Successful Time Management Skills

8/9/2019 Successful Time Management Skills

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Coach Linda Hillman

Destined 2 B U Empowerment Coaching Group

www.destined2bu.comSkype: coachlindahillman

[email protected]

SUCCESSFUL TIMESUCCESSFUL TIME

MANAGEMENT SKILLSMANAGEMENT SKILLS



PLEASE INTRODUCE YOURSELFWelcome!Welcome!



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AGENDA AGENDA 80/20 Rule

How Good Is your Time Management

Procrastination

Activity Logs

To do List

Personal Goal Setting

Effective Scheduling



CONCENTRATE ON RE SULT S, NOT ON BEING BUSYCONCENTRATE ON RE SULT S, NOT ON BEING BUSY





HOW GOOD ARE YOU AT MANAGING YOUR TIME?HOW GOOD ARE YOU AT MANAGING YOUR TIME?

How Often Do You Run Out of time?

Do You Use

Activity Logs

To Do List

Prioritizing

Goals

Scheduling



PROCRASTINATIONPROCRASTINATION

What Is Procrastination

1. You procrastinate when you put off things that you should

be focusing on right now, usually in favor of doing

something that is more enjoyable or that you¶re morecomfortable doing.

2. procrastination occurs when there¶s ³a temporal gap

between intended behavior and enacted behavior.´ Professor

Clarry Lay



PROCRASTINATIONPROCRASTINATION

How to overcome Procrastination

1. Recognize That You're Procrastinating

2. Work Out ³WHY´ You're Procrastinating

3. Adopt Anti- Procrastination Strategies



ACTIVITY LOGS ACTIVITY LOGS

Learn How to Use Them

Write everything you do down

Do this for 3 ± 5 days to get a good sense of how you are

using your time

Also record ³How you feel´ (i.e. flat, tired, energized, etc.)



ACTIVITY LOGS ACTIVITY LOGS

Learn From Your Logs

Eliminate jobs that your employer shouldn't be paying you to do. These may includetasks that someone else in the organization should be doing, possibly at a lower payrate, or personal activities such as sending non-work e-mails.

Schedule your most challenging tasks for the times of day when your energy ishighest. That way your work will be better and it should take you less time.

Try to minimize the number of times a day you switch between types of task. For example, read and reply to e-mails in blocks once in the morning and once in theafternoon only.

Reduce the amount of time spent on legitimate personal activities such as making

coffee (take turns in your team to do this - it saves time and strengthens team spirit).



TO DO LISTTO DO LIST

Write Down All The Things you have to do

Give ea ch item an allotted time period .

You remember to carry out all ne cessary tasks

You ta ckle the most important jobs f irst , and do not waste time on

trivial tasks .

You do not get stressed by a large number of unimportant jobs .



PERSONAL GOAL SETTINGPERSONAL GOAL SETTING

Helps you a chieve more with fo cus

Help you stay on course

Helps you a chieve lifetime goals

Make categories for your life Where do you want to be in ea ch

Set Spe cifi c, Measureable , Attainable , Relevant , Time Bound



EFFECTIVE SCHEDULING/PRIORITIZINGEFFECTIVE SCHEDULING/PRIORITIZING

Understand what you can realistically achieve with your time;

Plan to make the best use of the time available;

Leave enough time for things you absolutely must do;

Preserve contingency time to handle 'the unexpected'; and

Minimize stress by avoiding over-commitment to others.



EFFECTIVE SCHEDULINGEFFECTIVE SCHEDULING

Start by identifying the time you want to make availablefor your work. This will depend on the design of your joband on your personal goals in life.

Next, block in the actions you absolutely must take to doa good job. These will often be the things you areassessed against.

Review your To Do List, and schedule in the high-priority,

urgent activities, as well as the essential maintenancetasks that cannot be delegated and cannot be avoided.



EFFECTIVE SCHEDULINGEFFECTIVE SCHEDULING

Next, block in appropriate contingency time. You will learn howmuch of this you need by experience. Normally, the moreunpredictable your job, the more contingency time you need. Thereality of many people's work is of constant interruption: Studies

show some managers getting an average of as little as sixminutes uninterrupted work done at a time.

What you now have left is your "discretionary time": the timeavailable to deliver your priorities and achieve your goals. Review

your Prioritized To Do List and personal goals, evaluate the timeneeded to achieve these actions, and schedule them in.



PRIORITIZINGPRIORITIZING

Prioritization based on project value or profitability is probably the most commonly-

used and rational basis for prioritization. Whether this is based on a subjective guess

at value or a sophisticated financial evaluation, it often gives the most efficient

results.

Time constraints are important where other people are depending on you to

complete a task, and particularly where this task is on the critical path of an

important project. Here, a small amount of your own effort can go a very long way.

And it's a brave (and maybe foolish) person who resists his or her boss's pressure to

complete a task, when that pressure is reasonable and legitimate.



PRIORITIZINGPRIORITIZING

1. Paired Comparison Analysis

2. Grid Analysis

3. The Action Priority Matrix

4. The Urgent/Important Matrix

5. The Ansoff & Boston Matrices

6. Pareto Analysis

7. Nominal Group Technique:

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Successful Time Management Skills