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Transcript of Time management
Facts and numbers The Pareto Principle Time management as a medicine for a lack of time Tools Sound easier than it actually is Every day we have got bogged down in today's thinking 50 hours to sleep (almost 30%)
7 hours for showering, dress, etc.
14 hours to eat
5 hours to commuting (travel time to home)
14 hours to things that pass by (haircut, doctor, paying bills)
40 hours to work A week 168 hours to spend 38 hours left to spend to our family, friends or hobby's Put down your:
Priorities Your objectives 1. Definition of time management
2. Facts and numbers about the concept of time
3. Personal effectivenes
4. Time wasters and procrastination
5. Goals and prioritization
6. The SMART rule
7. The Pareto principle
8. Eisenhover Matrix
1. What is most important to you and most related to your goals?
2. What method ot techique do you think will be most useful for you? Q&A Make a list of activities you planned to do last week and underline those which you actually did :) Your activities Specific
Time lined SMART Time management refers to a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals. Bad time management = stress Procrastination Procrastination is the gap between the time we plan to perform a task and the time we actually perform it. Avoiding procrastination: A day counts 3 hours that can be charge, rest of our time we mess up with almost no results Look around you and see how much time we really use effective. The numbers of interrupters is phenomenally large. We look busy, but in fact we are not. From the 40 hours a week we work 8 hours productive. People get controlled by what presents itself and not by their priority. A director is spending 6 hours for traveling,
6 hours to the operating activities,
5 hours to sales activities,
5 hours to handle some post and phone calls.
Like this a director is spending more than 20hours to activities that are not his/her priority. Today we try to do six things at the same time. We can't work the way we did.
The world around us has been changed. 1. We thought we could finish our work once our paperwork is done. Now we got the paperwork, emails, voicemails and other wireless communication.
2. It was exciting to send a letter by telex, so it will be received the next day. Now we expect a answer directly the same day.
3. Instead of typewriters where a secretaries could type 60 words a minute, we all have now computers with standard templates and text correction.
4. Instead of coming together and compose a report we now can work constantly and ‘all over the world’ at the same project or document. Business world: 20% of our customers are responsible for 80% of our turnover and profits. Same counts for products.
Society: 20% of the criminals are responsible for 80% of the crimes. 20% of the car drivers are responsible for 80% of the car accidents.
At home: We wear 20% of our cloths during 80% of our time
Science and technology: With a combustion engine, 80% of the energy is wasted and only 20% actually reaches the wheels. What has this to do with time management? } Time wasters We can group the time wasters in four categories: 1. ‘Do you got a moment’ … the most negative effect of this is that you are out of your concentration and workflow. 2. ‘The meeting’ … We became sick of meeting that are often unnecessary (after wards), poorly leaded, or where we miss a good agenda. 3. ‘The Nonsense jammer’ looks like the ‘do you have a moment for me’ person but he asks something useful. 4 .‘Opendoor policy’, people can come in and say their opinion about the company, this can help the company to improve, but it has also a side effect. Extern:
•Phone calls and emails
•Finding the information that’s needed to be able to complete your task Intern:
•Lack of discipline
•Inability to delegate
•Lack of planning Brain is most active between 09:00 - 13:00 (prime time)
- make a to do list each morning and give priority to each task.
- close your door and start to do the most important tasks.
- sort your post and email after lunch
- plan your meetings in the afternoon
- clean your desk at the end of the day Eisenhower Matrix 1. On the fist quadrate we have the things not urgent and not important, we also call this DELLE. If you don’t do anything with it, it will solve itself.
2. On the second quadrate we have the things urgent but not important. Because it is urgent most of the managers want to handle this things themselves, but you should let you assistant do those things.
3. On the third quadrate we have the things not urgent but high importance. This are activities that doesn’t need to get to much energy at the first place, but you need to monitor it and it ask attention of the managers.
4. On the fourth quadrate we have the urgent and high importance tasks. This are the things that you need to spend your energy on to solve first. How more activities you let pass to this quadrate how more you need to manage yourself. Why time management is important? What we gain from time management, in essence, is not more time, but a better life. Case 4
task delegated by others Case 3
urgent meetings, phones
tasks delegated by others Case 2
minimum of cirisis Case 1
most urgent issues
Stress NOT URGENT URGENT Eisenhower Matrix IMPORTANT UNIMPORTANT NOT URGENT URGENT Eisenhower Matrix IMPORTANT UNIMPORTANT 1. Do it now or delegate
2. Plan it
3. Delegate or prioritarize
4. Forget about it – say NO Perfect model:
- Focus on planning and delegation
- Minimalize the number of crisis situations A list of tasks TM generations - 1 Tasks put on a schedule TM generations - 2 Priorities TM generations - 3 Strategic planning:
Tasks TM generations - 4 Start keeping your to-do list with defined priorities Google calendar, Remember The milk, Evernote applications 1. Wash you dishes right after finishing the meal Cezary Damian Rosa, SGH Warsaw School of Economics, AGENDA March 1, academic year 2012-13 Personal effectiveness 2. ? 3. ? Tools Thank you for your attention!