open programme time management semester2 (1)

7/30/2019 Open Programme Time Management Semester2 (1)

http://slidepdf.com/reader/full/open-programme-time-management-semester2-1 1/25

TIME MANAGEMENT

Ann Baughan, Skills Development [email protected] 0121 415 8012

mailto:[email protected]

mailto:[email protected]



LEARNING OUTCOMES

Recognise how you currently manage your time

Examine key areas of time management:

Being more efficientBeing more effective

= doing the „right

things‟



Actually, we are NOT learning about ‘Time

Management’ ……

Time manages itself perfectly well on it’sown!

Can you change time? Stop time? Slowtime down?If ‘yes’, share the secret and we’ll make afortune!

So, what ARE we going to learn about?



HOW DO YOU MANAGE YOUR TIME?

QuestionnaireActivitySome theory



ACTIVITY:HOW DO YOU CURRENTLY APPROACH MANAGING YOUR TIME?

On your own (5 minutes) :Recall a time when your time management went wrong … Remember examples of when you have managed your timereally well …

Compare the two examples. What do you notice that isdifferent/similar? What else do you notice?

In a small group, share your findings. Produce a poster

summarising what you have found out about thedifference between good and bad time management.



Managing the way you work and what youchoose to do with your time ….

Do I understandand know how touse tools, tips

and processes?

EFFICIENT and EFFECTIVE

BEHAVIOURSdepend on ..

Your skills,abilities andknowledge

Your „beliefs

andvalues‟

Can I do this? Is ita good/ useful/interesting thing todo? Does it fit withmy goals?

And your motivation.How muchdesire anddeterminationdo you have?



PART 1: TOOLS & TIPS

“Where hasthe time gone

today?”



Using tools, tips and processes to producegood work habits.

The golden rule:Concentrate on results – what you areachieving - not merely being busy!

1. Avoiding the „time -stealers‟

2. The 80:20 rule

3. Using a systematic process



ACTIVITY:THE ‘TIME-STEALERS’

Individually, think quickly back over the last few days.

Be honest with yourself! What have been your biggest 3 „time -stealers‟ – the things you have chosenor allowed to interrupt you/ distract you/ waste your time from things you should have been doing ..

Take 3 Post-Its. Write each time-stealer (one or two word

description) on a separate Post-It, together with anestimated %age of time lost.



TIPS1. Emails - check only three times a day – maximum!

2. Block time daily in your schedule as “contingency time”.

3. Telephone - When working to a deadline, switch phone off orschedule times to pick up messages.

4. Say no - It is often acceptable to say “NO” to requests assertively

if not important - “ I’m working against a very tight deadline onan important project right now, so I am sorry, but I cannot helpon this occasion.”

5. Stand up – indicate you only have 10 mins and stick to it.

6. Internet – set times (alarms) and stick to them.

7. Other ….?



The '80:20 (Pareto) Rule'

Prioritise your TO DO list – DON‟T just start at the top!

Do not work on any task in the bottom

80% if you still have tasks in your top20% left to do.

http://www.youtube.com/watch?v=G9JmtCKRwOo&feature=related If you have 10 items to do, 2 of these tasks will havegreater impact than all the other 8

http://www.youtube.com/watch?v=G9JmtCKRwOo&feature=related






USE A SYSTEMATIC PROCESS to monitor allyour tasks and organise your paperwork

Reduces the worrythat you’ve lost orforgottensomething

How many wastedhours searching forinformation ?

Delete unnecessarydocuments

Use subfolders

Store relateddocuments for anassignment in onefolder

Make a place foreverything

Back up electronicfiling systems

regularly



FORMAL „SYSTEMS‟

E.G. A „bottom up‟ process like „Getting ThingsDone‟ (GTD) by David Allen

Overview by David Allenhttp://www.youtube.com/watch?v=338mJCoPVlY&feature=related

A bit more detailhttp://www.youtube.com/watch?v=JhmZhTXN4as&feature=related

E.G. Franklin Covey and other planner systems (see Goal-setting in next section) start with your Big Goals

Also, consider:Using technology to keep track of stuff e.g. Dropbox,Evernote

http://www.youtube.com/watch?v=08cmmA22l0Y&feature=related

http://www.youtube.com/watch?v=338mJCoPVlY&feature=related

http://www.youtube.com/watch?v=JhmZhTXN4as&feature=related



http://www.youtube.com/watch?v=JhmZhTXN4as&feature=related

http://www.youtube.com/watch?v=338mJCoPVlY&feature=related



PART 2: EFFECTIVENESS – PRIORITISATION & PROCRASTINATION



PRIORITISATION

“If we don‟t have a clear idea of what is important, of the results we desire in our lives, we are easilydiverted into responding to the urgent”

The 7 Habits of Highly Effective PeopleStephen R. Covey



Urgent Important Matrix (Covey‟s 7 Habits of Highly Effective People)

Important andUrgent – we’ll

usually do these

Important, butnot urgent.Usually about our

long-term goals andpersonaldevelopment

Not important orurgent.The distractions. Wecan learn to recogniseand stop thesestealing our time.

Urgent (?) but notactually importantMost people spend(waste?) far too long doingthese.

Includes interruptions thathijack our day.

I m p o r t a n c

e

Urgent

HIGH

LOW HIGH



WHAT ARE YOUR 3 MAIN GOALS THIS YEAR?

GOALSpecific.Written in positive/ presenttense .Does it motivate you?Do you OWN it?

Outcomes. Resourcesrequired.

ActionsActivities?Time?Energy & effort?

1

2

3



WHAT ARE YOUR 3 MAIN GOALS THIS YEAR ? GOAL Specific.

Written in positive/ present

tense .Does it motivate you?Do you OWN it?

Outcomes. Resourcesrequired.

ActionsActivities?

Time?Energy & effort?

1 Take opportunities toimprove my English

language skills.I want to do thisbecause it‟s importantto me as a proactivestudent to buildrelationships with

lecturers, students andemployers

•Increase myvocabulary

•Hold 10minuteconversationswith a nativespeaker •Conduct 3

informationalinterviews withformer students

•English for International

Students Unit(EISU)•Nativespeakers!•Word of theday APP

•EISU classeseverylunchtime•Economicsociety eventsmostWednesdays•Developrelationships

using Linkedin•Use the wordof the day inoneconversation



Overcoming „procrastination‟

Ensures that you make progress with the difficult, importanttasks

Brian Tracy talks about „Eat that Frog‟ and the ABCDEmethodDo the worst first

A = very important, MUST do, consequences if not done (thefrogs)B = should do it, but milder consequences (tadpoles)C = nice to do, but no effect on workD = can be delegatedE = eliminate it (no longer necessary, continued out of habit)

http://www.youtube.com/watch?v=TJJU7PcxmCA





Beat Procrastination – another approach

10 minute rule 3 magicalquestions

1. Where are you?2. What do you

want to do?3. How will you

feel after doingit?

Goal Vs desire

100% focus

Ultimate goal

VsImmediate desire

http://www.youtube.com/watch?v=VA8D1cGW5Qk





Energy levelsPercentage %



“

THE WAY YOU SPEND YOUR TIME IS A RESULT OF THE WAY YOU SEE YOUR TIME AND THE WAY YOU REALLY SEE YOUR PRIORITIES

”

The 7 Habits of Highly Effective PeopleStephen R. Covey

PART 3: CONSIDER MOTIVATION (Beliefs & Values)



NEURO-LOGICAL LEVELS*

ICan‟t Manage

My timeHere

Developed by Robert Dilts (1990). See works on NLP.

One good explanation see Keith Rice‟s web sitehttp://www.integratedsociopsychology.net/neurological_levels.html

http://www.integratedsociopsychology.net/neurological_levels.html

http://www.integratedsociopsychology.net/neurological_levels.html



SUMMARY

Manage your SELF, and time will manage itself EFFICIENCY – do things right

EFFECTIVENESS - do the right things

Understand your MOTIVATION

open programme time management semester2 (1)

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