www.markbutcherassociates.co.uk
Jul 28, 2015
www.markbutcherassociates.co.uk
Good Morning
Achieve!‘Be Your Best’
Time Management
• Aims
• 4 key elements of time management and personal effectiveness
Session 1: What we’ll cover …
Time Management Success
Time Management
Key Issues
Prioritisation
Delegation
Interruptions
Saying ‘No’ effectively
Setting Goals
Remembering the little details
Dealing with low energy
Getting everything done
Getting more from meetings
Motivating yourself
Dealing with interruptions
Dealing with information
and paper overload
Avoiding procrastination
Managing Stress
Time Management IS IMPOSSIBLE…
Time Management IS IMPOSSIBLE…
Behaviour management IS NOT!
Managing Yourself
Things today will not directly address…
Things today will not directly address…
Difficult people
Things today will not directly address…
Difficult people
Too much work
Things today will not directly address…
Difficult people
Too much work
Organisational culture
If you keep on doing what
you’ve always done -
you’ll keep on getting
what you’ve always got
4 key issues
Choose the right time to do it
Choose the right thing to do
ManagingYourself
Time management techniques
Tidy Your Desk!
The reading pile
3 principles of paper management …
Attract less paper / info
3 principles of paper management …
Attract less paper / info
One brain, one desk, one project
3 principles of paper management …
Attract less paper / info
One brain, one desk, one project
Touch each piece only once
4 ways to deal with paper
1. Act on it
4 ways to deal with paper
1. Act on it
2. Pass it on
4 ways to deal with paper
1. Act on it
2. Pass it on
3. File it
4 ways to deal with paper
1. Act on it
2. Pass it on
3. File it
4. Discard it
The Bin Not the Bin
Meeting Stress
Meeting Stress
Meeting Characteristic Bothered a lot (%)
Drifted off subject
Poor preparation
Questionable effectiveness
Lack of listening
Too much talking
Length
Lack of participation
83
77
74
68
62
60
51
Clear Objectives
Must you be there?
Are your priorities interrupted?
What is its purpose?
What are your desired outcomes?
Clear Structure
1. Lose matters arising
Clear Structure
1. Lose matters arising
2. Timed agenda
Clear Structure
1. Lose matters arising
2. Timed agenda
3. Attend only part
Clear Structure
1. Lose matters arising
2. Timed agenda
3. Attend only part
4. Eliminate AOB
Liven up your meetings by:
Repeat someone’s idea in a baby voice
Write ‘he FANCIES you!’ on your pad-
nudge and point with a pencil!
Pull out a large roll of £20 notes and
DEMONSTRATIVELY, count them.
Attempt to hypnotise the room with a pocket watch
Warren Buffet
“The difference between successful people and very
successful people is that very successful people say ‘no’ to
almost everything.”
5 (relatively) painlessly ways to say
1. Deferral: “I’m swamped right now, but I can do that for you
tomorrow” – AKA ‘No, not now’
2. Referral: “I’m not qualified to do what you’re asking, but I
know someone who is …” AKA ‘No, not me’
3. Contingent: “Well…If you could just…” – AKA ‘No, not
unless’
4. Guilt Trip: “If I spend time helping you, I’ll fail in my other tasks” – AKA ‘No, you selfish
person you’
5. Honesty: “One of my goals this year is to get better at
saying ‘No’. Thanks for helping me!” – AKA ‘No, go away’
How to say ‘No’
• Identify
• Practice
• Say it quickly
• Stay neutral
• Be strong
Dealing with Interruptions:
• Use body language
Dealing with Interruptions:
• Remove perches
Dealing with Interruptions:
• Review any ‘open door’ policy
Dealing with Interruptions:
• Keep them short and to the point
Dealing with Interruptions:
• Schedule in your interruptions
Dealing with Interruptions:
• Change the culture
Dealing with Interruptions:
• Re-route call / switch on answer phone
Dealing with Interruptions:
Control elusive phone targets