Time Management & Personal Effectiveness_v1_Niyi06.10.10

8/7/2019 Time Management & Personal Effectiveness_v1_Niyi06.10.10

1/23

September

TIME MANAGEMENT AND

PERSONAL EFFECTIVENESS

THE CONTEXT

An o rgan isa t ion s suc cess w i l l depend on the e f f i c iency and e f fec t iveness

o f i ts pe r sonne l.

I t i s t he re fo re impera t ive fo r o rgan isat ions t o encourage the i r peop le to

imb ibe and lea rn techn iques o f t ime management and personal

e f fec t iveness , in o rde r to :

Opt imize pe rsona l p roduct iv i t y

Increase job sa t is fac t ion

Del iver organisat ional ob ject ives

You wi l l need t o

Iden t i fy ways o f improv ing your t ime management sk i l l s

Ref ine your work hab i ts , in o rde r to funct ion more e f fec t ive ly

Learn sel f mast e ry to channe l your energy towards w ha t coun ts

Manage inte r r up t ions, chang ing wor k scenar ios and cond i t ions , and

demands p laced by o the rs .


2/23

September

COURSE OBJECTIVESAt t he end o f t h i s c ou rse, you shou ld be ab le t o :

Appreci ate t im e as a f in i t e valuable resource

Accura te ca lcu la te the cos t o f your t ime

Examine your own t ime-traps

Pract ic e techn iques to improve your own t ime

management

Learn to pr ior i t ize

Learn to delegate ef fect ively

Use t ips/ T ime Management t ools

COURSE AGENDA

Welcome / In t roduct ion

In t roduct ion to T ime Management

Leve ls o f T ime Management

T ime Wasters

The Value of T ime

Overcom ing T ime Wasters

The 4-Quadrant Concept

Learn ing to Delegate

Recap


3/23

September

HOUSEKEEPING RULES

Safety & Convenience

Work shop Agenda

Breaks

Rest room locat ions

Messages, hand phones

Smok ing Pol icy

K EY FACILITATOR


4/23

September

HENRY EYO

Henry i s a 1997 graduate of t he Universit y of Calabar, holdi ng a B.Sc degree in Biology, and an MBA fr om the

University of Leicester. He has 11 years experience working with various multinational organisations, cutting

across sectors such as IT, Telecommuni cations, Non-government al organisation , Government and

Int ernational consulting fi rm.

He has spent over half hi s career worki ng in the field of H R learnin g and development, i n organisations such

as KPMG professional services. Before he joined KPMG, h e was appointed t o Head, the SERVICOM I nsti tut e;

a project fun ded by the UK government in Abuj a. He has also worked in organisati on such as MTN Ni geri a,

where as a pioneer staff; he tr ained staff and Management t eams of MTN di str ibut ors across the length and

breadth of Nigeria. H enry also work ed wit h Oxfam GB i n Ni geri a as th e country human r esources manager

and Global Training Consulting; a consulting firm in London, England.

Henry has various international certifications and accreditations from Institutions such as DDI/ Deloitte &

Touche; Skil ls Junction, South Afri ca, Kaizen UK; h e is a member of UKs I nsti tut e of Business Consult ing.

He is also an accredit ed entr epreneurshi p development facili tat or and a member of the CEFE I nt ernati onal

(Competency based Economies through Formation of Enterprises) network in Nigeria. He regularly facilitate

tr aini ng programmes on leadership development, performance Improvement, coaching, personal productivi ty

impr ovement, service improvement to menti on a few.

Henry presently heads the tr aining services & advisory unit of Ak tiva Consulting L imit ed.

T IME M ANAGEMENT AND

PERSONAL EFFECTIVENESS


5/23

September

The Value of

Time

Module 1 :

In t roduc ing T ime

Management

What is T ime Management ?


6/23

September

INTRODUCTION

What is T ime Management?

T ime management i s the ab i l i t y to manage t ime and

se l f e f fec t i ve ly enough to ac h ieve set goa ls and

objec t i ves

INTRODUCTION

T ime i s everyone s greates t asset , both the r i ch

and poor have the same about o f t im e a l located t o

them in a day .

Charac ter i s t i cs of t im e

I t i s consumable

I t i s per i shab le

I t i s un iversa l

I t has va lue


7/23

September

WHY DO I N EED T O MA NAGE M Y T IME

T ime management he lps to :

Avoid the over promise and un der del iver

syndrome .

Enhance e f f i c iency, i t p romot es product i v i t y

Ensure proper management o f s t ress leve l

Provide a sense of fu l f i lment

Balanc e professional and pers onal l i fe

Levels of

T ime

Management

3rd Level

2nd

level

4th level

1st

level


8/23

September

LEVELS OF T IME MANAGEMENT

1 st Level

Managing yourse l f to manage your t ime

2 nd Level

Pr io r i t i za t ion , goa l se t t ing and da i ly p lann ing

3 r d Level

Ca lendars , appo intm ent books

4 t h Level

Not es, Check l is t , to-do l is t

The Value of

Time

Ident i fy ing

T ime

Wasters


9/23

September

IDENTIFYING

TIME WASTERS

Personal d isorgan isat ion

Clut tered o f f ice

Disorganised Desk

Mai ls everywhere

Work Rela t ionsh ips

Chi t-chat a t work

Phone ca l ls / on l ine chat t ing

Demanding c l ien ts

Lack o f / Inadequate P lann ing

No p lan

Shor t s ighted p lan

Not factor ing in rea l is t ic cont ingencies

Mai ls everyw here

Procrast inat ion

Wil l do i t tomor row

Do i t just before dead l ine

HOW PEOPL E WA ST E T HEI R T I ME/OTHERS

Chat t ing

Unnecessary o r p ro t rac ted g roup meet ings

In te r rup t ions

Corr ido r c ru is ing

L i t t le o r no de legat ion

Indecis iveness

Showing up la te at event


10/23

September

The Value of

Time

The Value

of

T ime

THE VA LU E OF T IME

To Realise...

To realise the value of one year:

Ask a student w ho has failed a final exam.

To realise the value of one month:

Ask a mother w ho has given bir th t o a premat ur e baby.

To realise the value of one week:

Ask an editor of a weekly newspaper.

To realise the value of one hour

Ask the lovers wh o are w aiti ng to meet.

To realise the value of one minute:

Ask a person who has missed the train, bus or plane. To real ise the value of one second:

Ask a person who has survived an accident .

To realise the value of one mi ll isecond:

Ask the per son wh o has won a silver medal i n the Olym pics.

Anonymous


11/23

September

THE VA LU E OF T IME

Poor t ime managem ent can there fore a f fec t the

per formance o f an ind iv idua l .

The Value of

Time

Overcoming

T ime

Wasters


12/23

September

OVERCOMING T IME WASTERS

Disorgan isat ion

Operate wi th a clean desk

Have on ly one pro jec t a t a t ime

Purge your desk o f var ious use less i tems

Fi le only w hat is useful

Frequent l y d iscard outdated mater ia ls

Mainta in a sys temat ic approach

Imbibe good work hab i t s

Keep a to do l ist

Ef fec t i ve Communicat ion

Use ef fec t i ve comm unicat ion s ty les w i t h your peers

The Value of

Time

Unders tand ing

t he 4 Quadrant

Concep t t o

Manag ing T im e


13/23

September

THE 4 QUADRANT CONCEPT

T he 4 quadran t 4 concep t o f manag i ng t i me w as made

popular by Stephen Covey.

I t h igh l ights t w o major parad igm, namely ;

Urgency

Impor t ance


Urgen t tasks have shor t -te r m consequences wh i le impor t an t tasks

are those w i th long-te r m, goa l -re la ted imp l ica t ions.

Work t owards r educ ing the u rgen t t h ings you must do so you' l l have

t ime fo r your impor t an t p r io r i t ies . F lagg ing o r h igh l igh t ing i tems on

your To Do l i st o r a t tach ing a dead l ine to each i t em m ay he lp keep

impor t an t i tems f rom becoming u rgen t emergenc ies .


14/23

September


Urgency vs. Import ance Paradigm

I I I

I I I I V

ur gent not u r gent

im

portant

notim

por

tant


Quadrant I urgent and impor tan t

Deadlines

Fi re- br igade Act iv i ty

Cris is Ridden Act iv i ty

Problem-or iented


15/23

September

Noted management exper t , Peter Drucker , says "doing the

r igh t th ing is m ore impor tan t than do ing th ings r ight . "

Doing the r ight th ing is ef fect iveness; doing th ings r ight is

ef f ic iency. Focus f i rs t on ef fect i veness ( ident i fy ing w hat is

the r ight th ing t o do), then concentr ate on ef f ic iency (doing i t

r ight) .


Quadrant I I Impor tan t bu t no t Urgent

Purpose, Vis ion, mission and Perspect ive

Planning and preparat ion

Discip l ine and sel f Master y

Proact ive th ink ing in f requent c r is is

Proact ive

Balanced Tim e for Recreat i on


16/23

September


Qu a dra n t I I I u rg e nt b u t n o t Imp o r ta n t

In te r r up t ions, some phone ca l l s

Forw arded ema i ls , unnecessary repor t s

i r re levan t and excess ive mee t ings

pressing issues, do-i t -now issues

Bandwagon ac t iv i t ies


Quadran t IV Not u rgen t no t Impor tan t

Th is i s of ten re fe r red to as the quadran t o f w aste

Tr iv ia l ac t iv i t ies ,

o f f i ce goss ip ,

In te rne t c ha t / unproduct ive cha t rooms

Escape ac t iv i t ies


17/23

September


The sum of w isdom is tha t t ime is never los t tha t is devoted to work .

- Ralph Waldo Emerson

The Value of

Time

Techniques

for Ef fec t ive

T ime

Management


18/23

September

T IME MANAGEMENT TECHNIQUES

T i me is a l l you have . Mas te r your t i me and you mas te r

your l i fe.


A cr i t i ca l aspect o f t ime management is p lann ing a Real is t ic

Schedule in order to achieve set t argets.


19/23

September


The Four-D system :

Drop i t

Delay i t

Delegate i t

Do it

You should shape your p lan for the day by l is t ing the var ious

com ponents, pr ior i t i z ing them and planning them acc ordingly


Your p lan of act ion for the day should fo l low these ru les:

Make your p lan at the end of t he previous day or at the star t

of eac h day.

List t he main e lement s ( in re lat ion to yesterdays todays and

the w eek s p lan)

Prio r i t i se those main e lements and ident i fy tasks acc ord ing to

the matr i x 1, 2, 3 and 4 in the four quadrant conc ept .


20/23

September


Your p lan of ac t ion for t he day should fol low these ru les:

Group i tem s toget her (e.g. te lephone cal ls , cor respondence) .

Decide w hen you wi l l do the top pr io r i ty tasks and block t ime

out to do them

Learn t o use your peers or subordinates w hen appropr iate.

The Value of

Time

Stress

Management


21/23

September

MANAGING STRESS

A ll s tr es s i snt ba d. St r ess c an i ni ti at e c ha nge, he lp us foc us on

t he t ask at hand, and in som e c ases even save our l ives. Yet ,

w hen st ress bui lds up, i t c an resul t in t he opposi t es and

c ause us t o spin our w h eels, keep us fr om c onc ent rat ing, and

c a us e b od il y i nj ur y a nd eve n l os s o f l ife .

MANAGING STRESS (CONTD)

T he f ir st t ip i n m ana gi ng st ress i s t o r ec ognize your st ressor s.

The nex t st ep is t o put each of t hem in t hei r plac e. The

f ol low i ng s tr es s m a na ge m ent t i ps , b as ed o n s om e o ld a nd s om e

ne w ada ge s, c an h el p you do j us t t hat !


22/23

September


Dea ling wi t h St ress fu l s i tua t ions The 4 A s

Ch a n ge th e s i t u a t i o n :

Avoid the stressor.

Al te r the s t ressor.

Ch a n ge yo u r r e a c t i o n :

Adap t to t he s t ressor .

Accep t t he st r essor.


Tips fo r s t ress management

Ensure you observe su f f ic ien t n igh t t im e res t ( 8 hours s leep is

good fo r the body)

Dr ink enough wat er in the mor n ing

Exerc ise f requent ly

Take occas iona l w a lk

When te r r ib ly s t ressed and upset , take a deep breath and

coun t up to t en


23/23

September

MANAGING STRESS

T ip s fo r s t r e ss ma n a g e me n t ( co n t d)

Go fo r a wa lk .

Spend t ime in na tu re .

Cal l a good fr iend.

Sweat ou t tens ion wi th a good wor kou t .

Wri te in your jou rna l .

Take a long bath.

L igh t scen ted cand les

Get a massage.

Cur l up wi th a good book.

L is ten to mus ic .

Watch a c omedy

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Time Management & Personal Effectiveness_v1_Niyi06.10.10