Time Management Workbook RS En

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Programme Code TIME_bosnia_310707

Getting things done! - Managing Time

STATE AND ENTITY PUBLIC ADMINISTRATION REFORM

BOSNIA & HERZEGOVINA

Clement De Souza

Programme Director


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TIME_Bosnia_310707 Crown Copyright 2007

Programme Aims -

You will learn how to:

Prioritise your work and understand the concept of

urgent versus important

Apply proven TM techniques to your individualcircumstances;

Be more in control of your working day and less

reactive;

Delegate effectively;Get on top of meetings

Overcome procrastination.


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You will get more from this

programme by:

Remembering your personal

objectives

Taking action notes

Contributing wholly to the programme

Challenging assumptions


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Activity 1

Please introduce yourself, and

Share, with the plenary group, one of

your main objectives for this seminar

Time allowed 1 minute


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Activity 2

Please turn to a blank page at the end ofthis workbook and write down:

What is working in your current TMsystem?

Please hold on to this information. It is avaluable building block.


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The Pareto Principle

80

80

20

20


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The urgency addiction

What is urgent ?

What is important?


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THE TIME MANAGEMENT MATRIX

Urgent Not Urgent

I II

III IV

NotImportant

Important


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Activity 3

Share your significant few and Quadrant2 activities;

What gets in the way?

How can you deal with what gets in the

way?


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Activity 4

Please turn to a blank page at the end ofthis workbook and write down:

What the purpose of your job is (in a

single sentence)

How do I make a difference?


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Effective use of time

Up-times

Down-time

Internal prime time

External prime time


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Can we delegate:

The responsibility for the job?

The authority for the job?

The accountability for the job?


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Stopping reverse delegation

Ask:

What exactly is the problem?

What are the likely solutions?

Which would you go for?


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A delegation checklist

Delegation is planned

Delegation is precise

Delegation is reviewed

Delegation is empowermentDelegation takes account of risk


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What actions would result in effective

meetings:

Before the meeting

During the meeting

After the meeting


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Welcome to 1 minute minutesMain issues concerning the meetings revolve

round:

What has taken place, what decisions have

been reached?

When is the desired action going to takeplace?

Who will be responsible for the requiredaction?


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Welcome to 1 minute minutes

What When Who


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What is procrastination?

Procrastination comes from the Latin pro meaning forward, forth or in

favour of and crastinus meaning oftomorrow

www.procrastinus.com


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Famous procrastinators

St Augustine make me chaste and content,but not yet!

Leonardo da Vinci as distractible as he wastalented.

The Last Suppercompleted when patron

threatened to cut off funds

Mona Lisa took 20 years


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Overcoming procrastination

Two main obstacles:

size

momentum


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TrySalami technique

5 minute plan

Best first

Worst first

Going public


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not just on being busy

but also adding value

Sir Michael Bichard

Permanent Secretary, DfEE

Sunningdale Park2 May 2000


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Action planning

Make your ideas SMARTSpecific - spell out each goal in detail

Measurable - you need to evaluate success

Adaptable - Goals need to respond to what is happening in

your working and private life

Realistic - Blue sky but be real

Timely - Put a deadline on each goal


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What we do with and how we

manage our time

e.g. Appointments

SchedulesActivities

What we feel is important to,

and

how we lead our working lives

e.g. Our goalsobjectives

THE CLOCK AND THE COMPASS


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CHRONOS

(Mechanical time)

CAIROS

(seize the day!)

THE CLOCK AND THE COMPASS

Documents

Time Management Workbook RS En