“TIME MANAGEMENT” – Get more done with less stress by efficiently managing your time Training 5 November 16, 2007 Irina Kim, MBA, MPhil

What, to you, is TIME?

HOW WELL DO YOU PLAN? NeverSeldomSometimesOftenAlways How often do you plan in an effort to keep life from running out of control? Do you put daily plans on paper? Do you allow flexibility in your plans? How often do you accomplish all your plan for a given day? How often do you plan time for what matters most to you? How often is your daily plan destroyed by urgent interruptions? 54321

INTERPRETATION 6-10: Terrible Planner 6-10: Terrible Planner You should consider using new tools & processes to help you plan effectively. A great first step would be to take a time management course : Below Average Planner 11-15: Below Average Planner You may already have a planning system, but using it more effectively will help to reduce the stress and lack of control you feel in your life : Average Planner 16-20: Average Planner Your planning system is working, but you can do better. You may need help focusing on priorities, dealing with urgent interactions or writing your daily. plan : Above Average Planner 21-25: Above Average Planner Your planning system is working well. Keep up the good work, with periodic reviews to be sure you are planning around what matters most in your life : Excellent Planner – OR – Candidate for Burnout? 26-30: Excellent Planner – OR – Candidate for Burnout? You have mastered planning and should experience the serenity that comes from taking charge of your life. But make sure you’re in control of your planning rather than letting it control you.

GOAL CRITERIA S T R A M Specific Measurable Ambitious Realistic Time specific

GOAL ORIENTATION $ Finance Customer Product Marketing HR Business Process

FROM GOAL TO ACTION PLAN Finance Customer Product HR Business process Goal= $4 mln $4 mln $2 mln $1 mln Ask 7 marketing questions Marketing Plan of action How to organize processes Plan of implementation & control Who is responsible HR planning

1. SET YOUR GOAL

What are some of your Biggest TIME WASTERS?

SOME BIGGEST TIME WASTERS Management by crisis / Fire-fighting Management by crisis / Fire-fighting Inadequate Planning Inadequate Planning Paperwork Paperwork Meeting Time Meeting Time Dressing up Dressing up Looking at the window, Dreaming Looking at the window, Dreaming Putting yourself into the working mode Putting yourself into the working mode Telephone Interruptions Telephone Interruptions Drop-in Visitors Drop-in Visitors Personal Disorganization Personal Disorganization Travel Travel

2. ELEMINATE TIME WASTERS (Minutes Save hours)

PARETO PRINCIPLE 80 / 20 Filter what is important for you 20% of Result 20% of Time 80% of Time 80% of Result

3. APPLY PARETO PRINCIPLE (20% of Effort produce 80 % of Result)

Setting Priorities…HOW?

URGENT vs. IMPORTANT (by Eisenhauer) Interruptions Interruptions Some calls, mail Some calls, mail Meetings Meetings Time wasters Time wasters Pleasant activities Pleasant activities Crises Crises Pressing problems Pressing problems Deadline-driven projects Deadline-driven projects Prevention Prevention Relationship building Relationship building Recognizing new opportunities Recognizing new opportunities Planning Planning Urgent Not urgent Not Important Important

URGENT vs. IMPORTANT (by Eisenhauer) Interruptions Interruptions Some calls, mail Some calls, mail Meetings Meetings Time wasters Time wasters Pleasant activities Pleasant activities Crises Crises Pressing problems Pressing problems Deadline-driven projects Deadline-driven projects Prevention Prevention Relationship building Relationship building Recognizing new opportunities Recognizing new opportunities Planning Planning Urgent Not urgent Not Important Important AB D C

4. SET PRIORITIES

From Productivity to Effectiveness

5. DO THINGS RIGHT THE FIRST TIME

Saying “NO”: Which part of “NO” don’t you understand “N” or “O” ?

6. BE ABLE TO SAY “NO”

Life Harmony (7 Life Roles)

IN WHICH AREAS OF YOUR LIFE DO YOU FIIL TENTION? Conflicts with colleagues Conflicts with colleagues Conflicts with boss Conflicts with boss Working environment Working environment Financial status Financial status Physical condition Physical condition Personal conflicts, etc. Personal conflicts, etc.

7. REACH LIFE BALANCE

7+

SWITCHING TO “2 minute Pause” MODE:  Breathing exercises  Mind travel  Forget what pressures you  Exercises for shoulders  Wisdom  Everything that you love (picture)  Get relaxed  Meditate

7 +. TAKE A BREAK

BONUS TRACK: 12 Ways to Plan Your Day (Student tips)  Do not plan too many things  Leave decent time between items  Make your plan flexible  Break large assignments into smaller tasks  Prioritize items  Schedule breaks  Plan not only for the short-term, but long-term as well  Set your mood to assignment  Organize work  Start with whatever  Just do it anyway  Do not pay attention at critique  Be able to stop at the right time. It can help you to start the next day

The KEY LEARNING POINTS are… 1. SET YOUR GOAL 2. ELEMINATE TIME WASTERS 3. APPLY PARETO PRINCIPLE 4. SET PRIORITIES 5. DO THINGS RIGHT THE FIRST TIME 6. BE ABLE TO SAY “NO” 7. REACH LIFE BALANCE 7 +. TAKE A BREAK STUDENT BONUS TRACK

Recommended literature Управление Проектами (Ханс-Д. Литке) Управление Проектами (Ханс-Д. Литке) Управление временем (Йорг Кноблаух) Управление временем (Йорг Кноблаух) Искусство быть студентом (Сью Дрю) Искусство быть студентом (Сью Дрю) Тайм-драйв (Глеб Архангельский) Тайм-драйв (Глеб Архангельский) Эффективный тайм-менеджемент (маршалл Кук) Эффективный тайм-менеджемент (маршалл Кук) Seven habits of highly effective people (Steven Cover) Seven habits of highly effective people (Steven Cover) The 8 th habit of highly effective people (Steven Covey) The 8 th habit of highly effective people (Steven Covey)