Time Management

&

Work Life Balance

Presented byWulston Alderman

What does it all mean?

A couple of definitions

Time ManagementThe act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity. (1)

The act of taking conscious control over the amount of time spent on specific activities. (2)

Prioritization of tasks in order to maximize personal efficiency in the workplace. (3)

Work Life BalanceWorking practices that acknowledge and aim to support the needs of staff in achieving a balance between their home and working lives. (4)

The amount of time you spend doing your job compared with the amount of time you spend with your family and doing things you enjoy. (5)

1. Wikipedia2. http://www.fluent-time-management.com/meaning-of-time-management3. http://www.collinsdictionary.com/dictionary/english/time-management4. http://www.healthatwork.org.uk/pdf.pl?file=haw/files/Work-lifeBalance5. http://dictionary.cambridge.org/dictionary/british/work-life-balance

What does it all mean?

Time Management• You cannot change or flex time

• It is more the act of “self management”

Work Life Balance• Work-Life Balance does not mean an equal balance

• Will vary over time

• No perfect, one-size fits all

The Web of Life explained

• Often referred to as the “Wheel of life”– Web represents that a shift in one area may impact on another

• Method of self assessment

• Measures your level of satisfaction in key areas

• Rank your level of satisfaction from “0” Low to “10” High

• Join the markers to create a line

• Represents your Web of Life

• Low scoring areas are where you might want to improve your level of satisfaction

The Web of Life (blank)

The Web of Life (completed)

The Web of Life exercise

Your results

• What did you notice?

• How well balanced was your web?

• What could you do to improve your satisfaction in some areas?

• What trade-offs are necessary?

• How could you include this in your action plan?

The Web of Life applications

• Job Performance– Get along with colleagues & clients– Team participation– Staying organised

• Management Competencies– Decision making– Customer Service– Team development

• Management & Leadership– Promoting Change– Aligning People– Planning & Budgeting

• Custom

Concern

Circle of Concern

• We have no real control

• We can do something about

CCircle of

Influence

Circle of Influence

Where do we spend most of our time & energy?

• Proactive: operate in Circle of Influence

• Reactive: operate in Circle of Concern

Concern

What Type are you?

Proactive: Operate in Circle of Influence

• Focus their efforts on what they can influence

• Display positive energy

• Enlarge Circle of Influence

Reactive: Operate in Circle of Concern

• Focus on weaknesses of other people

• Blaming & accusing attitudes

• Reactive language

• Causes Circle of Influence to shrink

Urgent Not UrgentImportant I

Activities:CrisesPressing problemsDeadline driven projects

IIActivities:PreventionRelationship buildingRecognising new opportunitiesPlanning, recreation

Not Important

IIIActivities:Interruptions, some callsSome mail, some reportsSome meetingsProximate, pressing mattersPopular activities

IVActivities:Trivia, busy workSome mailSome phone callsTime wastersPleasant activities

Time Management Matrix

Urgent Not UrgentImportant I

Results:StressBurnoutCrises managementFire fighting

II

Not Important

III IV

Time Management Matrix (1)

Urgent Not Urgent

Important I II

Not Important

IIIResults:Short term focusCrisis managementReputation – chameleon characterSee goals and plans as worthlessFeel victimised, out of control

IV

Time Management Matrix (2)

Urgent Not UrgentImportant I II

Results:VisionBalanceDisciplineControlFew Crises

Not Important

III IV

Time Management Matrix (3)

Time Management Matrix

Reflection• What quadrant (s) are you currently working in?

• Which would you like to work in?

• What is stopping you?

• Who is stopping you?

Some Tools & Techniques

Books1,686 Time management tool listings Amazon.co.uk

EMA• Eliminate – stop doing it!• Automate – technology is an enabler• Delegate – do make sure it gets done

Learn how to say NO• No to the task, not the person• No, not now• By saying Yes to something, I am saying No to…• By saying No to something, I am saying Yes to …

“If I can’t learn to say no, then what is my yes worth?” (anon)

Some Tools & Techniques

Structures• Planner• To do list• Email/ Voicemail• A future appointment with…• Visual – post it notes, pictures

Daily Habits • Constructive actions on a daily routine basis• Sense of accomplishment• Professional or personal life

– Process all mail daily– Exercise 3 times a week– Spend time with a different person (friend/ colleague)

There is no right or wrong. Success is whatever works for you

Sabotage

• Inner voice

• Awakens when people initiate change in their lives

• Internal protection system

• Prevents you from taking action – procrastination

• Avoids taking risks/ fear of failure, overwhelm

• Limiting beliefs– “I can’t do that/ this” (based on experience, knowledge but no evidence)– “I know if will fail” (therefore I won’t do it)– “I don’t have the experience” (therefore I will avoid it)

Notice when you say these things, or take these actions

Beware of the Time Thief!

Some tell-tale signs• Request details and figures for reports they do not use

• Calling pre-meetings with no outcome or purpose

• Including you on irrelevant email threads

• Constant interruptions

Does this look familiar?

Taking Action – Your Plan

• If you do nothing, nothing will change

• If you continue to do the same things, you will get the same results

• Write down 3 actions that you will commit to

– Frame them in the positive

– Realistic

– Time bound

– Will improve your Work Life balance/ Time Management

I will send these to you in 6 weeks, to remind you of your commitment

www.lifeandcorporatecoaching.co.uk

Thank you for your attention

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The Web of Life Exercise What did you notice?

What could you do to improve some areas?

How well balanced is your web?

What trade-offs are necessary?

How could you include this in your action plan?

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Daily Habits Tracking Log

New daily habits for the month of_____________________

Reflection

• How well did you do?

• How did completing these habits make you feel?

• What prevented you from maintaining these habits?

Habit 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 3112345678910

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Taking Action

Remember actions should:

• Be framed in the positive

• Realistic/ Time bound

• Will improve your Work Life balance/ Time Management

Name:

Date:

Action What will it give me?

1.

2.

3.

Urgent Not UrgentImportant I

Activities:CrisesPressing problemsDeadline driven projects

IIActivities:PreventionRelationship buildingRecognising new opportunitiesPlanning, recreation

Not Important

IIIActivities:Interruptions, some callsSome mail, some reportsSome meetingsProximate, pressing mattersPopular activities

IVActivities:Trivia, busy workSome mailSome phone callsTime wastersPleasant activities

Time Management Matrix

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