time management. housekeeping › mobile phones › break times › toilets › emergencies ©...

Time management

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Housekeeping

› mobile phones› break times› toilets› emergencies

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Workshop overview

At this workshop the following will be addressed:

› identification of the ways in which you currently use your time

› the difference between urgent and important tasks

› methods of prioritising tasks› applying a range of time management

techniques› understanding how technology can help you

manage time

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Workshop expectations

What do you know about the topic?

What do you need to know?

What outcomes do you expect from this workshop?

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Topic 1

Identify your objectives

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Time

‘Don't say you don't have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein.’ 

(H. Jackson Brown)

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Activity

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Plans

‘More men fail through lack of purpose than lack of talent.’

(Billy Sunday)

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Activity

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Topic 2

Performance

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Manage tasks

Learn to prioritise.

Estimate time.

Set realistic deadlines.

Allow for interruption.

Stop procrastinating.

Focus.

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Time management matrix

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(Steven Covey)

I• Crises• Pressing Problems• Deadline driven

projects, meeting, preparations

II• Preparation• Prevention• Values clarification• Planning• Relationship building• True re-creation• Empowerment

III• Interruptions, some

phone calls• Some mail, some

reports• Some meetings• Many proximate,

pressing matters• Many popular

activities

IV• Trivia, busy work• Junk mail• Some phone calls• Time wasters• “Escape” activities

Urgent Not Urgent

Not

Imp

ort

an

tIm

port

an

t

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Activity

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Procrastination

‘The surest way to be late is to have plenty of time.’

(Leo Kennedy)

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Activity

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Planning processes

‘A year from now you will wish you had started today.’

(Karen Lamb)

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Activity

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Stalling

‘A wise person does at once, what a fool does at last. Both do the same thing; only at different times.’(Baltasar Gracian)

‘To think too long about doing a thing often becomes its undoing.’ (Eva Young)

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Activity

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Topic 3

Planning into action

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Strategies

When you have difficulty meeting deadlines analyse what is happening:›Are your deadlines realistic? ›Did you make allowance in your schedule for interruptions? ›Are you simply procrastinating?

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Saying NO

Be assertive.

Learn the importance of saying NO politely and calmly.

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Activity

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Interruptions

Sometimes we accept interruptions because:›they make us feel important›we do not have good concentration›we do not know how to let others know that we need to focus ›we cannot say NO›we are curious›we can use them as an excuse for procrastination

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Delegation

Delegate to free up your time and to empower others.

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Activity

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Meetings

Meetings should:›start and finish on time ›stay on track›result in action›only be held when there is a real need

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Handle paperwork

Manage paperwork efficiently and effectively so that you do not have scraps and piles lying around.

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Technology

Does technology work for or against you?

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Technology

Does technology work for or against you?

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Activity

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Summary

Before leaving today please share:›1 thing you learned›1 new practice you will undertake at work›1 activity you enjoyed

Thankyou for your attendance and participation.

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Two thoughts

What you resist, persists.

It takes 21 days to form a habit.

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