Time Management (Based on "First Things First" Covey, Merrill & Merrill)

1. 03/21/14 1 How Are We Spending Our Time?How Are We Spending Our Time? How many people on their death bed said “I wish I had spent more time at work” Time Management is about having enough information toBased on "First Things First" Covey, Merrill & Merrill

2. 03/21/14 2 How Are We Spending Our Time?How Are We Spending Our Time? “Most of the time I just don’t enjoy life. For every one thing I do, I can think of ten things I don’t do and it makes me feel guilty. The constant stress of trying to decide what I should do in the middle of all I could do, creates tension. How can I know what’s most important? How can I enjoy it?” Based on "First Things First" Covey, Merrill & Merrill

3. 03/21/14 3 How Are We Spending Our Time?How Are We Spending Our Time? Commitments Appointments Schedules Goals Activities How we manage our time Vision Values Principles Mission Conscience Direction What we feel is important and how we lead our lives Based on "First Things First" Covey, Merrill & Merrill

4. 03/21/14 4 How Are We Spending Our Time?How Are We Spending Our Time? By the end of today you will have knowledge & understanding of: • Where you currently spend your time • Where other people currently spend your time • Where you need to spend your time • Time Management using the Covey 4 Quadrant Tool • Ridding yourself of the “timewasters” • The effects of poor Time Management • Why good Time Management means changing habits Based on "First Things First" Covey, Merrill & Merrill

5. 03/21/14 5 Stimulus Response Gather information Generate Options Select “Best” Option Taking Decision Review Decision The Decision Making/Taking ProcessThe Decision Making/Taking Process Making Learning The World Changes Here Based on "First Things First" Covey, Merrill & Merrill

6. 03/21/14 6 How Are We Spending Our Time?How Are We Spending Our Time? “Some of us get so used to the adrenaline rush of handling crisis that we become dependent on it for a sense of excitement and energy. How does urgency feel? Stressful? Pressured? Tense? Exhausting? – Sure but lets be honest, its also exhilarating. We feel useful. We feel successful. We feel validated. And we get good at it. Whenever there’s trouble, we ride into town, pull out our six shooter, do the varmint in, blow the smoke off the gun barrel, and ride into the sunset like a hero. It brings instant results and instant gratification” Based on "First Things First" Covey, Merrill & Merrill

7. 03/21/14 7 How Are We Spending Our Time?How Are We Spending Our Time? “We get a temporary high from solving urgent and important crises. Then when the importance isn’t there, the urgency fix is so powerful we are drawn to do anything urgent, just to stay in motion. People expect us to be busy, overworked. It’s become a status symbol in our society – if we’re busy, we’re important; if we’re not busy, we’re almost too embarrassed to admit it. Busyness is where we get our security. It’s validating, popular and pleasing. It’s also an excuse for not dealing with the important things in our lives – the “first things.” Based on "First Things First" Covey, Merrill & Merrill

8. 03/21/14 8 Life Goals for each Role 2 – 3 – 4 - 5 Year Plan Milestones – Annual Plan This Months Plan/Activities Personal AspirationsKey Responsibilities, 2007 Objectives This Weeks Plan/Activities Supported by Quadrant 2 Activities Values Beliefs Our values influence our beliefs Our beliefs influence our behaviours Our behaviours influence our actions Our actions decide our outcomes Our outcomes are a measure of our success How do you decide what’s important? How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

9. 03/21/14 9 How Are We Spending Our Time?How Are We Spending Our Time? “There’s no such thing as a free lunch” Consumer Expert after The Hoover Free Flights fiasco in the 90’s Based on "First Things First" Covey, Merrill & Merrill

10. 03/21/14 10 How Are We Spending Our Time?How Are We Spending Our Time? Completing your Values Questionnaire Take sheet 3 and allocate points as follows • 5 points to the 6 values you hold highest • 1 point to the 5 values you you hold lowest • With the remaining 12 values listed on the sheet Give 4 values 4 points Give 4 values 3 points Give 4 values 2 points Based on "First Things First" Covey, Merrill & Merrill

11. 03/21/14 11 How Are We Spending Our Time?How Are We Spending Our Time? Remember these are the things you identified as being important to you Based on "First Things First" Covey, Merrill & Merrill

12. 03/21/14 12 How Are We Spending Our Time?How Are We Spending Our Time? All Activities can be classified by importance and urgency An activity is important if you personally find it valuable, and if it contributes to what you really want from life, your values and your high priority goals. What will it contribute to the ROLES you have listed? Based on "First Things First" Covey, Merrill & Merrill

13. 03/21/14 13 How Are We Spending Our Time?How Are We Spending Our Time? An activity is urgent if you or others feel it requires immediate attention Based on "First Things First" Covey, Merrill & Merrill

14. 03/21/14 14 How Are We Spending Our Time?How Are We Spending Our Time? Crisis Pressing Problems Deadline-driven projects Meetings Preparation Preparation Prevention Planning Values clarification Relationship building Empowerment Recreation Interruptions Some phone calls Some mail, some reports Some meetings Many “pressing” matters Many popular activities Trivia Some telephone calls Time wasters “Escape” activities Excessive TV URGENT NOT URGENT IMPORTANT NOT IMPORTANT I II III IV Based on "First Things First" Covey, Merrill & Merrill

15. 03/21/14 15 How Are We Spending Our Time?How Are We Spending Our Time? Stress Burn Out Crisis Management Fire Fighting Preparation Prevention Planning Values clarification Relationship building Empowerment Recreation Interruptions Some phone calls Some mail, some reports Some meetings Many “pressing” matters Many popular activities Trivia Some telephone calls Time wasters “Escape activities Excessive TV URGENT NOT URGENT IMPORTANT NOT IMPORTANT I II III IV Based on "First Things First" Covey, Merrill & Merrill

16. 03/21/14 16 How Are We Spending Our Time?How Are We Spending Our Time? Creating Time for Quadrant 2 Activities • Identify and eliminate quadrant 3 and 4 activities • Review any “quadrant 1” activities – Is it really your quadrant 1? - How will this support the things that are important to you? - Do you really have to do this at all? - What will happen if you don’t do it? - What effect will it have on your relationship with this person or the organisation if you drop or postpone it? Based on "First Things First" Covey, Merrill & Merrill

17. 03/21/14 17 How Are We Spending Our Time?How Are We Spending Our Time? 7 Step Planning Process • Remind yourself what is really important • Review the roles you are expected to fulfil • Identify the goals/milestones you have set under each role • Recognise the activities which support these • Organise weekly by reviewing what’s ahead – quadrant 2 • Exercise integrity in making your choices of activities • Evaluate your previous weeks activities – learn from your mistakes Based on "First Things First" Covey, Merrill & Merrill

18. 03/21/14 18 How Are We Spending Our Time?How Are We Spending Our Time? Crisis Pressing Problems Deadline-driven projects Meetings Preparation Preparation Prevention Planning Values clarification Relationship building Empowerment Recreation Short Term Focus Crisis Management Reputation-Chameleon Goals and plans – Ha Ha Feel victimised, out of control Difficult Relationships Trivia Some telephone calls Time wasters “Escape activities Excessive TV URGENT NOT URGENT IMPORTANT NOT IMPORTANT I II III IV Based on "First Things First" Covey, Merrill & Merrill

19. 03/21/14 19 How Are We Spending Our Time?How Are We Spending Our Time? Crisis Pressing Problems Deadline-driven projects Meetings Preparation Preparation Prevention Planning Values clarification Relationship building Empowerment Recreation URGENT NOT URGENT IMPORTANT NOT IMPORTANT I II III IV Total Irresponsibility Fired from jobs Dependant on others for basics Based on "First Things First" Covey, Merrill & Merrill

20. 03/21/14 20 Assertiveness - What does it mean to you? • Standing up for your own rights in such a way that you do not violate another persons rights • Expressing your needs, wants, opinions feelings and beliefs in direct, honest and appropriate ways How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

21. 03/21/14 21 The Aim of Assertive Behaviour The aim of assertive behaviour is to satisfy the needs and wants of both parties involved in any situation How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

22. 03/21/14 22 Submissiveness - What does it mean to you? Submissive behaviour would mean: •Failing to stand up for your rights or doing so in such a way that others can disregard them •Expressing your needs, wants, opinions feelings and beliefs in apologetic, diffident or self effacing ways How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

23. 03/21/14 23 The aim of non-assertion or submissiveness The aim of non-assertion is to avoid conflict and to please others How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

24. 03/21/14 24 AGGRESSION - What does it mean to you? AGGRESSIVE BEHAVIOUR would mean: • STANDING UP FOR YOUR OWN RIGHTS BUT DOING SO IN SUCH A WAY THAT YOU VIOLATE THE RIGHTS OF OTHER PEOPLE • IGNORING OR DISMISSING THE NEEDS, WANTS AND OPINIONS, FEELINGS OR BELIEFS OF OTHERS • EXPRESSING YOUR OWN NEEDS, WANTS AND OPINIONS (WHICH MAY BE HONEST OR DISHONEST) IN INAPPROPRIATE WAYS How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

25. 03/21/14 25 THE AIM OF AGGRESSION THE AIM OF AGGRESSION IS TO WIN, IF NECESSARY AT THE EXPENSE OF OTHERS !! How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

26. 03/21/14 26 Assertive “Persuasion” • Relax (as far as possible) • Have your information ready • Be sure of your facts • Calmly state your feelings • Keep to the point • Acknowledge the other persons point of view • Encourage joint solutions where possible • Go for “Win – Win” • Summarise the agreement Don’t Give up too easily How Are We Spending Our Time?How Are We Spending Our Time? Acknowledge Feelings Listen & Question Make positive statements Based on "First Things First" Covey, Merrill & Merrill

27. 03/21/14 27 Levels of Empowerment How Are We Spending Our Time?How Are We Spending Our Time? Level 1 Wait until told TELLS – Makes decision and announces it Level 2 Ask for instructions SELLS – Makes decision and explains it Level 3 Bring Recommendations CONSULTS – Gets suggestions Level 5 Do it & report routinely Level 4 Do it & Report Immediately SHARES – Defines limits and delegates Level 6 Do it EMPOWERS Based on "First Things First" Covey, Merrill & Merrill

28. 03/21/14 28 Process for Evaluating Levels of Empowerment • Determine your confidence in the person/people • Determine your perception of the situation’s risk • Determine your perspective on the appropriate level of empowerment and what leadership style is appropriate for the person/people at that level • Plan how to communicate your expectations using that leadership style How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

29. 03/21/14 29 How Are We Spending Our Time?How Are We Spending Our Time? You now have knowledge & understanding of: • Where you currently spend your time • Where other people currently spend your time • Where you need to spend your time • Time Management using the Covey 4 Quadrant Tool • Ridding yourself of the “timewasters” • The effects of poor Time Management • Why good Time Management means changing habits Based on "First Things First" Covey, Merrill & Merrill

30. 03/21/14 30 CharacterCharacter CompetenceCompetence A person with high characterA person with high character exhibits integrity, maturity andexhibits integrity, maturity and an Abundance Mentalityan Abundance Mentality A person with highA person with high competence has knowledgecompetence has knowledge and ability in a given areaand ability in a given area TrustworthinessTrustworthiness TrustTrust Being TrulyBeing Truly EffectiveEffective How Are We Spending Our Time?How Are We Spending Our Time? Based on "First Things First" Covey, Merrill & Merrill

31. 03/21/14 31 How Are We Spending Our Time?How Are We Spending Our Time? Knowledge (what to, why to) Desire (want to) Skill (how to) Habits Developing Habits Based on "First Things First" Covey, Merrill & Merrill

32. 03/21/14 32 That’s rich A boat docked in a tiny Mexican village and an American tourist asked the fisherman how long it took him to catch his fish. “Not long” answered the Mexican. “So why didn’t you stay out longer and catch more?” asked the American. The Mexican explained his small catch was sufficient to meets his needs and those of his family. The American asked: “But what do you do with the rest of your time?” “I sleep late, fish a little, play with my children and take a siesta with my wife. In the evenings I go into the village to see my friends, have a few drinks, play the guitar and sing a few songs. I have a full life.” The American interrupted: “I have an MBA from Harvard and I can help you. You should start by fishing longer everyday. You can then sell the extra fish you catch. “ With the extra revenue, you can buy a bigger boat. With the extra money the larger boat will bring, you can buy a second and a third and so on until you have fleet of trawlers. “Instead of selling your fish to a middle man, you can negotiate directly with the processing plants and maybe open your own plant. “You can then leave this village and move to Mexico City, Los Angeles or even New York. From there you can direct your enterprise.” “How long would that take?” asked the Mexican. “Oh, 20, maybe 25 years,” replied the American. “And after that?” “That’s when it gets really interesting,” answered the American. “When your business gets really big, you can sell stocks and make millions.” “Millions? And then What?” “After that, you’ll be able to retire, live in a tiny village near the coast, sleep late, play with your children, catch a few fish, take a siesta with your wife and spend your evenings drinking and playing the guitar.”Based on "First Things First" Covey, Merrill & Merrill

Time Management (Based on "First Things First" Covey, Merrill & Merrill)

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Time Management (Based on "First Things First" Covey, Merrill & Merrill)

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