSpeak.com Proprietary and Confidential Time Management iSpeak Foundation Series Month day, 2012...
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Time Management
iSpeak Foundation SeriesMonth day, 2012Instructor Name
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Agenda
• Introductions – What do you want to learn?
• Itinerary
• Ground Rules
–Phones on Silent
–Ask Questions
–Participate & Respect others
–Respect our schedule
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What do you struggle with?
• Procrastinator
• Do-it-all
• Always late
• Perfectionist
• Easily distracted
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Satori
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Time ManagementUnit One: Time & Organization
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TUIT
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Benefits of Time Management
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Time Destroyers
• According to Cigna Behavioral Health– Lack of priorities– Lack of planning– Disorganization– Procrastination– Visitors– Phone calls– eMail
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Interruptions
• Stay focused– Set homepage to ____________________
• Limit interruptions– When meeting people ________________
and _______________________________
• Direct people• Request an agenda
standset time limits
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Time Audit
“I wasted time, and now time doth waste me.”
- William Shakespeare
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Managing your Time
• Procrastination
• Perfectionism
• Decision Making
• Inability to say No
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Exercise: Another Day at the Office
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Satori
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Time ManagementUnit Two: Managing Your Time
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Time Management Funnel
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Exercise: Empty your mental RAM
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Organizing your Desk
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Organizing your Desk
• Organizing what is ON and IN your Desk
• Locate files– Alphabetical
– Label Maker
• File Types– Working
– Reference
– Archive
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Computer Organization
• Create Folders and Subfolders
• Match the filing system at your desk
• Label folders with clear descriptions
• Group similar items together
• Backup and archive regularly
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Recycle Bin
According to the Self Storage Association and Obsessive Compulsive Foundation, an average of one million Americans have compulsive disorder syndrome - difficulty in throwing away anything for fear that they may need it later.
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Exercise: Organizing your desk, computer and email
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The purpose of Email
E-mail is just a medium and not a central place for everything.
E-mail has more to do about processing things to action and less about checking or responding.
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Managing Email
• Separate email accounts• Create Folders
– @ction– _CC– _MyMgr– Newsletters
• Goal = 1 touch per email• Check email 3-4 times per day
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Using Outlook Rules
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Time Management Using Outlook
• Reduce the number of places you read e-mail • Let some e-mail pass by• Reduce the number of places where you
manually file messages • Process your e-mail using the 4 Ds • Reduce your to-do list to one list • Work in batches • Use good judgment when sending e-mail
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Exercise: Managing Email
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Living in your Outlook Calendar
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People To Call
• Who
• What
• Where
• When
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Good To-Do List?
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Better To-Do Lists
Activity Due Date Importance
1 Email statement of capabilities to client XYZ
April 21st 9
2 Create agenda for marketing meeting
April 24th 6
3 Make hotel reservations for sales trip next month
May 14th 7
4 Prepare Proposal Document for client presentation
June 18th 10
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Eisenhower Matrix
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Exercise: Prioritizing Tasks
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Do it now!
• Most Important Task• Manage the Worst• 2-minute Drill• Multi-Tasking• Do it right• Day Before Vacation• S.T.I.N.G.• Tasking
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Exercise: Implementing Time Techniques
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Using your Calendar
• Schedule Gaps
• Realistic Timings
• Route Meetings
• Color Coding
• Set an Alarm
• Night Before
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Creating Checklists
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Goal Setting Process
• Identify
• Plan
• Implement
• Evaluate
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S.M.A.R.T. Goals
• Specific– What exactly do want to accomplish?
• Measurable– Is it measurable and can we measure it?
• Attainable– Can I achieve this goal?
• Relevant – Will this objective lead to the desired results?
• Timely – When will this objective be accomplished?
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Heavy Workloads
• Two Questions to ask yourself
– “How did I obtain ownership of this project?”
– “If others are assigned to this project too, is the workload divided appropriately?”
• Multiple Priorities
• Why can’t we say “no”?
• How can we say “No”?
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Degrees of Delegation
• Investigate and report back
• Investigate and recommend action
• Investigate and advise on action planned
• Investigate and take action; then advise you
• Investigate and take action
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Exercise: Degrees of Delegation
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Time ManagementUnit Three: Stress Management
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Signs of Stress
• Effects of Stress– Physical
– Mental
– Emotional
• Managing Stress
• Benefits of Motivation
• Positive Mental Attitude
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Exercise: The Urgency Index
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Managing Stress
• Positive thinking • Support network • Proper rest• Music• Work / Life balance • Organization• Humor• Exercise• Relaxation
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Motivation
• Benefits of Motivation– Higher Productivity
– Less Stress
– More Creativity
• Un-motivating Factors
• Perception and Reality
• Expect the best
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The Good, Bad, and New
Behavior
GOOD
Continue
BAD
Stop
NEW
Start
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Satori
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Time ManagementImplement to Improve
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iSpeak Learning Methodology
“Knowing is not enough; we must apply. Willing is not enough; we must do.” - Johann Goethe
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Satori
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Kaizen
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Continue Your Learning At iSpeak University!
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