3. Agenda Objectives & Expected Outcomes How To Get Things Done Three Types of Files – “Curing Yourself of Pilamania” Ten Golden Rules Goal Setting Exercise Using the SMART Plan Communication Tips Weekly Schedule Activity Time Management Matrix Skills Practice Using OUTLOOK Tools Wrap Up
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5. Effective life and time management is putting first things first. While leadership decides what “first things” are, it is management that puts them first; day by day, moment by moment.
7. How to Get Things Done How to Get Things Done Use Time Wisely P roper P lanning P revents P oor P erformance Stress, Miscommunication and Misunderstanding in the Workplace Know and Keep Priorities to Get More Done
8. Common Time Wasters Self-Generated Environmental Disorganization Inability to say no Procrastination Lack of Interest (Attitude) Burnout Others: Gossip Perfectionism Inability to delegate Visitors Telephone Calls Junk Mail Waiting for Someone Unproductive meetings Crises Others: Coffee Klatch Conversations Unused Reports
9. 3 Types of Files Archived Files Reference Files Working Files
10. Reference Files Archived Files Working Files Current projects & routine functions Fingertip Information Phone lists, Address lists, Computer codes, Company policies Items “To Be Discussed” Routine meetings, Staff members Routine Functions Daily, Weekly, Monthly tasks Current Projects Projects working on NOW. Include anything necessary for your current work. Clean out now and then to move less urgent items to your reference file Tickler File Long-term and pending files; divided up into days and months
11. Working Files Archived Files Reference Files Contains the bulk of the files Research for further projects Past projects to which you refer Resource information Personnel information Administrative data Budget information Client account records
12. Working Files Reference Files Archived Files Files kept for statutory reasons Generally set up for common use
15. Set Limits On Interruptions Announce a time limit Schedule regular staff meetings if you are frequently interrupted Use the “walk-talk” method Get to the point assertively Hang a sign on your door Shut your door
16. Methods for Keeping Interruptions from Sabotaging you Productivity Announce a time limit. Schedule regular staff meetings if you are frequently interrupted. Use the “walk-talk” method. Get to the point assertively. Hang a sign on your door. Shut your door.
17. 5 Step SMART Plan S pecific M easurable A ttainable R ealistic T ime frame
18. I Commit To Having a Man on the Moon [Before the End of the Decade] and Returned Safely. A re Measurable C ompatable T ime Secific I n Writing O wnership N egotiable One minute of planning saves 10 minutes of doing.
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24. Skill Set Determine what’s really important; plan and prioritize. Learn to delegate. Take a speed-reading course. Keep a time log and the importance of tasks. Systemized everything you can. Learn to distinguish between being productive and being effective, and practice being effective. Find out as much as you can about the client to maximize time spent on sales calls. Communicate via email as much as possible. Find subtle ways to let the socializing customer know the call is over, and it’s time for you to go.
25. We gain control of time and events by seeing how they relate to our Mission
26. IV III NOT IMPORTANT II I IMPORTANT NON-URGENT URGENT I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT URGENT
27. NOT IMPORTANT I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment IMPORTANT NOT URGENT
28. NOT IMPORTANT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT III ACTIVITIES: Interruptions, Some Phone Calls Some Mail, Some Reports Some Meetings Many Proximate, Pressing Matters Many Popular Activities NOT IMPORTANT URGENT
29. III ACTIVITIES: Interruptions, Some Phone Calls Some Mail, Some Reports Some Meetings Many Proximate, Pressing Matters Many Popular Activities NOT IMPORTANT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT IV ACTIVITIES: Trivia, Busywork Some Phone Calls Time Wasters “ Escape” Activities Irrelevant Mail Watching TV Excessively NOT IMPORTANT NOT URGENT
30. IV ACTIVITIES: Trivia, Busywork Some Phone Calls Time Wasters “ Escape” Activities Irrelevant Mail Watching TV Excessively III ACTIVITIES: Interruptions, Some Phone Calls Some Mail, Some Reports Some Meetings Many Proximate, Pressing Matters Many Popular Activities NOT IMPORTANT II ACTIVITIES: Preparation / Planning Prevention Values Clarification Relationship Building True Re-creation Empowerment I ACTIVITIES: Crises Pressing Problems Dead-Line Driven Projects, Meetings, Preparations IMPORTANT NON-URGENT URGENT
33. Step 4: Press Tab to move to the Reminder field and click the Reminder checkbox to enable a reminder for this appointment Step 5: Press the Tab key to get to the text box and types any notes or comments. Step 6: Click the Save and Close icon to save the new appointment and return to the Calendar window. Creating An Appointment
34. Step 1: Click on the Plan A Meeting button to view and compare other’s schedules. Step 2: The white bar indicates which time is desire for the meeting. To designate a time, simply click on the bar and move it to the time you would like the meeting to begin. Step 3: To select attendees, click on the Invite Others button. This will also allow you to see their available times. Planning A Meeting
35. Step 1 : Click on the date or groups of dates that contain the appointments you would like to print. Then choose Print from the File menu. Printing Your Appointment Schedule
36. Step 2: The Print Dialog box will appear. Choose which Print style you would like your appointments to be printed in. Step 3: Make sure that the dates in the Print Range field correspond with the dates you selected. If not, click on the drop boxes to adjust the dates.
37. Step 4: Once satisfied with your print options, Click OK to print.
38. Using Tasks The Tasks application in Outlook, allows you to create simple or complex To Do lists. Creating Tasks Step 1 : Click on the Icon in the Outlook Bar. Step 2: Click on Click here to add a new Task.
39. Creating Tasks Step 3: In the Subject Field, type a description of what the task is. Step 4: Click the due date text box to activate the down arrow at the end of the field. Step 5: Once completed, click the Save and Close button.
42. Recording a Journal Entry Step 1: Click on the New Journal icon. The Journal Entry form will appear. Step 2: Complete all the fields on the form. You may also add notes in the space provided . Step 3: Click on the Save and Close button, once you’ve completed the entry.
