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David Zammit

on 7 April 2014

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Transcript of TM-Prez-WGE

Time Management
Why am I giving this presentation?
Working with

Why time management?
Less stress
Improves your reputation
Get more done
Less effort
Less wasted time
Better work life balance
There have been times where my professional reputation has been damaged.
I've had my own time management problems
You've seen me stressed
I've had a poor work life balance
Clearly I've not been doing it right!
So.. why is time management so hard?
Perception that time management will take more time
Have to break bad habits
Have to learn new skills
Requires self reflection
Ultimately, it requires.....
Self Discipline!
'The ability to make yourself do, what you should do, when you should do it, whether you want to or not.'
What is
'Time management is the process of planning and exercising conscious control over the amount of time spent on specific activities.'
51-100 - RED ALERT!
Gaining Perspective
When we prioritize work based on our long term goals we achieve greater success.
How do you determine your priorities?
How do you determine your overall goals?
Do your priorities match you overall goals?
Determining your next action
Ensure that your long term goals and day to day activities are in alignment
Consider the following
6 ways you can define your work.
3 to 5 year vision
1 to 2 year goals
Areas of Responsibility
Current Projects
Next Actions
Everything you do leads to this.
All the phone calls, emails, meetings, research, desk work, conversations you have to make.
Next Actions:
Current Projects:
A project is anything that requires more than one action to complete.
No just work projects, buying a car, cleaning the garage etc are also projects.
What are you responsible for?
This is more than just your responsibilities at work. This includes family, social and extra-curricular activities.
1 to 2 year goals
Career transition, Life transition
What are your short term goals?
Not just career goals.
3 to 5 year vision
Big picture view.
Why does your company exist?
Why do you exist?
Compare short term and long term
Bearing in mind your long term goals, does it change the way you prioritize your current action list?
What the F#%* should I do next?
A word about frogs
'If the first thing you do each morning is to eat a live frog, you can go through the day with the satisfaction of knowing that that is probably the worst thing that is going to happen to you all day long.
- Mark Twain
Your "frog" is your biggest most important task, the one you are most likely to procrastinate on.
How do we waste time?
Poor organisation
Poor/inefficient tools
Low value tasks
Non-work tasks
Double handling
Where does work come from?


Formal Meetings

Informal Meetings

Work responsibilities

Family responsibilities

Self Assessment
Is it actionable?
What is it?
Future Action
File for future reference
Do it!
Delegate it
Defer it
What is time management & self assessment

Getting out of trouble - Minute to Minute action

Avoiding trouble - Lasting change

Working with others
What is it?
When "stuff" comes to us, we need to process it appropriately and put it into a system to ensure that it can be tracked.
Is it actionable?
There are two possible answers for this:

You need to have a system to deal with both cases.
File in an organised manner for future retrieval.
No Action required
Action required on specific date.
Make a calendar entry
Add to "someday maybe" list. Review once a month.
If the task takes less than 2 minutes.... Just do it!
Action required
What is the next action?
Delegate and put on "waiting for" list for tracking.
For me to do as soon as I can.
To do at specific time.
Add to "next action list".
Someday maybe
Waiting for/delegated
Next Action
Projects List
Two schools of thought
Eat that Frog!
Getting things done
Relaxed Control
Flexibility - "Mind like water"
Stopping Procrastination
Self Discipline
If you have to eat two frogs, eat the ugliest one first.
If you have to eat a live frog, it doesn't pay to sit and look at it for very long.
You cannot eat every tadpole and frog in the pond, but you can eat the biggest and ugliest one.
How to find your frogs
A - Something you MUST do today
B - Something you SHOULD do today
C - Something it would be NICE to do today
D - Something to DELEGATE
For each item on your 'Next action' list, assign one of the following letters:
Then, number all the A's.
Upgrade your Skills
The better you become at eating particular type of frog, the more likely you are to just plunge in and get it done.
A major reason for procrastination is a feeling of inadequacy, a lack of confidence, or an inability in a key area of a task.
What key skills could you acquire that will save you time?
What we will look at today.....
"Minute to Minute"
"Avoiding trouble"
How to Eat frogs more quickly.
Single Handle every task
Commit to ensuring that work is completed in an excellent fashion.
Ensure that the work you are producing is complete in every sense.

Over-delivering can easily take less time and effort than double handling work.
What proportion of your work is re-work or completing something you could have done the first time?
Develop a sense of Urgency
Do it now, do it now, do it now, do it now!!!!
One bite at a time
What is the best use of my time, right now.
Do not wait; the time will never be "just right". Start where you stand.
As David Simpson would say:
"Why don't we do it now?"
Every project can be broken down into smaller sub-projects.
Some projects can seem daunting when looked at them as a whole.
This book is offers a more holistic view than
Eat that Frog!

The book advocates for:
A system that can handle your whole life rather than just your work life.
The use of several types of list to track EVERYTHING!
Using a robust system to get things 'out of your head' to reduce stress
Separating doing work from the processing of 'what work is'.
May be split into further lists if required
To Delegate
At home next action
At desk next action
Eat That Frog!
Getting things done.
ABCDE Method
1. Context
2. Time available
3. Energy available
4. Priority
When is your design complete?
This is a fuzzy edge. An area of your work that is out of focus. This can lead to poor planning and procrastination.
When processing your 'stuff' ensure that you have clarity around what is required.
When are you most alert?
Try and eat your frogs at this time everyday when you are most likely to get things done.
Switch between High attention and Low attention tasks.
Allow your brain some time to re-energize for the next high attention task.
Work is like sleep
Create large Stretches of uninterrupted time
When is the last time you had time to yourself at the office?
Sleep doesn't work when you're interrupted
Sleep is a phased based event
Where do you really need to go when you need to get something done?
Being Proactive
Once you have clarity on a task you can be proactive.

Staying in front of your workload gives you a buffer when things go wrong and it improves your reputation with your clients.
If you need to interrupt someone
Is it urgent?
No really.... is it urgent?
Try and use more passive types of communication first.
If you're being interrupted
Is it urgent (both to you and to them)

It may be acceptable to defer the conversation to a time when you have completed a task.

Is it someone that is consistently interrupting you?
Dealing with emails
Don't watch them come in
Pick times of day to process
Use your action list
File email immediately
Dealing with your phone
Make all your calls in one sitting
Return all calls within 24 hours
Leave a message
Follow up with email if you've left 2 messages
Should you always answer your phone?
Dealing with meetings
If your new to meetings, concentrate on the meeting
It is acceptable to work separately on the project the meeting is for.
It may not be acceptable to check emails or work on another clients work.
Make use of time traveling between meetings.
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