Time Management Tips and Techniques on how to

Time Management - Tips and Techniques on how to manage your time more effectively IOSH – Essex Branch

Training Ground Rules �Confidentiality �No Mobile Phones �Everyone to participate �Health and Safety �Housekeeping Copyright Flexible HR Ltd

Session Benefits �Gain an overview of Time Management �Understand time robbers �Introduction to practical techniques �Choose a practical techniques that work for you �Apply practical technique Copyright Flexible HR Ltd

What is Time Management? �“Time management” refers to the way that you organise and plan how long you spend on specific activities with the aim of increasing effectiveness, efficiency or productivity Copyright Flexible HR Ltd

Good Time Management �Greater productivity and efficiency �A better professional reputation �Less stress �Increased opportunities for advancement �Greater opportunities to achieve important life and career goals Copyright Flexible HR Ltd

Time Robbers - Exercise Copyright Flexible HR Ltd

The Eight Time Robbers � Procrastination � Poor personal planning and scheduling � Poor delegation � Interruptions by people without appointments � Poor use of the media: phone, Mobile, e-mail, and fax, etc � Reading junk mail � Lack of concern for good time management � Lack of clear priorities Copyright Flexible HR Ltd

What is Procrastination ? �In a nutshell, you procrastinate when you put off things that you should be focusing on right now, usually in favour of doing something that is more enjoyable or that you’re more comfortable doing. Copyright Flexible HR Ltd

Overcoming Procrastination �Recognise that you're Procrastinating �Work Out WHY You're Procrastinating �Adopt Anti-Procrastination Strategies Copyright Flexible HR Ltd

Anti-Procrastination Strategies �Break the habit �Create rewards – completed a task �Peer pressure – get someone to check on you �Identify the unpleasant consequences �Calculate the cost of your time �Keep a “To do list“ visible �Set time-bound goals �One task at a time Copyright Flexible HR Ltd

The Simple “To Do List” �Plain white piece of paper �Make a list of everything you have to do �List them 1 – 10 etc �Use highlighter to prioritise the most important �Cross out when you have completed a task �Create a new list everyday �Transfer yesterdays tasks to you new list Copyright Flexible HR Ltd

The Pickle Jar Theory Copyright Flexible HR Ltd

The Pareto Principle Copyright Flexible HR Ltd

The Pareto Principle � "If you're Noah, and your ark is about to sink, look for the elephants first, because you can throw over a bunch of cats, dogs, squirrels, and everything else that is just a small animal and your ark will keep sinking. But if you can find one elephant to get overboard, you're in much better shape. " Vilfredo Pareto Copyright Flexible HR Ltd

Eisenhower Matrix Copyright Flexible HR Ltd

What are the 4 D’s of Time Management? �Delete it �Delegate it �Do it �Defer it Copyright Flexible HR Ltd

Rules for using the telephone �Always stand when making a call �Start your calls by announcing your goals �Have something on your desk focus on next �Call people just before lunchtime Copyright Flexible HR Ltd

Get Organised! � Declutter desk � Use Outlook – Calendar - Task � Create a filing system � Everything should have a place � Minimise the frequency & length of interruptions � Meetings should last no more than an hour � Close office door Copyright Flexible HR Ltd

Pick a technique � Anti-Procrastination techniques � Simple “To do list” � The Pickle Jar � Pareto Principle � Eisenhower Matrix � The 4 D’s of Time Management �Combinations that work for the best mix! Copyright Flexible HR Ltd

Summary �Better understanding of Time Management �Who are your time robbers! �Practical techniques �Some top tips on Managing Time Copyright Flexible HR Ltd

Thank you Suzanne Bolwell-Davies Chartered FCIPD Copyright Flexible HR Ltd