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Time Management Eng

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Time Management Eng

  1. 1. Time management Understanding ourselves
  2. 2. Introduction <ul><li>This presentation has been created for time-management training for a small company </li></ul><ul><ul><li>With mostly female staff  </li></ul></ul><ul><li>It’s purpose was more to arise discussion and thoughts, then to actually teach </li></ul><ul><li>However, you might find some thoughts useful for yourself. That’s why I’m sharing it. </li></ul>
  3. 3. Question №1: What is time ? <ul><li>Time (together with space) is a continuous quantity, an a priori attribute of the universe. Time is not determinable. </li></ul><ul><li>As a basis for measurement we take the sequence of events, about which it is true that events happen at equal intervals, i.e. this sequence is periodical </li></ul><ul><li>The speed of time course does not depend on anything, therefore it is invariable , i.e. constant </li></ul>
  4. 4. Question №2: why then people do not concur with each other ? Time is the same for everyone . We just percept it differently . What works for one, does not necessarily work for another .
  5. 5. We are all different <ul><li>These two can adore each other, but never coincide in their time </li></ul><ul><ul><li>He has a fixed schedule: when, how long, till what time </li></ul></ul><ul><ul><li>She is “5 min for friendly chat with colleague, 5 min for a cup of coffee, 10 min for Internet, oh is it lunch time already?” </li></ul></ul><ul><li>They won’t come together till they understand what is time for the other one </li></ul>
  6. 6. First steps of managing your time: <ul><li>Understand how you perceive it. </li></ul><ul><li>Understand how others perceive it </li></ul><ul><ul><li>Especially your boss </li></ul></ul><ul><li>Understand what you have to do for these two perceptions would not conflict </li></ul>
  7. 7. Some more questions : <ul><li>How do you speak about time ? </li></ul><ul><ul><li>« Time has been lost » </li></ul></ul><ul><ul><li>« Time has passed » </li></ul></ul><ul><ul><li>« Time has run away » </li></ul></ul><ul><ul><li>… ? </li></ul></ul><ul><li>How do you imagine time ? </li></ul><ul><ul><li>As a vector </li></ul></ul><ul><ul><li>As a continuum </li></ul></ul><ul><ul><li>As landmarks </li></ul></ul><ul><ul><li>...? </li></ul></ul>
  8. 8. Something that everyone needs to understand about oneselves : <ul><li>How to indicate the time flow </li></ul><ul><ul><li>Create an image that you can clearly associate with it (river, music, ticking, sand, etc) </li></ul></ul><ul><li>How to indicate thresholds in time </li></ul><ul><ul><li>Create an image that you can clearly associate with “stops” in time (poles, pauses, figures, etc) </li></ul></ul>
  9. 9. What is time for you ?
  10. 10. How do you measure time gaps? How do the others measure them? <ul><li>« In the afternoon » </li></ul><ul><li>« Later in the day » </li></ul><ul><li>« After 5 » </li></ul><ul><li>« From 5 to 6 » </li></ul><ul><li>« At 17.30» </li></ul><ul><li>… ? </li></ul>
  11. 11. Most probably by these clocks, if we are all here 
  12. 12. Understanding our own perception of time we learn how to rule it <ul><li>If time is water– you need rapids </li></ul><ul><li>If it is sand – you need fortresses </li></ul><ul><li>If it’s a run – you need start and finish </li></ul><ul><li>I.e. moments when you need to stop and think what you are doing </li></ul><ul><ul><li>We’ll talk about it later on </li></ul></ul>
  13. 13. A word about our biological clock <ul><li>What kind of bird are you? </li></ul><ul><ul><li>Owl </li></ul></ul><ul><ul><li>Lark </li></ul></ul><ul><ul><li>Pigeon </li></ul></ul><ul><ul><li>… ? </li></ul></ul><ul><li>You need to understand it for planning your day smartly </li></ul>
  14. 14. Something that everyone needs to understand about all : <ul><li>We all have only 8 hours of working time </li></ul><ul><ul><li>No matter how much work you have, it must be finished within these 8 hours </li></ul></ul><ul><li>We don’t work alone </li></ul><ul><ul><li>Always remember that your work is needed by other people and it’s needed in time </li></ul></ul><ul><li>You will never have an opportunity to do everything ideally , and will never know everything about your work </li></ul><ul><ul><li>That’s why start doing at least something </li></ul></ul><ul><ul><li>Skills and knowledge will come </li></ul></ul><ul><ul><li>The main threat is not to get accostomed to doing things loosely </li></ul></ul>
  15. 15. Discussion
  16. 16. Where do we start from and where are we going to ? <ul><li>Two ways (not alternative, though) : </li></ul><ul><ul><li>Learn how not to waste time </li></ul></ul><ul><ul><li>Learn how to use time effectively (i.e. faster) </li></ul></ul>
  17. 17. Not wasting time : <ul><li>We eliminate things that distract us </li></ul><ul><li>We organise our working space </li></ul><ul><li>We do not procrastinate </li></ul>
  18. 18. Eliminating what discracts us and “eats” our working time <ul><li>Personal : </li></ul><ul><ul><li>Internet </li></ul></ul><ul><ul><li>Personal phone calls </li></ul></ul><ul><ul><li>ICQ, etc </li></ul></ul><ul><li>Working : </li></ul><ul><ul><li>Doing unneccesary work </li></ul></ul><ul><ul><li>Doing not job that’s not ours </li></ul></ul><ul><li>Personal & working : </li></ul><ul><ul><li>« Digging » into problem </li></ul></ul><ul><ul><li>Going into details </li></ul></ul>
  19. 19. Eliminating personal issues: <ul><li>We understand that wasting our working time on personal things, we steal from our employer , that’s why: </li></ul><ul><li>We define exact time when we can disctact and have some time for ourselves : </li></ul><ul><ul><li>2 times a day (e.g. morning & evening) is enough to check the private E-mail, read news, etc </li></ul></ul><ul><li>Award yourself for courage and will </li></ul><ul><ul><li>Resisted? Great! Do domething for yourself. Every time, every day. </li></ul></ul>
  20. 20. Eliminating working issues : <ul><li>We understand that wasting our working time on things that we should not do, we steal from our ourselves , that’s why: </li></ul><ul><li>We don’t do unneccesary work: </li></ul><ul><ul><li>Initiative is great, but only when you cope with current tasks </li></ul></ul><ul><ul><li>Of course if you don’t want to change your work area </li></ul></ul><ul><li>We don’t do other people’s work : </li></ul><ul><ul><li>Exaclty know our job description: what’s in and what’s not in </li></ul></ul><ul><ul><li>If someone wants you to do his / hers work, negotiate what you are going to get for it </li></ul></ul><ul><ul><li>Maybe it’s a step forward in your career </li></ul></ul><ul><li>We delegate . Let other people learn. </li></ul>
  21. 21. Eliminating personal & working issues : <ul><li>We understand that when our big aim goes out of sight, we steal from all the rest people in the world (primarily from our client), that’s why: </li></ul><ul><li>Problems, details: dig out of them: </li></ul><ul><ul><li>Make a pause, change place </li></ul></ul><ul><ul><li>Remember why and what for you are doing it </li></ul></ul><ul><ul><li>Tell a colleague. Telling helps us to understand it better </li></ul></ul><ul><ul><li>Tell someone who’s absolutely out of business. A different look may help </li></ul></ul><ul><ul><li>Use your best sense . If you are a visual, write it down. If you are an audial, tell it to yourself aloud. If you are a kinesthetic, create a model which you can feel * </li></ul></ul><ul><li>Determine a clear deadline till which you have to perform this task </li></ul><ul><ul><li>Reminders, timers, peer control – everything that helps you personally </li></ul></ul><ul><li>We’ll talk about procrastination later on </li></ul><ul><li>* Problem solving, anyway, is a matter for a separate training. </li></ul>
  22. 22. Organize your working space : <ul><li>Unclutter . </li></ul><ul><ul><li>Clutter seriously distracts attention </li></ul></ul><ul><ul><li>You have more temptations </li></ul></ul><ul><ul><li>You can’t find necessary things </li></ul></ul><ul><li>Throw away everything that’s not about your work </li></ul><ul><ul><li>Except 1-2 small things that “warm” you </li></ul></ul><ul><li>Things that remind you about time flow and thresholds should be close to you </li></ul><ul><ul><li>Clock </li></ul></ul><ul><ul><li>Sound timer – bzzzz! </li></ul></ul><ul><ul><li>Any object / effect / person able to serve as a reminder will do </li></ul></ul>
  23. 23. Discussion
  24. 24. Learning how to use our time effectively (that 8 hours that we have): <ul><li>Define what we should do </li></ul><ul><li>Define how much time we need for that </li></ul><ul><li>Define priorities </li></ul>
  25. 25. Defining what we should do : <ul><li>The main thing is to fix the to-do list </li></ul><ul><li>How and where we fix it depends on what’s easier for us to keep, remember and percept </li></ul><ul><li>Diary, mobile, PC... </li></ul><ul><ul><li>Only don’t clutter again! </li></ul></ul>
  26. 26. In detail : <ul><li>Create a list of things to do every day. Check it regularly. </li></ul><ul><ul><li>Include everything : lunch, cigarette, pause, etc </li></ul></ul><ul><ul><li>The form of the list doesn’t really matter </li></ul></ul><ul><li>Measure (practically! by clock!) how much time we need for this ot that task and fix it in your list </li></ul><ul><ul><li>E.g. issuing an invoice - 15 min, creating a report – 3 hours, etc </li></ul></ul><ul><ul><li>Split big tasks into smaller ones </li></ul></ul><ul><ul><li>Secure more time for things that you do for the first time / for emergency </li></ul></ul><ul><li>Check out things that are done . Praise yourself for every little success. </li></ul><ul><ul><li>Gives you satisfaction with your own work </li></ul></ul>
  27. 27. Important : <ul><li>We group our daily tasks by type </li></ul><ul><li>It helps us to save time , becasue tasks of the same type are easier to do simultaneously / serially </li></ul><ul><li>Besides, we can plan our day so that tasks that require maximum of our capabilities fall on our mental & physical activity peak </li></ul>
  28. 28. Setting priorities : <ul><li>Remember this : </li></ul><ul><ul><li>Tasks can be important </li></ul></ul><ul><ul><li>Tasks can be urgent </li></ul></ul><ul><ul><li>Tasks can be urgent and important </li></ul></ul><ul><li>Our first priority are urgent and important tasks. Second priority – urgent. Third – important. Tasks that are neither these nor that go afterwards </li></ul><ul><li>We do our daily tasks according to our priorities </li></ul>
  29. 29. And about procrastination... <ul><li>Reasons : </li></ul><ul><ul><li>Perfectionism </li></ul></ul><ul><ul><li>Fear of complicated / unpleasant tasks </li></ul></ul><ul><ul><li>Lack of knowledge </li></ul></ul><ul><ul><li>Lack of inspiration, but it usually goes back to one of the first three </li></ul></ul>
  30. 30. Coping with perfectionism <ul><li>Perfectionism is great , but it has its reverse: procrastination. When a perfectionist can’t do the job ideally, he / she most probably does nothing at all </li></ul><ul><li>How to detect: </li></ul><ul><ul><li>You think that there can’t be unimportant details </li></ul></ul><ul><ul><li>You go on “polishing” the job that’s done for a long time </li></ul></ul><ul><ul><li>You think that you may do things irregularly, but thoroughly </li></ul></ul><ul><ul><li>Perfectionists are usually very strict for themselves... and other people </li></ul></ul><ul><li>For a start it is important to do at least something at least somehow </li></ul><ul><ul><li>When you learn to do things regularly, you’ll do it faster & better </li></ul></ul><ul><li>Key phrase: You can’t do all things, you can’t earn all money in the world </li></ul>
  31. 31. Remedy for perfectionism : <ul><li>Having detected it in you, forgive yourself for having faults </li></ul><ul><li>Agree with yourself that you do things not ideally, but regularly – and quickly! </li></ul><ul><ul><li>A room cleaned up a little every day is tidier than a room thoroughly cleaned once a month </li></ul></ul><ul><li>Set clear deadlines for yourself. For each task you do. </li></ul><ul><li>Met the deadline? Great. Award yourself for every success. Every time, every day </li></ul><ul><li>Did not meet it? Detect the handicap . Next time you’ll do without it </li></ul><ul><li>Don’t criticise yourself for failing. Just do it next time. </li></ul>
  32. 32. Coping with fear of complicated / unpleasant tasks <ul><li>How to detect: </li></ul><ul><ul><li>1 st priority task in to-do list, but you can’t start it – you wait for the right mood / time </li></ul></ul><ul><ul><li>You gladly accept every other task (even not yours) </li></ul></ul><ul><ul><li>You do low-priority tasks all day </li></ul></ul><ul><ul><li>You start doing it, but immediately leave for a pause (coffee, cigarette, E-mail...) </li></ul></ul><ul><ul><li>As a result you do it very quickly, but loosely </li></ul></ul><ul><li>For a start it is important to understand: you’ll have to do it anyway, so better do it now and get rid of it. </li></ul><ul><li>Key phrase : A journey of a thousand li begins with a single step </li></ul>
  33. 33. Remedy for this fear : <ul><li>Split the task into smaller ones . </li></ul><ul><ul><li>Fix every small one in your to-do list </li></ul></ul><ul><li>Understand what exactly you: </li></ul><ul><ul><li>Can do now </li></ul></ul><ul><ul><li>Can’t do now (i.e. you need more information) </li></ul></ul><ul><ul><li>Can’t do at all (i.e. it’s not your job) </li></ul></ul><ul><li>Perform smaller tasks every day </li></ul><ul><li>Eat the frog every morning (i.e. start your day with the most inpleasant task) </li></ul><ul><li>Start to like not this very task but your work on this task </li></ul><ul><li>Award yourself for every small success. Every time, every day </li></ul>
  34. 34. Coping with lack of knowledge <ul><li>How to detect: </li></ul><ul><ul><li>You are often afraid to show that you don’t know something, being ashamed of “ignorance” or “incompetence” </li></ul></ul><ul><ul><li>In the best case you try to find an answer to our question by yourself </li></ul></ul><ul><ul><li>It can do good for you, but can also detain you, becasue you can be spending your time on re-inventing the wheel </li></ul></ul><ul><ul><li>In the worst case you are simply stuck </li></ul></ul><ul><li>For a start we should remember Socrates.  No, for the start we should understand that it’s not lack of knowledge, it’s most probably lack of confidence. </li></ul><ul><li>Key phrase: It’s not a shame not to know, it’s a shame not to want to know </li></ul>
  35. 35. Remedy for the lack of knowledge : <ul><li>Only one: go on and learn </li></ul><ul><ul><li>Search engines work </li></ul></ul><ul><ul><li>Ask the one who definitely knows </li></ul></ul><ul><ul><li>Demand a training, finally... </li></ul></ul><ul><li>Asking questions is also an art : </li></ul><ul><ul><li>When we often come with questions we do risk our reputation as specialists </li></ul></ul><ul><ul><li>The correct question is not “How to do it?”. </li></ul></ul><ul><ul><li>It is “I am not sure how to do it, but I think I should do it this way or that way, what would you recommend as the most effective? </li></ul></ul><ul><li>An employee who arise important issues, and brings not problems but solutions has better chances for career growth. </li></ul>
  36. 36. What if you still don’t fit into your working time? <ul><li>Check your list again: </li></ul><ul><ul><li>Am I doing it right? </li></ul></ul><ul><ul><li>Am I doing it quick enough? </li></ul></ul><ul><ul><li>Am I doing my job? </li></ul></ul><ul><ul><li>Where can I save time? </li></ul></ul><ul><ul><li>Can I delegate some things to others? </li></ul></ul><ul><ul><li>Am I wasting time anywhere? </li></ul></ul><ul><ul><li>Am I honest with myself? </li></ul></ul><ul><li>If you do everything correctly, but still don’t fit, it might me high time to discuss it with your boss </li></ul>
  37. 37. Go practice. My problem : <ul><li>I percieve time visually. I don’t percieve it as a continuum </li></ul><ul><ul><li>I’ve looked at my watch: 15.00. Till I have a next glance, for me it is still 15.00 ! </li></ul></ul><ul><li>I.e. I have my landmarks: figures . I have to explain to myself that time goes on . </li></ul><ul><li>I know my priorities, but I really tend to procrastinate.  </li></ul><ul><li>What would you recommend? </li></ul>
  38. 38. How I cope with it myself ( if I do ): <ul><li>I’m a visual . I need to see things to realise that they exist. </li></ul><ul><ul><li>That’s why I should always have watches nearby, optimally – in front of me </li></ul></ul><ul><li>I write reminders . Everywhere and about everything (calls, birthdays, lunch) </li></ul><ul><ul><li>Mobile, diary, PC – everything that I regularly see or have near me </li></ul></ul><ul><li>I ask people to remind me (especially if they want sonething from me). In written if possible </li></ul><ul><ul><li>Peer control does not humiliate! </li></ul></ul><ul><li>I try to eat my frogs every morning :-0 </li></ul>
  39. 39. I have not made this persentation perfect . But I’ve made it at least somehow !  Keep going...
  40. 40. Discussion

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