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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
CIHE: Graduate Employability
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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
CIHE: Graduate Employability
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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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