Time Management03

Work Smarter: Reduce the Stress of Work Overload

Personal management skills are essential for effective people. Those who use these techniques routinely are the highest achievers in all walks of life, from business to sport to public service. The 80:20 Rule This rule, also known as the Pareto Principle, says that typically 80% of unfocused effort generates only 20% of results. The remaining 80% of results are acheived with only 20% of the effort. In this presentation, you will learn simple time management tips or techniques that can help you optimize your effort to ensure you concentrate as much of your time and energy as possible on the high payoff tasks .

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In this section, we start off with simple and practical techniques: Beating Procrastination and Activity Logs help you quickly eliminate the most common time wasters. Action Plans and Prioritize To Do Lists help you focus on the most important short term activities. Goal Setting and Scheduling help you gain complete control of the volume of work you do.

What is it? A basic definition of procrastination is putting off the things that you should be doing now. The big difference between success and failure in personal as well as in professional life lies in your ability to recognize procrastination reasons and expressions in their different forms, and to promptly take them under control!!!

[object Object],[object Object],Step 1: Recognize the Causes of Procrastination What are the typical reasons why people procrastinate? Here are a few of the most common situations to consider in your anti-procrastination efforts. It could be as simple as: How to Overcome Procrastination

[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Step 1: Recognize the Causes of Procrastination Then look at the way you organize your work. You may notice other reasons for procrastination like: How to Overcome Procrastination

[object Object],[object Object],[object Object],Step 1: Recognize the Causes of Procrastination How to Overcome Procrastination And there are also many connections with:

[object Object],[object Object],Step 2: Work out WHY You’re Procrastinating How to Overcome Procrastination In the previous slides we discussed in detail the most common causes of procrastination. However, they can often be reduced to TWO MAIN REASONS:

[object Object],[object Object],[object Object],[object Object],Step 3: Get Over It! How to Overcome Procrastination If you are putting something off because you just don’t like it or you can’t delegate the work to someone else, you need to find ways of motivating yourself. The following approaches can be helpful here:

[object Object],[object Object],Step 3: Get Over It! How to Overcome Procrastination If you’re putting off starting a project because you find it overwhelming, you need to take a different approach. Here are some tips:

[object Object],[object Object],[object Object],Key Points: How to Overcome Procrastination To have a good chance of conquering procrastination, Part of the solution is to develop a good time management; organizational and personal effectiveness habits. This helps you establish the right priorities, and manage your time in such a way that you make the most of the opportunities open to you.

[object Object],[object Object],[object Object],Please refer to the Activity Log that has been provided to you at the start of this presentation. It looks like this Now ask yourself: Time Activity description Duration Value (High, Medium or Low)

Activity logs help you analyze how you really spend your time. The first time you use this log may shock you to see the amount of time that you waste!!! Memory is a very poor guide when it comes to this, as it can be too easy to forget time spent on non-core tasks. Time Activity description Duration Value (High, Medium or Low)

[object Object],[object Object],[object Object],[object Object],How To use the Activity Logs Tool: Time Activity description Duration Value (High, Medium or Low)

[object Object],[object Object],Learning from your log: Once you have logged your time for a few days, analyze your daily activity log. You may be alarmed to see the amount of time you spend on doing low value jobs. Your analysis should help you free up extra time in your day by applying one of the following actions to most activities:

[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],How to Write an Action Plan : Now that you know how you spend your time at work, you need to develop an action plan. The following steps may be of much help to you:

[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],How to Write an Action Plan :

[object Object],[object Object],[object Object],Prioritized To Do Lists are fundamentally important to efficient work. If you use To Do Lists, you will ensure that: A prioritized To Do List, similar to the one pictured here, has been provided for you. Use it to list all the tasks that you must carry out. Mark the importance of the task next to it, with priority A (very important) to F (unimportant). Now carry out the tasks at the top of the list first. These are the most important, most beneficial tasks to complete. Task Priority (A-F) A = Very Important F = Unimportant

[object Object],[object Object],[object Object],Goal Setting is a powerful process for thinking about your ideal future --- or in our environment at Letstalk.com, ---your ideal department or team. The following are helpful tips:

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[object Object],[object Object],[object Object],[object Object],Key Points : Goal setting is an important method of:

[object Object],[object Object],[object Object],[object Object],[object Object],Plan Your Time. Make Time for Yourself Scheduling is the process by which you look at the time available to you. By using schedule properly, you can:

[object Object],[object Object],[object Object],[object Object],[object Object],Key Points By scheduling effectively, you can both reduce stress and maximize your effectiveness. This makes it one of the most important time management skills you can use. Effective scheduling is a five-step process:

The main topics on this training material are based on articles found on the following websites: www.mindtools.com www.time-management-guide.com www.studygs.net This training material has been put together solely for the purpose of providing continuing education for the managers and supervisors of Letstalk.com and not for the infringement of copyright laws. Some of the wordings from the original articles have been slightly altered to reflect the work environment at Letstalk.com. GPC Training and Development

Time Management03

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Time Management03