SUCCESSFUL TIME

MANAGEMENT SKILLS
Coach Linda Hillman
Destined 2 B U Empowerment Coaching Group
www.destined2bu.com
Skype: coachlindahillman
coachlindahillman@destined2bu.com
Welcome!
PLEASE INTRODUCE YOURSELF
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AGENDA
• 80/20 Rule
• How Good Is your Time Management
• Procrastination
• Activity Logs
• To do List
• Personal Goal Setting
• Effective Scheduling
CONCENTRATE ON RESULTS, NOT ON BEING BUSY
80/20 RULE
• Pareto Principle
• 80% of unfocused work results in 20% of the results
• Work Smarter. Take Control of Your Workload.
HOW GOOD ARE YOU AT MANAGING YOUR TIME?

• How Often Do You Run Out of time?

• Do You Use
• Activity Logs
• To Do List
• Prioritizing
• Goals
• Scheduling
PROCRASTINATION

• What Is Procrastination
1. You procrastinate when you put off things that you should
be focusing on right now, usually in favor of doing
something that is more enjoyable or that you’re more
comfortable doing.
2. procrastination occurs when there’s “a temporal gap
between intended behavior and enacted behavior.” Professor
Clarry Lay
PROCRASTINATION

• How to overcome Procrastination

1. Recognize That You're Procrastinating
2. Work Out “WHY” You're Procrastinating
3. Adopt Anti-Procrastination Strategies
ACTIVITY LOGS

• Learn How to Use Them

• Write everything you do down
• Do this for 3 – 5 days to get a good sense of how you are
using your time
• Also record “How you feel” (i.e. flat, tired, energized, etc.)
ACTIVITY LOGS

• Learn From Your Logs

• Eliminate jobs that your employer shouldn't be paying you to do. These may include
tasks that someone else in the organization should be doing, possibly at a lower pay
rate, or personal activities such as sending non-work e-mails.
• Schedule your most challenging tasks for the times of day when your energy is highest.
That way your work will be better and it should take you less time.
• Try to minimize the number of times a day you switch between types of task. For
example, read and reply to e-mails in blocks once in the morning and once in the
afternoon only.
• Reduce the amount of time spent on legitimate personal activities such as making coffee
(take turns in your team to do this - it saves time and strengthens team spirit).
TO DO LIST

• Write Down All The Things you have to do

• Give each item an allotted time period.
• You remember to carry out all necessary tasks
• You tackle the most important jobs first, and do not waste time on
trivial tasks.
• You do not get stressed by a large number of unimportant jobs.
PERSONAL GOAL SETTING

• Helps you achieve more with focus

• Help you stay on course
• Helps you achieve lifetime goals
•Make categories for your life
•Where do you want to be in each
•Set Specific, Measureable, Attainable, Relevant, Time Bound
EFFECTIVE SCHEDULING/PRIORITIZING

• Understand what you can realistically achieve with your time;

• Plan to make the best use of the time available;
• Leave enough time for things you absolutely must do;
• Preserve contingency time to handle 'the unexpected'; and
• Minimize stress by avoiding over-commitment to others.
 EFFECTIVE SCHEDULING

• Start by identifying the time you want to make available for

your work. This will depend on the design of your job and
on your personal goals in life.
• Next, block in the actions you absolutely must take to do a
good job. These will often be the things you are assessed
against.
• Review your To Do List, and schedule in the high-priority,
urgent activities, as well as the essential maintenance
tasks that cannot be delegated and cannot be avoided.
 EFFECTIVE SCHEDULING

• Next, block in appropriate contingency time. You will learn how much of
this you need by experience. Normally, the more unpredictable your
job, the more contingency time you need. The reality of many people's
work is of constant interruption: Studies show some managers getting
an average of as little as six minutes uninterrupted work done at a time.

What you now have left is your "discretionary time": the time available
to deliver your priorities and achieve your goals. Review your Prioritized
To Do List and personal goals, evaluate the time needed to achieve
these actions, and schedule them in.
 PRIORITIZING

• Prioritization based on project value or profitability is probably the most commonly-

used and rational basis for prioritization. Whether this is based on a subjective guess
at value or a sophisticated financial evaluation, it often gives the most efficient
results.

• Time constraints are important where other people are depending on you to
complete a task, and particularly where this task is on the critical path of an
important project. Here, a small amount of your own effort can go a very long way.
• And it's a brave (and maybe foolish) person who resists his or her boss's pressure to
complete a task, when that pressure is reasonable and legitimate.
 PRIORITIZING

1. Paired Comparison Analysis

2. Grid Analysis
3. The Action Priority Matrix
4. The Urgent/Important Matrix
5. The Ansoff & Boston Matrices
6. Pareto Analysis
7. Nominal Group Technique: