Managing Time and Stress Effectively October to November 2008

1. Managing Time and Stress Effectively October to November 2008

2. Welcome & Introduction

3. Our Days Agenda

4. Topic Agenda

5. Topic 1 - Time Management

6. Why improve your time management? • Do you always meet deadlines? • Do you have enough time to do the things that are important? • Do you spend enough time with your family / friends? • Do you spend enough time relaxing, taking exercise, enjoying your hobbies?

7. Why improve your time management? • Are you always content with the amount of time that you have available? • Do you spend enough time thinking about / planning the future? • Do you spend enough time with the members of your team? • Do you spend enough time with your customers? • Do you spend enough time reading and keeping up to date?

8. Self Management • If we don’t manage ourselves strictly in the following areas, much time will be wasted • Failure to delegate when required • Fire fighting and crisis management; • Inadequate technical knowledge, or re-inventing the wheel; • Procrastination • Over-loading, fatigue and de-motivation • Perfectionism

9. Workshop - Pg 5 • Your time management techniques & • Managing your time

10. Agenda Revisited

11. Why focus on Goal-setting? • Goal Setting helps us: • Deciding what is important for you to achieve in your life • Separating what is important from what is irrelevant • Motivating yourself to achievement • Building your self-confidence based on measured achievement of goals • You should allow yourself to enjoy the achievement of goals and reward yourself appropriately. Draw lessons where appropriate, and feed these back into future performance.

12. Goals, Priorities & Planning – Pg 10 • When setting Goals we need to follow the SMART approach. All goals need to be:- • Specific • Measurable • Action Oriented • Remember to apply the 4 W’s – What + When + Where + Whom • Realistic • Timely

13. 3 levels of goal setting - Pg 12 • Decide what you want to do with your life and what large-scale goals you want to achieve. • Break these down into the smaller and smaller targets that you must hit so that you reach your lifetime goals. • Once you have your plan, you start working towards achieving it.

14. Categories to set goals • Artistic • Attitude • Career • Education • Family • Financial • Physical • Pleasure • Public Service

15. Guidelines to setting effective goals - Pg 14 • Express your goals positively • Be Precise • Set Priorities • Keep operational goals small • Set Performance Goals • Set Realistic Goals • Remember ENJOY YOUR SUCCESSES

16. Ho to Achieve your goals • To be able to achieve your goals you need to : - • Know your needs • Take one step at a time • You need to set specifications • Youmust be the one taking action • Be realistic regarding needs and time frames • Believein yourself • Dream

17. Ho to Achieve your goals To be able to achieve your goals you need to : - Set small reachable targets / goalsthen long term set bigger and better goals Create positive thinking by achieving smaller goals Realise the power of positive thinking Put a motivational tool in front of you e.g. a model car, the picture of the kitchen you want or a picture of a highly successful business woman

18. Ten Steps to attaining your Goals • Have a Dream • Look at your Big Picture • Plan Thoroughly • Businesses that plan to fail – FAIL • Take One Step at a Time • Always be Positive • Persist until you succeed • Don’t dream it! BE IT! • Stay active & alert • Review Regularly • Have fun & Enjoy yourself

19. Workshop – How to save time on Crisis management • Please turn to page 48 of your workbooks. We will now take time to complete the Time Management Improvement Checklist. – Focusing on each of the areas we have covered during the course of the day.

20. Agenda Revisited

21. The Pareto Principle - Pg 21 • Where it comes from • What it means • How the 80/20 rule can help you be more effective.

22. Agenda Revisited

23. Time management funnel

24. Goal and Objective Workshop – Pg 24 - 26 • Managing your time is about being effective (doing the right things) as well as being efficient (doing things right). • Lets look at the Goal and Objective Worksheet

25. Agenda Revisited

26. Key Tips for your To – Do List Pg 28 • When you think it - ink it • Constant companion - keep it with you • DAILY review

27. To Do Tips on specific topics - Pg 29 • Dealing with Paperwork • Inspiration • Working with the Telephone • Scheduling Yourself • Interruptions • Takes 6 to 9 minutes • 4 to 5 minute Recovery

28. To Do Tips on specific topics - Pg 29 • Work both in and out of your comfort Zone • Delegation • Delegation is not Dumping • Challenging People • Working with Email

29. Agenda Revisited

30. The Communication Process

31. The Communications Model - Pg 31

32. Challenges and processes of effective communication - Pg 32

34. Upward Communication

35. 7 Principals to develop upward flow of communication - Pg 34 • Effective upward communication programme must be planned • Upward communication operates continuously • Upward communication uses the routine channels • The programme stresses sensitivity and receptivity in entertaining ideas from the lower levels.

36. 7 Principals to develop upward flow of communication - Pg 34 • A key element to upward communication is objective listening • An effective upward communication programme involves taking action to respond to problems • Upward communication uses a variety of media and methods to promote the flow of information

37. Horizontal communication

38. Cross Channel Communication

39. Agenda Revisited

40. Tips on Saying no – Pg 36 • Lets look at different ways of saying NO!!!! – refer to your workbooks Pg 36. Remember :…… • Start the sentence with the word NO • Shake your head and use nonverbal assertiveness to underline your NO. Your voice should be clear and direct. Keep eye contact.

41. How to save time by delegating • Delegating tasks to others allows you to use your own time more effectively • While you can delegate the responsibility, you still retain accountability

42. How to save time by delegating • When delegating, be clear about the required outcomes and the time-frames • Let the person who is going to do the work decide how to actually do it • Delegate the whole task to one person, rather than to multiple persons “jointly” • This gives the person the sole responsibility and increases motivation

43. How to save time by delegating • Get on-going, feedback about progress on the project • Maintain open lines of communication, and be available to provide support

44. Seven Habits of Highly Effective People Let’s Review the 7 Habits • From : - Restoring the Character Ethic, by Stephen R. Covey, Simon and Schuster, 1989.

45. Seven Habits of Highly Effective People • Be Proactive • Begin With The End In Mind • Put First Things First • Think Win/Win • Seek First To Be Understanding, Then To Be Understood • Synergize • Sharpen The Saw

46. Agenda Revisited

47. Fire Fighting & Crisis Management

48. Fire Fighting & Crisis Management • Understand the situation and all the underlying issues • List the desired outcome • Identify the available and required resources • Identify and evaluate alternative solutions

49. Fire Fighting & Crisis Management • Select a solution • Design a Plan • Implement the Plan • Review progress, and update the approach as required

50. Fire Fighting & Crisis Management • A starting point to reduce future crises is to review past crises • Risk management or contingency planning, i.e. you accept that a crisis will happen, but you put measures in place to limit the damage or the seriousness thereof