Managing your time effectively

1. Managing your time effectively

2. Objectives • Identify and achieve your priorities • Discover where to focus your time • Explore tools which will help to manage your time

3. Housekeeping

4. Time Time is free, but its Priceless You cant own it but you can use it You cant keep it but you can spend it Once you’ve lost it You never get it back Henry Mackay

5. Achieving Balance in your life Partner Parent Son/Daughter Friend Gardener Community Leader Team Member Politician Committee member Volunteer Housekeeper Employee

6. Achieving Balance in your life Franklyn Covey identifies 4 areas in which we should meet our needs Physical Social Emotional Mental Spiritual

7. Achieving Balance in your life Consider what is the balance you want to achieve. Think about the roles that you play and how much time you want to allocate to each role Discuss with your partner how each of these roles fulfil Coveys 4 Roles

8. Managing your time effectively Because we don’t know what is really important to us, everything seems important. Because everything seems important, we have to do everything. Other people, unfortunately, see us as doing everything, so we expect to do everything. Doing everything keeps us so busy, we don’t have time to think about what is really important to us.

9. Managing your time effectively Efficiency-Doing things right Effectiveness – Doing the right things

10. Time Matrix Importance – activities that contribute to your highest priorities, things that move you forward in areas that you care about Urgency – Activities that are pressing or time sensitive, they must be acted upon right now

11. Time Matrix Important and Urgent Important and not Urgent Not Important and Urgent Not Important and not Urgent

12. Time Matrix • Productivity and Balance • Preparation • Planning • Optimal effectiveness • Necessity • Crisis • Pressing problems • Deadline driven • Deception • Urgency creates importance • Who are they urgent to • Phone calls, emails, unimportant meetings • Waste and excess • To be avoided • Procrastination

13. Time Matrix Exercise Look back at the activities you undertook on the days that you recorded and consider which quadrants they belong in. Discuss with your partner what you might do about activities which have fallen into the not important boxes. Could you have managed items in the Urgent Important box so that you had more control over the activity

14. Setting your goals • Goal n 1; the object to which effort or ambition is directed; the destination of a journey • (Oxford English Dictionary) • Top Tips • Write it down • Give it a deadline • Break it down into doable chunks • Commit.

15. Plan Weekly • Top Tips • Plan before the week begins • Choose somewhere quiet • Allow 20 – 30 minutes • Schedule for the whole week • Review your major commitments

16. Plan Daily • Top Tips • Plan before the day begins • Choose somewhere quiet • Allow 5 – 10 minutes • Check today’s appointments • Make a realistic List • Prioritise (ABC, 123, high, med, low)

17. Tips for Managing Time Diaries and to do lists Outlook task bar Set time aside to deal with emails and phone calls Deal with emails only once – File action delete Use out of office to manage expectations Know what your priorities are and stick to them Delegate