time management. your current situation not enough time? too much to do? what time management...
TRANSCRIPT
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Time management
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Your current situation
• Not enough time?
• Too much to do?
• What time management problems do you have?
• How have you addressed previous problems?
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Some ideas
Time management can improve:• stress• productivity• understanding of wider context of work• prioritising• amount of leisure time• saying “no”
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Time management
• Understanding common problems
• Where does the time go?
• Techniques to manage your time:– short term– long term
• How to stick to your new regime
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Where does your time go?
• What are the most important things in your life?
• Now imagine you have to give them up - discard the least important
• Continue to do this until you have one left
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Where does your time go?
• Think back to last week (or a typical week) – where did your day go? Draw a mind-map or picture to reflect this
• Take 15 - 20 minutes now, but return to this during the next week and add to it
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Consequences of poortime management
• How is poor time management affecting you?
• Report on the detrimental effects
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Managing time
1 2
43
High Urgency Low
Low
Im
po
rtan
ce
H
igh
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How does it feel?
1 2
43
High Urgency Low
Low
Im
po
rtan
ce
H
igh
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The management grid
• Decide what sits in each quadrant
• Quadrant 1– do these first and do them well
• Quadrant 2– plan these carefully and do next
• Quadrant 3– try to delegate, then turn full attention to 2
• Quadrant 4– bin these
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Easier said than done…?
• The core skill is deciding what lies in each quadrant
• Quadrant 2 is the most important to manage
• …..but you need to be able to identify issues which are important
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Identify important issues
• Identify the key roles in your work
• You should have about 5-7 areas– clear– discrete– brief– your responsibility
• If you initially identify roles which are not your responsibility, ask yourself why you do them?
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Practise saying NO!
IMAGE
Suggested image could be of person sat at desk with speech bubble of word “No!”
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Prioritising these issues• Now set weekly goals for each area – make sure
these are SMART (Specific, Measurable, Agreed, Realistic, Time Bound)
• Identify tasks which are manageable and can be achieved in a short time span
• These must make a real difference to your achievement and progress
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Schedule your time
• Identify 5 key work activities for next week• Identify 5 blocks of time and assign these activities• Use prime time for prime jobs
Block of time Kind of Activity
1
2
3
4
5
6 All other time All other activities
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Time wasters• Other people
• Losing the thread
• Perfection
• Lack of motivation
• Over committing
• Disorganisation
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Other people• Communication
• Empower others– train them– delegate
• Explain your agenda – manage expectations
• Understand their needs and agenda– put into context of YOUR needs
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Losing the thread• Make sure you understand the objectives rather than
wandering• Always signpost your thinking:
– post-it notes in your research book (“next time find xyz reference”) (“complete this review with a paragraph on xyz”) (“call Dr B to discuss these results”)
• Plan activities:– 10 minutes at the end of each day– 30 minutes at the end of each week
• On the way home each night reflect on the day – did you achieve what you wanted to achieve?
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Perfection
• Look at the last 3 reports you wrote
• Typically 80% of the value is added by 20% of your time
• Would 15% less time on the report have reduced the value to the person reading the report?
• Can apply this to many tasks – perfection only when required!
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Motivation issues• Think about what motivates you. Ask the questions:
– what you value – an outcome (A)– if you work harder will you achieve the outcome
(B)• Motivation = A x B• Does this shed light on your time management
– working on issues that motivate you• Break down tasks into small chunks and reward
yourself• Understanding this is the key to long term effective
time management
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Over-committing
STIMULUS
STIMULUS RESPONSE
RESPONSE
REACTIVE
PROACTIVE
THINKING TIME
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Make it personal• What I want to do…..
• Why I want to do that…..
• How I will do it?
• When I will do it?
• How I will review it?
• What will really make it happen