Time Management Score. Slidespdf

SCORE 11/2/2011

By Laura JacobPresident

Pro Way [email protected]

2039610227

� Apply tools designed to help determine priorities

� Examine new time management strategies and techniques

� Apply tools to help make good decisions under pressure

� Select tools and techniques to apply back on the job

©Pro Way Development, LLC

Questions for Discussion

� How are you currently managing your time?

� Time management or self management?

� Multi tasking – is it a myth?


� Set goals

� Delegate

� Prioritize

� Manage interruptions

� Manage email and the phone

� Others?


…But…But…But…But SMART Goals:

� SSSSpecific

� MMMMeasurable

� AAAAttainable

� RRRRelevant

� TTTTime Measured


� SSSSpecific – “I would like to gain proficiency in French”

� MMMMeasurable – “…At the intermediate level…”

� AAAAttainable – “To be able to communicate in most common situations”

� RRRRelevant – “…For my upcoming business trip to France”

� TTTTime bound “…”February 1st…”


Delegate Don’t Delegate

� Tasks and projects that are related to work subordinates are doing or would help them develop

� Whole projects, not just mundane tasks

� Tasks of a sensitive nature

� Tasks involving confidential information

� Tasks that are not clearly defined or about which uncertainty exists


� Decide what you expect as a final outcome� Pick the right person – may not be the most skilled….

� Explain level of authority� Establish check in points� Don’t ask… “Do you understand”� Evaluate� Call the delegation back without prejudice if needed

� Others?


� Time ManagersTime ManagersTime ManagersTime Managers

� Decide when to do tasks

� Schedule Tasks

©Pro Way Development, LLC10

� Priority ManagersPriority ManagersPriority ManagersPriority Managers

� Decide whether to do tasks

� Validate tasks by their combined risk and value

� Negotiate up front and graphically when incoming tasks threaten existing tasks

� Offer options to get the right things done

� Identify why determining priorities is critical.

� Compare a proactive vs. reactive approach.

� Analyze how you spend your time.

� Negotiate to help manage your time and requests.


ActivityActivityActivityActivity UrgentUrgentUrgentUrgent ImportanceImportanceImportanceImportance Total Total Total Total AverageAverageAverageAverage PriorityPriorityPriorityPriority

1= high6 = low

+ 1 = high6 = low

Lowest number = the highest priority


1. List your day’s or week’s tasks in column 12. On a scale of 1-6 with 1 being the highest, rate each task’s

Urgency3. On a scale of 1-6 with 1 being the highest, rate each task’s

Importance4. Total the ratings, divide by 2 and enter that amount in the

Average column5. Use the Priority column to list your priorities and add any other

comments. If two items have the same score, subjectively choose the priority



urgenturgenturgenturgent not urgent not urgent not urgent not urgent

importantimportantimportantimportant 1 - DO NOW• emergencies, complaints and crisis issues

• demands from superiors or customers

• planned tasks or project work now due

• meetings and appointments

• reports and other submissions

• staff issues or needs

• problem resolution, fire-fighting, fixes

Subject to confirming the importance and the

urgency of these tasks, do these tasks now.

Prioritise according to their relative urgency.

2 - PLAN TO DO• planning, preparation, scheduling

• research, investigation, designing,

testing

• networking relationship building

• thinking, creating, modeling, designing

• systems and process development

• anticipation and prevention

• developing change, direction, strategy

Critical to success: planning, strategic

thinking, deciding direction and aims, etc.

Plan time-slots and personal space for these

tasks.

not important not important not important not important 3 - REJECT AND EXPLAIN • trivial requests from others

• apparent emergencies

• ad-hoc interruptions and distractions

• misunderstandings appearing as complaints

• pointless routines or activities

• accumulated unresolved trivia

• boss's whims or tantrums

Scrutinize and probe demands. Help originators to

re-assess. Wherever possible reject and avoid

these tasks sensitively and immediately.

4 - RESIST AND CEASE• 'comfort' activities, computer games,

net surfing, excessive cigarette breaks

• chat, gossip, social communications

• daydreaming, doodling, over-long

breaks

• reading nonsense or irrelevant material

• unnecessary adjusting equipment etc.

• embellishment and over-production

Habitual 'comforters' not true tasks. Non-

productive, de-motivational. Minimize or

cease altogether. Plan to avoid them.

� Take a moment to plan.

� Get help if you need it.

� Breathe!

� Revise your plan. Renegotiate other

deadlines.

� Evaluate how the crisis can be avoided in the

future.


� The problem with crises is that they are always UNEXPECTED!

� Give yourself a reasonable cushion in your schedule.

� Determine and validate priorities

� Maintain focus on priorities

� Communicate Assertively

� Make good decisions under pressure◦ Sometimes you have to go slow, to go fast to avoid errors!


� The value of the Pareto Principle for a manager is that it reminds you to focus on the 20 percent that matters. Of the things you do during your day, only 20 percent really matter. Those 20 percent produce 80 percent of your results.

� Identify and focus on those things. When the fire drills of the day begin to sap your time, remind yourself of the 20 percent you need to focus on. If something in the schedule has to slip, if something isn't going to get done, make sure it's not part of that 20 percent.


� When faced with a difficult project, staring at a blank page can be overwhelming – getting started on it is some small way will help you move things along faster!

� Putting off unpleasant tasks and attempting to do them when your energy is low will hurt you in the long run.

� Schedule time on your calendar for an activity you have been procrastinating on or avoiding.


� The phone

� Paperwork

� Email

� Drop in visitors and other interruptions

� Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time.

� A good file system is essential.

� Touch each piece of paper once.

� Touch each piece of email once; your inbox is not your TO DO list.


� Keep calls short; stand during call

� Start by announcing goals for the call

� Have something in view that you’re waiting to get to next

� If you are working on something important, don’t answer it

� Group outgoing calls: just before lunch and 5pm


� Set specific times to respond to email – Block it off in your calendar.

� Thank people in advance.� If an email goes back and forth more than twice, pick up the phone.

� Get off irrelevant mailing lists. � Use rules, flag items.� Be as clear as you can in the subject line.� Use out of office.� Others?


� E-mail noise on new mail is an interruption -> TURN IT OFF!!

� Cut things short◦ “I’m in the middle of something now…”

� Start with “I only have 5 minutes” – you can always extend this

� Stand up, stroll to the door, complement, thank, shake hands

� Clock-watching; on wall behind them Drop-in Visitors

� Remove the candy dish!


� Find your creative/thinking time.

◦ Defend it ruthlessly.

� Find your dead time.

◦ Schedule meetings, phone calls, and mundane stuff during it.

� Don’t forget to take a break and eat!


� Phone callers should get two options:◦ If this can’t wait, contact John Smith at 555-1212

◦ Otherwise please call back [insert return date]

� This works for Email too!

� Vacations and weekends should be vacations and weekends. ◦ It’s not a vacation if you’re reading email


� It’s amazing what you learn!

� Monitor yourself in 15 minute increments for between 3 days and two weeks.

� Update every ½ hour: not at end of day

� Do it from the minute you get up until you go to sleep



� What am I doing that doesn’t really need to be done?

� What am I doing that could be done by someone else?

� What am I doing that could be done more efficiently?

� What do I do that wastes others’ time?


� Don’t check email first thing in the morning.

� Turn off the Phone / Email.

� Return calls in batches.

� Turn off IM.

� Do work in a conference room.


� Break every hour you work into 3 segments

� Focus on your work, and nothing else for 30 minutes

� Work on administrative items for 20

� Take a 10 minute break

� Repeat….



� Complete an action plan with two SMART goals from today’s class.

� Review your plan.

� Present it to your partner.

� Get some feedback and ideas.

� Set up a time to check in in two weeks.


Documents

Time Management Score. Slidespdf