welcome to time management - halaqah fiit · welcome to time management please be seated and you...

WELCOME TO TIME MANAGEMENTPLEASE BE SEATED AND YOU WILL BE ATTEND

SHORTLY

Program Objectives

• Discover Where Your Time Goes• Reduce Time Wasters• Get Organized• Build On Your Strengths• Work With Others

Program Objectives

• Develop Focus• Make Decisions And Prioritize

Activities• Manage Meetings• Make Friends With Procrastination• Create Balance

Time Management vs. Productivity

• Understand the difference between time management and productivity

• Identify how you currently spend time

• Identify and eliminate time wasters• Create goals to support essential

job functions• Plan to improve productivity

The Value of Goals

• You can:• Measure progress• Reduce stress• Develop self confidence• Become a star performer

SMART Goals

• Specific: Spell out each goal in detail

• Measurable: You need to evaluate success

• Adaptable: Goals need to respond to what’s happening in your life

• Realistic: Blue sky, but be real!• Timely: Put a deadline on each goal

The Benefits of Planning

• Planning helps you:• Anticipate challenges• Stay on target• Be more productive• Focus on critical activities• Gather needed resources• Identify effort and expense

Getting Organized

• Understand and apply principles of organization

• Understand filing strategies• Eliminate clutter• Create order• Organize your work space

Principles of Organization

• Organize to support your goals• Designate a place for everything,

and keep everything in its place• Honor your personal style

Sort and Toss

• Create one or more piles• Act• Recycle or toss• File• Decide• Respond• Read

What to Keep

• Hard-to-replace items• Legally required documents• Documentation• Originals

Filing Strategies

• Label files• Create a Master List• House based on frequency of use• Ensure confidentiality

Organizing your Work Space

• Primary work space• Secondary work space• Functional and comfortable

Organize These Items

• Eliminate obsolete and duplicate documents

• Refer documents• Create historical files• Update manuals• Cluster like things• File loose papers or house them in

a binder

Managing Phones

• Cluster phone activity• Make sure messages have complete

information• Update voicemail message daily• Keep the phone area neat• Avoid telephone tag• Leave thorough voicemail

messages• Program frequently used numbers

Managing Email

• Send only simple documents• Do not send confidential

information• Cluster email activity• Screen by sender’s name and

subject line• Be concise and professional

Managing Computer Files and Software

• Label computer files• Archive old files• Label diskettes• Delete obsolete files and software• Back up daily• Learn how to save time with

software• Make sure computer is positioned

correctly• Take regular breaks

Developing Concentration and Focus

• Focus energy and attention on what’s important

• Learn how to enter and use flow states

• Identify, reduce and eliminate distractions and interruptions

When You Pay Attention

• Energy flows where attention goes• Now is the moment of power

Controlling Distractions

• Visual• Auditory• Kinesthetic

Handling Interruptions

• Allow time in schedule• Identify patterns• Be assertive• Use wrap-up phrases• Handle phones• Schedule undisturbed time

Handling Interruptions (cont…..)

• Be unavailable• Leave the office• Postpone routine matters• Use mail and voicemail• Don’t socialize• Politely ask visitor to leave• Don’t interrupt others• Learn to concentrate

Making Friends with Procrastination

• Understand and recognize contributing factors

• Create strategies for working with procrastination

Factors Contributing to Procrastination

• Fear• Being overwhelmed• Perfectionism• Distaste

Fear and Procrastination

• Success breeds success• Assess likelihood of worst case• Use goals for motivation• Rehearse• Find role models

Being Overwhelmed And Procrastination

• You have to much to do• You are facing a large, complex

project

Setting Priorities

• Does the activity contribute a goals?

• Who values this activity? How important is this person?

• What are the consequences of not doing it?

• Is there a deadline?• Is the deadline within the next five

working days?

Perfectionism and Procrastination

• Strive for accuracy, not perfection• Set small, easy-to-achieve goals• Use realistic standards• Forgive mistakes• Remember: “Good enough” is good

enough

Distaste and Procrastination

• Just do it• Delegate it• Swap • Don’t do it• Postpone doing it

Steps For Effective Delegation

• Identify tasks that can be delegated• Select the person• Does he or she have the needed

expertise?• Meet with the person to discuss the

assignment• Periodically obtain feedback• Review result and evaluate how they

measure up to expected results. Give the employee credit for a job well done

Avoiding Procrastination in the Future

• Visualize the results• What are the benefits of doing it?• What happens if you don’t do it?• Clear the clutter• Get information• Get help• Set small goals• Reward yourself

Solving Productivity Challenges

• Discover where your time goes• Reduce time wasters• Get organized• Develop focus• Make friends with procrastination

Understanding Work Styles

• Work with people who have differing styles

• Understand how energy patterns affect productivity

• Understand what motivates others

Larks and Owls

• Larks = Morning People• Owls = Evening People

Motivation Styles

• Toward/Away From• Internal/External• Self/ Other

Work Styles

• Lark vs. Owl• Towards vs. Away From• Internal vs. External• Self vs. Other

Mastering Meetings

• Communicate more effectively in groups

• Reduce time in meetings• Create teamwork, consensus, and

support• Accomplish more in less time• Improve the quality of meetings

Type of meetings

• Information meetings• Decision-making meetings• Regular meetings

Creating Visual Aids and Handouts

• Simple and easy to read• Large typefaces and fewer than

seven lines• Use of talking points• Use of clip art and color• Respect for copyright protection

Meeting Leader Responsibilities

• Monitor content• Provide direction• Encourage interaction• Create atmosphere of co-operation• Move the meeting forward

Presenting With Power

• Verbal skills• Nonverbal skills

Stimulating Participation

• Brainstorming• Brain drain• Drawing people out

Reaching Decisions

• Define problem / situation• Recap information• Discuss options• Ask for decision• Communicate decision

Handling Difficult People

• Long-winded people• Bulldozers• Know-it-alls• Sneaks• Naysayers

Managing Conflict and Confrontation

• Don’t take sides• Stop non-constructive disputes• Stay calm and objective• Use “I” sentences

Managing Conflict and Confrontation (cont…)

• Ask questions• State outcomes• Resolve the conflict or table the

discussion• Take a break

Attending a Meeting

• Do you have to attend?• Enter the meeting on your calendar• Ask for an agenda• Gather information• Prepare• Offer to take minutes• Keep the meeting on track

Decision Making and Setting Priorities

• Understand the decision-making process

• Learn strategies for making decisions more quickly and confidently

• Take calculated risks• Identify and evaluate alternatives

and relative risks

Seven Steps to Effective Decision Making

• Defining the goal• Gathering facts and information• Developing potential options• Evaluating options• Selecting an option• Implementing your decision• Evaluating your decision

Creating Balance And Setting Boundaries

• Evaluate satisfaction with different areas of your life

• Identify stressors• Create strategies for more balance• Create a benchmark for progress• Establish boundaries

Where Are You Out of Balance?

• Career / Work• Relationships / Romance• Money Matters• Health and Wellness• Family / Friends• Physical Environment• Recreation / Rejuvenation• Spiritual• Personal Growth

Setting Priorities

• Career / Work• Money Matters• Family / Friends• Physical Environment• Health and Wellness

Priorities after “This-or-That” process

• Money Matters• Physical Environment• Family / Friends• Health and Wellness• Career/Work

Setting SMART Goals

• Specific : Spell out each goal in detail• Measurable : You need to evaluate

success• Adaptable: Goals need to respond to

what’s happening in your life• Realistic: Blue sky, but be real!• Timely: Put a deadline on each goal

Setting Boundaries

• Communicate• Learn to say “no”• Be treated fairly and with honesty• Require respect• Refer to your top three priorities

and goals• Be flexible and respond to the

moment

Managing Time On The Road

• Reduce mishaps and wasted time• Reduce stress• Make the most of time on the road

THANK YOU