time and priority management refresh version 0 1 110808 - without notes
TRANSCRIPT
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Time and Priority Management
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By the end of the workshop, learners will be able to:
• Identify and effectively utilise tools and techniques to improve time management and beat procrastination
• Identify how people respond to demands in the workplace • Identify the difference between important and urgent tasks
through effective prioritisation• Implement a Personal Action Plan created during the
workshop to manage your time more effectively in the workplace
Time and Priority Management - Workshop Outcomes
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Time and Priority Management - Personal Outcomes
Name
What would be a good
workshop for you?
Role
Your biggest time stealer
Your time management
strength
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Time and Priority Management - Your Personal Action Plan
What are the most useful things you have learned?
What will this enable you to achieve?
What action will you take to apply what you have learned in the workplace?
Action When
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Time StealersandTime Traps
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Time Stealers
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Analysing Time Stealers
In pairs discuss:• My biggest time stealers are:• Why do they happen?
Values/Beliefs Other reasons
• What can I do to control/eliminate them?
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The Time Trap Questionnaire
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Prioritising Tasks - Knowing where my time
is being spent
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There are two famous laws that govern the use of time.....
Parkinson’s Law - “Work expands to fill the time allocated for its completion”
Pareto’s Principle - “20% of your time generates 80% of your results”
The secret to using time effectively lies in setting and reviewing priorities. That means knowing which activities generate the most success in achieving results and business objectives.
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In the eyes of others...
Where others think you should be spending your timevs.
Where you think you should be spending your time
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Your Time Log
In pairs/threes, discuss the following, using your Time Log and your ‘In the eyes of others’ sheet;
What was in your control and what was out of your control?
Where can you influence?
Are you spending your time where you should be?
Separate proactive and reactive tasks – what is in your control?
Where can you make a positive difference?
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A ‘to-do’ list
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Keeping a ‘to-do’ list
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LUNCH
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Time Management Strategies and Techniques
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The urgent / important matrix
• Important items are those activities that lead you to the achievement of your goals. They are the projects or tasks that contribute directly to effective outcomes for you and your team members.
• Urgent activities demand immediate attention. They’re usually associated with the achievement of someone else’s goals, or with an uncomfortable problem or situation that needs to be resolved. We often spend too much time on them at the expense of more important activities. In fact, seemingly urgent tasks generally aren't that important. And, many times, really important activities (like working towards your personal goals) just aren't that urgent.
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The urgent / important matrix
Low
High
High
URGENCY
IMP
OR
TAN
CE
RESIST AND CEASE
PLAN TO DO DO NOW
REJECT AND EXPLAIN
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Overcoming Procrastination
Do you procrastinate?
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Overcoming Procrastination
• Replace ‘HAVE TO’ with ‘WANT TO’
• Replace ‘FINISH IT’ with ‘BEGIN IT’
• Replace PERFECTIONISM with PERMISSION TO BE HUMAN
• Replace ‘DEPRIVATION’ with ‘MOTIVATION’
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FLOW Model
Arousal
Flow
Control
Relaxation
Boredom
Apathy
Worry
Anxiety
Perceived Skill Level
Challenge Level
High
Low
Low High
Figure 1: The FLOW Model
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The OATS Principle
Outcomes
Activities
Time
Schedule
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The SQ3R model
Survey
Question
Read
Recite
Review
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Decision Making
• We all make decisions everyday.
• At times we can feel powerless because we do not have any authority
• What can you do to have more of an input in what is done?
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Decision Making
Think about...
• How does your boss like to receive information?
(detail / big picture / email / face-to-face etc.)
Do you give it to them?
• What are your preferences?
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DelegationDefinition:“ Entrusting to another person a task / job, together with the authority to do it.”
Remember: You can pass on responsibility for the task but NOT accountability.
The purpose of Delegation• Allows you to focus on key functions and activities of
your role.• It develops the abilities and skills of your
staff/team/peers.
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9 Steps of Delegation
Exercise...
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Time Management scenarios
Some case studies
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Use of Technology in Time Management
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Virtual working
What are the challenges facing employees of a global organisation?
How do you work/communicate effectively?
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Today we have looked at:• Identifying and effectively utilising tools and techniques to
improve time management and beat procrastination• Identifying how people respond to demands in the workplace • Identifying the difference between important and urgent tasks
through effective prioritisation• Implemented a Personal Action Plan created during the
workshop to manage your time more effectively in the workplace
Review
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Thank you