Time Management

Or How to get 12 hours worth of work done in 6 hours.

Time ManagementWhat one thing could you do

( you aren’t doing now) that if you did on a regular basis, would make a tremendous positive difference in your professional life?

Quadrant I

Quadrant III

Quadrant IV

“It is not enough to be busy; so are ants. The question is: What are we busy about?”-Thoreau

.Here are some ways we waste time:

6 months of our lives waiting at stoplights

8 months of our lives opening junk mail

1 year of our lives trying to find lost objects

2 years of our lives returning phones calls

4 years of our lives doing housework

5 years of our lives waiting in lines

6 years of our lives eating. That's OK.

Moral: Don't just let life happen to you. Take personal responsibility to take control. Set goals to get around life's obstacles. Be proactive.

Quadrant II

Time Management

Effective people are not problem-minded; they’re opportunity-minded.

-Peter Drucker

How to Get to Quadrant IIor What it takes to say NO

Be Proactive to Get to Quadrant II Activities

Have to Decide What are Your Highest Priorities

Have the Courage to

PleasantlySmilinglyNon-apologetically

say NO to other things

If you never say no, what is your yes worth?

U S AUnderstanding Statement or Statement of

EmpathyExample: “Jerry, I’m sure this problem (or concern) is important.” (It is to Jerry and it may be to you too. But probably isn’t urgent)

Situation StatementYou make a statement that explains the present situation. Example: “I’m working on a report that I promised myself I would finish by 11:00 a.m.”

Action StatementYou make a statement that describes what you will do. Example: “Let’s get together around 2:00. I’ll meet you at your desk (or in a conference room).”

To say to other things, have a bigger

burning inside.

The enemy of the BEST is often the GOOD.

Handling the Professional Interrupter Immediately stand up

and walk towards the person

Get to the point assertively

Repeat your statement

If you determine that the interruption is unwarranted, walk away from the person and your desk, but maintain eye contact with the person so you don’t appear rude

Be direct with the rude offender – the interrupter who won’t go away

Maintain your work posture. If someone approaches you to interrupt, continue what you are doing

Stand up to talk

Good enough never is.

DEBBI FIELD

Founder, Mrs. Fields Cookies

If you were to fault yourself in one of three areas, which would it be:

1. The inability to prioritize

2. The inability or desire to organize around those priorities

3. The lack of discipline to execute around them, to stay with your priorities and organization

Priority Analysis Worksheet

1. List your top 5 or 6 priorities for the day in the first column

2. In the second column, rank your priorities with 1 being most important

3. Next, consider which priority is most urgent for you to begin and complete. Use a weighted value of 1,2, or 3, with 1 being most urgent, for each priority

4. Multiply the importance factor by the urgency factor for each priority. The forth column will show a raw score for each item

5. In the fifth column, rank your priorities from low score to high score. The lowest score becomes your highest priority. If you have a tie, that is, the same raw score for two or more items, then subjectively choose one over the other so that you ultimately have priorities 1 through 6.

Performing this simple daily exercise will give you a clear idea of what you need to accomplish each day.

Time Management

Objective is effective management within the framework of maintaining a balance between increasing our PRODUCTION and increasing our PRODUCTION CAPABILITY

Six Criteria for Quadrant II Organization1. Coherence

2. Balance

3. Quadrant II Focus

4. “People” Dimension

5. Flexibility

6. Portability

Four Key Activities to Quadrant II Organization

1st-Identify Roles

2nd-Selecting Goals

3rd-Scheduling

4th-Daily Adapting

Taking Action for Success

THE END