Time management powerpoint

PRESENTED BY:Doug KlaresTim DonohueJohn Silver

Cost Effective Workforce SolutionsTime Management

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A Definition from Dictionary.com

time management [tahym] [man-ij-muhnt]

Noun

1. The analysis of how working hours are spent and the prioritization of tasks in order to maximize personal efficiency in the workplace.

Time Management- Definition

Time Management- Quotes

“You get to decide where your time goes. You can either spend it moving forward, or you can spend it putting out fires. You decide. And if you don't decide, others will decide for you.” ― Tony Morgan

“Habitual procrastinators will readily testify to all the lost opportunities, missed deadlines, failed relationships and even monetary losses incurred just because of one nasty habit of putting things off until it is often too late.” ― Stephen Richards

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Time Management- Why is it so challenging?

What is the right answer?

What is the best way to maximize your time and be more productive?

What are you doing specifically?

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Prime Time is in session

Can it wait?

whenever possible, conduct your blitz of daily marketing calls in one hour blocks of time, four times per day

Time Management- Prime Time

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Time Task

7:30– 9:00 am Morning meetings, plan & make matching calls, priority calls, Office visits or client meetings.

*9:00 – 10:00 am Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.

10:00 – 10:30 am Documentation of info in the system (mini’s, etc.), priority calls or returns calls.

*10:30 – 11:30 am Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.

11:30 – 1:30 pm Documentation, priority calls, return phone calls, lunch, office visits, client meetings.

*1:30 – 2:30 pm Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.

2:30 – 3:00 pm Documentation of info in the system (mini’s, etc.),priority calls or returns calls.

Time Management- Suggested Daily Schedule

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Time Task

*3:00 – 4:00 pm Prime-Time calls. Attempt 15 marketing or recruiting calls. All other calls except placement oriented calls should be held.

4:00 – 4:30 pm Documentation of info in the system (mini’s, etc.), priority calls or returns calls.

4:30 – 6:00 pmConduct office visits or client meetings. Analyze the day’s results. Re-plan

planner with a total of sixty calls for next day. Be sure to include both marketing & recruiting calls and list out ALL priority calls.

6:00+ pm Night calls, recruiting follow-ups, debriefs, placement calls.

Time Management- Suggested Daily ScheduleContinued

Time Management- Flexible Planning

Build in some time in anticipation of problems, issues and challenges.Don’t be surprised by these everyday events.

When you sense your plan spinning out of control, STOP, look at your schedule and start doing what is listed on the plan.Most people will wait until the next week or day to get back on track. If you adjust faster, you will stay on plan, accomplish more and be more productive in the same amount of time.

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Time Management- Time Wasters

Document your activities over the course of a week

Keep a time log in 15 minute increments

See what tasks take up the most time

See what people take up most of your time

You will be amazed at how much time you waste in a day let alone a week

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Time Management- “No” is a Powerful Tool

Learn how to say “NO” or not now in a professional way

You are not being rude, you are being focused

Explain to your team (office) when you are available

Politely ask your team member if the issue can wait until your scheduled down time.

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Time Management- Ask 2 Questions

Is your task Urgent?

Is your task important?

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High ImportanceHigh Time Pressing

Low ImportanceHigh Time Pressing

High ImportanceLow Time Pressing

Low ImportanceLow Time Pressing

(“no brainers. .. they have to get done.)

»Taking a Job Req»Client calls in with offer»Dealing with an upset client/candidate»Debriefing a client/ cand.»These are “NO BRAINERS”…they are VERY important and are very time pressing.

(anything that is re-active and is not planned)

»Your phone is on its third ring»Questions from other recruiters...»A candidate calls in»Reacting to others in the office»Unplanned interviews or incoming phone calls»Anything reactive and not planned

(these are the keys to your success. requires discipline and being pro-active.)

»Creating your marketing and recruiting plan»Prime Time- NBD calls»Client Meetings / Office Visits»Matching calls»Briefing candidates and clients»Spending time in job Req meeting»Spending time in training meeting

(usually people do this stuff to feel busy)

»Do computer stuff/ admin. work»Organizing your desk»Making copies, faxing, etc.»Outbound f/up calls for small/unimportant tasks»Engaging people in conversation not related to your plan.»Sending e-mails

This is wherepeople spend

much of their time!!!

Time Management- Urgency VS Importance

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When your desk is full of activity, use this guide to set and balance your priorities.

1. Confirm an offer or a new hire.2. Debrief a Candidate or a Client.3. Brief a Candidate or a Client.4. Make a matching call.5. Complete references on all pending Candidates.6. Arrange for an interview with a matched Candidate.7. Complete all Priority Calls.8. Focus on new Calls (sales or recruitment).

Time Management- Adjusting Priorities

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Time and performance experts state that by blocking out time to complete specific tasks, your results will go up significantly.Your added focus puts you in a rhythm or a “make it happen” zone! Every time you start, stop and restart again on important tasks, you lose focus, momentum and ultimately money!

Time Management- Time = Money

Time Management- Organize Your Way

The internet is full of time management self help tips and tricks

Know yourself- pick something that works

Experiment- push your comfort zone

Evaluate your system- make corrections

Find a mentor- what do they use

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Time Management- Tips from CIO.com

Stick to the 15 minute rule

Know when you are done

Eliminate distractions

Identify verbs that need attention

Be prepared for bonus time

Use email shortcuts

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Time Management- Summary

Protect your time! It’s valuable (Prime Time)Use a schedule to keep you on trackUse flex planningWatch and eliminate time wastersLearn to say “no” Is the task at hand urgent or importantSet PrioritiesTime = MoneyOrganize in a way that makes sense to youTips from CIO.com

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PRESENTED BY:Doug KlaresTim DonohueJohn Silver

Cost Effective Workforce SolutionsTime Management

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