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Time management tips and tools

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Time management tips and tools

  1. 1. Time Management
  2. 2. Taryn-lee
  3. 3. Awesome Agenda Proceed into 2018 with effective time management strategies and tools for success - Where are you losing time? - Planning Wisely - Tackling Procrastination - Crisis management - Organising your workspace - Delegation - Setting up ritual - Meeting management - Tips
  4. 4. The bad news is that time flies. The good news is that you are the pilot. “ “
  5. 5. “Time management” is the way we decide to utilize our time in order to maximize our productivity in achieving certain long-term goals
  6. 6. - Changing habits or activities that cause us to waste time - Experiment with different methods - Time wasters??? Time in general
  7. 7. Priorities
  8. 8. Quick activity Write next years performance review! What 3- 5 things would make it a great year for you professionally?
  9. 9. prioritization How do you decide what the priority order should be: • Project Value/Profitability • Time Constraints • Pressure from above Your Prioritization brings order to chaos
  10. 10. Generic slide To be edited and changed as needed - can add text - can add images (*right click, send to back)
  11. 11. Being Assertive • It can be very difficult to say NO • Even if its something we would like to do but simply do not have the time for it • Change it into a Positive NO and handle those interruptions
  12. 12. How to do the + NO • Say no & then briefly clarify your reasoning without excuses “I cant right now because I have another project that is due by 5pm today. “ • Say no & then give an alternative “I don’t have time today, but I could schedule it in for tomorrow morning” • Empathetically repeat the request in your own words “I understand that you need to have this paperwork filed immediately, but I will not be able to file it for you. “ • Say yes, give your reasoning for not doing it, and provide an alternative solution “Yes, I would love to help you by filing this paperwork, but I do not have time until tomorrow morning” • Provide an assertive refusal and repeat it no matter what the person says
  13. 13. - Remember the milk - Todoist - Toodledo - Kabanflow - Toggl Using Software
  14. 14. Planning Wisely!
  15. 15. Productivity Journ Your subconscious mind focuses on the plan while you sleep - Step 1: Label each page with the day and date, and what needs to be done that day - Step 2 : Prioritize each task in order of importance - Step 3: Highlight the top 3 items and focus on those first - Step 4: Cross off items as you complete them
  16. 16. Chunk, Block and Tackle Chunk: Break large projects into specific tasks that can be completed in less than 15min Block: Block out set times to complete the 15min specific chunks, early as possible in the day Tackle: Now tackle the specific task, focus only on this task – you will feel a sense of accomplishment
  17. 17. Ready, Fire, AIM!
  18. 18. Eat that FROG! If the first thing you do each morning is to eat a live frog, you can go through the day with the satisfaction of knowing that it is probably the worst thing that is going to happen to you all day long!
  19. 19. Your frog is the task that will have the greatest impact on achieving your goals, and the task that you are most likely to procrastinate starting! THE FROG “If you have to eat two frogs, eat the ugliest one first!” “If you have to eat a live frog, it does not pay to sit & look at it for a very long time!”
  20. 20. BOOMChakalaka Brain Break
  21. 21. Procrastination
  22. 22. Why we procrastinate? • No clear deadline • Inadequate resources available • Don’t know where to begin • Task feels overwhelming • No passion for doing the work • Fear of failure or success
  23. 23. 1. Delete it 2. Delegate 3. Do it now 4. Ask for advice 5. CHOP IT UP 6. Obey the 15min rule 7. Have clear deadlines 8. Give yourself a reward 9. Remove distractions 9 ways to stop procrastination
  24. 24. Organising your workspace
  25. 25. Time + Productivity = Environment Managing your workflow with 4 D’s: • Do: If a task can be completed in 2 min or less, do it • Delete: If the material is trash/junk, delete it. If not file it immediately • Defer: If the task cannot be completed quickly, and is not a high priority item, simply defer it. • Delegate: If a task is not yours to do, then delegate it!
  26. 26. Being Assertive • It can be very difficult to say NO • Even if its something we would like to do but simply do not have the time for it • Change it into a Positive NO and handle those interruptions
  27. 27. Last minute tips
  28. 28. #Tip 1 – Stay focused throughout the day with the “Pomodoro Technique”• Check your schedule, how much time each task will take. • Set your timer, make sure you have everything you need to start • Work on the task and only that task, if your mind wanders write thoughts on notepad and go back to task • Take 5 min break after your timer goes off, water, walk, just give your brain a walk • Reset your timer again and start next task. Take a longer break after 4 sessions of 30min long
  29. 29. - Toggl can assist you with a time audit - Digital distractions # Tip 2 – Find out where your time is going every day
  30. 30. #Tip 3 – Set a regular time to schedule On a Sunday night, review your tasks for the week. Understand realistically what you can achieve with your time!
  31. 31. # Tip 4 – Remember to schedule contingency time for unexpected events/emergencies Leave flexibility time in your schedule
  32. 32. #Tip 5 Block in the essential tasks you must carry Out to succeed in your job and career
  33. 33. #Tip 6 – Make sure you are comfortable in your work environment Study of ergonomics!
  34. 34. # Tip 7 – Put up Pictures Look at it when you need to refocus!
  35. 35. #Tip 8 Music to shut out distractions
  36. 36. #Tip 9 – Drink water Our brain needs water to operate at peak performance – stay hydrated!
  37. 37. # Tip 10 – Eat Breakfast. Have snacks Difficult to concentrate when you hungry – healthy snacks, great breakfast!
  38. 38. #Tip 11 Set aside time to deal with worries 1 Negative thought ≠ 272 Positive thoughts
  39. 39. #Tip 12 – Most difficult task first when you are most alert! Eat the FROG!
  40. 40. “You may delay, but time will not!” Benjamin Franklin
  41. 41. Time Management = Self Management

Notes de l'éditeur

  • Of course, they all open them at different times. Afterwards, we talk about our understanding of time. Even though everyone has an equal (24 hours a day or 30 seconds for excercise), in fact, we experience it and use it in different ways. 
  • Of course, they all open them at different times. Afterwards, we talk about our understanding of time. Even though everyone has an equal (24 hours a day or 30 seconds for excercise), in fact, we experience it and use it in different ways. 
  • Time is elastic, we cannot make more time, but time will stretch to accommodate what we choose to put into it. So the key to time management, is treating our priorities as the equal to the gas geyser that broke.
  • I don’t have time = its not a priority, but if you pay me R10000 to clean my blinds I will, proves that time is a choice.
  • People keep aiming at the target but they never seem to fire!
    Got caught up in so much planning that they fail to take action

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