Euma spain make time your ally monique y. wells

Managers: Make Time Your Ally

Monique Y. WellsParis Muse of Time Management™

Certified Success Coach and Consultant

All rights reserved

Corporate Environment

Paris Muse of Time Management™

Corporate/Governmental Time Management Training

Getting over Overwhelm

Have you noticed that everyone is talking about overwhelm these days?


Overwhelm = un agobioTo be overwhelmed = Estar

agobiado

Getting over OverwhelmTechnology

– Software– Social media– VoIP– ISPs– Browsers


Designated firefighter


Señora Multitarea


everyone knows what it feels like to be overwhelmed.


It’s all about you!


Knowing yourself, your ingrained attitudes, and your behavior patterns regarding time are important factors in improving your time management capabilities.


Managing other’s expectations of you is also critical in succeeding in mastering your use of time.


3 Major Causes of Overwhelm

–Poor Prioritization

– Inability to focus effectively

–Poor delegation


PRIORITIZATION

Prioritization

Goals, Projects, and Tasks

Prioritization

Order of priority for establishment:

– goals

– projects

– tasks

Prioritization

Goals should be:

something that you think about regularly, not just once or twice a year!

Prioritization

Goals should be:

– Specific: purpose is well defined (Who, What, Why, Where)

– Measurable: can recognize when the goal has been achieved

– Achievable: possible to succeed with available resources or to obtain the resources required

– Relevant: move the business forward

– Time-bound: there is a deadline

Prioritization

How many of you know:

Your company’s goals?

Your department’s goals?

Your manager’s goals?

Your own goals?

Prioritization

Projects should:

- be designed to achieve goals

- have definable deadlines

- have a written plan

- be recorded on your agenda

Prioritization

On a daily basis, we focus on tasks.

Prioritization

Tasks

– The building blocks of projects

– May be project-oriented or not project-oriented

– Should be categorized as critical, important, or optional

– Should have definable deadlines

Prioritization

Tasks

– May or may not need to be performed sequentially (written plan will help to determine this)

– Should be recorded on your to-do list (handwritten or digital)

La Brûlerie

Coffee-roasting boutique

Prioritization of tasks

Tasks

CRITICAL tasks are those that MUST be accomplished if the project is to be completed.


Tasks

IMPORTANT tasks are those that contribute greatly to the project. All critical tasks are important, but not all important tasks are critical.


Tasks

OPTIONAL tasks are those that contribute marginal value to the project. They can be eliminated with no adverse effect.


Prioritizing on a daily / weekly basis



Important and Urgent

Important and Urgent

Gare Montparnasse, 1895


Important and Not Urgent

Important and Not Urgent

Construction of the Eiffel Tower, 1888


Not Important and Urgent

Not Important and Urgent

The Kiss at the Hôtel de Ville, 1950


Not Important and Not Urgent

Not Important and Not Urgent

Porte d’Auteuil, 1899

How do you classify your projects and tasks?

• Important and Urgent

• Important and Not Urgent

How do you classify your projects and tasks?

• Not Important and Urgent

• Not Important and Not Urgent

Prioritization of Tasks

Pareto Principle

80/20 Rule

80% of your results come from only 20% of your

actions


Tackle your most

important task of the day first.


Reassessing Priorities

Gare d’Orsay, circa 1905


Musée d’Orsay, 1993




How flexible are you in adjusting your priorities in relation to the changes

that you experience in the workplace?


FOCUS

Focusing on an individual task

A Summer Afternoon at the Luxembourg Garden


Practicing Tai Chi


Playing chess


Preparing to Launch


The Golden Minute™


Focus Session Warm-up™:

1) Consult your daily planner.2) Reduce/eliminate external distractions.3) Limit interruptions.4) Reduce/eliminate internal distractions.5) Use The Golden Minute™.

Then, get busy!


DELEGATION

Delegation

Delegation is a

PROCESS

Delegation

Delegated projects and tasks should be:

– Specific: purpose is well defined (Who, What, Why, Where)

– Measurable: can recognize when the goal has been achieved

– Agreed upon: all parties involved understand what is required and agree on the terms of completion***

– Realistic: possible to succeed with available resources or to obtain the resources required

– Time-bound: there is a deadline

Delegation

Alexandre Dumas, pèreca. 1865-1870Photo by Etienne Carjat

Delegation

Delegation

Who are you today – delegator or delegatee?

Delegation

Delegation

Delegation process:

1) Define the vision and the plan.2) Select the individual or team to be the

delegatee.3) Assess the ability and training needs of the

delegatee.4) Explain the reasons for delegating the task.5) State the expected results and explain their

importance.6) Consider the resources required.

Delegation

Delegation process:

7) Identify the authority level that is being assigned.

8) Agree to deadlines.9) Inform those who are affected by the project

that it has been delegated.10) Keep an open line of communication with the

delegatee and provide support.11) Evaluate progress.12) Provide feedback on results.

Delegation A good delegator will

clarify which decisions the delegatee:

– can make totally on his or her own,

– can make but keep us informed,– must run by us first for approval,– will be making jointly with us, or– must have us make for them.


Regain control of your most precious resource – your time!


Teleclasses

On-site Workshops

• 1 to 2 days•Tailored to domain


One-on-one Mentoring

• VIP Days•Diamond (12

mos)•Emerald (6 mos)

•Ruby (3 mos)

• For time management mentoring and training:

[email protected]

• To subscribe to the bi-weekly (2x per month) Getting over Overwhelm e-zine, visit

www.gettingoveroverwhelm.com/home

mailto:[email protected]

mailto:[email protected]

http://www.gettingoveroverwhelm.com/home

Time is Precious!

When you ring, I’ll sing.

Thank you for your attention!