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Leadership Mastery Series – Time Management & Productivity Workshop

Leadership Mastery Series – Time Management & Productivity Workshop. Course Objectives. Understanding the time management matrix Weekly scheduling skills Beating Procrastination Creating new time management habits.

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Leadership Mastery Series – Time Management & Productivity Workshop

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  1. Leadership Mastery Series –Time Management & Productivity Workshop

  2. Course Objectives • Understanding the time management matrix • Weekly scheduling skills • Beating Procrastination • Creating new time management habits • Exploring activity logs – how areyou really using your time? • Takeaway action & implementation plan • Following up individual coaching session

  3. Rapport Building • Work Smarter • Take Control of Your Workload • Concentrate on Results, Not on Being Busy

  4. H A N D O U T:ACTIVITY LOG TEMPLATE

  5. Time Management Matrix URGENT/IMPORTA NT NOT URGENT/UNIMPORTANT ACTIVITIESCrisisPressing problems Deadline-drive projects ACTIVITIES: Prevention, PC Relationship building Recognizing new opportunities Planning, recreation ACTIVITIESInterruptionsSome calls, some mail, some reports, some meetings, proximate, pressing matters Popular ACTIVITIES: Trivia, busy work Some mail Some phone calls Time wasters Pleasantries

  6. H A N D O U T:Weekly Scheduling

  7. Beating Procrastination Manage Your Time - Get It Done Many people procrastinateto some degree For some, it stops them from fulfilling their potential, disrupts their careers

  8. What Is Procrastination? Putting off things that should be focused on right now, usually in favour of doing something more enjoyable or more comfortable

  9. How to OvercomeP r o c r a s t i n a t i o n STEP 1: Recognise that You’re Procrastinating • Reading e-mails several times withoutstarting work on them • Filling your day withlow priority tasks • from your TO DO List

  10. How to OvercomeP r o c r a s t i n a t i o n STEP 1: Recognise that You’re Procrastinating • Starting a high-priority task?You immediately go makea cup of coffee! • Leaving an item on your TO DO list too long, although you know it’s important

  11. How to OvercomeP r o c r a s t i n a t i o n STEP 1: Recognise that You’re Procrastinating • Saying “yes” tounimportant taskswhile fill your time • Waiting for the “right mood”or “right time”

  12. How to OvercomeP r o c r a s t i n a t i o n Puttingoff an unimportant task may just be good prioritisation! Have a good reason for rescheduling an important task? You’re not necessarily procrastinating... OR are you just making excuses?

  13. How to OvercomeP r o c r a s t i n a t i o n STEP 2: Work Out WHY You Are Procrastinating A particular job is unpleasant, and you to avoid it • You are disorganized - organized people priortise

  14. How to OvercomeP r o c r a s t i n a t i o n STEP 2: Work Out WHY You Are Procrastinating • You’re overwhelmed by the task • You are a perfectionist • You have underdeveloped decision-making skills

  15. How to OvercomeP r o c r a s t i n a t i o n Breaking the Habit: Tips to Motivate You • Motivational Tips: • Reward yourself • Get someone to check up on you • Remember the consequences if youdo not complete these tasks • Work out the cost of your time toyour employer • Eat an elephant!

  16. How to OvercomeP r o c r a s t i n a t i o n Breaking the Habit: Tips to Motivate You • Get Organized Tips: • Keep a TO DO List - use it daily • Use an Urgent/Important Matrix to help prioritise your to-do-lists • Become a master scheduler & project planner • Set yourself time-bound goals • Focus on one task at a time

  17. How to OvercomeP r o c r a s t i n a t i o n Breaking the Habit: Tips to Motivate You • OVERWHELMING TIPS: • Break project into smaller chunks – create an action plan for each • Start with something quick & easy • Congratulate yourself with your achievements

  18. How to OvercomeP r o c r a s t i n a t i o n Breaking the Habit: Tips to Motivate You • Unpleasant Tips: • Give it a go! It may not be as bad as you thought! • Hold the unpleasant consequencesof not doing the work at the frontof your mind • Reward yourself for doing the task

  19. How to OvercomeP r o c r a s t i n a t i o n Breaking the Habit: Tips to Motivate You • In-Decisive Tips • Look at decision-making tools; i.e.: PMI, force field analysis, six thinking hats, etc. • Ensure that you have goals set in place &understand the reasons to achieve them

  20. R E M E M B E R ! The longer you can spend without procrastinating, the greater your chances of breaking this destructive habit for good!

  21. H A N D O U T: STRESS DIARY

  22. H A N D O U T:PROCRASTINATION EXERCISE

  23. Activity Logs:Finding Out How Your Really Spend Your Time Do you KNOW how much time you’ve spent reading junk mail, talking to colleagues, making coffee and eating lunch?

  24. Activity Logs:Finding Out How Your Really Spend Your Time • Activity logs help analyse how you actually spend your time • The first time you use it, you may beshocked to see the amount of time that you waste! • Memory is a very poor guide

  25. Activity Logs:How to Use the Tool Note how you feel: whether alert, flat, tried, energetic Do this periodically throughout the day You may decide to integrate your log with a stress dairy

  26. Activity Logs:Learning from Your Log • Analyse your log to see the amount of time you spend doing low value jobs • You may be energetic in some parts of the day & flat in others

  27. Activity Logs:Learning from Your Log • Eliminate jobs that your employer shouldn’t be paying you to do, tasks that someone else should be doing, or personal activities (sending non-work emails)

  28. Activity Logs:Learning from Your Log • Schedule your most challenging tasks for the times of day when your energy is highest • Try to minimise the number of times a day you switch between types of task • Reduce the amount of time spent on legitimate personal activities; i.e.; making coffee

  29. KEY POINTS Activity logs are useful for auditing the way thatyou use your time Helps you track changes in your energy, alertness & effectiveness throughout the day By analysing, you will be able to identify & eliminate time-wasting, low-yield jobs Know the times of day you are most effective, so you can carry out your most important tasks during these times.

  30. H A N D O U T: ACTIVITY LOG TEMPLATE

  31. Action Programs:Becoming Exceptionally Well Organized To-Do Lists are great for managing a small number of tasks but are not really planned, focused action lists

  32. Action Programs:Becoming Exceptionally Well Organized • You do specific tasks, & fail to make progress with the big, important projects, • making multi-tasking difficult

  33. Action Programs:Becoming Exceptionally Well Organized • Action programs: industrial strength versions of to-do lists, incorporating short, medium &long-term goals

  34. Action Program:How to Use This Tool STEP 1: Collection – Overwhelm Purge – Use Post It’s • Make inventory of all the things in your world that require resolution • Collect & write down everything – urgent or not, big or small, personal or professional - that you feel is incomplete & needs action

  35. Action Program:How to Use This Tool STEP 1: Collection – Overwhelm Purge – Use Post It’s There are other projects you want to run, things you intend to deal with, that need to be gathered & put in place Bring all of these actions and projects together; inventory them in one place

  36. Action Program:How to Use This Tool STEP 2: Pruning • Process list made in step 1 – look carefully at each item • Decide whether you should take action

  37. Action Program:How to Use This Tool STEP 3: Organising & Prioritising Review your inventory of items& group individual actions into projects • Review these projects& allocate a priority to them

  38. Action Program:How to Use This Tool STEP 3: Organising & Prioritising • Insert your projects into a formatted action program: • A ‘Next Action List’ • A ‘Delegated Action List’ • A ‘Project Catalogue’

  39. Action Program:How to Use This Tool STEP 3: Organising & Prioritising • Project Catalogue--back of theaction program • Create the Delegated Actions List by working through your Project Catalogue • Delegated Actions List sits in front of the Project Catalogue • Create the Next Action List by working through the projects to which you’ve given the highest priority • .

  40. Key Steps for Action Programs Step 1: Collection (Overwhelm Purge – Use Post-It’s) Step 2: Pruning Step 3: Organising & Prioritising A. Organise Items into Projects – Grouping of Items • Review Projects & Prioritise • Create a Formatted Action Program: • The Project Catalogue • Delegated Actions • Next Action List

  41. H A N D O U T:FORMATTED ACTIONS PROGRAMS EXERCISE

  42. H A N D O U T:DELEGATED ACTIONS

  43. H A N D O U T:ACTION LIST

  44. H A N D O U T:TAKEAWAY IMPLEMENTATION PLAN

  45. CONTACT US LEARN MORE ABOUT OUR LEADERSHIP PROFESSIONAL DEVELOPMENT SERIES WWW.HIGHPERFORMANCECOACHINGANDTRAINING.COM.AU

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