MANAGING YOUR TIMEMANAGING YOUR TIME

EFFECTIVELYEFFECTIVELYPart

I

I N T R O D U C T I O NI N T R O D U C T I O N

This course looks at the use of our This course looks at the use of our time, we look at the problems of time, we look at the problems of mismanagement of time.mismanagement of time.

We will examine what type of person We will examine what type of person we are and why people we are and why people PROCRASTINATE.PROCRASTINATE.

We look at some useful planning We look at some useful planning tools and examine the time matrix.tools and examine the time matrix.

We will identify areas we can control.We will identify areas we can control.

CHARACTERISTICS OF TIMECHARACTERISTICS OF TIME

Time is the Scarcest resource Time is the Scarcest resource we have and unless it is we have and unless it is managed effectively, nothing managed effectively, nothing else can be managed.else can be managed.

CHARACTERISTICS OF TIMECHARACTERISTICS OF TIME

It is freeIt is free We all get the same amountWe all get the same amount We all start equal each dayWe all start equal each day We all use it at the same rateWe all use it at the same rate We cannot turn time offWe cannot turn time off We cannot replace itWe cannot replace it We cannot put it in a box for laterWe cannot put it in a box for later

CONSEQUENCES OFCONSEQUENCES OFMIS-USING TIMEMIS-USING TIME

Highly ActiveHighly Active Reacting ToReacting To Living in the Living in the

PresentPresent OverloadedOverloaded Stressed OutStressed Out IneffectiveIneffective

HOW ORGANISED ARE YOU?HOW ORGANISED ARE YOU?

HOW ORGANISED ARE YOU?HOW ORGANISED ARE YOU?

Are you a tidy or messy workerAre you a tidy or messy worker Does your tidiness varyDoes your tidiness vary Do you plan ahead for thingsDo you plan ahead for things Do you make lists and use themDo you make lists and use them Do you not make listsDo you not make lists Do you establish prioritiesDo you establish priorities Are you systematic?Are you systematic? Do you have a systemDo you have a system

WHAT ARE YOUR HABITSWHAT ARE YOUR HABITS

Do you complain a lot Do you complain a lot but do nothingbut do nothing

Are you punctual?Are you punctual? Do you always keep Do you always keep

appointmentsappointments Do you do a lot of Do you do a lot of

unimportant tasksunimportant tasks Do you prefer to leave Do you prefer to leave

things as they arethings as they are Do you find it difficult to Do you find it difficult to

keep on trackkeep on track What is your best timeWhat is your best time

08:30 – 13:00

What is your Personality?What is your Personality? Are you a loaner or a team Are you a loaner or a team

player.player. Have you ever wondered Have you ever wondered

how people see you.how people see you. Do you promise to change, Do you promise to change,

but never do.but never do. Are you stuck and will not Are you stuck and will not

change.change. Do you think positively or Do you think positively or

negativelynegatively Are you “Optimist” or Are you “Optimist” or

“Pessimist”“Pessimist” Are you perfectionist.Are you perfectionist. Do you worry much.Do you worry much. Do you have trouble in Do you have trouble in

making up your mind.making up your mind.

The Two Extremes of PeopleThe Two Extremes of People

SEQUENTIAL PEOPLESEQUENTIAL PEOPLE

The Two Extremes of PeopleThe Two Extremes of People(1) SEQUENTIAL PEOPLE(1) SEQUENTIAL PEOPLE

Doing one task at a timeDoing one task at a time Concentrating alwaysConcentrating always Taking time seriouslyTaking time seriously Keeping to schedulesKeeping to schedules Emphasizes promptnessEmphasizes promptness Prefers adherence to plansPrefers adherence to plans

The Two Extremes of PeopleThe Two Extremes of People

SYNCRONIC PEOPLESYNCRONIC PEOPLE

The Two Extremes of PeopleThe Two Extremes of People(2) SYNCRONIC PEOPLE(2) SYNCRONIC PEOPLE

Trying to do too muchTrying to do too much Easily distractedEasily distracted Says time is other people concernSays time is other people concern Changes things frequentlyChanges things frequently Does unnecessary workDoes unnecessary work Goes into too much detailGoes into too much detail Can’t hold effective meetingsCan’t hold effective meetings

Procrastination TimeProcrastination Time

Procrastination is to put off Procrastination is to put off doing things we could (and doing things we could (and should) do now.should) do now.

We all procrastinate at one time We all procrastinate at one time or other.or other.

When procrastination becomes When procrastination becomes a persistent habit, it is a serious a persistent habit, it is a serious threat to professional and threat to professional and personal success.personal success.

Why Do We Procrastinate?Why Do We Procrastinate?

Some Excuses are…Some Excuses are… Leave it and it will goLeave it and it will go Not my jobNot my job I will be only criticizedI will be only criticized No resourcesNo resources I am too tired right nowI am too tired right now I am a perfectionistI am a perfectionist It is not importantIt is not important It is too simple for meIt is too simple for me No enough timeNo enough time The boss will only change it.The boss will only change it.

PLANNING TOOLSPLANNING TOOLS The yearly plannerThe yearly planner

Good for long term projects and commitmentsGood for long term projects and commitments The monthly plannerThe monthly planner

Good for production SchedulesGood for production Schedules AppointmentsAppointments Self timeSelf time Various other activitiesVarious other activities

The TO DO ListThe TO DO List Can be used daily (prepared before hand)Can be used daily (prepared before hand) Or used weeklyOr used weekly Or just as a list of objectives.Or just as a list of objectives.

Tasks to HandleTasks to Handle Got to Do (A)Got to Do (A) Ought to Do (B)Ought to Do (B) Nice to Do (C) Nice to Do (C)

A T A S K L I S TA T A S K L I S T

Can be used to look at an Can be used to look at an overall picture of what needs overall picture of what needs doing.doing.

Items then can b prioritized in Items then can b prioritized in urgency of time or resources urgency of time or resources available.available.

P L A N N I N G A I D SP L A N N I N G A I D S

The wall chartThe wall chart Holidays, sickness, skills, etc.Holidays, sickness, skills, etc.

The DiaryThe Diary Day to day activitiesDay to day activities

The Address BookThe Address Book Names, addresses, clients, etc.Names, addresses, clients, etc. Phone numbersPhone numbers

The digital diaryThe digital diary

URGENT

IMP

OR

TA

NT

Lesser

Greater

Greater

ZONE A

ZONE C ZONE D

ZONE B

CRITICAL ZONE

ACTION ZONE

INEFFECTIVE ZONE

PLANNING ZONE

URGENT

IMP

OR

TA

NT

Lesser

Greater

Greater

“A” INEFFECTIVE ZONE

Do only if nothing else at all to do

“C” PLANNING ZONE

Plan them, work out strategies

“D” CRITICAL ZONE

We live here most of the time. High

standards needed, work under pressure and stress – errors

made here

“B” ACTION ZONE

Do as soon as possible. Routine /

easy jobs. Keep up to date. If put off they

become a crisis job.

PRINCIPLE TIME PRINCIPLE TIME PROBLEMSPROBLEMS

VisitorsVisitors WritingWriting The telephoneThe telephone Filing systemsFiling systems ReadingReading Making notesMaking notes Meetings Meetings TravelingTraveling

Handling Handling informationinformation

CommunicatingCommunicating SocializingSocializing DelegatingDelegating Other people Other people

timetime

We can call them…

Time Wasters

How to Attack and How to Attack and Overcome Time WastersOvercome Time Wasters

1.1. … … 2.2. … …

This will be covered in

Part II