Half day open training event held in Kitchener.

1. Time to manage
by Toronto Training and HR
May 2012

2. 3-4 Introduction to Toronto Training and HR
5-6 Questions to ask
Contents 7-8 Four pillars of good time management
9-11 Habits to get rid of
12-14 Timewasters for supervisors and team
leaders
15-17 Turning timewasters into timesavers
18-19 Thoughts and opinions on time
management
20-22 Time management strategies
23-25 Dealing with interruptions
26-27 Dictation
28-29 Managing time as a dancer
30-33 Time management for students
34-39 Blogging time management
40-44 Things to do list
45-46 Important and urgent tasks
47-48 Drill
49-50 Conclusion and questions
Page 2

3. Introduction
Page 3

4. Introduction to Toronto Training
and HR
• Toronto Training and HR is a specialist training and human
resources consultancy headed by Timothy Holden
• 10 years in banking
• 10 years in training and human resources
• Freelance practitioner since 2006
• The core services provided by Toronto Training and HR are:
- Training event design
- Training event delivery
- Reducing costs
- Saving time
- Improving employee engagement & morale
- Services for job seekers
Page 4

5. Questions to ask
Page 5

6. Questions to ask
Think of a specific time when you had a request
for action or advice that you out to one side
What was the impact of your non-action?
Did you hold up the work?
How much time was spent in trying to get hold of
your answer?
What was the impact on the customer sitting at
the end of the chain?
Page 6

7. Four pillars of good time
management
Page 7

8. Four pillars of good time
management
Goal-setting
Prioritizing
Decision-making
Delegating
Page 8

9. Habits to get rid of
Page 9

10. Habits to get rid of 1 of 2
Don‟t plan to do your writing later in the day
Don‟t function without a practice/project
management system
Don‟t paint the contents of your management
system in broad strokes
Don‟t input tasks without a due date
Don‟t schedule too many tasks on the same day
Page 10

11. Habits to get rid of 2 of 2
Don‟t move on to another task before the current
one is complete
Don‟t schedule out-of-office appointments
sporadically
Don‟t schedule research and writing tasks after
out-of-office appointments
Don‟t try to make decisions when you‟re tired or
confused
Don‟t forget to exercise and take breaks
Page 11

12. Timewasters for
supervisors and team
leaders
Page 12

13. Timewasters for supervisors and
team leaders 1 of 2
Working without a plan
Working with fuzzy goals
Too many goals
Macro-managing
Worrying
Too much socializing
Perfectionism
Procrastination
Walking on eggs
Page 13

14. Timewasters for supervisors and
team leaders 2 of 2
Correcting mistakes
Paperwork
Waiting
Meaningless meetings
Early close-downs
Getting angry
Page 14

15. Turning timewasters into
timesavers
Page 15

16. Turning timewasters into
timesavers 1 of 2
Stop reacting to other people‟s emergencies and
non-priorities
Stop making bad choices
Think more critically
Make insignificant decisions hastily and deliberate
on the more important ones
Separate core problems from surface symptoms
Buy a pre-printed To Do List
Page 16

17. Turning timewasters into
timesavers 2 of 2
Claim some private time
Plan some spontaneity
Slow down
Organize your physical environment
Unplug your points
Apply „P‟ points
Page 17

18. Thoughts and opinions on
time management
Page 18

19. Thoughts and opinions on time
management
Stop trying to be so efficient
Customize your schedule
Accept laziness
Embrace creative moments
Deal with minor things immediately
Do one really important task
Page 19

20. Time management
strategies
Page 20

21. Time management strategies
1 of 2
Fully step into the new role
Stop procrastinating
Step up delegation
Get your team on the same page
Prioritize
Schedule clear time slots
Page 21

22. Time management strategies
2 of 2
Block out the time you need, plus a buffer Handle
the small “must dos” first
Have designated days for repeated tasks
Fit in one personal task a week
If you work late nights, have a variety of activities
to do
Page 22

23. Dealing with interruptions
Page 23

24. Dealing with interruptions 1 of 2
Regularly organize and prioritize your work
Assess the types of interruptions you experience
most-are they necessary or not?
Distinguish between available time and time that is
off limits
Postpone unnecessary interruptions until you have
some available time
Be willing to say “no”-there are only so many
hours in a day and only so much you can do with
that time
Page 24

25. Dealing with interruptions 2 of 2
Recognize that some interruptions are unavoidable
so when these occur, encourage the interrupter to
get to the point quickly-don‟t engage in “small
talk” and establish how much time you have
initially, e.g. 10 minutes, and stick to it
Page 25

26. Dictation
Page 26

27. Dictation
Dictating the content
The transcription
Finishing touches
Page 27

28. Managing time as a dancer
Page 28

29. Managing time as a dancer
Learn to love lists
Get systematic
Prioritize
Remember to recharge
Page 29

30. Time management for
students
Page 30

31. Time management for students
1 of 3
KEYS TO TIME MANAGEMENT
Build productive routines
Use time for one purpose so that you can focus on
that purpose
Be honest with yourself
Plan for now and later
Page 31

32. Time management for students
2 of 3
LONG-TERM PLANNING
Different roles
Time management for the thesis
SHORT-TERM PLANNING
Weekly schedules
Page 32

33. Time management for students
3 of 3
PROCASTINATION
The procrastination problem
Why do people procrastinate?
Strategies for avoiding procrastination
Page 33

34. Blogging time
management
Page 34

35. Blogging time management
1 of 5
Working time
Personal time
Free time
Page 35

36. Blogging time management
2 of 5
DISTRACTIONS
Reading personal e-mails in working time
Taking personal calls in working time
Browsing the Internet with no purpose in mind
Researching a topic on the Internet and getting off
track
Learning new blogging skills and strategies and
starting them before completing your work
Falling into the information overload trap
Page 36

37. Blogging time management
3 of 5
DISTRACTIONS
Getting caught up in great sales pitches, and
spending time wondering if you should buy or not
Buying a product and never using it, and then
feeling guilt
Allowing your friends visit you within working time
People entering your workspace interrupting you
and ruining your train of thought
Page 37

38. Blogging time management
4 of 5
TIPS FOR SUCCESS
Choose your working hours and stick to them
Turn up to work on time
Focus your energy and what you should be doing
and allocate time for your distractions
Create a balance between your work life, family
life and leisure time
Let your friends know your working time
Let your family know your schedule
Page 38

39. Blogging time management
5 of 5
TIPS FOR SUCCESS
Create a timetable of jobs to do
Use tools to save time
Don‟t try and learn too much
Page 39

40. Things to do list
Page 40

41. Things to do list 1 of 4
A top five list
Kid time
Family time
Page 41

42. Things to do list 2 of 4
A TOP FIVE LIST
1. Drop kids at school 8:00
2. Conference call with Europe 8:20
3. Present a lunch and learn 11– 1:30
4. Write two articles for the company blog 1.45 –
2.45
5. Collect kids from school 3.15-3.45
Page 42

43. Things to do list 3 of 4
KID TIME
Clean house
Play with kids (Very important! Make time to
engage your children in something fun)
Call associate (by now kids are playing
independently)
Laundry
Page 43

44. Things to do list 4 of 4
FAMILY TIME
Make dinner
More laundry
Homework
Prepare notes for tomorrow‟s meeting (while kids
are doing homework, this is my homework)
Plan tomorrow‟s list
Take a walk with my wife or friend
Put away work – spend time with family
Page 44

45. Important and urgent
tasks
Page 45

46. Important and urgent tasks
Urgent Not urgent
Important Quadrant 1 Quadrant 2
Not important Quadrant 3 Quadrant 4
Page 46

47. Drill
Page 47

48. Drill
Page 48

49. Conclusion and questions
Page 49

50. Conclusion and questions
Summary
Videos
Questions
Page 50