Managing Time and Stress Effectively October to November 2008

Managing Time and Stress Effectively

October to November 2008

Welcome

Introduction

Our Days Agenda

08h00 – 08h30 Registration and Tea

08h30 – 08h50 Fasset Overview

08h50 – 10h20 Speaker Time and Stress Management

10h20 – 10h40 Tea Break

10h40 – 12h20 Speaker Time and Stress Management Continued

12h20 – 13h00 Lunch

14h20 – 14h40 Tea Break

16h00 Close

Topic Agenda TOPIC PAGES

Time Management 5 - 9

Goals, Priorities and Planning 10 – 20

The Pareto Principle 21 – 22

Plan your Time 23 – 26

To Do List 27 – 30

Communication Skills 31 – 35

Learning to say NO 35 – 38

Stress Management 41 - 44

Practical Stress Management 44 - 46

In Summary 10 ways to simplify your life 46 - 59

Procrastination and Indecision

Overload Fatigue and Demotivation

Saving Time – Perfectionism vs Fine tuning

Topic 1 - Time Management

TOPIC PAGES

Your time management

Looking for time

Summary of activities

Managing work

Why improve your time management?

• Do you always meet deadlines?

• Do you have enough time to do the things that are important?

• Do you spend enough time with your family / friends?

• Do you spend enough time relaxing, taking exercise, enjoying your hobbies?

Why improve your time management?

• Are you always content with the amount of time that you have available?

• Do you spend enough time thinking about / planning the future?

• Do you spend enough time with the members of your team?

• Do you spend enough time with your customers?

• Do you spend enough time reading and keeping up to date?

• If we don’t manage ourselves strictly in the following areas, much time will be wasted

Failure to delegate when required Fire fighting and crisis management; Inadequate technical knowledge, or re-inventing

the wheel; Procrastination Over-loading, fatigue and de-motivation Perfectionism

Self Management

Workshop - Pg 5

• Your time management techniques

• Managing your time

Agenda Revisited TOPIC PAGES

Why focus on Goal-setting?

• Goal Setting helps us:– Deciding what is important for you to achieve in your

– Separating what is important from what is irrelevant

– Motivating yourself to achievement

– Building your self-confidence based on measured achievement of goals

– You should allow yourself to enjoy the achievement of goals and reward yourself appropriately. Draw lessons where appropriate, and feed these back into future performance.

Goals, Priorities & Planning – Pg 10

• When setting Goals we need to follow the SMART approach. All goals need to be:-– Specific– Measurable– Action Oriented

• Remember to apply the 4 W’s – What + When + Where + Whom

– Realistic– Timely

3 levels of goal setting - Pg 12

1. Decide what you want to do with your life and what large-scale goals you want to achieve.

2. Break these down into the smaller and smaller targets that you must hit so that you reach your lifetime goals.

3. Once you have your plan, you start working towards achieving it.

Categories to set goals

• Artistic

• Attitude

• Career

• Education

• Family

• Financial

• Physical

• Pleasure

• Public Service

Guidelines to setting effective goals - Pg 14

• Express your goals positively

• Be Precise• Set Priorities• Keep operational

goals small• Set Performance

Goals• Set Realistic Goals

• RememberENJOY YOUR

SUCCESSES

Ho to Achieve your goals

• To be able to achieve your goals you need to : -

• Know your needs• Take one step at a time• You need to set specifications• You must be the one taking action• Be realistic regarding needs and time

frames• Believe in yourself• Dream

Ho to Achieve your goals

• To be able to achieve your goals you need to : -

• Set small reachable targets / goals then long term set bigger and better goals

• Create positive thinking by achieving smaller goals

• Realise the power of positive thinking

• Put a motivational tool in front of you e.g. a model car, the picture of the kitchen you want or a picture of a highly successful business woman

Ten Steps to

attaining your Goals

1. Have a Dream

2. Look at your Big Picture

3. Plan Thoroughly– Businesses that plan to fail – FAIL

4. Take One Step at a Time

5. Always be Positive

6. Persist until you succeed

7. Don’t dream it! BE IT!

8. Stay active & alert

9. Review Regularly

10.Have fun & Enjoy yourself

Workshop – How to save time on Crisis management

• Please turn to page 48 of your workbooks. We will now take time to complete the Time Management Improvement Checklist. – Focusing on each of the areas we have covered during the course of the day.

The Pareto Principle - Pg 21

• Where it comes from

• What it means

• How the 80/20 rule can help you be more effective.

Time management funnel

Goal and Objective Workshop – Pg 24 - 26

• Managing your time is about being effective (doing the

right things) as well as being efficient (doing things right).

• Lets look at the Goal and Objective Worksheet

Key Tips for your To – Do List Pg 28

• When you think it - ink it

• Constant companion - keep it with you

• DAILY review

To Do Tips on specific topics - Pg 29

• Dealing with Paperwork• Inspiration• Working with the Telephone• Scheduling Yourself• Interruptions

– Takes 6 to 9 minutes– 4 to 5 minute Recovery

To Do Tips on specific topics - Pg 29

• Work both in and out of your comfort Zone• Delegation

– Delegation is not Dumping• Challenging People• Working with Email

The Communication Process

The Communications Model - Pg 31

Challenges and processes of effective communication - Pg 32

7 Principals to develop upward flow of communication - Pg 34

1. Effective upward communication programme must be planned

2. Upward communication operates continuously

3. Upward communication uses the routine channels

4. The programme stresses sensitivity and receptivity in entertaining ideas from the lower levels.

7 Principals to develop upward flow of communication - Pg 34

1. A key element to upward communication is objective listening

2. An effective upward communication programme involves taking action to respond to problems

3. Upward communication uses a variety of media and methods to promote the flow of information

Horizontal communication

Cross Channel Communication

Tips on Saying no – Pg 36

• Lets look at different ways of saying

NO!!!! – refer to your workbooks Pg 36.

Remember :……

• Start the sentence with the word NO

• Shake your head and use nonverbal assertiveness to underline your NO. Your voice should be clear and direct. Keep eye contact.

How to save time by delegating

• Delegating tasks to others allows you to use your own time more effectively

• While you can delegate the responsibility, you still retain accountability

• When delegating, be clear about the required outcomes and the time-frames

• Let the person who is going to do the work decide how to actually do it

• Delegate the whole task to one person, rather than to multiple persons “jointly”

• This gives the person the sole responsibility and increases motivation

• Get on-going, feedback about progress on the project

• Maintain open lines of communication, and be available to provide support

Seven Habits of Highly Effective People

Let’s Review

the 7 Habits

• From : - Restoring the Character Ethic, by Stephen R. Covey, Simon and Schuster, 1989.

Seven Habits of Highly Effective People

1. Be Proactive

2. Begin With The End In Mind

3. Put First Things First

4. Think Win/Win

5. Seek First To Be Understanding, Then To Be Understood

6. Synergize

7. Sharpen The Saw

Fire fighting and crisis management

Fire Fighting & Crisis Management

• Understand the situation and all the underlying issues

• List the desired outcome

• Identify the available and required resources

• Identify and evaluate alternative solutions

• Select a solution

• Design a Plan

• Implement the Plan

• Review progress, and update the approach as required

• A starting point to reduce future crises is to review past crises

• Risk management or contingency planning, i.e. you accept that a crisis will happen, but you put measures in place to limit the damage or the seriousness thereof

What process to follow?

• What is likely to go wrong?• How can I avoid it going wrong?• If it happens, when will I know about it?• What impacts will it have?• What will I do about it?

Maintaining flexibility is the key to

crisis management

Inadequate technical

knowledge, or

re-inventing the wheel

How to save time

• Provide proper training

• Having reference manuals available

• Providing supervisors, or mentors, or both

• Developing policy and procedures

• Simplifying the process

How to save time

• If you lack the skills or competencies needed to do your job, then ask for extra training

• There are many ways to develop skills, but working with the good managers on difficult projects is one of the most valuable ways to learn

Why Stress Management - Pg 38

by those who count.

Stress management can become a competitive advantage in the workplace.

Most people work under stress at least part of the time, and many work under crisis conditions more often than they would prefer.

Why Stress Management - Pg 38

To be able to consistently deliver more output than your rivals, at a better level of quality than them, under so-called “death or glory” conditions, will definitely get you noticed by those who count.

1. Make a list of all the things that cause you stress.

2. For each of the above, identify all the drivers.

3. For each of the drivers, identify the cause/s.

4. For each cause, formulate a corrective action plan.

Seven Stage Strategy

6. Combine all the action plans to create a strategy.

7. Build up physical, mental and emotional “stamina”.

8. Practice “emergency action measures”.

Seven Stage Strategy

Drink plenty of WaterWatch your dietStop SmokingModerate AlcoholRegular ExerciseMassageTake Time out for Yourself

Build your Stamina to Counteract Stress

Avoid boredomEstablish regular sleep patternsHolidays / Breaks – take themGet Fit and improve your self imageBe PositiveManage your personal lifeSeek Professional Help if necessary

Build your Stamina to Counteract Stress

Sit Quietly, breatheWith Anger – Walk awayExercise – high intensityFocus on feeling and being lovedFocus on the factsReview the cause of your stressDistance yourself from the situationRegain ControlMeditate

Emergency Action Measures for Stress - Pg 44

Review of 10 ways to simplify your life - Pg 44

1. Delegate – especially Social arrangements

2. Reduce Social engagements

3. Downsize your Bag

4. Learn to say NO

5. Hit Delete

Review of 10 ways to simplify your life - Pg 44

6. Ignore your Email – make specific times

7. Do not waste any free time you might have

8. Designate a drop-off Zone

9. Prepare the night before

10. Use Online banking

1. Find a place to relax or meditate2. Only work < 10 hours a day3. Take your midday break4. Take 1 out of 7 days to do something pleasant

and out of routine5. Exercise regularly6. Think logically and rationally about your

problems7. Look for professional help when needed

Review of 12 point plan for Stress control - Pg 47

8. Do not rely on Drugs or Alcohol9. Do not set yourself unrealistic goals10.Do not dwell on the past – focus on a positive

future11.Evaluate you situation objectively and keep

perspective12.Do not use the word “should” (I should have….)

on yourself

Review of 12 point plan for Stress control continues - Pg 47

Procrastination & Indecision

• The biggest thief of time is procrastination

• This includes decision avoidance and work avoidance.

• It therefore has an impact on others too

Reasons why people procrastinate

• We would rather be doing something which is more FUN

• The work is new, and we are not confident or comfortable with this task

• We just don’t know where to begin

• We keep getting interrupted with other things that appear to be more urgent

• There are many other small issues waiting to be done, so we try to clear all those things out of the way

• There is no real point to hurrying up – more work will just be given

• Once we commit ourselves we won’t be able to change our minds

• We are just not “in the mood’

• We are afraid of failing, or of making a poor decision, and thus looking stupid

• We resent being given this task, or we resent the person who gave us this task

• We suspect we are being set up to fail

Step 1: Recognize when you’re doing it

Warning signs include:

• Knowing you have to do the task, but you keep searching for something else to do instead

• Finally sitting down to start a task, and then almost immediately going off to make a cup of coffee or to check your e-mails

Step 2: Understand why you are doing it

• Make a list of reasons

• Understand the real reasons why you are procrastinating

Step 3: Take active steps

• Having identified WHY, address the issue

• Motivate yourself

• Reward yourself

Overloading, Fatigue & Demotivation

• You have to love what you do

• The mind works best when it is rested and relaxed

• To rejuvenate yourself, learn to relax adequately and wisely

• Attempting too much too quickly is also counter-productive

Overloading, Fatigue & Demotivation

• If you continually jump from one thing to another, without finishing anything properly, it actually takes more time

• Working long hours many days in a row reduces efficiency

• While it is important not to overload yourself or your staff, this should not be abused as an excuse to work slowly

How to save time by managing overload

• LEARN TO SAY “NO”

• If you allow people to dump their work or problems on to your shoulders, they will

• Some of the most stressed people, around simply lack the skill to ‘just say NO’ – usually for fear of upsetting people

• Time spent on completing various tasks varies from individual to individual

• On average you need a break after about two hours of work, after which your concentration and efficiency will start to drop off dramatically

• When making decisions about what to do when, consider your body’s natural highs and lows.

• Plan to do priority tasks when your energy is high and your concentration is at its best

• Save routine, low-brain tasks for those times when you’re normally tired, such as after lunch or late in the day

Perfectionism vs. Fine Tuning

• Consider what standard of performance is really required

• Achieving high standards means polishing the product

• Such actions are necessary where high quality is demanded, but may not be necessary for other tasks

Perfectionism vs. Fine Tuning

• “Doing it properly” means “doing it as well as it needs to be done in order to achieve the objective”

• Do not let your time be wasted by unnecessary details

Benefits of making things simple

• Simpler processes = less time

• There are fewer things to go wrong

• It is easier to explain and communicate

• It is easier to do, so can more easily be delegated

• Fewer steps and less time = cheaper

Workshop – Time Management Improvement checklist

• Please turn to page 48 of your workbooks. We will now take time to complete the Time Management Improvement Checklist. – Focusing on each of the areas we have covered during the course of the day.

Summary of our dayTOPIC PAGES

Thank YouFor queries call

Fasset Call Centre

086 101 0001

www.fasset.org.za

Thank YouFor queries call

Fasset Call Centre

086 101 0001

www.fasset.org.za

Managing Time and Stress Effectively October to November 2008

time managementlooking

time relaxing

time management techniques

stress management41

stress effectivelyoctober

largescale goals

lifetime goals

practical stress management44

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