Time and Priority Management

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

Time and Priority Management - Personal Outcomes

Name

What would be a good

workshop for you?

Role

Your biggest time stealer

Your time management

strength

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

Time StealersandTime Traps

Time Stealers

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?

The Time Trap Questionnaire

Prioritising Tasks - Knowing where my time

is being spent

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.

In the eyes of others...

Where others think you should be spending your timevs.

Where you think you should be spending your time

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?

A ‘to-do’ list

Keeping a ‘to-do’ list

LUNCH

Time Management Strategies and Techniques

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.

The urgent / important matrix

Low

High

High

URGENCY

IMP

OR

TAN

CE

RESIST AND CEASE

PLAN TO DO DO NOW

REJECT AND EXPLAIN

Overcoming Procrastination

Do you procrastinate?

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’

FLOW Model

Arousal

Flow

Control

Relaxation

Boredom

Apathy

Worry

Anxiety

Perceived Skill Level

Challenge Level

High

Low

Low High

Figure 1: The FLOW Model

The OATS Principle

Outcomes

Activities

Time

Schedule

The SQ3R model

Survey

Question

Read

Recite

Review

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?

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?

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.

9 Steps of Delegation

Exercise...

Time Management scenarios

Some case studies

Use of Technology in Time Management

Virtual working

What are the challenges facing employees of a global organisation?

How do you work/communicate effectively?

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

Thank you