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Managing your Time

Managing your Time

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Managing your Time

Prioritisation

Agree KRAs with management

Agree priorities of KRAs

Objectives

Goals

KRAs

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Managing your Time

Big rocks first?

list roles at work & home

I D important tasks for the

next month

diary the tasks

stick to the schedule

one diary only

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Managing your Time

Diary and filing

diary all tasks

over 20 minutes

consider A time

RAFT

all documents

future file

time for

email / phone

keep a

Day Book

prioritise

with urgence /

importance

plan tomorrow

today

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Managing your Time

5-Step planning

1. Planned important2. Unplanned important3. Admin’4. Networking5. Thinking (planning)

Log your time

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Managing your Time

Planning

Spending timeplanning time

saves time

Doing without planning

Doing after planningPlanning

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Managing your Time

Breakdowns in planningRecruit a

Person

Produce

Shortlist Advertise

Prepare Job

descriptionInterview Appoint

Create Ad Place AdObtain Quotes

PC

Filing Cabinet

Furniture

Recruit in Job

Desk & Chair

Recruit

Task Breakdown

CommunicationBreakdown

DeliverableBreakdown

Resource Responsibility

Matrix

PM

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Managing your Time

Estimating

2*Opt +Real + 4*Pess

7

Be aware of our own optimism Imagine that things could go wrong

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Managing your Time

Managing expectations 1

Opinion can beat facts unless you show what is involved

Scope / Time / Resource

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Managing your Time

Managing expectations 2

Quick Fix

Robust

QA

If people want to dump problems. they have to be told that if they push for

unrealistic solutions they will have more problems than they have now

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Managing your Time

Progress monitoring

1. What has been done? show me2. What is left to do?3. What problems do you anticipate?4. What are you/I going to do to stop those problems?

How is it going?

Don’t ask:

Do ask:

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Managing your Time

Focus on quadrant 2

Urgent Not Urgent

Important 1 2

Not Important

4 3

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Managing your Time

Protecting your time

YES

NO

Negotiate

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Managing your Time

Negotiating importance

What do you want me NOT to do Yes, this is the price Ask when & promise later Ask what & promise less Who is it for and what will

happen if it is not done? Why me, what skill do I have? What is critical in this? Does it have to be 100% perfect? Sure, this is what I am going to

leave out

If I do this will you help me to do ...

Thanks for calling me, I was just about to ask you to help me with ...

Get them to do something to help you do the thing they want

I’ll do what I can, can you chase me on Friday.

I suggest a quick fix Could you explain the process to

me? Let me get some options

together for you

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Managing your Time

How to say NO

I understand (pause, not BUT) currently (state facts) therefore (difficult / impossible) I suggest (give 2/3 options) your choice?

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Managing your Time

Time wasters: meetings

have an agenda WITH time targets

attend for key topics take work with you smaller meetings have an agreed

process (eg problem, options, recommendation, risks, next steps)

delegate / rota split topics into further

smaller meetings keep asking for the

‘main point’ keep asking ‘what

decision’ get information in

another form schedule a finish time

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Managing your Time

Set a clear scopeTimed agenda points / stagger attendance

Focus on output not input

Clear minutes and actions

Set deliverables not tasks

Consider a DM process

Analysis outside, evaluation inside

Rotate the Chair

Tips for meetings

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Managing your Time

Time wasters: telephone

state time up front ask for background,

key points and decision

split the workload change voice-mail

daily

take calls at certain times

call in blocks set up a call rota schedule a call

back time

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Managing your Time

Time wasters: email

schedule time for reading, don’t react

ask for actions up front

no-scroll inbox set up a folder for

later reading use a future file’

Get taken off lists Use the filter RAFT all mail promptly Set out of office for an

extra day

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Managing your Time

Time wasters: interruptions

stand up tell them how much

time you have set up a scheduled call walk them to

somewhere else set a time for further

chat be honest

Have clinic times Don’t have a chair

nearby Move your seat to

avoid eye line FAQ sheet What do you

suggest?

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Managing your Time

Time wasters: documents

scan read to actions section

schedule reading time get removed from

circulation lists see who it is from ask sender for more

information

scan and schedule detailed analysis for later

remove documents from sight (file)

press for 1side A4 central store for

common documents

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Managing your Time

General tips separate urgent from important

make & keep promises to others

before spending a lot of time on something, figure out what would happen if it wasn’t done

find somewhere inaccessible to work

keep a time log

ask the person asking you to do something to do something to help you do the something for them

stand up whilst answering

don’t do things to perfection

look after yourself physically

book appointments with yourself

use new technology

cut out things that would not be missed

have stand up meetings

have smaller meetings

ask others how you waste their time

carry a notebook with you

focus on PRODUCTIVITY not ACTIVITY

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Managing your Time

General tips

at the start of a conversation, ask what time it will finish

start the day with unpleasant tasks

work at home for an hour and come in later

arrange your time into chunks

choose unusual start times for meetings

send someone else to meetings

identify repeating crises and work out a routine

make sure the kit works

file daily

keep an ideas list

make time to review

work out the type of work you are best at certain times of day

make a list at the end of the day for the next day

do not use a PENDING tray: either ACT, FILE, or TRASH

motivate yourself by using jobs you like as a reward