managing your time effectively
DESCRIPTION
Managing your time effectively. Objectives. Identify and achieve your priorities Discover where to focus your time Explore tools which will help to manage your time. Housekeeping. Time. Time is free, but its Priceless You cant own it but you can use it - PowerPoint PPT PresentationTRANSCRIPT
Devon Member Development
Managing your time effectively
Devon Member Development
Objectives
• Identify and achieve your priorities
• Discover where to focus your time• Explore tools which will help to manage your time
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Housekeeping
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Time
Time is free, but its PricelessYou cant own it but you can use itYou cant keep it but you can spend itOnce you’ve lost it You never get it back
Henry Mackay
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Achieving Balance in your life
Committee member
Community Leader Politician
Son/Daughter
Employee
Partner Parent
Team Member
Gardener
Volunteer
Friend
Housekeeper
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Achieving Balance in your life
Franklyn Covey identifies 4 areas in which we should meet our needs
PhysicalSocial EmotionalMentalSpiritual
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Achieving Balance in your life
Consider what is the balance you want to achieve.
1. Think about the roles that you play and how much time you want to allocate to each role
2. Discuss with your partner how each of these roles fulfil Coveys 4 Roles
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Managing your time effectivelyBecause we don’t know what is really important to us, everything seems important.
Because everything seems important, we have to do everything.
Other people, unfortunately, see us as doing everything, so we expect to do everything.
Doing everything keeps us so busy, we don’t have time to think about what is really important to us.
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Managing your time effectively
Efficiency - Doing things right
Effectiveness – Doing the right things
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Time Matrix
Importance – activities that contribute to your highest priorities, things that move you forward in areas that you care about
Urgency – Activities that are pressing or time sensitive, they must be acted upon right now
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Time Matrix
Important and Urgent Important and not Urgent
Not Important and Urgent Not Important and not Urgent
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Time MatrixUrgent Not Urgent
IMPORTANT
NOT
IMPORTANT
Necessity•Crisis•Pressing problems•Deadline driven
Productivity and Balance•Preparation•Planning•Optimal effectiveness
Deception•Urgency creates importance•Who are they urgent to•Phone calls, emails, unimportant meetings
Waste and excess•To be avoided•Procrastination
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Time Matrix Exercise
1. Look back at the activities you undertook on the days that you recorded and consider which quadrants they belong in.
2. Discuss with your partner what you might do about activities which have fallen into the not important boxes.
3. Could you have managed items in the Urgent Important box so that you had more control over the activity
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Setting your goals
Goal n 1; the object to which effort or ambition is directed; the destination of a journey
(Oxford English Dictionary)
Top Tips1. Write it down2. Give it a deadline3. Break it down into doable chunks4. Commit.
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Plan Weekly
Top Tips1. Plan before the week begins2. Choose somewhere quiet3. Allow 20 – 30 minutes4. Schedule for the whole week5. Review your major commitments
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Plan Daily
Top Tips1. Plan before the day begins2. Choose somewhere quiet3. Allow 5 – 10 minutes4. Check today’s appointments5. Make a realistic List6. Prioritise (ABC, 123, high, med, low)
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Tips for Managing Time
Diaries and to do listsOutlook task barSet time aside to deal with emails and phone callsDeal with emails only once – File action deleteUse out of office to manage expectationsKnow what your priorities are and stick to themDelegate