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Ever wondered where the hours went in a work day and you didn't achieve half you set out to achieve? Follow these simple rules and you will gain back time guaranteed. What you do with the saved time is up to you!
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WORKING SMARTER NOT HARDER
Keith Power1st November 2012
How to be effective, efficient & productive
• Do you ever wonder where the day went?• Do you sometimes finish your day’s work and
wonder what the heck you have achieved?• Are you constantly running out of time?• Do you wish you could have more control of
your work environment?
Change your habits
Take control
And never look back
And don’t forgetteamwork
• Introducing the PRIORITY MATRIX1
• Using L.E.A.D.S. to make it work2
• Tame your e-mail3
Tools we’ll talk about today
PRIORITY MATRIX
THE BASIC TIME MANAGEMENT TOOLKIT
1. Introducing the PRIORITY MATRIX
L.E.A.D.S.
TAKING IT TO THE NEXT LEVEL
Using L.E.A.D.S. to make it work
1. List
2. Estimate
3. Assign
4. Do!
5. Scan
1. List
1. List
2. Estimate
3. Assign
4. Do!
5. Scan
• List all the things you have to complete today• Your “to do” list
2. Estimate
• Estimate the time each task is expected to take
• In 15 minute blocks
1. List
2. Estimate
3. Assign
4. Do!
5. Scan
3. Assign
• Use the priority matrix to assign a priority number• i.e. 1, 2, 3 or 4
• Assign priority order per priority number• i.e. 1.1, 1.2, 1.3, 1.4, 2.1, 2.2 etc
1. List
2. Estimate
3. Assign
4. Do!
5. Scan
4. Do!
• Work methodically through your assigned tasks in priority order• Be disciplined
• Only plan 60% of your available time• Leave time for impromptu meetings and unavoidable
interruptions• Avoid ‘squashing’ your agenda• Include e-mail answering time
• More on that later….
1. List
2. Estimate
3. Assign
4. Do!
5. Scan
1. List
2. Estimate
3. Assign
4. Do!
5. Scan
5. Scan
• At the end of the work day, scan your ‘to do’ list• Satisfy yourself that you have made good progress on the
things that matter
• Go home• RELAX
TAME YOUR E-MAIL
Tame your e-mailOnce and for all!
E-mail efficiency
• The very first thing you should ask yourself
Practical tips• Establish a regular block of time
each day to answer e-mails• Prioritize your e-mails using the
PRIORITY MATRIX• Let colleagues know you only
answer e-mails during a certain time of day
• Save and review your most important messages before clicking “send”
• Treat each work related e-mail as potential public information
Tell recipient what’s expected with just one word - - - in the subject line
• RESPOND• ACTION• READ• FYI
Time Spent
Usi
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ols
you
have
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Get Familiar
Achieve Mastery
Working Toward Mastery
Get Experience
d
Summary
• Change your habits– Use the tools, stick to the rules
• Take control– Mastery is not achieved overnight
• Don’t give up– Never look back
QUESTIONS?
