Welcome to Managing Work, Time and Pressure Session 1 Practical - - PowerPoint PPT Presentation

Welcome to Managing Work, Time and Pressure

Session 1 – Practical Tools

2

Remember This?

Challenges, Strengths and Objectives

• What are your greatest

time management challenges and pressures?

• Your greatest strengths

when managing time and energy

• Your personal learning
• bjectives for today?

Analyse Your Use of Time p4

Prioritising with The Covey Time Management Matrix

Time Budgeting

How much time is available in the working week? If you have 40 hours, how will you use them?

Example Hours Meetings and travel 5 Admin desk time 3 Responding to requests 5 Reading & research 3 Flexibility for unexpected 5 What is left for key objectives? Only 19 hours!

Scheduling Tips

 Block out time to tackle big important jobs  Group related items and actions  Schedule quiet time  Set time limits for everything you do  Keep 20% of your time unscheduled, to allow for the unexpected  Plan and schedule the next week on Friday afternoon  Check and adjust your schedule for the next day before you leave Planning nning is an inten ention.

• tion. Schedu

heduling ling is the e se secr cret et of making ing things ngs happen! pen! What t do you do/cou could ld you do?

Reflection, Review & Action P11

Session 2 – Understanding the Science and Additional Strategies

Welcome Back!

• 1. Wins and Challenges since session 1
• 2. Personal learning objectives for today

40 40 – 50% 50%

“What fir ires es to together ether, wi wires es together”

Hebb’s Law

66

What unresourceful habits might you have fallen into at work?

Habit Triggers and Cues

What are some habitual responses you would like to change?

Reactive Proactive

Go with the flow React to events Plan ahead Schedule life

The Reactive/Proactive Continuum

Realising the Vision

Organisation’s Vision Business Objectives Department or Project Objectives Team Objectives Individual Objectives

Objectives

How aligned are they? To what extent do they complement

• r conflict?

Do they fulfil the S.M.A.R.T.I.E.

criteria?

Pl Planning anning Fallac llacy y Bias ias 1963 963 $7m 1973 973 $102m 02m

Implementation Intentions

IF IF

THEN THEN Away from pain Towards pleasure

“If I don’t finish this report on time I won’t have a drink tonight” “If I finish this report on time I’ll go the pictures”

Implementation Intentions

THEN THEN

“When the alarm goes

• ff on Monday,

Wednesday and Friday I will go the gym – no excuses” “When someone asks if I have a minute I will offer them an

• ption – every time”

WH WHEN EN

Managing Energy

90 90 min ins 90 90 min ins Peak Performance Peak Performance 20 20 mins ns R&R 20 20 mins ns R&R 20 20 mins ns R&R Activity Level Time

R&R = recovery and renewal

The ‘NOT TO DO’ List (Tim Ferriss)

Email first AM or last thing PM Agree to meetings

• r calls without a

clear agenda or end time Work more to fix

• verwhelm

Try to please everyone Be wedded to your phone Eat ‘al desko’! Create a list you know you can’t complete Send email responses when in a bad mood! Say “yes” if you can’t deliver

Session 3 – Working with Others for Increased Productivity

Welcome Back!

• 1. Wins and Challenges since sessions 1 & 2
• 2. Personal learning objectives for today

Working with Others – an Honest Conversation

• What are our expectations of
• thers?
• How realistic are they?
• How might our actions and

behaviour adversely impact

• thers’ ability to do their job
• What action can we take to help
• thers manage their time and

workload more effectively?

DO it - say YES DATE it – decide when to meet DELEGATE it – usually back to the person who created it in the first place DUMP it – just say NO

Saying NO – The 4D Way

Handling Interruptions

• Face away from the flow
• Keep conversation short
• Stand up
• Fix a time
• Invent an appointment
• Book quiet time with yourself
• Agree a signal with colleagues to show you don’t want to be

interrupted.

Reflection, Review & Action