Effective Time Management

Part 1- 7 principles of Time Management?

Part 2- What is the "Eisenhower Method"

Part 3- What is "GTD"? How does it work?

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Part 1- Time Management Principles 2

“It’s not enough to be busy, so are the ants. The question is, what are we busy about?” Henry David Thoreau

"You do not manage time, you manage your activities, their outcome and your achievements."

Stressors & daily challenges:

1- Unclear objectives and priorities

2- Lack of organization and planning

3- Trying to please everybody

4- Constant interruptions

5- Permanent high stress level, chronic fatigue

6- Feeling to be under-water

Part 1- Time Management Principles 3

Did you recognize

some of the symptoms?

Time wasting culprits:

* Instant messaging/ email

* Long and frequent phone conversations

* Too much television or surfing othe web

* Poorly run, unprepared meetings

* Lack of organization: misfiled infos, cluttered work space and home

Part 1- Time Management Principles 4

Typical time wasters

7 Basic principles

1- Do not procrastinate, it makes tomorrow just harder

2- Learn to better anticipate how long each meeting will take. Is a major review meeting with your boss or Customer done in an hour? If not, adjust the time slot of the next meeting

3- Identify and monitor distractions as well as other "time eaters"

Part 1- Time Management Principles 5

7 Basic principles (continued)

4- Implement a systematic weekly process to review what you can delegate or out-prioritize

5- Learn to say "no", improve your assertiveness

6- Clearly articulate your goals, break down into weekly objectives and adjust your weekly schedule accordingly

7- Be ready to adjust, accept and work around change, do not fight it

Part 1- Time Management Principles 6

Part 1- Effective Time Managementby Bob Corcoran

7

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Part 2- Eisenhower Method 8

First strategy:distinguish

between urgency and importance

Also called the Eisenhower

method

Due now Due later

Important 1 2

Not important 3 4

Part 2- Eisenhower Method 9

First strategy

Part 2- Eisenhower Method 10

First strategy: distinguish between urgency and importance

* Focus on quadrant 1, start by planning your week with all "1" activities.

* Schedule then the 2 and 4.Which tasks can be delegated?

* Do you really need to cover the "4"? Wat will happen if you do not?

Due now Due later

Important 1 2

Not important 3 4

Part 3- GTD 11

Second strategy:Getting Things Done

Getting Things Done is a book by productivity consultant David Allen that describes the method/procedure that he created with the same title name, often referred to simply as GTD.

GTD is based on storing, tracking and retrieving the information related to the things that need to get done.

Part 3- GTD 12

Second strategy: Getting Things Done* If it’s on your mind, your mind is not clear

* Organize reminders of your action plan and free your brain from keeping track of everything

* 6 perspectives:1) Current actions2) Current projects3) Areas of responsibility4) Yearly goals5) year vision6) Life goals

The basic GTD process for handling tasks and activities:

1) Collect

2) Process

3) Organize

4) Review

5) Do

Part 3- GTD 13

On a weekly basis:

* Capture everything that you need to track or remember or act on in what Allen calls a 'bucket'

* Get everything out of yourhead and into your collection device, ready for processing

Basic GTD process:

1) Collect

2) Process

3) Organize

4) Review

5) Do

Part 3- GTD 14

Basic GTD process:

1) Collect

2) Process

3) Organize

4) Review

5) Do

Part 3- GTD 15

* Next actions - For every item requiring your attention, decidewhat is the next action that you can physically take on it

* Projects - Every 'open loop' which requires more than one physical action to achieve becomes a 'project‘

* Waiting for - When you have delegated an action to someone else or are waiting for some external event before you can move a project forward

* Someday/Maybe - things that you want to do at some point, but not right now

Basic GTD process:

1) Collect

2) Process

3) Organize

4) Review

5) Do

Part 3- GTD 16

* Review your lists of actions and reminders them at least daily

At least weekly, review all your outstanding actions, projects and 'waiting for' items

* Create a "tickler file" in order tohelp refresh your memory

* At the end of each week, look back and ask yourself:what worked well?What did not go as planned?what lessons did I learn?Capture your thoughts in a journal

Basic GTD process:

1) Collect

2) Process

3) Organize

4) Review

5) Do

* Did you define your personal and professional goals?

* Do you know where how you are wasting time?

* Are you using effective time management tools? Planner, outlook, google agenda/task

* Did you pick and applub your preferred method? Matrix, GTD or other

* Do you set weekly priorities and define a routine in your Ideal Week?

* Do you keep track of your progress and issues in a journal?

In Summary 17

Find out more about stressors and effective stress management

techniques

Related Learning Modules 18

Increase your productivitywith "flow", a method

from Mihaly Csikszentmihalyi

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* wikipedia.com

* Heylighen, Francis; Vidal, Clément (December 2008). "Getting Things Done: The Science behind Stress-Free Productivity". Long Range Planning: International Journal of Strategic Management 41 (6): 585-605. doi:10.1016/j.lrp.2008.09.004. ISSN 0024-6301.

* Andrews, Robert (2005-07-12). "A new cult for the info age". Wired.com (Condé Nast). Retrieved 2010-03-05.

* Robinson, Keith (2006-03-21). "Best of GTD". Lifehacker. Retrieved 2010-03-05.

* Hammersley, Ben (2005-09-28). "Meet the man who can bring order to your universe". The Guardian (London: Guardian News and Media Limited). Retrieved 2010-03-05.

* Forrister, Kelly (2012-08-02). "Which list manager should I use for GTD?". GTD Times. The David Allen Company.

* Allen, David (2001). Getting Things Done: The Art of Stress-Free Productivity. Penguin Books. ISBN 0-14-200028-0.

* www.ulc.psu.edu/studyskills/time_management.html*www.personal.psu.edu/faculty/c/s/csr4/How_To_Survive/Introduction.htm* www.mindtools.com/pages/main/newMN_HTE.htm* http://members.aol.com/rslts/tmmap.html* www.studygs.net/schedule/

Sources and References 19

In the note section of this slide

Participant notes 20