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Time management

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Michael Hodgkins

on 4 April 2014

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Transcript of Time management

Your body clock
Categorise and prioritise
Time management
4 keys
Start with why
Time - a finite resource
What is important is seldom urgent and what is urgent is seldom important

- US President Eisenhower
3 steps to effective prioritising and goal setting
– within these groups, in what order do the tasks need to be completed?
Eisenhower matrix
Categorise these tasks
1. Lodge EAS (sett due in 1 week)
2. 25 catalogue document tasks
3. Telephone message from your client
4. Cheque split for 2 settlements today
5. Initial docs for a new file received 4 days ago
6. 430 telephone calls
7. Attend settlement at 12.15
8. Initial docs for a new file received today
9. Statement and cheque split for settlement tomorrow
10. Prepare TOL (sett due 1 week)
11. Lodge EAS (sett due 3 weeks)
12. Telephone message from real estate agent re finance approval
Categorise these tasks
Revisiting Lucy's advice
Set goals – what needs to be completed today?
Allocate time to tasks
Your body clock
You can’t manage your time unless you know what you need to get done
Types of lists
Future tasks
Due dates
Mark complete

Lists - the dark side
Our natural body clock
Use DND when you need to concentrate
Be clear when we are open/closed
When to say no
Don’t agree to do work if you know
you will not meet the deadline
- a priceless resource
Opportunity cost
Set goals
Take risks
Manage time better
Don't procrastinate
Categorise & Prioritise
Time and tide wait for no man
Think you're busy? Spare a thought for ....
GATHER ye rosebuds while ye may,
Old Time is still a-flying:
And this same flower that smiles to-day
To-morrow will be dying.
Robert Herrick. 1591–1674
In economic theory, the
opportunity cost
of a choice is the value of the best alternative forgone, in a situation in which a choice needs to be made between several mutually exclusive alternatives given limited resources.
Consider the opportunity cost of the choices you have made:
this week,
this month,
this year...
Our bodies all have a natural clock, often referred to as your Circadian Rhythm, with peaks and troughs of efficiency during the day.
Schedule time to do your more challenging brain work or presentations when you're going to beat your best.
Surf your personal energy wave
Carpe diem
Afternoon types
Night owls
Train clients and other agents to leave detailed voice messages
Schedule time for the undemanding tasks when you expect to be in a bit of a dip.
Handwritten lists
Major headings rather than small tasks
End each day with a task list for tomorrow. This will also help you to switch off
Keep track of your progress – mark tasks complete as you go
Turn off inbox notifications
Don’t let emails dictate your priorities
Check emails as few times per day as possible
Take a list of Q’s to your supervisor rather than asking lots of Q’s throughout the day
Be a master of diplomacy and teamwork
Know when to be firm
Be firm, with a winning smile
Use a spare office
Don't meet in pods
Allocate time
to each task
your tasks based on urgency and importance
Anything that can be dealt with quickly and simply - do it straight away
Don’t procrastinate
Don’t waste time adding it to your task list
Complete the most important tasks first
Worrying about the size of your task list will not make your task list smaller!
Be realistic
Focus on one task at a time
Works well if you have a shorter list of big-ish tasks or goals
Give yourself a mini-deadline for each one.
Treat yourself to a task you enjoy if you get them done.
Stress and pressure
Don't take short cuts
- they are always a false economy
Cleaning up the mess always takes 10 times longer - not to mention any other problems
Be even more careful and vigilant in times of stress.
The right way is the only way
Tell them what to do. Be helpful, but don't let them dictate your priorities
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