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Time Management: Get Organized for Peak
Performance
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Slides
Agenda
8:30-8:45 Icebreaker: Home Team
8:45-9:00 Session One: Course Overview
9:00-9:30 Session Two: The Power of a Change
9:30-10:15 Session Three: Changing Our Perspective
10:15-10:30 Break
10:30-11:00 Session Four: Setting Goals
11:00-11:30 Session Five: Planning Tips and Tricks
11:30-11:45 Session Six: Setting a Routine
11:45-12:00 Morning Wrap-Up
12:00-1:00 Lunch
1:00-1:15 Energizer: Secret Identity
1:15-2:00 Session Seven: Doing it Right
2:00-2:15 Session Eight: Putting an End to Procrastination
2:15-2:30 Break
2:30-2:45 Session Nine: Getting Organized
2:45-3:15 Session Ten: Organizing Your Files
3:15-4:15 Session Eleven: Managing Your Workload
4:15-4:30 Workshop Wrap-Up
Session One:
Course Overview
Learning Objectives
• Better organize yourself and your workspace for
peak efficiency.
• Understand the importance of, and the most
useful techniques for, setting and achieving goals.
• Identify the right things to be doing and develop
plans for doing them.
• Learn what to delegate and how to delegate well.
• Take control of things that can derail your
workplace productivity.
Session Two:
The Power of a Change
Your Bucket List
• It takes time to make time work for you.
• If you are truly going to make any difference
in your life because of today, you have to be
prepared to make some changes.
• No one ever lay on their deathbed and said, “I
should have spent more time at work.”
• Write 50 items that are on your bucket list.
Session Two:
The Power of a Change
Pre-Assignment Review (I)
• What do you believe are your top three priorities?
• What do you believe are the top three obstacles to
working on your priorities or meeting your objectives?
• On a scale of one to ten, how would you rate your
organizational skills right now?
• What are the top three things you think you must do in
order to be more organized?
• What would you do with any additional time if you
found a way to give it to yourself?
Session Two:
The Power of a Change
Pre-Assignment Review (II)
• Can you give some examples of how choice
affects the way you work?
• What is the one activity that you know if you did
superbly well and consistently would have
significant positive results in your personal life or
your career?
• If you know these things would make such a
significant difference, why are you not doing
them now?
Session Three:
Changing Our Perspective
Making Changes (I)
• Everyone is interested in learning to use their
time more wisely.
• However, traditional time management
wisdom only works well for some people.
• We’re all different, so we need different tools
to collect and consider before figuring out
which ones will work the best in our own
situation.
Session Three:
Changing Our Perspective
Making Changes (II)
Four Priorities
•Connecting with People
•Paperwork
•Reading
•Exercise
Session Three:
Changing Our Perspective
Another Day at the Office
• Did he make good use of his best time of
day?
• Did he work on his high priority items?
• Did he have a problem saying no?
• Did he complete the tasks he started?
• Did he understand his problems?
• What would you recommend for Myron?
Session Four:
Setting Goals
The Dot Exercise
• Goals or targets are also an important part of
managing your time.
• Most of us can’t hit a target if we can’t see it.
• You have to know what you want to
accomplish, how you want to accomplish it,
what resources you have, and who will do it.
• Make a covenant with yourself that you will
make an effort to put into practice the things
that will be of the most benefit to YOU.
Session Four:
Setting Goals
Setting Goals with SPIRIT
• Specific
• Prizes
• Individual
• Review
• Inspiring
• Time-Bound
Session Five:
Planning Tips and Tricks
Planning Tools (I)
Guidelines for Efficient Planning (I)
•Did you know that you can save yourself an hour
each day just by getting organized?
•There is no need to do a big clean up once a year if
you can take a half hour once a week to file, sort,
and keep things organized.
•Identify and operate in the short and long term.
•An up-to-date master calendar can be helpful.
Session Five:
Planning Tips and Tricks
Planning Tools (II)
Guidelines for Efficient Planning (II)
•A "Things to do Today" list helps focus attention on
the highest priority items.
•Action planning worksheets, milestone charts, and
PERT diagrams are excellent planning aids.
•Planning contact with colleagues and staff will help
minimize disruptions.
•The most effective approaches to planning are
those tailored to meet individual needs.
•Flexibility is important.
Session Five:
Planning Tips and Tricks
Planning Tools (III)
A Planning Checklist
•What
•Where
•When
•How
•Who
Session Five:
Planning Tips and Tricks
Planning Tools (IV)
Short Term Planning Tools
•A daily to-do list
•A planner with at least a week at a glance
•A monthly project list
•Project planning worksheet
Session Five:
Planning Tips and Tricks
Planning Tools (V)
Organizing Your Work Area and Your Paperwork
•Do it now!
•Dump.
•Sort and group.
•Set up a system.
•Don’t save papers that you can easily find
somewhere else.
Session Five:
Planning Tips and Tricks
Planning a Get-Together
• Our group is going to get together in about six
weeks and have a follow-up get-together.
• What are the tasks that have to be done?
• How long will each task take?
• Who will be responsible for each task?
• Which task should appear in a calendar?
Session Six:
Setting Up a Routine (I)
• Be dull in your everyday routine so you can
be wildly creative where it counts.
• Routines simplify; clarify; and create order,
symmetry, and familiarity in chaos/high stress.
• As you decide what kinds of routines will help
you, you will need to simplify some things in
your life.
• Routines include setting time with family, for
eating, for sleeping, and for exercising.
Session Six:
Setting Up a Routine (II)
• No activity is more important to ritualize than
sleep. This lets your body know that it is time
to slow down and prepare to shut off.
• By fixing mealtimes and planning in advance
you’ll become vastly more efficient. You’ll save
money on groceries too!
• Since exercise has such a powerful effect on
brain energy and alertness, place your
workout at times of day you most need them.
Session Seven: Doing it Right
Being Brave and BOLD (I)
BOLD!
•Balance
•Organize your time
•Let things go
•Delegate
Session Seven: Doing it Right
Being Brave and BOLD (II)
Steps to Delegation
1.Explain why the job is important.
2.Describe what is needed in terms of results (not how,
but what).
3.Give the person the authority they need to do the job.
4.Indicate when the job needs to be completed and get
agreement.
5.Ask for feedback to ensure a common understanding.
Session Seven: Doing it Right
Being Brave and BOLD (III)
There was an important job to be done and
Everybody was asked to do it. Everybody was sure
that Somebody would do it. Anybody could have
done it, but Nobody did it. Somebody got mad
about it because it was Everybody’s job. Everyone
thought that Anybody could do it, and Nobody
realized that Everybody wouldn’t do it. It ended up
that Everybody blamed Somebody when actually
Nobody blamed Anybody
Session Seven: Doing it Right
Case Study
• Does she appear to be making effective use of
delegation?
• If her visitors are employees, how might she avoid
interruptions?
• Should Sheila consider establishing a quiet time when
she would receive no calls or visitors? If so, when might
be the best time of day?
• Sheila feels she should assign all departmental work
and review all results. Is there a more efficient way?
• What other ways could Sheila gain more control over
her use of time?
Session Eight:
Putting an End to Procrastination
“If the first thing you do each morning is to eat a
live frog, you can go through the day with the
satisfaction of knowing that is probably the worst
thing that is going to happen to you all day long.”
~Brian Tracy
“The rule of frog eating is this: If you have to eat
two frogs, eat the ugliest one first.” ~ Mark Twain
Session Eight:
Putting an End to Procrastination
• By procrastinating, that thing we
are putting off often becomes a
bigger and more daunting task than
it really is.
• Do you have a frog or two waiting
for you at work?
• What is standing in the way of
eating that frog?
Session Nine:
Getting Organized
Surface of the Desk
• Check the position of the desk: Is it facing the
door and making interruptions more likely?
• Is the lighting adequate?
• Is the phone where it can be reached easily?
• Is there a better arrangement possible?
• Is the seating/chair adequate?
Session Nine:
Getting Organized
Contents of the Desk
You have all the tools you need and they are in
good working order.
Tools are organized.
Group like items together.
Store any extra supplies in a supply area.
Tools should be stored in a shallow
desk drawer and not on the desk.
Session Nine:
Getting Organized
Guidelines for Keeping a Piece of Paper (I)
• Am I going to need to refer to this later?
– YES: File it
– NO: Recycle it
• Do I have a digital copy that will suffice?
– YES: Recycle it
– NO: File it
• Is it directly related to me or will someone else have a
copy that I can refer to?
– YES: Recycle it
– NO: File it
Session Nine:
Getting Organized
Guidelines for Keeping a Piece of Paper (II)
• Do I need to keep this for legal reasons?
– YES: File it
– NO: Recycle it
• Does it fit in my filing system?
– YES: File it
– NO: Recycle it
• If I file it, will I be able to find it?
– YES: File it
– NO: Recycle it
Session Ten:
Organizing Your Files
Sorting Based on File Type (I)
Key Principles Of Retrieval
•Group similar things together
•Place them in their own space or container
•Label them clearly
Session Ten:
Organizing Your Files
Sorting Based on File Type (II)
File Categories
•Working files
•Reference files
•Archive files
•Disaster files
Session Ten:
Organizing Your Files
Sorting Based on File Type (III)
Electronic Files
•File structure used in paper files and electronic
files should parallel each other
•Use keywords and search programs
•Don’t keep what you don’t need.
•Don’t ask, “Will I ever need this?”
•Do ask, “Where could I get this if I needed it?”
Session Ten:
Organizing Your Files
Sorting Based on File Type (IV)
Briefcase
Tools that are needed frequently when away
from the office
Reference files that are frequently referred to,
such as telephone lists
Working files that are needed
A system for expenses
Session Ten:
Organizing Your Files
The Batching Technique
• Save several of the same type of things to do
at once.
• We can even batch interactions with others!
• Other things to batch:
– Word processing files
– E-mail messages
– Voice mail
Session Eleven:
Managing Your Workload
Managing E-mail (I)
• We’ve become a society where we expect
replies to e-mail immediately.
• Many people send e-mails out to more
recipients and with more frequency than is
often required.
• Many managers receive, reply, and create up
to 100 e-mails per day. (= 300 minutes = 5
hours each day!)
Session Eleven:
Managing Your Workload
Managing E-mail (II)
• Check your email twice a day.
• Deal with each message right away.
• Deal with it the right way.
• Do you have additional suggestions for staying
on top of e-mail traffic?
Session Eleven:
Managing Your Workload
Case Study: Mary Marvelous
Session Eleven:
Managing Your Workload
Workload Analysis (I)
• What are the things you have to do every day?
• How much time must you allot to each thing?
• What are the things you have to do each week?
• How much time do you allot to them?
• What are the things you must do each month?
• How much time does each item take you?
• What are the things you do quarterly/annually?
• How much time do they take?
Session Eleven:
Managing Your Workload
Workload Analysis (II)
• Was it hard to remember how you spent your
time?
• Did you take any time out just for you?
• How many things did you do that you planned
to?
• How many things did you put off?
• What is it you want to spend more time
doing?
Session Eleven:
Managing Your Workload
Workload Analysis (III)
• What do you want to do less?
• Are you happy with the way you spent your time?
• How many of these hours did you spend on the
things that you said were a high priority for me?
• When I look at my life so far, I’m glad I took the
time to…
• I regret I haven’t taken the time to…
