I really do not have time for this! Shelley Upton May 2006

Some sad truths Everyone has the same amount of time Everyone has the same amount of time No more, no less No more, no less 24 whole hours of it every day 24 whole hours of it every day 384,384 in a working lifetime 384,384 in a working lifetime We spend 128,128 asleep! We spend 128,128 asleep! and 70,400 at work  and 70,400 at work 

Time isn’t scarce Good management of it is – here are the 3 Ps… Good management of it is – here are the 3 Ps… Poor planning Poor planning Personal Disorganisation Personal Disorganisation Procrastination Procrastination “He who fails to plan, plans to fail”

Making a start What do you want to change? What do you want to change? Ask yourself Ask yourself Do I feel short of time? Do I feel short of time? Do I need to make changes? Do I need to make changes? What do I want to spend more time on? What do I want to spend more time on? What are my priorities? What are my priorities?

Where do I want to be? Ask yourself Ask yourself What do I want to achieve this year? What do I want to achieve this year? In the next three years In the next three years In the next five years In the next five years These are your life goals These are your life goals Identify work goals too Identify work goals too

Making a start What do I do with my time now? What do I do with my time now? Keep a time log to find out Keep a time log to find out Are my expectations realistic? Are my expectations realistic? Am I trying to do too much? Am I trying to do too much?

Let’s start with your Diary Begin by identifying known commitments Begin by identifying known commitments Public Holidays Public Holidays Regular meetings Regular meetings Working hours Working hours Deadlines Deadlines Travelling time Travelling time Don’t forget breaks! Don’t forget breaks!

Diary By putting commitments into your diary you can see clearly how much disposable time you have By putting commitments into your diary you can see clearly how much disposable time you have Think ahead too Think ahead too Birthdays Birthdays Sports schedules Sports schedules Concerts Concerts Classes Classes

Goodbye Pending Tray! Prioritise Prioritise Schedule tasks as they come in Schedule tasks as they come in DO it or DO it or DELEGATE it or DELEGATE it or DUMP it or put it in the DUMP it or put it in the DIARY! DIARY!

To Do lists At the end of each day, review your to do list At the end of each day, review your to do list Bring forward anything you haven’t done Bring forward anything you haven’t done Create a new list for tomorrow and schedule the task in your diary Create a new list for tomorrow and schedule the task in your diary Sleep on it! Sleep on it!

Making time Identify: Identify: Progress tasks Progress tasks Maintenance tasks Maintenance tasks Am I making progress? Am I making progress? Do I spend time doing things I don’t need to? Do I spend time doing things I don’t need to?

Questions, questions Ask yourself Ask yourself Why am I doing this? Why am I doing this? Could I be doing this better? Could I be doing this better? Should I be doing this at all? Should I be doing this at all? What if I stopped? What if I stopped?

How to say “No”! I Recognise your need and I Understand your problem However, put Simply, this is my current Situation. I’d like to help – perhaps we could achieve it by this Action

Prioritise What’s high or low priority? What’s high or low priority? What’s urgent or important? What’s urgent or important? Classify your tasks as Classify your tasks as Important and urgent Important and urgent Important but not urgent Important but not urgent Urgent, but not important Urgent, but not important Not urgent, not important Not urgent, not important

The Matrix 1 Important and urgent 2 Important, but not urgent 3 Urgent, but not important 4 Not urgent, not important Crises and problems – real deadlines - usually high profile… Training & Development Planning Problem prevention Sleep, R&R Arbitrary deadlines Phone, Interruptions Mending that puncture If you’re lucky, these’ll disappear of their own accord! Stephen Covey The 7 Habits of Highly Effective People

Making time Identify inefficient work practices – not just your own! Identify inefficient work practices – not just your own! Is my desk covered in paper? Is my desk covered in paper? How long do I spend searching for things I know I’ve put in a safe place? How long do I spend searching for things I know I’ve put in a safe place? Tidy your working environment Tidy your working environment Feng shui and filing cabinets! Feng shui and filing cabinets! How about tickler files? How about tickler files?

Tickler files

Making time Identify your strengths and weaknesses Identify your strengths and weaknesses Time of day Time of day

Pareto Principle 80% of your really productive and creative work will be done in 20% of your time 80% of your really productive and creative work will be done in 20% of your time But what could you be doing with the other 80%? But what could you be doing with the other 80%? You need to find out where your time actually goes You need to find out where your time actually goes

Time log example categories M – meeting or committee I – interview, pre-arranged D – discussion – talking about work rather than chatting TD – training or development e.g.education lectures, courses, seminars

Time log F – figure work E – dealing with P – phone conversations C – computer based work W – writing R – reading Q – travelling T – thinking O - other things

Speed read Learn to skim and thus read faster Learn to skim and thus read faster Read abstracts, contents Read abstracts, contents Use your finger as a guide Use your finger as a guide Pick out only the relevant bits Pick out only the relevant bits You don’t need to read every word! You don’t need to read every word!

Beat the time thieves Interruptions Interruptions Phone calls Phone calls Procrastination Procrastination Stress Stress Tiredness Tiredness

Project Management Planning Planning Goal oriented Goal oriented Tasks can be connected and sequenced – break them down Tasks can be connected and sequenced – break them down Limited duration – beginning and end Limited duration – beginning and end Unique and non-routine Unique and non-routine

Multiple projects Colour code each project Colour code each project Work on one thing at once Work on one thing at once Use post-its for status reports Use post-its for status reports Plan a week ahead and update every Monday Plan a week ahead and update every Monday Keep a journal for each project Keep a journal for each project Use SMART goals Use SMART goals

Review – but don’t beat yourself up! Every month, look back Every month, look back What have you achieved? What have you achieved? What haven’t you achieved yet? What haven’t you achieved yet? Why not? Why not? Circumstances beyond your control Circumstances beyond your control Circumstance within your control Circumstance within your control Insufficient motivation Insufficient motivation Insufficient skill in setting objectives Insufficient skill in setting objectives

Grasp the nettle! Take control of your life Take control of your life Identify your goals Identify your goals Plan ahead Plan ahead Plan your day Plan your day Organise your working environment Organise your working environment Don’t procrastinate! Don’t procrastinate! Manage your health and work/life balance Manage your health and work/life balance

Over to you! i measure only the sunny hours Good luck and please let me know whether any of the strategies we’ve looked at today have been useful.

Personal Mission Statement for the next three years Three personal goals Three personal goals Three work goals Three work goals