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Effective Use of Time

Effective Use of Time. “Things which matter most must never be at the mercy of things which matter least.” Johann Wolfgang von Goethe (1749-1832). Two Priorities. What one thing could you do that, if you did it on a regular basis, would make a big difference to your personal life ?

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Effective Use of Time

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  1. Effective Use of Time “Things which matter most must never be at the mercy of things which matter least.” Johann Wolfgang von Goethe (1749-1832)

  2. Two Priorities • What one thing could you do that, if you did it on a regular basis, would make a big difference to your personal life? • What one thing could you do that, if you did it on a regular basis, would make a big difference to your working life?

  3. Time Stealers? • Phone calls • Unexpected events/crises • Incoming post/email • Meetings • “Can I have a word?” meetings

  4. Urgent and Important? • Urgent • A task is urgent if you need to do it to meet a deadline • Important • A task is important if it has a significant impact on achieving your goals and objectives • To decide on urgent and important tasks ask yourself:- • Does it have to be done now? • Does it have to be done by me? • What are the consequences if it does not get done?

  5. Time Management Quadrants Urgent Non-Urgent I II Important • Crises • Pressing problems • Planning • Prevention • Relationship Building • Recreation III IV • Interruptions • Some meetings • Some post/calls • Trivia • Time stealers • Pleasant activities Not Important

  6. Time Management Quadrants Urgent Non-Urgent • Results: • Stress • Burnout • Firefighting I II Important 90% III IV 10% Not Important

  7. How to Spend Time Quadrants Urgent Non-Urgent • Results: • Vision • Balance • Discipline • Control • Few crises I II Important Give these tasks the time they need Spend appropriate time on these tasks III IV Think carefully before committing time to these tasks Do next but spend minimum time on these tasks Not Important

  8. Four Generations Notes and Checklists Calendars and Appointment Books Setting Priorities and Goals Managing Ourselves

  9. Covey’s 7 Habits • Be proactive • Begin with the end in mind • Put first things first • Think win/win • Seek first to understand, then to be understood • Synergise • Sharpen the saw. Covey’s 8th Habit Find your voice and inspire others to find theirs

  10. PRACTICAL ADVICE • Plan around Quadrant II • Plan and organise daily, weekly, monthly… • Learn to say “NO” • Delegate (up and down!) • Uses meetings effectively to get action • Plan based on priorities and plan “free time” for reactive work • Nike principle – “Just do it” • Do not delay difficult tasks.

  11. AND FINALLY… • What did you say you could you do regularly to make a big difference? • Are they Quadrant II ? • Are they important but not urgent? • Because they are not urgent you don’t do them • …get into Quadrant II.

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