1. Managers: Make Time Your Ally
Monique Y. Wells
Paris Muse of Time Management™
Certified Success Coach and Consultant
All rights reserved

2. Corporate Environment

3. Paris Muse of Time Management™

4. Corporate/Governmental
Time Management Training

5. Getting over Overwhelm
Have you noticed that everyone is
talking about overwhelm these
days?

6. Getting over Overwhelm
Overwhelm = un agobio
To be overwhelmed = Estar agobiado

7. Getting over Overwhelm
Technology
– Software
– Social media
– VoIP
– ISPs
– Browsers

8. Getting over Overwhelm
Designated firefighter

9. Getting over Overwhelm
Señora Multitarea

10. Getting over Overwhelm
everyone knows what it feels like
to be overwhelmed.

11. Getting over Overwhelm
It’s all
about you!

12. Getting over Overwhelm
Knowing yourself, your ingrained
attitudes, and your behavior patterns
regarding time are important factors in
improving your time management
capabilities.

13. Getting over Overwhelm
Managing other’s expectations of you is
also critical in succeeding in mastering
your use of time.

14. Getting over Overwhelm
3 Major Causes of Overwhelm
– Poor Prioritization
– Inability to focus effectively
– Poor delegation

15. Getting over Overwhelm
PRIORITIZATION

16. Prioritization
Goals, Projects, and
Tasks

17. Prioritization
Order of priority for establishment:
– goals
– projects
– tasks

18. Prioritization
Goals should be:
something that you think about
regularly, not just once or twice
a year!

19. Prioritization
Goals should be:
– Specific: purpose is well defined (Who, What, Why,
Where)
– Measurable: can recognize when the goal has been
achieved
– Achievable: possible to succeed with available
resources or to obtain the resources required
– Relevant: move the business forward
– Time-bound: there is a deadline

20. Prioritization
How many of you know:
Your company’s goals?
Your department’s goals?
Your manager’s goals?
Your own goals?

21. Prioritization
Projects should:
- be designed to achieve goals
- have definable deadlines
- have a written plan
- be recorded on your agenda

22. Prioritization
On a daily basis, we focus on tasks.

23. Prioritization
Tasks
– The building blocks of projects
– May be project-oriented or not project-
oriented
– Should be categorized as critical,
important, or optional
– Should have definable deadlines

24. Prioritization
Tasks
– May or may not need to be performed
sequentially (written plan will help to
determine this)
– Should be recorded on your to-do list
(handwritten or digital)

25. La Brûlerie
Coffee-roasting boutique

26. Prioritization of tasks
Tasks
CRITICAL tasks are
those that MUST be
accomplished if the
project is to be
completed.

27. Prioritization of tasks
Tasks
IMPORTANT tasks
are those that
contribute greatly to
the project. All
critical tasks are
important, but not all
important tasks are
critical.

28. Prioritization of tasks
Tasks
OPTIONAL tasks are
those that contribute
marginal value to the
project. They can be
eliminated with no
adverse effect.

29. Prioritization of tasks
Prioritizing on a
daily / weekly basis

30. Prioritization of tasks

31. Prioritization of tasks
Important and Urgent

32. Important and
Urgent
Gare Montparnasse,
1895

33. Prioritization of tasks
Important and
Not Urgent

34. Important and Not Urgent
Construction of the Eiffel Tower, 1888

35. Prioritization of tasks
Not Important and
Urgent

36. Not Important and Urgent
The Kiss at the Hôtel de Ville, 1950

37. Prioritization of tasks
Not Important and
Not Urgent

38. Not Important and Not Urgent
Porte d’Auteuil, 1899

39. How do you classify your projects and tasks?
• Important and Urgent
• Important and Not Urgent

40. How do you classify your projects and tasks?
• Not Important and Urgent
• Not Important and Not
Urgent

41. Prioritization of Tasks
Pareto Principle
80/20 Rule
80% of your results come from
only 20% of your actions

42. Prioritization of Tasks
Tackle your
most
important
task of the
day first.

43. Prioritization of Tasks
Reassessing Priorities

44. Reassessing Priorities
Gare d’Orsay, circa 1905

45. Reassessing Priorities
Musée d’Orsay, 1993

46. Prioritization of Tasks
Reassessing Priorities
How flexible are you in adjusting your
priorities in relation to the changes that
you experience in the workplace?

47. Getting over Overwhelm
FOCUS

48. Focusing on an individual task
A Summer Afternoon at the Luxembourg Garden

49. Focusing on an individual task
Practicing Tai Chi

50. Focusing on an individual task
Playing chess

51. Focusing on an individual task
Preparing to Launch

52. Focusing on an individual task
The Golden Minute™

53. Focusing on an individual task
Focus Session Warm-up™:
1) Consult your daily planner.
2) Reduce/eliminate external distractions.
3) Limit interruptions.
4) Reduce/eliminate internal distractions.
5) Use The Golden Minute™.
Then, get busy!

54. Getting over Overwhelm
DELEGATION

55. Delegation
Delegation is a
PROCESS

56. Delegation
Delegated projects and tasks should
be:
– Specific: purpose is well defined (Who, What, Why, Where)
– Measurable: can recognize when the goal has been achieved
– Agreed upon: all parties involved understand what is required
and agree on the terms of completion***
– Realistic: possible to succeed with available resources or to
obtain the resources required
– Time-bound: there is a deadline

57. Delegation
Alexandre Dumas, père
ca. 1865-1870
Photo by Etienne Carjat

58. Delegation

59. Delegation
Who are you
today –
delegator or
delegatee?

60. Delegation

61. Delegation
Delegation process:
1) Define the vision and the plan.
2) Select the individual or team to be the delegatee.
3) Assess the ability and training needs of the
delegatee.
4) Explain the reasons for delegating the task.
5) State the expected results and explain their
importance.
6) Consider the resources required.

62. Delegation
Delegation process:
7) Identify the authority level that is being assigned.
8) Agree to deadlines.
9) Inform those who are affected by the project that
it has been delegated.
10) Keep an open line of communication with the
delegatee and provide support.
11) Evaluate progress.
12) Provide feedback on results.

63. Delegation
A good delegator will
clarify which decisions
the delegatee:
– can make totally on his or her
own,
– can make but keep us informed,
– must run by us first for approval,
– will be making jointly with us, or
– must have us make for them.

64. Getting over Overwhelm
Regain control of your most
precious resource – your time!

65. Getting over Overwhelm
Teleclasses
On-site
Workshops
• 1 to 2 days
•Tailored to domain

66. Getting over Overwhelm
One-on-one
Mentoring
• VIP Days
•Diamond (12 mos)
•Emerald (6 mos)
•Ruby (3 mos)

67. • For time management mentoring and training:
info@understandingtimemanagement.com
• To subscribe to the bi-weekly (2x per month)
Getting over Overwhelm e-zine, visit
www.gettingoveroverwhelm.com/home

68. Time is Precious!
Thank you for your
attention!
When you ring, I’ll sing.