Time & Priority Management
Agenda Why Time Management Techniques usually fail 5 Keys to Improved Time and Priority Management 10 Things to do right now to improve 3 Things to remember Summary www.wilymanager.com
Why Time Management Doesn’t Work Normally people attempt to be more efficient with their time when they should be assessing their effectiveness You will be more effective when you do less, as opposed to trying to cram more into your day www.wilymanager.com
5 Keys to Improved Time & Priority Management Understand where your time is currently being allocated Be aware of your time wasters Identify Priorities and set goals Plan your activities to achieve your goals Take initiative and overcome procrastination www.wilymanager.com
Understand where your time currently goes Track your time for two weeks – be honest Time tracking tool on the web www.wilymanager.com
Be Aware of Your Time Wasters Email Meetings Perfectionist Tendencies Other peoples’ crises Unclear roles or goals www.wilymanager.com
Identify Priorities & Set Goals Not everything can be a priority (focus on 3 – 7) Your priorities must align with those of the larger organization Ask “so what?” Practice the 80/20 rule. www.wilymanager.com
Plan Activities to Achieve Goals Don’t spend more time planning than doing Plan Action against major goals on a weekly basis Weekly Planning tool on website www.wilymanager.com
Take Initiative & Overcome Procrastination Be disciplined Use to do lists, but make sure they are prioritized Ask why you might be procrastinating Fear? Perfection? Waiting for a deadline? Overwhelmed? www.wilymanager.com
10 Things to do Right Now Forward the phone when necessary for short periods of time Turn off the email chime, and only tend to your email two or three times per day. Do not respond to emails in real time if you can avoid it. Keep focused on the “end product” at all times. If you cannot see a clear line of site between a particular activity and a high level goal, then that activity should be questioned. Learn and follow your rhythm – Assign tasks to the appropriate time of the day or week. If you are a morning person, schedule tasks requiring concentration and effort at that time of day. Carry tasks to completion. Do not allow tasks to linger. Avoid picking-up and putting-down – get small irritations off your desk now. Arrange set times for recurring tasks. Set specific times not to be disturbed. An open door policy is a good idea, but there’s nothing wrong with closing that door for one hour per day. Learn to say “No” by clearly articulating your goals. If a task or activity does not clearly relate to one of your goals you should push back at whether you should be involved in that task. Develop an ‘unexpected visitor’ strategy. Regularly scheduled one with one meetings with direct reports can pre-empt multiple interruptions during a week because those employees will save their issues for the appropriate time. www.wilymanager.com
3 Things to Remember Time pressure is often a symptom of one or more other problems You’ll be more successful when you do less rather than more Be disciplined, not a Fat Smoker www.wilymanager.com