Better Time Management
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This document provides an overview of a time management training program. It discusses the importance of time management and introduces three skills for prioritizing effectively: 1) create a master plan that captures all tasks, 2) schedule important "big rock" tasks and don't get bogged down by less important "gravel" tasks, and 3) protect your plan by pausing to evaluate what is truly important when new tasks arise. The training aims to help participants better manage their priorities and focus on the things that matter most through applying these time management skills back in the workplace.
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Better Time Management
- 1. BURIED ALIVE
- 4. FOCUSING ON THE THINGS THAT MATTER SORTING THROUGH ALL THE GRAVEL
- 5. Your Quick Guide to Better Time Management MANAGING PRIORITIES July Tan | Facilitator
- 6. INTRODUCTIONS Getting to Know Each Other Your Name Your Role Your Tenure in the Company
- 7. 7Best Employer of the Year – 2014 International ICT Awards Strictly Confidential 1 Time Management: Why is it Important? 2 Three Skills: Prioritizing Effectively 3 Apply Skills Back in the Workplace PROGRAM OBJECTIVES Begin with the End in Mind
- 8. • Going Back to the Basics • Insights • Skills and Tools
- 10. 1 SEAT = 1 MINUTE = 1 OPPORTUNITY
- 12. A LOT HAS BEEN SAID…
- 13. TIME MANAGEMENT 86,400 Seconds 1,440 Minutes 24 Hours Self- Managemen t Evaluate Prioritize Organize
- 14. TIME MANAGEMENT What is the Impact?
- 17. HOW CAN WE Manage Our Time Better?
- 18. CAN YOU FIT THEM ALL?
- 19. + + FIT THEM ALL HERE YOUR TASK IN 5 MINUTES
- 20. LOOKING BACK
- 21. Jar Rocks Pebbles Sand LOOKING BACK Time Life Priorities Important Urgencies Small Tasks Distractions Leisure
- 22. LOOKING BACK
- 23. The Key is to Prioritize Effectively
- 25. PRIORITIZING EFFECTIVELY Ink It, Don’t Think It 1 Schedul e the Big Rocks 2 Protect Your Plan 3
- 26. INK IT, DON’T THINK IT Creating as Master Plan1 • Captures Everything in One Place • Clears Your Mind of Gravel My Big Rocks My Pebbles My Sand
- 27. SCHEDULE THE BIG ROCKS Don’t Sort Through Gravel2 • What are the most important things that I need to do? • What can I realistically do this week? • How much time do I need and when can I schedule them?
- 28. SCHEDULE THE BIG ROCKS Don’t Sort Through Gravel2 My Big Rocks • Design of Gold Program • Western Union Team Building My Pebbles • Report for Graduation • Uploading of Materials • Review Evaluation Report • Sorting of Server Folders • Attend Meetings
- 29. PROTECT THE PLAN You Have A Choice3 • Moment of Choice • Ask Yourself: “Is it Important?” • Pause, Clarify, Decide
- 30. PRIORITIZING EFFECTIVELY Ink It, Don’t Think It 1 Schedul e the Big Rocks 2 Protect Your Plan 3
- 32. LET’S PRACTICE
- 33. 1 Time Management: Why is it Important? 2 Three Skills: Prioritizing Effectively 3 Apply Skills Back in the Workplace PROGRAM OBJECTIVES Begin with the End in Mind
- 34. WORK FAMILY FRIENDS HEALTH SPIRIT JUGGLING THE BALLS OF LIFE
- 35. MANAGE YOUR TIME MANAGE YOUR LIFE
Editor's Notes
- Sheer volume Feel overwhelmed / being buried alive in too many responsibilities But when you come to think of it…
- many of them not even important The big question is…
- Things that add value to the business
- Learning Session on Managing Priorities Introduce Self
- Looking at a very diverse group, glad and happy pax this afternoon
- Recognize the importance of time management Learn about the importance of prioritizing as key to successful time management and the skills that go with it Opportunity to apply skills in prioritizing
- WIIFM LOW RES YUCK -
- Airplane Tickets – Time Management Story Ask: Anyone here who has ridden an airplane just recently? Where to? How was your trip? How much did you your plane ticket cost you? Consider for a moment the price of an airplane ticket. Each airplane has a limited amount of space. And the goal of the airline is to fill the airplane as much as possible.
- LOW RES Were the seats all filled up? Vacant seats? CONSIDER THE PRICE OF AN AIRPLANE TICKET Airplane – 100 Seats, 50 Seats left unoccupied, how much? When an airplane leaves the gate with empty seats, the price of those seats immediately drops to $0.00. Once the plane lifts off, the opportunity to sell the empty seats is gone forever and the airline has absolutely no chance of getting a penny for it. The value of an airline seat is directly related to whether it is occupied. Whether the price is $400.00 or $40.00, the seat has value only if there is a person sitting in it. After take-off, the chance for payment is history. The same can be said about ‘time’. Each one of us has a specific amount of time that goes by with every moment. Lost or wasted time cannot be recovered. It is gone the moment that it passes. The value of an unused minute drops to zero the moment it passes.
- Creating an environment conducive to effectiveness Setting of priorities Carrying out activity around those priorities The related process of reduction of time spent on non-priorities Incentives to modify behavior to ensure compliance with time-related deadlines.
- Everyone has the same amount of time available each day - 24 hours, 1,440 minutes, and 86,400 seconds. All these are constant. There are 168 hours in every week. How are you spending yours? Self management is a process of evaluation, prioritizing and organizing one's tasks. An individual who cannot manage his time effectively, who lacks a clear perception of available time, and who fails to monitor his own use of time will likely fail to accomplish tasks in a timely manner. Such failure generally leads to poor job performance and limited productivity. Why care about time management? The main reason is that time management benefits you. “Why should I manage my time?” The simple answer is that time management helps you stay on top of your tasks and get more done. Yet, there is much more. Time management benefits you in all areas of your life. Time management is all about spending your time in the right places, and on the right things. It’s about knowing your priorities, obligations, and schedule. When you manage your time, you benefit in all areas of life. You don’t manage time. You manage yourself, others, and your work.
- Benefits ? Negative Impact?
- Benefits Self- Less Stress, Get More Done, More Free Time, More Time Where it Matters, boosts an individual’s morale and makes him confident, less prone to stress and anxiety; On a personal level, you will certainly feel healthier, more energetic, and in a generally better mood Others- Improves Your Reputation Company- Achieve Goals, and Serve Customers Better
- Self- Missed Deadlines, Frequent mistakes, Poor Quality, Irritable, Not happy or satisfied. 70% of employees work beyond scheduled time and on weekends Others- Stressed Relationships, Distractions On a typical day, office workers are interrupted about seven times an hour, which adds up to 56 interruptions a day, 80% of which are considered trivial, Company- Financial Losses U.S. companies lose between $200-$300 billion a year due to productivity Of course, we don’t want to experience all these negative consequences and we want to achieve the good. Which poses a very important question
- How Can We Manage Time Better? For us to be able to answer this question, I would be requesting everyone to indulge me in doing a quick challenge called
- Can You Fit Them All This activity is usually done by competing teams, divide the class.
- In this activity, we will be using a set of materials And your only task would be to fit all in the jar without it overflowing from the rim Since we’re talking about time management, time pressure, 5 minutes. PRIZE
- Debrief What made you accomplish the activity? What challenges did you face? What was your strategy? What could you have done differently? Stephen Covey says that this activity is the perfect metaphor to describe time management, and each of the materials that you used represents one aspect of your work life.
- Show Video
- Key is to Prioritize Effectively
- Covey Analogy to Build Credibility
- 3 Skills
- List for all your Important Priorities, Urgent Tasks, and Everything Else
- Things that are higher of importance deserve higher priority worthy of specific attention
- List for all your Important Priorities, Urgent Tasks, and Everything Else
- List for all your Important Priorities, Urgent Tasks, and Everything Else
- 3 Skills
- In this activity, we will look at how your schedule next week looks like, and we will try to apply the first two skills that we learned. On the first page… On the second page… What did you like about the tool? What challenges did you encounter in applying the tool?
- Recognize the importance of time management Learn about the importance of prioritizing as key to successful time management and the skills that go with it Opportunity to apply skills in prioritizing
- –Brian G. Dyson President and CEO, Coca-Cola Enterprises during his speech at the Georgia Tech 172nd Commencement Address Sept. 6, 1996 Imagine life as a game in which you are juggling some five balls in the air. You name them – work, family, health, friends and spirit … and you’re keeping all of these in the air. You will soon understand that work is a rubber ball. If you drop it, it will bounce back. But the other four balls – family, health, friends and spirit – are made of glass. If you drop one of these, they will be irrevocably scuffed, marked, nicked, damaged or even shattered. They will never be the same. You must understand that and strive for Balance in your life.
- –Brian G. Dyson President and CEO, Coca-Cola Enterprises during his speech at the Georgia Tech 172nd Commencement Address Sept. 6, 1996 Imagine life as a game in which you are juggling some five balls in the air. You name them – work, family, health, friends and spirit … and you’re keeping all of these in the air. You will soon understand that work is a rubber ball. If you drop it, it will bounce back. But the other four balls – family, health, friends and spirit – are made of glass. If you drop one of these, they will be irrevocably scuffed, marked, nicked, damaged or even shattered. They will never be the same. You must understand that and strive for Balance in your life.