1. Time management – tips, techniques and planning
June 2015
Time management – tips, techniques and planning

2. What are we doing this morning?
Identifying why time management is important
Identifying your work preferences
Working with the time management grid
Identifying time bandits and how to deal with them effectively
Strategies for managing those s
Identifying when and how to delegate tasks
Action planning for improved time management

3. Activity 1 Identify 3 reasons why time management is important
What would you like to improve regarding your time management skills?
10 minutes

4. And now for something very different….

5. 10 ways in which time management goes wrong
Keeping too many things in your head
Doing whatever grabs your attention next
Doing efficiently that which need not be done at all
Spending too much time on low priority items
Inadequate or poor planning
Disorganised/distracting environment
Attempting to do too much
Always saying yes!
Not managing inflow
Confusing activity with productivity

6. Time management techniques
What do you currently use?
Are they effective/not effective?
What are their advantages and/or disadvantages?

7. Time preferences - planning
Do you plan or go with the flow? Planners – how do you feel when you have to leave things undecided or make changes at the last minute? Go with the flow – how do you feel having to account to others for what you are doing and when?

8. Time preferences
Your preference will influence how you want to spend your time
Both planning and going with the flow have their strengths but you need to be aware that working with others you need to be flexible
Pressure to be planners and planning is a key task in time management
If you need to be responsive to others you may not be able to plan you whole day ahead of time
Having a fixed plan can sometimes make it difficult to take advantage of new opportunities

9. Time preference – time of day
Are you a lark or a night owl?
How can you make use of this preference in managing your time?
make best use of the time when you are most effective and do the tasks which require greater effort
Larks – tackle the busier more challenging issues in the morning leaving admin tasks till later in the day
Night owls – break yourself in gently to the day and do your admin tasks in the morning and leave the more challenging tasks till later in the day when you are performing at your best

10. Not important/Not urgent
In order to manage our time effectively we need to know what we have to do
Urgent/Important
Not urgent/Important
Crises
Fire fighting
Unplanned activities
Major projects
Planned tasks
Urgent/Not important
Not important/Not urgent s
Interruptions
Other expectations
Socialising
Pleasant distractions

11. Another way of looking at this…

12. QUALITY & PERSONAL LEADERSHIP
And one more way!
Urgent
Not urgent
Important
NECESSITY
Your key action
Manage
Activities
Crisis
Deadline driven activities
“True emergencies”
Pressing problems
Last minute preparation
QUALITY & PERSONAL LEADERSHIP
Focus
Preparation and planning
Empowerment
Relationship building
Delegation
Not important
DECEPTION
Use caution or avoid
Meeting other people’s priorities and expectations
Frequent interruptions
Most s, some calls
Urgency masquerading as importance
WASTE
Avoid
Escapist activities
Busy work
Junk mail
Some s
Some calls

13. Activity
Which jobs or tasks do you wrongly promote because your manager gives them to you
List the important jobs you do because your staff ask you to do them
List the jobs and tasks you do and like doing
List the jobs you do urgently because you like the person asking
List the tasks and jobs you start but do not finish

14. Understanding a little about how we work in a team

15. Dealing with those time bandits!
Who and what are your time bandits?
There are many time bandits in the workplace
Unexpected interruptions
Outbound phone calls
Procrastination
A cluttered and disorganised workplace
System issues
Staffing issues

16. Activity – how can we manage those time bandits

17. Email management Turn off the email alerts
Use identifiers in subject line
Urgent
FYI
Action
Check your s at specific times of the day

18. Delegation Some tasks: Must be delegated Should be delegated
Could be delegated
Can’t be delegated

19. Activity – delegation of tasks

20. KISS matrix
Keep
Improve
Start
Stop

21. Action planning Objective Tasks
Tasks
What do you need to do to achieve the objective
Success criteria
How can you identify your success
Timeframe
By when do you need to achieve the tasks
Resources
What resources you need for each task

22. Any questions?