Erskine time management session 2 effectiveness prioritisation

Time Management

Efficiency is Good!

Effectiveness is BETTER!

One a sheet of paper, jot down 10 things that you did at work

yesterday

On a separate sheet, jot down 5 things you expect to discuss at

your next appraisal /performance review

Highlight those things on the first list that have a DIRECT link to those things on the second

list

Prioritisation

Choose the right thing to do

3 Key Techniques

Find your ‘Vital Few’

Technique 1

Differentiate ‘urgent’ from ‘important’

Technique 2

Delegate effectively

Technique 3

Work hard …

and avoid all unnecessary

work!

The Pareto Principle, or …

… the rule of 80/20

20%

80%

20%

80%

Activities

Results

Can you identify your 20%..?(I’ll give you 5 minutes)

UNDAMENTAL

UTCOME

EQUIREMENT

The process - asking ‘what am I F.O.R? … what are my critical priorities?’

• Ask ‘What am I paid to achieve?What is the unique contribution my job makes?’

• List the main elements of your job

• Identify those that give you most, and least, pay – off against the results you need

‘Things which matter most, must never be at the mercy of things

which matter least’

Goethe

Urgency

Import

Some meetings, reports and

interruptions

Google, trivia, escapism

Crises, deadlines, firefighting

Preparation, Planning,

PreventionFour

Quadrant Theory

Stephen Covey

DECEPTION

RESULTS QUALITY

WASTE

Urgency

High

High Low

Low

Importance

Urgency

Import

We do these first

Urgency

Import

We do these next

Urgency

Import

There’s little (if any) time left for these

Urgency

ImportEvery minute we spend in here ….

Urgency

Import

We are choosing to strategically neglect these tasks

Urgency

Import

But that doesn’t stop us doing some of these!

Urgency

Import

Do it now

Dump it

Delegate it

Decide when

A B

CD

If Urgent but NOT Important

Urgent AND Important

If Important but NOT Urgent

If neither Important NOR Urgent

If …

The purpose of delegation is to get

results …

The key to successful delegation is to get ‘buy-in’. The key to this is to

give responsibility for results.

Two types of delegation:

In the bubble

Structural

Manager

Senior Team

Other Team Members

Golden Rule 1

Make explicit the 5W’s:

• What• Why• Who• Where•When

Golden Rule 2

Say how the task is to be performed:

• Match mental pictures of the task• Write down the task

Golden Rule 3

Specify quality:• Be demanding!• Give assistance

Golden Rule 4

Expect and accept errors

Golden Rule 5

Allow initiative …It is the result that counts

Structural Delegation

Manager

Senior Team

Other Team Members