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8/10/2019 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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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
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