time management
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TIME MANAGEMENT. “The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.” ~Mark Twain. Learning Objectives. - PowerPoint PPT PresentationTRANSCRIPT
TIME MANAGEMENT
“The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small manageable tasks, and then starting on the first one.”
~Mark Twain
Learning Objectives• Assess your current time management
motivation and skills and discover what gets in your way
• Learn how to make time tangible and appropriately estimate how long tasks take
• Utilize the “REP Plan” to turn “stuff” into actions and master your workflow
• Learn processing best practices for Paper and Email
• Create your own planning and tracking systems to ensure continued success
Delivery CyclePROJECT MANAGEMENT• Be an SME in two areas• Create at least 3 solutions
per quarter• Participate in Support
projects• Make an effective use of
HR related training• See a problem, create a
solution!
ACCOUNT MANAGEMENT• Keep the Premier calendar
up to date• Complete Healthchecks for
all customers• Keep your
Red/Yellow/Green status up to date with a goal of 95% green
• Renewals at 95% (follow GSOP)
• At least 3 customer references
• Regular customer check in calls
CASE MANAGEMENT• Log in to phones at least 5
hours per day• CSAT 8.5 or better• Quality cases resolved in
timely manner• Outsource 50% or more
cases to Stream• Stay current with technical
training
“It’s hard to fight an enemy who has outposts in your head.”
~Sally Kempton
WHAT GETS IN OUR WAY
What gets in your way and keeps you from managing your time?
Do you think your issue is technical, external or psychological?
“Vision is not enough; it must be combined with venture. It is not enough to stare up the steps; we must step up the stairs.”
~Vaclav Havel
MAKING TIME TANGIBLE
Everyone has tedious days that go on and on
We also have days when time flies because we’re having so much fun
Managing time is difficult because the concept of time itself is abstract
In order to manage our time, we need to change the way we think about it
Time is a container that you can organize like any space
We can analyze our to-do list items in terms of size to make sure they fit
Most people aren’t great at estimating how long tasks really take
We need a tool to strengthen and practice our estimating abilities
“Time is the quality of nature that keeps events from happening all at once. Lately, it doesn’t seem to be working.”
~Anonymous
MULTITASKING BEST PRACTICES
Multitasking makes it tricky to get on track and finish what we start
Studies show that multitasking actually decreases efficiency by 60%
Efficient and productive people develop a tolerance for concentration
We can practice our concentration tolerance each hour, in “chunks”
END OF PART 1
“The ancestor of every action is thought.”
~Ralph Waldo Emerson
TURNING “STUFF” INTO ACTIONS-MASTERING WORKFLOW
With so little time, so much on your plate, how do you choose what to do?
We can turn “stuff” into actions using the REP Plan
Record(Tasks vs. Projects)
• Write down everything you have to do
Estimate
• Connect what you have to do with how long it takes
Pick
(The Top 3)
• What are you going to actually DO?
Set up a simple folder system and treat email like postal mail
STEP 1: Set up a Simple Folder Structure
Current Projects (Act)Require
s Action
Possible
Action
Retained Mail (File)
Read and Review
Processing email is more than checking and less than responding
Junk Mail Scan•Delete
Reference Scan•Retained mail folder
Subject Line Scan•Obvious task oriented, messages•Requires action folder
Content Scan•All other messages•Possible action folder
“What actions do I need to take in response to this email?”
Do 2-5 min. or less
Delegate Forward it, create a new task to track its completion
Delay Create a calendar item or task for a later time
To manage my Daily Task List I can use the SPACE formula
Prioritizing is a challenge.
The Urgent/Important Matrix is one way to figure out what to do first
URGENT/IMPORTANT MATRIX
Quadrant AURGENT & IMPORTANT
“firefighting”
Quadrant BIMPORTANT BUT NOT
URGENT“quality time”
Quadrant CURGENT BUT NOT
IMPORTANT“distractions”
Quadrant DNEITHER URGENT OR
IMPORTANT“time wasting”
Delegation works if you put the right person in the right job at the right time
“It does not take much strength to do things, but it requires a great deal of strength to decide what to do .”
~Elbert Hubbard
PROCESSING BEST PRACTICES: EVALUATE, REDUCE & PREEMPT
Clutter is a symptom of poor time management not poor organization
Sort through your clutter to evaluate and quantify what you have
Reduce your backlog by at least two thirds
Process paper once a day
“Blessed are the flexible, for they shall not be bent out of shape.”
~Michael McGriffy, M.D.
SCHEDULING BALANCE
“I always wanted to be somebody. I should have been more specific.”
~Lily Tomlin
People often confuse activities with goals
A goal is a destination.
An activity is how you get there
Building balance is connecting values with goals and activities
Achieving balance is scheduling time for all of the valuable areas of life
ACTION PLAN
Thank You