time management · 03/05/2013 · what you must be working on • plan to take action prioritize,...
TRANSCRIPT
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TIME MANAGEMENT
EFFECTIVE PLANNING
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TIME IS CONSTANT AND NOT REVERSIBLE
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ONCE WASTED IT CAN NEVER BE REGAINED
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TIME IS THE SCARCEST OF RESSOURCESIT MUST BE MANAGED TO BE EFFECTIVE
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TIME WASTERS
• Lack of planning – unnecessary errors• Doing the urgent rather than the important• Unrealistic time estimates• Poor organization – failing to delegate• Micro‐managing – lacking procedures• Procrastination – indecision • Unproductive interruptions – ineffective meetings
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THE HOFSTADTER’S LAW:
IT ALWAYS TAKES LONGER THAN YOU EXPECT
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TIME SAVERS
• Setting aside time to think• Using checklists and To‐Do lists• Establishing sequenced priorities• Managing processes – streamlining them• Focusing on the important – one at a time• Delegating as much as possible• Not wasting others’ time – effective meetings
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TIME MANAGEMENT OBJECTIVES
• Take back control of your time. • Work faster, smarter, and better. • Maximize your return on effort. • Find time for the things that really matter to you. • Delegate. • Tackle procrastination. • Strike an ideal life balance. • Feel good about yourself.
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EFFECTIVE TIME MANAGEMENT
• Allow time to plan your time• Get into a routine• Get started (set start time)• Complete the tasks (set stop time)• Do not say yes to too many things• Do not commit to the unimportant• Divide large tasks• Do not waste efforts (Pareto)
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FOCUS ON
THE BIG PICTURETHE BIG ROCKS
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BE IN CONTROL
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KEYS
• The big picture (knowing what you want)• Scheduling (knowing what to do, when)• Clearing the clutter (being productive)• Beating the blues (mitigating barriers)• Effective delegation (freeing yourself)• To each their own (tuning in)• Using leverage (boosting value)
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SCHEDULING
• Identify available time. • Block in essential tasks. • Schedule high priority tasks. • Block in contingency time. • Make time for personal goals.
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TECHNIQUES
1. TO DO LISTSALL THE TASKS TO ACHIEVE THE GOALSLISTED ACCORDING TO IMPORTANCE
2. PRIORITIZATIONURGENT TASKS GIVEN CONTEXTIMPORTANT TASKS GIVEN GOALS
3. GET ORGANIZEDPEAK TIME, FILING, 5S SYSTEM
4. MANAGE INTERRUPTIONSMINIMIZE STOPS AND GOES
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PRIORITIZATION
• Value of individual task• Available time. • Blocking in essential tasks. • Scheduling high priority tasks. • Blocking in contingency time. • Making time for personal goals.
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PRIORITIZATION TOOLS
• Paired Comparison AnalysisCompare each task with all others
• Grid AnalysisWhen taking many factors into accounts
• The Action Priority MatrixEffort vs. value
• The Urgent/Important MatrixUrgent vs. important
• The Ansoff Matrix Opportunities vs. risks
• The Pareto AnalysisThe tasks with the most impact
• The Normal Group TechniqueWhen consensus is important
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GET ORGANIZED
• Best practicesThe first 15 minutes – a notebook – clear desktop –digital planner – morning tasks
• The 5S SystemSort – Set in order – Shiny clean – Standardized cleanup – Sustain
• Effective FilingHierarchical structure – save only the necessary –consistent method – dating – ongoing vs. completed –digital copies
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MANAGE INTERRUPTIONS
• An interrupters log• Inform staff and colleagues on wants• Manage the phone• Catch your breath• Learn to say “NO”• Available and unavailable time• Invitation only time• Keep uncontrollable interruptions short
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OVERCOMING PROCRASTINATION
• Identify the tasks that add the most valueWhat you must be working on
• Plan to take actionPrioritize, identify actions, sequence, timeline
• Set the stage for high value workClear, mobilize, motivate, create urgency
• Get goingJust do it
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MISTAKES
• NOT KEEPING A TO‐DO LIST• NOT SETTING PERSONAL GOALS• NOT PRIORITIZING• NOT MANAGING DISTRACTIONS• PROCRASTINATION• TAKING ON TOO MUCH• THRIVING ON BUSY• MULTI TASKING• NOT TAKING BREAKS• INEFFECTIVE TASKS SCHEDULING
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TIME MANAGEMENT IS KNOWING WHAT TO DO WHEN TO DO IT
TIME MANAGEMENT IS ABOUT FOCUS