Time Management

Management Skills Workshop - Part 1

Agenda

• 14:00 Introduction + Test • 14:10 Test exercise + discussion• 14:30 Presentations• 15:30 Break• 15:45 Presentations • 16: 20 Final activity• 16:50 Discussion about final activity• 17:15 End

Exercise Number 1:• Check the questions from the test you have

just answered and place them in one of the 5 following categories:

Goal setting: Goals and objective Prioritization: What should I do first ?Managing Interruptions: Coffee, Internet, Skype Procrastination: The act of delaying things Scheduling: What will I do today ?

Goal Setting - 6, 10, 14, 15 Prioritization - 1, 4, 8, 9, 13, 14, 15 Managing Interruptions - 5, 9, 11, 12 Procrastination - 2, 10, 12 Scheduling - 3, 7, 12

Answers:

Not at all: 2,3333333

Rarely: 2,666666

Some times: 3

Often: 3,33333

Very Often: 3,66666

Now you can calculate your own result:

P.S. You can keep your results to yourself if you want so.This info is private and belongs to you only

46-75You're managing your time very effectively! Still, if there's anything you can tweak to make this even better ?

31-45

You're good at some things, but there's room for improvement elsewhere. Focus on the serious issues that we will talk about, and you'll most likely find that work becomes much less stressful.

30

Ouch. The good news is that you've got a great opportunity to improve your effectiveness at work, and your long term success! However, to realize this, you've got to fundamentally improve your time management skills.

Score Interpretation

1 - Goal Settings

“Successful people are great at making and keeping goals. You should make an effort to read your list of long term and short term goals every day. Whether you have short term goals like keeping up with job performance, or long term goals like obtaining a degree from Harvard, reviewing your goals can help keep you on track.”

But maybe you are thinking…

Should I do that only because

successful people do it ?

Here are some other reasons why:

1 can be used for both personal and professional life

2 are a powerful way of motivating people

3 The theory is accepted as among such motivational theories:

- Industrial & organizational

- Psychology

- Human Resource Management

- Organizational Behavior

4 They make you focus

Also ask yourself questions like:

What I want to be doing in 5 years

time ?

Am I clear about my main objective at

work is at this moment ?

Do I know what I want to have

achieved by the end of today ?

but HOW should I

#1 set goals that motivate you

- Not super easy, not impossible to accomplish

- Know why is that important for you

#2 set SMART goals

- Do not say: „To sail around the world“

- Say: „To have completed my trip around the world by December 31, 2015“

- Clear & Well Defined- Goals that are not clear do not provide sufficient direction- Precise goals influence behavioral change more effectively than general “do your best” goals

- Make sure you have how to measure your goals - Include precise amounts & dates- Instead of saying: „Find more websites“ „Find new 20 websites by Friday“

- Make sure is possible to achive the goal you are setting- But it does not mean that they should be easy- Realist + challenging goals are the perfect recipe- They must require a plan to achieve them

- Why ?- Is important for my career or professional life

- Deadline

#3 WRITE down your goals

- Hand writing make it real- Write in a positively way- Use a to do list to achieve

#4 make an ACTION plan - Again the to do list- Steps for the outcome

#5 STICK with it - Maybe you can forget to check it one day but the next day try again- Is a ongoing process - Build reminders

Now is time to

Our own

Prioritization

http://www.youtube.com/watch?v=tT89OZ7TNwc

Procrastination

„Is the act of delaying things that you should be focusing now“

http://www.mindtools.com/community/pages/article/newHTE_96.php

Video

How to beat procrastination

- Set goals ( I know we already talked about it )- Our priority matrix

Everything is connected

On bit at a time !

Start your day doing tasks you don´t like so much

The 20th follow up email

The answer to

the customer

that wants

profit after 2

days …

Managing Interruptions &Scheduling

Maintain

Keep control of your

&

Most of us are distracted several times, if not dozens of times, every day.

It doesn't matter where you work or what you do, you probably deal with distractions on a daily basis.

Regaining concentration after a distraction can take quite a few minutes.

Learning how to minimize distractions can dramatically increase your productivity and effectiveness, produce high-quality work, and achieve much more during the day.

Examples of possible daily distractions…

and others…

Final conclusion:

The only thing we cannot buy is time, everyone has only 24 hours per day.

Therefore, we need to work smarter on things that have the highest priority, and then creating a schedule that

reflects our work and personal priorities.