1. Time management How can i reach my defined goals?

2. Time management This chapter will demonstrate useful methods which help you to reach your goals successful. 3. Time managementLearning objectives To get to know methods which help you to structure your time. Reflect your present time management. Improve your weekly planning. 4. 4 Steps to improving time management Analyse the management of time Detect times thieves and combate them Planning the time Arrange breaks correctly Structure telephone calls Gain Time 5. 4 Steps to improving time management Analyse the management of time First develope awareness of your own time. Detect time thieves and combatthem Planning the time With what do you Arrange breaks correctly spend your time? Structure telephone calls Have you everthought about it? Gain time 6. 4 Steps to improving time managementPractice: Develop awareness fortime You will find further instructions onthe attached work sheet. 7. 4 Steps to improving time management Analyse the management of time With the overview of your time you can identify time thieves which you can change actively. Detect time thieves and combatthem Mark the major time thieves on your mind-map! Planning the time Arrange breaks correctly Structure telephone calls Gain time 8. 4 Steps to improving time management Analyse the management of timeWhat disturbs youat work the Detect time thieves and combat most ?them Write three major times thieves in a Planning the timetable and take your time to find Arrange breaks correctlysome realistic solustions. Structure telephone calls On the next page and on the Gain time attached work sheet you will find an example of such a table. 9. 4 Steps to improving time management Analyse the management of time Time thieves Solutions Detect time thieves and combat Telephone callsDuringthemtelephone calls iconcentrate onthe essential. Planning the timeConversation onI out of my Arrange breaks correctlythe corridor colleagues . Structure telephone calls ...... Gain timeTry to realise your solutions the next days. Think about a concrete situation. 10. 4 Steps to improving time management Analyse the management of timeThe Paretoprinciple indicates thatwith 20% effort you will achieve 80%output. Detect time thieves and combatthem Around 20% of your action can solve 80% of the problems. Planning the time Arrange breaks correctlyEffortBenefit Structure telephone calls20% Gain time80%80% 20% 11. 4 Steps to improving time management Analyse the management of time Examples: During meetings in 20% of the time there are 80% of decisions. Detect time thieves and combatthem With 20 % of time on the working Planning the timedesk you will accomblish 80% of your Arrange breaks correctlyworkload. Structure telephone calls Gain time 12. 4 Steps to improving time management Analyse the management of time In the business sector it has been found ... Detect time thieves and combat ...that 20% of production defects arethem responsable for 80% of the reject at the production of goods . Planning the time...that 2 of 10 salesmen make 80% Arrange breaks correctly of the turnover in sales Structure telephone calls ...that in the publishing industry with only 20% of books 80% of the turnover is made, 20% of the costumer make Gain time 80% of the turnover. 13. 4 Steps to improving time management Analyse the management of timeHow can the Paretoprinciple helpyou? Detect time thieves and combat Try to set priorities adhere to thethem Paretoprinciple. Planning the time To order your tasks according to Arrange breaks correctlypriority you will learn two methods Structure telephone calls and practice them in an exercise. Gain time 14. 4 Steps to improving time management Analyse the management of time Now you will get to know two methods which help you to Detect time thieves and combat arrange your time with regard to your work tasks:them Planning the time3.ABCD-Method Arrange breaks correctly Structure telephone calls 6.ALPEN-Method Gain time 15. 4 Steps to improving time management Analyse the management of time 1. The ABCD-Methode arrangeswork tasks in order of Detect time thieves and combatimportance and acuteness.them Planning the time Arrange breaks correctly Structure telephone calls Gain time 16. 4 Steps to improving time management A-Tasks are work tasks which contribute the most to reach your B-Task A-Task goals. They are urgent, important and should be completed right away. Which of your working tasks belong to A-Tasks? D-Task C-Task Meetings, urgent telephone calls?lowhigh Urgency 17. 4 Steps to improving time management B-Tasks are important but not but not urgent to be dealed with. B-Task A-Task They can be put aside or delegated by you. Which working taks do you include to B-Tasks? A project report which has to be D-Task C-Task finished in four weeks?lowhigh Urgency 18. 4 Steps to improving time management C-Tasks are important to reach your goals of your working tasks and B-Task A-Task deadlines but urgent. They should play a minor role in your schedule. For example C-Tasks are unhasty telephone calls, emails or typing? D-Task C-Tasklowhigh Urgency 19. 4 Steps to improving time management D-Tasks are neither urgent nor important. B-Task A-Task You my defer or dismiss those tasks. D-Task C-Tasklowhigh Urgency 20. 4 Steps to improving time management... again summarized below ... B-TaskA-Task Arrange a Complete fixed time immediately D-TaskC-TaskDelegate/Complete later on lowhigh Urgency 21. 4 Steps to improving time management Analyse the management of time 2. The Alpen-Method is an effective method which helps you to plan your day and was invented in Detect time thieves and combat Germany.them Planning the time Arrange breaks correctly Structure telephone calls Gain time 22. 4 Steps to improving time management Analyse the management of time 1.The Alpen-Method Detect time thieves and combat During this methode you will prepare a to-do-list.them Three advantages of a to-do-list: Planning the timeYou keep written word better. Arrange breaks correctlyYou have the list permanently and Structure telephone callscan look at it if you need it. You can make quick connectionsbetween different ideas. Gain time At first you will get to know themethod. 23. 4 Steps to improving time management A LPSPlan Surveillance of actionAssignmentLength buffer time and decisions The A means the working tasks. Which goals do you have in relation to your working tasks? Which tasks are new which ones are undone? Which appointments are frequent which ones are singular? 24. 4 Steps to improving time management A LP SPlanSurveillance of actionAssignmentLength buffer timeand decisions Das L means the lenght of activities. Estimate the time of your tasks and appoinments realistically. 25. 4 Steps to improving time management A LPSPlan Surveillance of actionAssignmentLength buffer time and decisions Plan buffer times and breaks forspontaneous tasks. 26. 4 Steps to improving time management A LPSPlan Set decisions andAssignmentLength buffer time surveillance of action The surveillance of your action is veryimportant. Check your to-do-list at the beginning of next week. Assign undone tasks and mark them if necessary. 27. 4 Steps to improving time management AL PSPlan Surveillance of actionAssignment Lengthbuffer time and decisions Look at your to-do-list. Did you arrange your tasks and appoinments accordingDo youto importance and accuteness? remember the Did you set your priorities correctly? ABCD-Method? Make decisions! 28. 4 Steps to improving time management Exercise: Apply the ALPEN-Method You will find furhter instructions onthe attached work sheet. 29. 4 Steps to improving time management Analyse the management of time You have learned two major methods which help you to structure your time. Detect time thieves and combat The next step is to put theory intothem practice. Planning the time But first of all you should take a Arrange breaks correctlyshort break. Structure telephone calls If you continue on... Gain time...you will find some advices how to take a break optimal. ...you will find a movement exercise for your break. 30. 4 Steps to improving time management Analyse the management of time5 Advices: Detect time thieves and combat After an hour you should take a five minute break!them Try to move during your break! A longer break after hours of work or Planning the timean exhausting meeting is also Arrange breaks correctlyimportant! Structure telephone calls Create your break to your own requirement! Gain time Be creative and create your breaks deversified! 31. 4 Steps to improving time management Analyse the management of time Relaxing exercise: Detect time thieves and combat First take a deep breath.them Keep your shoulders down and bend your head to the left and after that to your right.Take your time. Planning the timeTake a dreep breath. Arrange breaks correctly Roll your shoulders backward and Structure telephone calls forward. Take your time. Take a deep breath. Gain timeClose your eyes for about one or two minutes and think about something nice while you are aware of your breathing. Try to repeat this exercise every day. Take your time to relax! 32. 4 Steps to improving time management Analyse the management of time Detect time thieves and combatthem Through a correct scheduling of your break Planning the timeyou can work more Arrange breaks correctlyefficient during the day. Structure telephone callsTry it today! Gain time 33. 4 Steps to improving time management... now take a rest ... 34. 4 Steps to improving time management Analyse the management of time Now put your complete to-do-list in a structured time schedule. Detect time thieves and combat It is important to keep track ofthem your working taks and plan your valuable time correctly! Planning the time Arrange breaks correctly You should not only plan your Structure telephone calls tasks and meetings, also plan your private activities. Gain time 35. 4 Steps to improving time managementExercise: Create a time schedule fornext week On the attached work sheet you willfind a pre-assambled schedule. Steps on the next pages will help youto create your personal timeschedule. 36. 4 Steps to improving time management Analyse the management of time First you should get an overview of next week. Detect time thieves and combatthem Planning the timeMo Tu We Th Fr Sa So Arrange breaks correctly Structure telephone calls Gain time 37. 4 Steps to improving time management Analyse the management of time When do you have meetings? Detect time thieves and combatthem Planning the timeMo Tu We ThFrSa So Arrange breaks correctly Structure telephone calls 08:00- 09:0008:00-11:30 Gain time 09:00-13:0011:30-14:00 12:00- 17:00 38. 4 Steps to improving time management Analyse the management of time When do you have time for your working tasks? Detect time thieves and combatthem Planning the timeMo Tu We ThFr SaSo Arrange breaks correctly Structure telephone calls 09:00- 11:30 Gain time11:30- 15:0014:00- 14:00-14:00-16:0016:0018:00 14:00-18:00 39. 4 Steps to improving time management Analyse the management of time When do you have time for breaks? Detect time thieves and combat Remember thethem advices for an optimal break! Planning the timeMo TuWeThFr Sa So Arrange breaks correctly Structure telephone calls Gain time13:30 11:30 12:00 14:00 15:00 15:30 40. 4 Steps to improving time management Analyse the management of time When do you have time for sports and other activities? Detect time thieves and combatthem Planning the timeMo TuWe ThFr Sa So Arrange breaks correctly Structure telephone calls Gain time11:30- 14:00 18:0018:00 41. 4 Steps to improving time management Analyse the management of time When do you spend time with friends and family? Detect time thieves and combatthem Planning the timeMoTu We Th Fr SaSo Arrange breaks correctly Structure telephone calls: Gain time 16:00-16:00-18:00 18:00 42. 4 Steps to improving time management Analyse the management of time Now you have your time schedule for next week. Detect time thieves and combat It is important that your schedulethem ist realizable! Planning the time Is your schedule Arrange breaks correctlyrealizable or did you Structure telephone calls taken on just too much? Gain time Look at your schedule again and correct it if necessary! 43. 4 Steps to improving time management Analyse the management of time You probably know this situation: You call a colleague because you have some questions about a project. Detect time thieves and combat The conversation does not result inthem clarifying the questions but you talk about other topics. Planning the time Arrange breaks correctly In the following steps you are going Structure telephone calls to learn how to handle this situation. Gain time 44. 4 Steps to improving time management Exercise: Planning a telephone call It is important to plan yourtelephone calls. You will find further instructionof this exercise on the attachedwork sheet. 45. 4 Steps to improving time management Analyse the management of time You have learned many different options how to structur your working life to gain some time. Detect time thieves and combatthem On the next page you find a summary with advices how to gain time for Planning the timeyourself. Arrange breaks correctly Structure telephone calls Gain time 46. 4 Steps to improving time management Analyse the management of time Plan your time realistically with the help of a time schedule and to-do- Detect time thieves and combat lists.them Set priorities with the ABCD-method Planning the timeand the ALPEN-method. Arrange breaks correctly Structure telephone calls No longer put of your work unnecessary. Gain time Use idle time like rail travel efficient. Treat yourself with a break and take a deep breath! 47. Time managementLearning objectivesTo get to know methods which help you to structure your time. ABCD-Method ALPEN-MethodReflect your present time management. Mind map To-do-listImprove your weekly planning. Creation of a time schedule Structruring telephone calls Advices for breaks 48. Time management Now you should be able to reach yourgoals more easy! Figur, die durch das Training fhrt.