Time Management

Time Management Seminar

Presented by:The Human Resources & Admin Department

Our Objectives

• Enable participants to make the most productive use of their time

• Define goals both at work and personal life

• Clarify priorities• State their individual work

pattern• Devise new work pattern that fits

into individual work pattern• Discover “time thieves” and how

to construct responses to it.

Becoming a True Believer

• All SUCCESSFUL people have one thing in common…they have taken the time to sit down and create a clear blueprint of themselves and their future lives.

• Even if they started the process with a little skepticism...

Definition of Happiness

• HAPPINESS has been defined as the progressive achievement of a worthy ideal or goal. When you are working progressively, step-by-step toward something that is important to you, you generate within yourself a continuous feeling of success and achievement

Definition of Happiness

• You feel MORE POSITIVE and MOTIVATED. In control of your own life.

• You feel like a WINNER, and you develop the momentum that enables you to overcome obstacles and plow through adversity as you move toward achieving the goals that are most important

Determine your Values

• It all begins with you determining what it is you believe in and stand for - - - your VALUES.

• Your VALUES lie at the very core of everything you are as a human being.

Determine your Values

• The virtues and qualities that you stand for are what constitute the person you have become from the beginning of your life to this moment…

• All improvement in your life begins with you clarifying your true values and then committing yourself to live consistent with them

FUZZY OR CLEAR???

• Successful people are successful because they are clear about their values

• Unsuccessful people are fuzzy or unsure. Complete failures have no real value at all

A Clear sign that you have trouble managing your time …

You work extremely long hours and you still don’t get enough of the important stuff done -- activities that generate sales, income and new customers or clients -- while servicing your current commitments.

Solutions

Make a list of the things that only you can do or should be doing. Be sure to include at least 30 minutes to an hour each day for thinking, planning and creating the next day’s to-do list.

SEVEN Principles of Creative Time Management List:

1. Be active -- not just reactive. Often, we become overwhelmed because they are dealing with everyone else’s problems. Work piles up and nothing gets finished.

S: Set the agenda for your day’s

activities. Try to head off or prevent problems by being prepared and planning ahead.

SEVEN Principles of Creative Time Management List:

2. Set goals. Setting goals keeps your mind clear about where you are trying to go. Without specific goals, people can flounder, get bogged down and are unable to achieve key objectives.

SEVEN Principles of Creative Time Management List:

3. Prioritize actions. Prioritizing, or creating specific goals for each day or hour and then accomplishing each task before going on to the next, will help you overcome the tendency to do too many things at once.

SEVEN Principles of Creative Time Management List:

4. Keep your focus. Once you have set your goals and prioritized the tasks to achieve those goals, stay on track with a project until it has been completed. Write down a task or project with a terse description, such as reorganize files... write proposal...

SEVEN Principles of Creative Time Management List:

5. Set realistic deadlines. Creating strict but feasible deadlines for yourself keeps you focused on your goals.

SEVEN Principles of Creative Time Management List:

6. D-O I-T N-O-W. Here is an easy way to remember this simple rule...

D = Divide and conquer what you have to do. Break big tasks into smaller pieces and give each piece a realistic deadline.

O = Organize your materials... and plan how you will tackle the job.

I = Ignore interruptions. Come in early or stay after hours to assure needed quiet time to complete important projects.

T = Take the time to learn how to do certain essential things yourself instead of always having to wait for a secretary, consultant or some other helper to do it for you.

N = Now, don’t procrastinate. Put the task you have been dreading the most at the top of your to-do list.

O = Opportunity is knocking. Take advantage of opportunities.

W = Watch out for time gobblers such as the Internet, E-mail, watching TV, talking on the phone. But do make time to have lunch, exercise and take vacations to recharge your batteries and reconnect with your family and friends.

SEVEN Principles of Creative Time Management List:

7. Balance your life. While becoming more productive is certainly a worthy goal, having a full, productive and balanced personal life is equally important.

Work Pattern Recognition

Exercise One (5 minutes):

1. Mark on the scales the extent to which your work is predictable

2. Mark on the scale the extent to which your work is responsive

3. Consider how these impact the demands that your work has on your ability to predict and plan your daily/weekly/monthly work schedules.

Work Pattern Recognition

Predictable/Routine

Unexpected

Long response time Instant response

Work Patterns

• This determines to a large extent the way in which the work process in an organization evolve.

• This all hinges on the predictability of work flows

Response Times

• The expected response time is very important esp. in dealing with customers

• This impacts work pressures – both on you and your colleagues

WORK DEMAND

Exercise Two (10 minutes):

1. Consider the activities that you perform at work on a daily basis and your response times.

2. Categorize them into (4) Quadrants – between speed of response required (vertical) and predictability of work (horizontal)

WORK DEMAND

URGENTURGENT &

IMPORTANT

NECESSARY & IMPORTANT IMPORTANT

Pattern & Responses-Anticipate this demand-Plan into work schedule-Have information-Possible to pre-prepare

URGENT

-Be prepared to drop everything else to fulfill this request-Build some flexible time into a day to cover such demands-Don’t take on too much routine work this becomes frequent

URGENT & IMPT

-Ideal situation – possible to plan and keep to plans-Attend to all details-Make very precise, workable plans

NECESSARY & IMPT

-Can make fairly accurate plans-Allow leeway in plans for changes

IMPORTANT

Building Self-Confidence & Self-Esteem

• When you take the time to think through your fundamental values and commit yourself to living your life consistent with them, you feel a surge of mental strength and well being.

• You will feel stronger and more capable

• You will feel more centered and more confident of accomplishing the goals you set for yourself.

ACTION STEPS

Here are two things you can do immediately to put our ideas into action:

• Decide for yourself what makes you truly happy and then organize around it. Write down your goals and make plans to achieve them.

ACTION STEPS

• Begin with your values by deciding what it is you stand for and believe in. Commit yourself to live consistent with your inner most convictions

“ Big goals get big results. No goals gets no

results or somebody else’s results.”

--- Mark Victor Hansen