Time ManagementTime Management

Karen RobinsonKaren Robinson

Business ManagerBusiness Manager

The Oak Tree Primary SchoolThe Oak Tree Primary School

Stockton on TeesStockton on Tees

Time ManagementTime Management AIMS OF THE WORKSHOPAIMS OF THE WORKSHOP

To look at some theory underpinning time managementTo look at some theory underpinning time management Explore differing viewpoints on how to manage your timeExplore differing viewpoints on how to manage your time Give you some tools and techniques to use to help you.Give you some tools and techniques to use to help you.

Time ManagementTime Management EXERCISEEXERCISE

Ask yourself the following questions –Ask yourself the following questions –

Are you a procrastinator?Are you a procrastinator? Do you only start work on a project or job when the Do you only start work on a project or job when the

deadline is near?deadline is near? Do you find it hard to get started?Do you find it hard to get started? Are you always short of time?Are you always short of time? Does the thought of completing things make you Does the thought of completing things make you

nervous?nervous? Have you got lots of things to do that you’ve carried over Have you got lots of things to do that you’ve carried over

from last week?from last week?

Time ManagementTime Management Teach Yourself Time Management – Polly BirdTeach Yourself Time Management – Polly Bird

Keep a logKeep a log Make a note of changesMake a note of changes Timeline projectsTimeline projects Look after yourselfLook after yourself Discourage othersDiscourage others Don’t let procrastination become a habitDon’t let procrastination become a habit 3 Dots3 Dots MeetingsMeetings How much are you worth?How much are you worth? Pass your new knowledge on to othersPass your new knowledge on to others

Time ManagementTime Management Getting Things Done – David AllenGetting Things Done – David Allen

Manage your work/life balanceManage your work/life balance Think about what you doThink about what you do Write listsWrite lists Multi TaskingMulti Tasking

To get things done -To get things done -

Time ManagementTime Management Do It Tomorrow (and other secrets of time Do It Tomorrow (and other secrets of time

management)management)

What you need to doWhat you need to do

Reactive Brain & Rational BrainReactive Brain & Rational Brain

Time ManagementTime Management Diagnostic Diagnostic

Which of the following situations are examples of Which of the following situations are examples of “Thought-Decision-Action” and which are examples of “Thought-Decision-Action” and which are examples of “Stimulus-Response”?“Stimulus-Response”?

Quickly fill in the diagnostic the answers are on the back – Quickly fill in the diagnostic the answers are on the back – no cheating – read them at the endno cheating – read them at the end

5 steps to get on top 5 steps to get on top

Time ManagementTime Management ListsLists

LimitsLimits

RandomnessRandomness

Exercise Exercise

Time ManagementTime Management 3 causes of problems with time management3 causes of problems with time management

ExerciseExercise Make a complete list of all the tasks you have outstanding Make a complete list of all the tasks you have outstanding

at the moment – do it nowat the moment – do it now Write down how long this item has been outstanding forWrite down how long this item has been outstanding for How long would it take you to do this job if you had How long would it take you to do this job if you had

nothing else to donothing else to do Collect a days worth of work that comes in – write down Collect a days worth of work that comes in – write down

every single piece of work whether you action it or notevery single piece of work whether you action it or not Record all e-mails and telephone callsRecord all e-mails and telephone calls Itemise every single piece of paper you getItemise every single piece of paper you get Don’t include anything from your backlog fileDon’t include anything from your backlog file

Time ManagementTime Management Real work vs busy workReal work vs busy work

ExerciseExercise Observe yourself during the course of a dayObserve yourself during the course of a day Watch for randomnessWatch for randomness Challenge assumptionsChallenge assumptions Self awareness about urgencySelf awareness about urgency

Further pointersFurther pointers DelegationDelegation

Time ManagementTime Management Time Management Pocket Book – Ian FlemingTime Management Pocket Book – Ian Fleming

Managing what you do

Managing every day

Managing where you work

Managing to work with others

Managing Communications

Time ManagementTime Management Managing What You DoManaging What You Do

Questions to ask yourselfQuestions to ask yourself Focus on things that matterFocus on things that matter Check your job descriptionCheck your job description

Time ManagementTime Management ExerciseExercise

Try and clarify your job in Try and clarify your job in a single sentencea single sentence

Identify key areas of your Identify key areas of your job eg staff, finance, etc job eg staff, finance, etc (aim for approx 8 areas)(aim for approx 8 areas)

In each key area put In each key area put what you do in terms of what you do in terms of activitiesactivities

Recruitment & Training

Staff Selection

Induction

Coaching etc etc

Time ManagementTime Management How and where do you spend your time?How and where do you spend your time?

ProcrastinationProcrastination

Setting prioritiesSetting priorities

Time ManagementTime Management Pareto PrinciplePareto Principle

80% of time available 20% of the result

20% of time available 80% of the results

Time ManagementTime Management

UURRGGEENNCCYY

IMPORTANCEIMPORTANCE

LOWLOW HIGHHIGH

LOWLOWDon’t do itDon’t do it Do it laterDo it later

HIGHHIGH

Ask someone else to Ask someone else to do itdo it

Do it now –Do it now –

Do it yourselfDo it yourself

Time ManagementTime Management Managing Where You WorkManaging Where You Work

EnvironmentEnvironment

MailMail

FilingFiling

Out of the officeOut of the office

Time ManagementTime Management Manage CommunicationsManage Communications

ListeningListening

Active ListeningActive Listening

Phone & E-MailPhone & E-Mail

Reading & WritingReading & Writing

MeetingsMeetings

Time ManagementTime Management Managing to Work With Others Managing to Work With Others

Your BossYour Boss

Your TeamYour Team

Interruptions and Learning to say NOInterruptions and Learning to say NO

Ask for helpAsk for help

Time ManagementTime Management Managing Every DayManaging Every Day

Take ControlTake Control

Mind MappingMind Mapping Example: Example:

http://www.mind-mapping.co.uk/assets/examples/attacking_problems-large.gif

Brainstorming & other ideasBrainstorming & other ideas

Time ManagementTime Management CONCLUSIONSCONCLUSIONS

MemoryMemory Accept and UnderstandAccept and Understand Be good to yourself – balance your work and personal Be good to yourself – balance your work and personal

time!time!

BibliographyBibliography Teach Yourself Time Management – Polly BirdTeach Yourself Time Management – Polly Bird Time Management Pocket Book – Ian FlemingTime Management Pocket Book – Ian Fleming Do it Tomorrow (and other secrets of time management) – Mark ForsterDo it Tomorrow (and other secrets of time management) – Mark Forster

Time ManagementTime Management MOTIVATIONAL QUOTESMOTIVATIONAL QUOTES

"Don't say you don't have enough time. You have exactly the same "Don't say you don't have enough time. You have exactly the same number of hours per day that were given to Helen Keller, Pasteur, number of hours per day that were given to Helen Keller, Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein." Albert Einstein." -- H. Jackson Brown -- H. Jackson Brown

"Many people seem to think that success in one area can compensate for "Many people seem to think that success in one area can compensate for failure in other areas. But can it really?...True effectiveness requires failure in other areas. But can it really?...True effectiveness requires balance." balance."

-- Stephen Covey-- Stephen Covey

"To think too long about doing a thing often becomes its undoing." "To think too long about doing a thing often becomes its undoing." -- Eva Young -- Eva Young

Time ManagementTime Management SBM SponsorsSBM Sponsors

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