Effective Time Strategies Time Management For Business Professionals
Effective Time Strategies Time Management For Business Professionals
Small change, big difference Woman without her man is a savage beast. © Copyright 2005
Small change, big difference Woman, without her, man is a savage beast. © Copyright 2005
Efficient vs. Effective • Efficient: Doing things right. • Effective: Doing the right things. © Copyright 2005
THE 80/20 RULE Good News: 80% of Results come from 20% of Activities High Payoff Activities Bad News: 80% of Activities produce only 20% of Results Low Payoff Activities © Copyright 2005
High Payoff Activities Identify and focus efforts on High Payoff Activities Current Time/Week Your High Payoff Activities Goal Time/Week 1. Team Training 0 hours 2. Planning & Scheduling 1 hour 5 hours 3. Prepare Presentations 1/2 hours 4. ______________________ © Copyright 2005 _____
Low Payoff Activities Simplify, Delegate, Automate, or Eliminate Low Payoff Activities Your Low Payoff Activities Current Time/Week 1. Read & Return Emails 12 hours 2. ___________________ ____ 3. ___________________ ____ 4. ___________________ ____ © Copyright 2005 Plan of Action S____
Time Management Matrix Definition of Urgent Things that have the appearance of demanding our immediate attention. Definition of Important Things that have to do with getting results. These things contribute to our values and goals. © Copyright 2005
Time Management Matrix URGENT NOT URGENT I M P O R T A N T I. REACTIVE II. PROACTIVE N O T III. DECEPTIVE I M P O R T A N T Crisis Problems Overdue Tasks Emergencies HPAs Planning Prevention Relationships Recreation (Hobbies, Avocations) IV IRRESPONSIBILITY Phone Calls Meetings Interruptions Mail Paperwork E-Mail Pointless TV watching Time Wasters Trivia Busy Work © Copyright 2005
Time Management Matrix 1. Success and Opportunities live in Quadrant 2. 2. Always say “YES” to activities in Quadrant II. 3. Quadrant III are Low Payoff Activities. 4. Learn to say “NO” to activities in Quadrant 3. © Copyright 2005
Effective Strategies Manage Priorities 1. Give high priority to activities that are IMPORTANT but NOT URGENT. Schedule specific time for HIGH Payoff Activities. 3. Remember that PREVENTION keeps IMPORTANT BUT NOT URGENT items from becoming problems. 4. Relationships are always IMPORTANT, but seldom seem urgent. 2. © Copyright 2005
Effective Strategies URGENT BUT NOT MPORTANT (Quadrant III) 1. Say NO to meetings where you do not have active role. 2. Group or “CLUMP” similar Low Payoff Activities together and accomplish them all at one time. 3. Use the Dr. Pepper Method for handling EMAILS and VOICEMAILS. 4. Dr Pepper Method is handling these items at 10, 2, and 4. © Copyright 2005
CRISIS MODE VS. PROACTIVE MANAGEMENT Crisis Mode Management 1. Do First 2. Manage 3. Communicate 4. Plan and Set Goals Proactive Management 1. Plan and set goals 2. Communicate goals and plans 3. Schedule your priorities 4. Track and measure your results The key difference between living in “Crisis Mode” and being Proactive is PLANNING first! © Copyright 2005
Scattered Numbers © Copyright 2005
Scattered Numbers © Copyright 2005
PLANNING: THE ULTIMATE HPA The most important four letter word in planning and goal setting is NEXT. For every minute you spend planning, you can save 4 -10 times that amount in execution! Finding an extra 30 minutes per day is equivalent to finding 22 eight hour days per year. (That equals one month at work!) © Copyright 2005
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